PROFESSIONAL SERVICES AGREEMENT
By and Between the
ANAHEIM HOUSING AUTHORITY
and
AMA CONSULTING GROUP, LLC
PROFESSIONAL SERVICES AGREEMENT
This PROFESSIONAL SERVICES AGREEMEI\T'f (this "Agreement "), is made and entered into as of June I, 2025 (the "Effective Date") , by and between ANAHEIM HOUSING AUTHORITY , a public body, corporate and politic (the "Authority") ,
A
N
D
AMA CONSULTING GROUP, LLC, a Florida Limited Liability Company (the "Consultant") .
RECITALS
A. From time to time , the Authority requires the provision of procedural mapping and development , training and quality control monitoring services for the Housing Choice Voucher program as requested and as generally described in Exhibit A attached hereto and incorporated herein by this reference (the "Services").
B. The Authority and Consultant (each, a "Party " and jointly , the "Parties") desire to enter into an agreement pursuant to which the Consultant will provide the Services as requested by the Authority.
NOW, THEREFORE, FOR AND IN CONS ID ERA TION OF THE MUTUAL
PROMISES, COVENANTS AND CONDITIONS CONTAINED HEREIN, THE AUTHORITY AND THE CONSULT ANT AGREE AS FOLLOWS:
Section 1. Status of Parties.
1.1 Authority. The Consultant acknowledges that the Authority is a public housing authority California Health and Safety Code Section 34200 and operationally organized under the City of Anaheim .
1.2 Consultant. Consultant represents that Consultant is a Florida limited liability company , fonned and in good standing under all applicable laws.
Section 2. Services of Consultant.
2.1 Description of Services. In compliance with all of the te1111s and conditions of this Agreement , Consultant shall provide the Services on an "as required " basis (the "Description of Setv ices"), as authori zed by the Director (as hereinafter defined in Sec1ion 5.1 ). Consultant represents and warrant s that all Servic es to be provided hereunder shall be perfo1111ed in a competent , professional and satisfactory manner in accordance with the standards prevalent in the industry for such services .
2.2 Services to be Provided As Required . Consultant acknowledges and agrees that Authority shall request that Consultant provide the Services on an "as required" basis and that Authority does not guarantee a minimum number of hours for which Consultant's services sball be requested and required hereunder. Consultant further acknowledges and agrees that this Agreement and any request for the provision of services herelmder is nonexclusive and that the Authority may enter into similar agreements with other entities for the provision of similar services.
2.3 Time for Performance. Time is of the essence in the perfom1ance of this Agreement. Consultant shall perfom1 and complet.e all services as may be requested pursuant to Section 2.2 hereof in a timely and expeditious manner. Consultant sha11 perfonu such services in accordance with those schedules which Consultant and the Authority may mutually agree to as to any particular study, job or analysis.
Consultant shall not be responsible for delays caused by circumstances beyond its reasonable control, provided that Consultant has delivered to the Authority written notice of the cause of any such delay within ten (10) days of the occurrence of such cause.
2.4 Performance Standards. The Authority must approve all completed work product, including approval that work has been completed to an acceptable level of quality , before payment is released.
2.5 Compliance with Law . AH services rendered hereunder shall be provided in accordance with all ordinances , resolutions, statutes , rules, regulations and laws of the City of Anaheim and any Federal , Stale or local governmental City of competent jurisdiction.
2.6 Licenses, Permits, Fees and Assessments. Consultant shall obtain, at Consultant's sole cost and expense , such licenses, permits and approvals as may be required by law for the performance of the services required by this Agreement. Consultant shall have the sole obligation to pay for any fees, assessments and taxes, plus applicable penalties and interest, which may be imposed by law and which arise from or are necessary for the perfonnance of the Services required by this Agreement.
2.7 Nondiscrimination. Consultant agrees not to discriminate against any person or class of persons by reason of sex , color, race, creed, religion , marital status , handicap, ancest1y or national origin in its provision of services . To the extent this Agreement provides that Consultant offer accommodations or services to the public , such accommodations or services shall be offered by Consultant to the public on fair and reasonable tem1s.
2.8 Familiarity with Work. By executing this Agreement , Consultant represents and warrant s that Consultant (i) has thoroughly investigated and considered the Services to be performed , (ii) has carefully considered how the Services should be provided , and (iii) fully understands the facilities , difficulties and restrictions attending the provi sion of the Services under this Agreement. Should the Consultant discover any latent or unknown conditions materially differing from those inherent in the provision of such Services or as represented by the Authority , Consultant shall immediately inform the Autho1ity of such fact and shall not proceed except at Consultant's risk until written instructions are received from the Authority .
2.9 Additional Services . Consultant shall provide Services in addition to those specified in the Description of Services when directed to do so in writing by the Authority , provided that Consultant shall not be required to provide any such additional Services without compensation .
Section 3. Term.
3.1 The tenn of this Agreement shall commence on June I, 2025 and shall terrninate May 31 , 2027 , unless sooner terminated as provided herein ("Initial Tenn"). The Director is hereby authorized to renew this Agreement upon the same tenns and conditions for no more than two (2) additional one year tem1s after the Initial Tenn ("Renewal Tem1"), unless Consultant provides written notice of tem1ination no Jess than thirty (30) days prior to completion of the tenn in progress ; provided however , that compensation rates may be adjusted during the rene,:val of each subsequent term (hereinafter the phrases "Initial Tem1" and "Renewal Tern, ," if any , shall be collectively referred to as the "Term") .
Section 4. Compensation.
