AGENDA
CITY COUNCIL/ SUCCESSOR
AGENCY TO THE FOUNTAIN
VALLEY AGENCY
FOR COMMUNITY DEVELOPMENT/
FOUNTAIN VALLEY HOUSING AUTHORITY
Closed Session 4:30
Study Session 5:30 p.m.
Regular Meeting 6:00 p.m.
Tuesday, February 3, 2026
Council Chambers
10200 Slater Avenue
Fountain Valley, CA 92708
http://www.fountainvalley.org
MEETING ASSISTANCE: In compliance with the Americans with Disabilities Act, anyone needing special assistance to participate in a meeting of the government bodies listed herein should contact the City Clerk’s Office at (714) 593-4445. Notification 72 hours prior to the meeting allows the City to make reasonable arrangements to ensure accessibility to the meeting.
AGENDA COMMUNICATIONS: All revised or additional documents and writings related to an item on this agenda provided to all or a majority of the government body members after distribution of the agenda packet, are available for public inspection (1) in the City Clerk’s Office at 10200 Slater Avenue, Fountain Valley, CA 92708 during normal business hours; and (2) in the Council Chambers at the time of the meeting. Unless directed otherwise by a government body listed herein all actions shall be based on/memorialized by the latest document submitted as a late communication.
PUBLIC COMMENTS/PUBLIC HEARINGS: Persons wishing to address th e Cit y Counci l or othe r government body listed complete a speaker card and give it to the City Clerk prior to the public comment period. Requests to speak will not be accepted after the public comment session begins without permission of the Mayor/Chair. Speakers must limit remarks to a total of (3) three minutes and address the City Council through the Mayor.
Comments to individuals or staff are not permitted. Scheduled Matters, including Public Hearings: Indicate on the card what item you want to address. Unscheduled Matters: Indicate on the card what subject matter you want to address. Comments must be related to issues that are within the jurisdiction of the governing body listed on the agenda. Pursuant to the Brown Act, the governing body may not enter into discussion regarding items not on the agenda.
CONSENT CALENDAR: All matters listed under the Consent Calendar are considered by the governing bodies listed herein to be routine and will be enacted on simultaneously with one motion without discussion unless separate action and/or discussion is requested by a governing body member, staff, or a member of the public.
PUBLIC HEARINGS: Persons wishing to speak in favor of or in opposition to a proposal are given an opportunity to do so during the public hearing. Those wishing to address a governing body during the hearing are requested to complete the speaker card and submit it to the City Clerk prior to the hearing. If a proposed action is challenged in court, there may be a limitation to
raising only those issues raised during the hearing or in written correspondence received by the governing body at or before the hearing.
Note: The Fountain Valley City Council serves as the Successor Agency to the Fountain Valley Agency for Community Development (Successor Agency), the Fountain Valley Housing Authority, and the Fountain Valley Finance Authority. The Actions of the Successor Agency are separate and apart from the actions of the City Council.
ZOOM LINK INFORMATION
• Participants that choose to watch the City Council meeting through zoom are automatically placed in the waiting room and will only be allowed into the Zoom meeting if they request to make a public comment. In order to make a public comment, you will indicate through the chat feature which item you would like to speak on, and click on the “raise hand” icon to let the administrator know you wish to speak. • All participants are muted unless you are requesting to speak, at which time you will be allowed to unmute and make you comment.
• All public comments are allowed up to 3 minutes to speak.
Topic: City Council Meeting
Time: Feb 3, 2026 06:00 PM Pacific Time (US and Canada) Join Zoom Meeting
https://fountainvalley.zoom.us/j/87968838302?pwd=ypRBaPQHomapRlt4CVy0cftGFVUN6R.1 Meeting ID: 879 6883 8302
Passcode: 238664
YOUTUBE INFORMATION
The City Council meeting is streamed live via Youtube, you can access the live City Council meeting by clicking on this link to access the broadcast on Youtube: https://www.youtube.com/@CityofFV
CLOSED SESSION
CALL TO ORDER 4:30 p.m.
PUBLIC COMMENTS (Closed Session matters only)
Persons wishing to speak on a Closed Session matter are requested to identify themselves by completing a blue speaker card indicating the item they want to address and to give the card to the City Clerk prior to the public comment period.
1. CONFERENCE WITH LEGAL COUNSEL—ANTICIPATED LITIGATION Significant exposure to litigation pursuant to paragraph (2) of subdivision (d) of Section 54956.9: (1 potential case)
STUDY SESSION
CALL TO ORDER 5:30 p.m.
PUBLIC COMMENTS (Study Session matters only)
Persons wishing to speak on a Study Session matter are requested to identify themselves by completing a blue speaker card indicating the item they want to address and to give the card to the City Clerk prior to the public comment period.
1. Discussion Regarding the Changing of Council Meeting Dates when Preceded by a City Recognized Monday Holiday – Presentation by Rick Miller, City Clerk
OPEN SESSION
CALL TO ORDER 6:00 p.m.
INVOCATION Honorable Thich Thong Hai - Faith leader
representing the Buddhist community
SALUTE TO THE FLAG Vice Mayor Patrick Harper
CITY COUNCIL/SUCCESSOR AGENCY/HOUSING AUTHORITY/ ROLL CALL Council Members: Bui, Constantine, Grandis, Vice Mayor / Vice Chair Harper, Mayor/Chair Cunneen
ANNOUNCEMENT OF SUPPLEMENTAL COMMUNICATIONS
CITY MANAGER / MAYOR UPDATE
PRESENTATIONS
• Recognition of Tam Nguyen and Jan Nguyen on being named as members of the 125 Most Influential People in Orange County for 2025 – Presentation by Mayor Cunneen • Recognition of Former Planning Commissioner Richard Lopez – Presentation by Mayor Cunneen
FIRST CITY COUNCIL/ SUCCESSOR AGENCY/ HOUSING AUTHORITY/ PUBLIC COMMENTS (Unscheduled Matters Only)
The Unscheduled Matters Public Comments portion will last 15 Minutes at the beginning of the meeting. Any requests to speak on unscheduled matters after the initial 15 minutes, will be heard at the end of the meeting, unless the Mayor approves an extension of this time. If an individual speaks during the First unscheduled matters time period, they do not get to speak at the end of the meeting as well. Persons wishing to speak on an unscheduled matter are requested to identify themselves by completing a blue speaker and to give the card to the City Clerk. Each person will have up to 3 minutes to speak. The City Clerk will call upon those that wish to speak.
PUBLIC COMMENTS (Scheduled Matters Only)
Persons wishing to speak on Agenda item(s) are requested to identify themselves by completing a blue speaker card indicating the item they want to address and to give the card to the City Clerk prior to the public comment period. Each person will be given up to 3 minutes to speak on the entire Consent Calendar, 3 minutes to speak on each item pulled from the consent calendar, and 3 minutes to speak on any agendized item(s) not appearing on the Consent Calendar.
CONSENT CALENDAR
Consent Calendar Items 1 – 5 will be approved simultaneously with one motion unless separate action/or discussion is requested.
1. Receive and File the Draft Minutes of the January 20, 2026 Regular City Council Meeting
2. Approve the City of Fountain Valley Register of Demands for the period of 1/8/2026 to 1/21/2026 Page 15
Recommended Action: Staff recommends Alternative No. 1 to approve the attached Register of Demands representing payments made by the City of Fountain Valley between 1/8/2026 and 1/21/2026 for a total of $5,929,482.33.
3