4.1 Amount of Compensation . lt is understood by and agreed between the Parties to this Agreement that full and complete payment for all Services provided in accordance with this Agreement , including sub-consultant fees, if any, and reimbursable expenses , shall not exceed a total of $300 ,000.00 ("Maximum Compensation') , without the prior written authorization of Authority. Authority agrees to pay , and Consultant agrees to accept , as full compensation for Consultant 's services, compensation at the project rates shown on Exhibit B attached hereto and incorporated by this reference herein.
4.2 Billing and Payment Procedures . Consultant shall present monthly itemized invoices for Services perfo1111ed and completed during the previous monthly period to the Authority . Each invoice shall state the date the Services were provided . If requested by the Authority , Consultant shall present additional documentation evidencing the provision of Services satisfactory to the Authority . The Authority agrees to approve or disapprove Consultant's invoice and/or additional documentation , as the case may be, within ten (10) days after the Authority 's receipt of the invoice and/or additional documentation. The Authority agrees to pay the Consultant for work satisfactorily performed and completed and expenses properly incuned within thirty (30) days after the Authority 's approval of a statement from the Consultant describing such work and expenses . The Authority shall not be responsible to pay Consultant for any Services or expenses in excess of the Maximum Compensation . Consultant shall notify Authority in writing when seventy-five percent (75 %) of the Maximum Compensation has been reached during the Term of this Agreement.
Section 5. Coordination of Services.
5.1 Representative of Authority . The Authority's Executive Director , or such person's designee, (the "Director ") shall represent the Authorit y in all matters pe1taining to this Agreement.
Whenever a reference is made herein to an action or approval to be undertaken by the Authority , the Director is authorized lo acl unless this Agreement specifically provides otherwise or the context should otherwise require .
5.2 Representative of Consultant. Janessa Ash , Manager of Contracts and Proposal Department , is our point of contact , however Stephanie Rosario , President and CEO, as the signatory is hereby designated as being the principal and representative of Consultant authorized to act on Consultant ' s behalf with respect to the services and work to be provided hereunder and make all decisions in connection therewith.
It is expressly understood that the expe1ience , knowledge , capability and reputation of the foregoing principal are a substantial inducement for the Authority to enter into this Agreement. Therefore, the foregoing principal shall be responsible during the Tenn of this Agreement for directing all activities of Consultant and devoting sufficient time to personally supervise the provision of Services hereunder. The foregoing principal may not be changed by Consultant and no other personnel may be assigned to supervise the Services to be provided hereunder without the express written consent of the Authority.
5.3 Prohibition Against Subcontracting and Assignments . Neither the whole nor any interest in, nor any of the rights or privileges granted under this Agreement shall be assignable or transferable or encumbered in any way without the prior written consent of Authority . Any such purported assignment transfer , encumbrance , pledge , subu se, or pem1ission given without such consent shall be void as to Authority. This is a personal services contract and the Consultant was chosen on the basis of characteristics unique to the Consultant. Authority shall have the right to unreasonably or arbitrarily withhold its consent to any such assignment , transfer, encumbrance , pledge , subuse, or permission.
5.4 Independent Contractor . Consultant and any agent or employee of Consultant shall act in an independent capacity and not as officers or employees of Authority. Authority assumes no liability for Consultant's actions and performance , nor assumes responsibility for taxes , bonds, payments , or other commitments, implied or explicit ,· by or for Consultant.
Consultant shall not have authority to act as an agent on behalf of Authority unless specificaJly authorized to do so in writing. Consultant acknowledges that it is aware that because it is an independent contractor , Authority is making no deduction from any amount paid to Consultant and is not contributing to any fund on its behalf. Consultant disclaims the right to any fee or benefits except as expressly provided for in this Agreement.
As respects all acts or omissions of Consu ltant relating lo Consultant's responsibility for taxes, bonds , payment s, or other commitments , implied , or explicit, by or for Consultant, the Consultant agrees lo indemnify , defend (at the Authority's option), and hold hannless the Authority, its officers , agents , employees , representatives , and volunteers from and against any and all claims , demands, defense costs, liability , or consequential damage s of any kind or nature arising out of or in connection with the Consultant 's perfom1ance or failure to perfonn under this Section .
Section 6. Insurance and Indemnification
6.1 Insurance. Without limiting Authority 's right to indemnification , it is agreed that Consu ltant shall secure , prior to commencing any activi ties under this Agreement, and maintain, during the tenn of this Agreement , insurance coverage as follows:
6.1.l Required Insurance Coverage . Consu ltant sha ll secure and maintain the following insurance coverage:
(a) Workers' Compensation Insurance as required by California law and Employers Liability Insurance in an amount not less than $1 ,000 ,000 and must include a Waiver of Subrogation ;
(b) Commercial General Liability Insurance, including coverage for Premises and Operations , Contractual Liability , Personal Injury Liability , Products /Comp leted Operations Liability, and Independent Cons ultants ' s Liability (if applicable) , in an amount not less than $2,000 ,000 per occurrence , $4,000 ,000 annual aggregate. Any deductible or self-insured retention in excess of$ I 0,000 must be disclosed to Authority , in writing, at the inception of this Agreement and is subject to the acceptance of the City 's Risk Manager ;
(c) Co mmercia l/Comprehensive Automobile Liability Coverage , as required by Cali fomia law, including-as applicable -own ed, non-owned , and hired autos , in an amount not less than $2,000,000 , combined single limit; and (d) Professional Liability , inc lusive of Cyber Liability , in an amou nt not Jess than $2,000 ,000, and Consu ltant sha ll maintain such coverage for at least one (1) year from te1mination of this Agreement. Any deductible or self insured retention in excess of $10,000 must be disclosed to Authority , in writing, at the inception of this Agreement and is subject lo the acceptance of the City's Risk Manager.
Any required coverage w1itten with primary and excess layers to satisfy the minimum requirements of this Agreement must be submitted for approval by City's Risk Manager prior to the inception of the final Agreement.
6.J .2 Cancellation Notice. Consultant agrees that each insurance policy required by this Agreement shall not be voluntari ly cancelled or otherwise limited in scope or coverage , until after thirty (30) days prior written notice has been given to the City Clerk , City of Anaheim , 200 S. Anaheim Blvd. , Anaheim , CA 92805, except in the event of cancellation for non-payment of premium which shall provide for not less than ten (10) days' notice .
6.1.3 Required Clauses in Policies . Each insurance policy required by this Agreement , excepting policies for Professional Liability and Workers ' Compensation , shall contain the following clauses or shall othenvise provide for the following conditions :
" It is agreed tha t any insuranc e maintained by Consultant , pursuant to this Agreement , shall be prim ary to, and not contribut e with, any insuranc e or self-insuran ce maint ained by the City of Anah eim ." "The City of Anaheim , its officers, agents, employees , representatives and City -designated volunteers are added as additional insureds as respects the acts, omissions, operations and activities of, or on behalf of, the named insured , in regard to products supplied to, or work or services performed for, or related to, the City of Anaheim."
6.1 .4 Required Certificates and Endorsements. Prior to commencing any work under this Agreement , Consultant shall deliver to Authority insurance certi ticates confirming the existence of the insurance required under this Agreement , and including the applicable clauses referenced above . Also , within thirty (30) days of the execution date of this Agreement , Consultant shall provide Authority: (i) endorsements to the insurance policies which add to these policies the applicable clauses referenced above ; or (ii) in lieu of said endorsements , documentation acceptable to Authority evidencing that the coverage , terms, and conditions set forth in the above-referenced clauses are otherwise included in said insurance policies. lnsurance required hereunder shall be placed with insurers: (i) admitted to write insurance in California ; (ii) possessing an A. M. Best's rating of A VU or higher ; or (iii) otherwise acceptable to Authority , with prior written permission from Authority . [n the event that a claim or other legal action is filed against Authority , and if Authority , in its good faith opinion , believes it may have coverage under any of the insurance required herein then Authority has the right to demand , and to receive within a reasonable time period, copies of the insurance policies related to such required insurance· provided , however , that this provision shall not apply if the Parties agree that Consultant shall fully defend, hold harmless , and indemnify Authority against any such claim or other legal action.
6.1.5 Remedies for Default Re: Insurance . ln addition to other remedies Authority may have if Consultant fails to provide or maintain any insurance policies or policy endorsements to the extent and within the time herein required, Authority may , at its sole option:
(a) Order Consultant to stop work under this Agreement and/or withhold any payment(s) that become due to Consultant hereunder until Consultant demonstTates compliance with the requirements hereof ;
(b) Terminate this Agreement.
Exercise of any of the above remedies , however, is an alternative to other remedies Authority may have and is not the exclusive remedy for Consultant's failure to maintain insurance or secure appropriate endorsements.
In the event Consultant hires other persons or firms to perforn1 some of the work related to this Agreement , Consultant shall ensure , and certify to Authority in writing that: (i) the acts or omissions of such persons or firms are covered under the above-referenced liability insurance; or (ii) such firms maintain insurance equal to or better than, and subject to the same limits, te1ms and condition s as, the insurance required of Consultant under this Agreement (except for firms which are not performing profes sional service s-such finns shall not be required to ca1Ty the above-referenced profes sional liability insurance) ; and in either instance , Consultant shall provide , or cause to be pro vided, evidence of such insurance coverage, reasonably acceptable to Authority.
City's Risk Manager is hereby authorized to amend or reduce the requirements set fo1th herein in the event such reduction is in Authority's best interest.
6.2 Indemnification . As respects acts, e1rnrs or omissions in the performance of professional services, Consultant agrees to indemnify and hold harmless Authority , its officials, officers , and employees from and against any and all claims, losses , damages , defense costs, or liability , of any kind or nature , to the extent arising directly out of Consultant's (or Consultant's contractors' or subcontractors' , if any) negligent acts , errors or omissions in the perfonnance of professional services under this Agreement, except those matters arising out of the sole negligence or willful misconduct of the Authority.
As respects all acts , en-ors or omissions which do not arise directly out of the performance of professional services, including but not limited to those acts , enors or omissions typically covered by ISO-based general and automobile liability insurance coverage , Consultant agrees to indemnify , defend (at Authority's option) , and hold ha1mless Authority, its officials , officers , employees , agents, and representatives from and against any and all claims , losses, damage s, defense costs , or liability , of any kind or nature (collectively refetTed to hereinafter as "Claims"), arising out of or in connection with Consultant's (or Contractor's contractors' or subcontractors', if any) acts, en:ors, omissions, or work, relative to this Agreement ; except for those Claims which arise out of the sole negligence or willful misconduct of Authority .
The obligations set fotth in this indemnification provision (i) shall be in effect without regard to whether or not Authority , Consultant , or any other person maintains , or fails to maintain insurance coverage , or a self-insurance program , for any such Claims; and (ii) shall survive the tem1ination of this Agreement.
City's Risk Manager is hereby authorized to amend the requirements set forth herein in the event that such amendment is in Authority 's best interest.
Section 7. Enforcement of Agreement.
7.1 Events of Default. For purposes of this Section 7, the word "Default" shall mean the failure of Consultant to perform any of Consultant's duties or obligations or the breach by Consultant of any of the terms and conditions set forth in this Agreement. In addition , Consultant shall be deemed to be in Default upon Consultant's (i) application for, consent to, or suffering of, the appointment of a receiver , trustee or liquidator for all or a substantial portion of its assets , (ii) making a general assigriment for the benefit of creditors, (iii) being adjudged bankrupt, (iv) filing a voluntary petition or suffering an involuntary petition under any bankruptcy , arrangement, reorganization or insol vency law (unless in the case of an involuntary petition , the same is dismissed within thirty (30) days of such filing) , or (v) suffering or pennitting to continue unsta yed and in effect for fifteen (15) consecutive days any attachment, levy , execution or seizure of all or a substantial portion of Consultant's assets or of Consultant 's interests hereunder.
Authority shall not be deemed to be in Default in the perforn1ance of any obligation required to be perfom1ed by Authority hereunder unless and until Authority has failed to perfonn such obligation for a period of thirty (30) days after receipt of written notice from Consultant specifying in reasonable detail the nature and extent of any such failure; provided , however, that if the nature of Authority's obligation is such that more than thirty (30) days are required for its performance , then Authority shall not be deemed to be in Default if Authority shall commence to cure such perfonnance within such thirty (30) day period and thereafter diligently prosecute the same to completion .
7.2 Immediate Termination for Consultant's Default. In the event of any Default by Consultant , Authority may immediately terminate this Agreement. Such termination shall be effective immediately upon receipt by Consultant of written notice from Authority. In such event, Consultant shall have no further rights hereunder ; Authority shall have all other rights and remedies as provided by law.
7.3 Termination Without Cause . Either Authority or Consultant may tem1inate this Agreement at any time without the necessity of cause or Default by the other Party by giving thirty (30) days' notice in \\Tiling to the other Party. In such event , the Parties shall have no further rights hereunder , except that Consultant shall be paid for all Services rendered prior to such tennination.
7.4 Attorneys' Fees. Authority and Consultant agree that in the event of litigation to enforce this Agreement or terms , provisions and conditions contained herein to terminate this Agreement , or to collect damages for a Default hereunder, the prevailing party shall be entitled to all costs and expenses including reasonable attorneys' fees, incuned in connection with such litigation.
Section 8. Use and Ownership of Documents and Data.
8.1 Data to be Furnished by Authority. Authority shall furnish to Consultant such documents and materials as may be relevant and pertinent to the provision of Services hereunder as Authority may possess or acquire.
8.2 Ownership of Documents. All documents and materials furnished by the Authority to Consultant pursuant to Section 8.1 hereof shall remain the property of the Authority and shall be returned to the Authority upon termination of this Agreement. All documents and materials prepared by Consultant hereunder shall become property of the Authority at the time of payment to Consultant of all fees and expenses for their preparation, and shall be delivered to the Authority by Consultant at the request of the Autho1ity . The documents and materials prepared by Consultant hereunder shall not be used by the Authority or others, except for the purpose for which they were intended . The Authority agrees not to associate the Consultant's name with any documents or materials not prepared by the Consultant.
Section 9. Miscellaneous Provisions
9.1 Waiver . lnaction by Authorit y or Consultant with respect to a Default hereunder shall not be deemed to be a waiver of such Default. The waiver by either Authority or Consultant of any Default hereunder shall not be deemed to be a waiver of any subsequent Default.
9.2 Notices . All norices , demands or other writings to be made , given or sent hereunder , or which may be so given or made or sent by either Authority or Consultant to the other shall be deemed to have been given when in writing and personally delivered or if mailed on the third (3rd) day after being deposited in the United States mail, certified or registered , postage prepaid , and addressed to the respective Parties at the following addresses:
If to Authority:
With Copies To:
To Consultant:
City Clerk
200 S. Anaheim Boulevard , 2nd Floor
City of Anaheim
Anaheim , California 92805
FAX No. (714) 765-4105
Kenin Cardwell , Housing Services Manager
Anaheim Housing Authority
201 S. Anaheim Boulevard , Suite I 003
Anaheim , California 92805
FAX No. (714) 765-4331
City Attorney City of Anaheim
City of Anaheim
200 S. Anaheim Boulevard , 3rd Floor
Anaheim , California 92805
FAX No . (714) 765-5123
AMA CONSULTING GROUP , LLC
P.O. Box 950445
Lake Mary FL 32795
Telephone No .: (407) 707-9222
Attention: Janessa Ash
9.3 Relationship of Parties . Nothing contained herein shall be deemed or construed by the Parties , nor by any third party , as creating the relationship of principal and agent or of partnership or of joint venture between the Parties , it being understood and agreed that Consultant is and wi]l be at all times an independent contractor pursuant to this Agreement and shall not , in any way, be considered to be an officer, agent or employee of the Authority.
9.4 No Third Party Rights. The Parties intend that no rights nor remedies be granted to any third party as a beneficiary of this Agreement or of any covenant , duty , obligation or undertaking established herein .
9.5 Non-Liability of Members, Officials and Employees of the Authority. No member , official or employee of the Authority shall be personally liable to Consultant , or any successor in interest , in the event of any Default or breach by the Authority or for any amount which may become due to Consultant or Consultant's successors , or on any obligation under the te1111s of this Agreement. Consultant hereby waives and releases any claim Consultant. may have against the members , officials or employee s of the Authority with respect to any Default or breach by Authority or for any amount which may become due to Consultant or Consultant's success or , or any obligations under the terms of this Agreement. Consultant makes such release with the full knowledge of Civil Code Section 1542 and hereby waives any and all rights thereunder to the extent of this release, if such Section 1542 is applicable. Section 1542 of the Civil Code provides as follows:
"A GENERAL RELEASE DOES NOT EXTEND TO CLAIMS
WHICH THE CREDITOR DOES NOT KNOW OR SUSPECT TO
EXIST fN HIS OR HER FAVOR AT THE TIME OF EXECUTfNG
THE RELEASE, WHICH lF KNOWN BY HIM OR HER MUST
HA VE MA TERIA LL Y AFFECTED HTS OR HER SETTLEMENT
WITH THE DEBTOR. "
9.6 Controlling Law. This Agreement shall be governed by and construed m accordance with the laws of the State of California.
9.7 Time of the Essence. Time is hereby expressly declared to be the essence of this Agreement and of each and every term, covenant and condition hereof which relates to a date or a period of time .
9.8 Remedies Cumulative. The remedies given to Authority and Consultant herein shall be cumulative and are given without impairing any other rights given Authority or Consultant by statute or law now existing or hereafter enacted and the exercise on any one (I) remedy by Authority or Consultant shall not exclude the exercise of any other remedy.
9.9 Effect of Invalidity. If any tenn or provision of this Agreement or the application thereof to any person or circumstance shall, to any extent , be invalid or unenforceable, the remainder of this Agreement, or the application of its tem1s and provisions to persons and circumstances other than those to which it has been held invalid or unenforceable shall not be affected thereby , and each term and provision of this Agreement shall be valid and enforceable to the fullest extent pennitted by law.
9.10 Successors and Assigns . This Agreement and the covenants and conditions contained herein shall be binding upon and inure to the benefit of and shall apply to the successors and assigns of Authority and to the permitted successors and assigns of Consultant, and all references to "Authority '' or "Consultant " shall be deemed to refer to and include all pennitted successors and assigns of such Party.
9.11 Entire Agreement. This Agreement and the exhibits hereto contain the entire agreement of the Authority and the Consultant with respect to the matters covered hereby, and no agreement , statement or promise made by either Authority or Consultant which is not contained herein , shall be valid or binding. No prior agreement , understanding or representation pertaining to any such matter shall be effective for any purpose. No provision of this Agreement may be amended , modified or added except by an agreement in writing signed by Authority and Consul Lant.
9. 12 Authority. Each individual executing this Agreement on behalf of a corporation, nonprofit corporation , partner ship or other entity or organization , represents and warrants the he or she is duly authorized to execute and deliver this Agreement on behalf of such entity or organization and that thi Agreement is binding upon the same in accordance with its tenns.
Consultant shall , at Authority's request , deliver a certified copy of its governing board 's resolution or certificate authorizing or evidencing such execution.
9.13 Conflicts of Interest.
9.13.1 No member , official or employee of the Authority sha ll have any personal interest, direct or indirect , in this Agreement , nor shall any such member, official or employee participate in any decision relating to this Agreement which affect his or her persona l interests or the interests of any corporation , partnership or association in which he or she is directly or indirectly interested .
9.13.2 Consultant represents that neither it nor any of its officers , partners or employees has a financial interest , as defined in section 87103 of the Government Code , in the subject matter of this Agreement other than the right to receive payment from Authorit y services rendered .
9.13.3 Cons ultant agrees that it shall not make , participate in making nor in any way attempt to use its position as consultant to influence any decision of Authority in which Consultant knows , or has reason to know , that any of its officers , panners or employees has a financial interest as defined in Section 87] 03 of the Government Code.
9.13.4 Consultant warrants that neither Consultant nor any of its officers , partners or employees , has any financial interest in any real propert y, building or structure within 2,500 feet of the location of any project or assignment to vvhich this Agreement may apply in the City of Anaheim. Consultant agrees to disclose to Authority any financial interest in such prope11y as may be acquired by its officers , partners or employees during the term of this Agreement.
9.13.5 ln conforn1ity with the conflict of interest code of Authority , Consultant or, if Consultant is a fim1 or corporation, each individual who will be performing work under this Agreement shall complete, under penalty of perjury, a Statement of Economic Interests (From 700) and all required attachments and shall provide the originals thereof to the City Clerk . Cop ies of those completed fonns and attachments shall be public record s of Authority, to be kept and disclosed at the discretion of Authority and according to law. Consultant and individuals who wi ll be perfonning work under this Agreement sha ll disclose pursuant to the broadest disclosure category unless the Executive Director (or his or her designee) makes a written determination that the foregoing should be more limited. Such written detennination shou ld be made in the manner required by the City of Anaheim's Conflict of Interest Code.
9.14 Time for Acceptance of Agreement by City. This Agreement when executed by Consultant and de livered to Authority , must be authorized, executed and delivered by the Authority on or before forty-five (45) days after the execution and delivery by Consultant or thi Agreement shall be void , except to the extent that Consultant and Authority shall consent in w1iting to a fmther extension of tim e for the authorization , execution and delivery of this Agreement.
9.15 Conflicts or Inconsistencies. It is further expressly agreed by and between the parties hereto that , should there be any conflict between the tern1s of this Agreement and any of the exhibits or attachments hereto , this Agreement shall control and nothing herein shall be considered as an acceptance of the said tem1s of said exhibits or attachments conflicting herevvilh. !SIGNATURES BEGIN ON NEXT PAGE]
IN \VIT;\IESS \\'HEREOF, THE PARTIES HAVE EXECUTED THIS AGREEMENT ON THE RESPECTIVE DATES SET FORTH BELOW.
Dated: ---------
ATTEST:
THERESA BASS. SECRETARY
OF THE ANAHEIM HOUSING AUTHORITY
By:-------------
APPROVED AS TO FORM:
ROBERT FABELA. CITY ATTORNEY
By:-------------
Ryan Hodge )J
,/
Deputy City Attorney IV 'Ri-, tf/�(rS-
155166
Dated: ---------
"AUTHORITY"
ANAHEIM HOUSl;\IG AUTHORITY,
a public body. corporate and politic
Bv: -------------
Grace Ruiz-Stepter
Executive Director
"CONSULT A!'.T''
AMA CONSULTING GROUP, LLC
a Florida Limited Liability Company
By:------------
Stephanie Rios
President/Chief Executive Officer
ACKNOWLEDGEMENT
A notary public or other officer comp leting this
cert ificate verifies on ly the identity of the
individual who signed the document to which this
certifica te is attached , and not the truthfulnes ,
accuracy, or validity of that documents
State of California )
)
County of ____ )
On , before me, -------- - -------- ------ ------ - --
[date] [here insert name and title of the o.ffi.cer]
personally appeared ---- --- ------------ -------- ---[here insert name(s) of signer(s)J who proved to me on the basis of satisfactory evidence to be the person(s) whose name(s) is/are subscribed to the within instmment and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity lies, and that by his/her/their signature(s) on the instrnment the person(s) , or the entity upon behalf of which person(s) acted, executed the instrument. 1 ce1iify under PENAL TY OF PERJURY under the laws of the Slate of California that the foregoing paragraph is trne and correct.
Witness my hand and official seal.
(Signature) (Sea l)
EXHIBIT A
DESCRIPTION OF SERVICES
1. Description of Services to be Provided
2. Timeline of Work to be Completed
3. Approach to the Scope of Work
4. Capacity , Experience, and Qualifications
Exhibit A I No. l Description of Services to be Provided I Page 1 of 2 Process Mapping, Standard Operating Procedure ManuaJ DeveJopment Services to be Provided by the Consultant
Tbe following identifies the core detailed process mapping and standard operating procedure manual devlopment services to be provided by the vendor , but may be modified or expanded based on the Anaheim Housing Authority's (AHA 's) need:
1. Collaborate with AHA ' management and line staff to develop complete process maps associated with a1mual and interim recertifications , lease up/transfers , eligibility , waiting list management, denials/terminations , program integrity po1tability , rent increa ses, inspections management , compliance monito1ing , reasonable accommodations and FSS management for HCV and PBV participant families . All process maps will reflect AHA s current processes and any changes agreed to by AHA management , and be in full compliance with all applicable regulations , including but not limited to 24 CFR 5, 24 CFR 982, 24 CFR 983, AHA Administrative Plan , current HUD guidance , Fair Housing Act Americans with Disabilities Act.
2. Develop Standard Operating Procedures (SOP) for all process maps completed under item # 1 above . All SOPs will be in a forn1at agreed to by AHA management. All SOPs wi ll be clear and comprehensive , include all system touchpoints and a reasonable number of screen shots , as well as examples drawn from real scenarios . All SOPs will be reviewed by a team of AHA management and staff and will incorporate feedback from this team before being finalized.
Training Development Training Presentation and Quality Control Services to be Provided by the Consultant
1. At the completion of the draft SOPs , Consu ltant will provide 15 one-hour trai11ing sessions for AHA staff on the new draft SOPs (Presentation Phase) . These sessions will incorporate a question and answer session that will allow staff to raise questions and concerns. Assessmen 1s will be given to staff to measure their readiness to implem ent the new SOPs.
2 . Consultant wil l provide IO hours of hands-on ass istance to troubleshoot cha llenges and guide staff during the initial Presentation Phase .
3. Consultant will use the a essments obtained du1ing the Presentation Phase to design a training curriculum that will thoroughly support staff understanding of the SOPs and allow them to proficiently execute them .
4. Consultant will provide one week of onsite staff training using this curriculum . Training wil l include in-depth instruction on the new processes and workflows , interactive discussion and real-life scenarios . Additional onsite training may be requested by AHA.
5. Consultant will provide ongoing training to AHA staff , either virtually or onsite , as requested by AHA.
Exhibit A I No. 1 Description of Services to be Provided I Page 2 of 2
6. Cons ultant will provide one year of quality control monitoring, reviewing a minimum of 60 files per month . Quality control will utilize a framework designed to monitor compliance , assess operational efficiency and drive continuous improvement.
7. Monthly quality control reports will be provided to AHA.
Exhibit A I No. 2. Proposed Timeline of \\1ork
Workplan Timeline Overview
Exhibit A I No. 3. Approach to Scope of Work I Page 1 of 4 Kick Off Conference
Within 3 business days of the retainer receipt, AMA and AHA stakeholders will participate in a remote Kickoff Conference and Q & A session to kickstart our initiative . AMA will introduce our consulting team. review the scope of work. and discuss the division of responsibilities, contractual obligations. deliverables, reporting, etc. The aim will be to gain insight into and agree upon the goals and objectives of AHA regarding the following :
• Current areas of concern, dissatisfaction. or frustration from the AHA with regard to current organizational structur ing. operations , systems , and/or personnel • Organizational workflows , management systems , software utilized, and program performan ce • Discussing deliverables and Key Performance Indicators • Exchange of Adrnin Plan, personnel policy, relevant SOP's, and all other necessary documents and systems access for review and analysis
• Confirm AMA and AHA responsibilities and assumptions
To effect ively navigate the complexities of the AHA HCV program . the AMA recommends a strategic three-phase approach focused on building a strong operational foundation . enhancing staff training , and ensuring ongoing quality control. The first phase emphasizes workflow development, including the creation of process maps. standard operating procedures (SOPs), and key performance indicators (KPls) to measure success. With these foundational elements in place, the second phase centers on training initiatives, ensuring staff are well-versed in new processes while identifying knowledge gaps for further targeted development. Finally, the third phase introduces a quality control framework to monitor compliance, assess effectiveness , and drive continuous improvement. This structured approach will help optimize program efficiency and ensure sustainable success .
Phase I: Workflow Development
Step 1: HCV Process Maps
AMA Consulting will draft detailed process maps for the HCV program of Anaheim Housing Authority (AHA). AMA consultants will approach the process mapping session with thorough planning and systematic execution. clearly delineating each step to ensure comprehensive understanding and alignment. Through the AHA Public Housing and HCV program . experts will document program asks in explanatory detail . This includes identifying. documenting and refining workflow processes to optimize operational efficiency. consistency and clarity across departments . The following steps guide our approach
Initial Baseline Review: Our team will conduct an initial review of 60 randomly selected files , complementing our ongoing quality control efforts in Phase Ill. This assessment will identify recurring error trends and establish a preliminary baseline to guide training and optimize process mapping.
Identifying and Documenting Workflow Processes: Our team will define clear boundaries and establish a framewor k for collaborative process mapping sessions . This step ensures the thorough documentation of processes aligned with project objectives .
Exhibit A I No. 3. Approach to Scope of Work I Page 2 of 4 Facilitating Process Mapping Sessions: Effective communication is fundamental to successful process improvement. Our team will conduct diagramming meetings and debriefing sessions . This allows AMA consultants to document operating procedures or notate alternative task actions to increase productivity and conform to industry best practices and HUD standards . Process Maps will be thorough and document the workflow, activity , rule, exception, etc., for tasks. while also incorporating the following activities :
• Identifying high-level processes and sub-processes.
• Documenting shared workflows across departments and divisions . • Identifying triggers, gateways, and activities for each step in the workflow . • Documenting loopbacks and dependencies.
• Identifying current state applications , forms , checklists , and tools used for each activity / task. • Identifying participants by department , division , and title . • Documenting step/task times .
• Dating all documents .
• Recommending future state changes and improvements in line with best practices and HUD standards.
Engaging Stakeholders in Validation: Through diagramming sessions or correspondences , stakeholders validate current work processes . By facilitating discussions and incorporating input from representatives , we ensure the accuracy and comprehensiveness of process maps that capture the organization 's current state .
As we progress through these steps, our aim is for the resulting process maps to accurately reflect the organization's operations and objectives . This enables our team to compare current workflows to industry best practi ces, and HUD standards to identify opportunities for efficiency improvements .
Identify
Task/Objective
Process Map Workflow
Document Current
Steps Validate Accuracy
►
Note Procedural
Recommendations
Exhibit A I No. 3. Approach to Scope of Work I Page 3 of 4 Phase II: Staff Training
To support the successful adoption of new workflows and procedures within the AHA HCV program , AMA has developed a structured training approach designed to equip staff with the necessary knowledge and skills . This process begins with a direct handoff from the process presentation, where AMA introduces the newly developed process maps and standard operating procedures (SOPs). During this period , AMA experts will engage with AHA staff. ensuring a clear understanding of the updated workflows while simultaneously evaluating staff engagement and identifying potential knowledge gaps that may require further training .
Step 1: Onsite Training
Based on insights gathered during the initial presentation period, AMA will design a customized and structured training curriculum tailored to the specific needs of AHA staff . To reinforce learning and enhance staff proficiency . AMA will conduct an intensive. one-week onsite training program .
This hands-on training will provide staff with:
• In-depth instruction on new processes and workflows . • Real-world application exercises to strengthen understanding .
Interactive discussions to address questions and clarify uncertainties . • Practical implementation scenarios to ensure staff are well-prepared for daily operations .
The goal of this onsite training is to create a structured environment where staff can actively engage with the new processes while receiving direct support from AMA experts. This immersive approach ensures that staff not only understand the changes but also feel confident in applying them in their day-to-day responsibilities .
Phase Ill: Quality Control Monitoring
To maintain the integrity and effectiveness of the newly implemented processes, AMA will establish a structured Quality Control (QC) framework designed to monitor compliance, assess operational efficiency , and drive continuous improvement. This approach ensures that the AHA HCV program adheres to established guidelines while also identifying opportunities for refinement and enhanced performance .
As part of this initiative , a dedicated team of AMA specialists will conduct rigorous quality control monitoring , reviewing 20% of AHA tenant files on an ongoing basis. This targeted approach allows AMA to assess key compliance areas, identify discrepancies , and provide actionable feedback to strengthen overall program execution . By systematically evaluating tenant flies, AMA can pinpoint inconsistencies , ensure adherence to standard operating procedures (SOPs). and support AHA staff in maintaining best practices .
Beyond compl iance checks, AMA's QC framework also serves as a mechanism for continuous program improvement. Through data-driven analysis, AMA will track performan ce trends, highlight recurring issues , and recommend process enhancements that drive long-term efficiency Regular reporting and feedback sessions will be conducted to share findings. address potential concerns. and implement corrective actions where necessary.
Exhibit A I No. 3. Approach to Scope of \\fork I Page 4 of 4 Step 2: Ongoing Training
Recognizing that successful process implementation requires continuous reinforcement. AMA is committed to providing ongoing training and support to AHA staff beyond the initial onsite training phase.
Learning does not end after a single week of intensive instruction-staff will continue to require guidance. mentorship, and additional resources as they work to fully integrate the new workflows into daily operations .
To facilitate this long-term support , AMA will establish multiple avenues for ongoing assistance . Regular follow -up sessions will be scheduled to allow staff to ask questions , review challenging aspects of the process . and receive additional training in specific areas as needed. These sessions may be conducted in-person or remotely, depending on the needs of AHA staff and the level of support required. Additionally , AMA will provide access to supplemental training materials , such as recorded webinars , updated SOPs. and best practice guides, ensuring that staff have a reliable resource for reference at any time .
Further, AMA will offer mentorship opportunities , where staff can work directly with an expert to address specific concerns or receive personalized coaching. This approach allows for targeted support, helping staff overcome any individual difficulties they may face while implementing the new processes .
Beyond structured training and mentorship , AMA will continue to monitor process adoption and compliance, identifying areas where additional refinement may be needed. By conducting periodic assessments and quality control evaluations, AMA can ensure that the new workflows remain effective and that staff are consistently applying best practices .
Exhibit A I No. 3. Capacity, Experience, and Qualifications I Page I of 3 AMA Consulting Group is a leader in providing cost-effe ctive. com pliance-focused solutions th at significantly enhance operational effi ciency and customer satisfaction . Our services are designed to meet the unique needs of housing authorities . enabling them to reduce operational expenses while achieving sustainable growth . Partnering with us means gaining a trusted ally dedicated to efficiency. accountability, and success . Below are the key factors that set AMA Consulting apart from other vendors in the industry:
AMA 3 - Uniques
At AMA Consulting Group. we stand out through our ability to deliver results-driven solutions that set new standards for efficiency and impact. Our expertise extends across program assessments , quality assurance, and operation al support , ensuring that every service we provide drives measurable success.
By combinin g strategic insight , cutting-edge technology, and a commitment to excellence. we empower housing authorities to achieve sustainable growth while optimizing costs and compliance .
Our 3 Uniques define what we do differently-and better-than anyone else • Operational Excellence: Your agency will achieve operational excellence through our data-driven strategies. compliance standards aligned with federal industry best practices. and clearly defined performance metrics . designed to drive superior and continuous improvement. Our experts ensure that every action is backed by data, meets compliance requirement s. and is measured against clear. actionable metrics .
• Rapid Response: Our agile, remote-enabled framewor k allows us to take swift and scalable action. delivering timely solutions that keep operations running efficiently without disn,ption . • Elevate Program Performance: Your success is our success . We enhance program efficiency , compliance , and overall effectiveness . driving improved outcomes for housing authorities and the communities they serve.
Areas of Specialization
PROFESSIONAL SERVICES PROGRAM MANAGEMENT
• Program Assessments
• Performance Reviews
• Departmental Assessments
• Policy and Procedural Development
• Talent Optimization
• Program Administration
• Remote Application
• Eligibility Processing
• Program Admin istration
QUALITY ASSURANCE OPERATIONAL SUPPORT SERVICES
• LIHTC Compliance
• SEMAP Auditing
• Full File Audits
• Transactional Audits
• Staff Augmentation
• Call Center Management
• Call Center Support
• Systems Implementation
• Remote Processing
Exhibit A I No. 3. Capacity, Experience , and Qualifications I Page 2 of 3 Excellence in Every Solution, Results with Every Step
AMA 's experienced, agile team delivers timely, impactful solutions . Whether managing rapid program rollouts or implementing long·term advancements, we consistently exceed expectations to help housing authorities achieve their mission .
Housing agencies today face unprecedented challenges to deliver more services, faster, and with greater accountability . AMA Consulting not only helps you meet these demands-we empower you to surpass expectations through innovative, results-driven solutions . • Quality Control and Strategic Resource Mapping
Rigorous quality assurance and strategic resource management, unique to the AMA Consulting Process Mapping approach. ensure every project meets the highest standards . This minimizes disruptions and effectively deploys expertise where it's most needed. • Transformative Operational Impact
AMA's proven strategies stream line operations. driving efficiency and cost savings to tum challenges into opportunities .
• Unmatched Compliance Expertise
With over 58,000 clean audits and zero findings, AMA
ensures your programs exceed the highest compliance
standards, protecting public trust and funding.
• Tailored Solutions for Growth
Our adaptable strategies-such as transitioning to
paperless systems and enhancing landlord
engagement-help agencies scale and thrive.
• Innovative Technology Integration
We use cutting·edge tools. proprietary software, and
fraud detection systems to enhance accuracy,
accountability, and efficiency. preventing over $47
million in potential fraud.
• Superior Resources for PHAs
We empower teams with exclusive resources. including
guidebooks, webinars, and training, to optimize
performance and encourage continuous improvement.
• Customer-Centric Service Delivery
We enhance stakeholder satisfaction with efficient call center operations, responsive eligibility processing, and tailored support optfons.
• Proven Experience and Track Record
Excellence in every
solution, results with
every step
$47M+
Fraud prevention
58K+
Clean Audits
128K+
Transactions Processed
$1B+
Aid Disbursed
With decades of expertise, AMA has processed over 128,000 transactions and disbursed more than $1 billion in aid, transforming lives and strengthening communities .
Exhibit A I No. 3. Capacity, Experience, and Qualifications I Page 3 of 3 Organizational Chart
AMA is pleased to present our organizational chart, highlighting our principal officers and their roles. This chart reflects our commitment to transparency and effective leadership within the company
EXECUTIVE TEAM
(
I ...
Stephani@ Rosario-Smith
PRESIOENl & CCO
I
( Jim Petersen
l ~l!(~Ol'II
..,
Barry Katt
CFO
I
(:•l,tJna Qulftones
Olh'IC(1'11( HI
Q lek Stonebume,
I ~110,Hl I 00fll11
Exhibit B I Schedule of Compensation I Page 1 of 1
Servicett Fee
Phase I: Process Mapping
[With SOP and KPI Development, and Process Map lntroduc1ory Trammg] $66,750 Initial QC review-establi sh baselines $7,680
Phase II: Onsite Training $19,533 (1 week onsne, 1ravel 1s included) Phase II: Ongoing Training $175 Hourly [Hourly !raining tailored to identified knowledge gaps of staff) Phase Ill: Quality Control Monitoring
[60 files per month] $7.680 Monthly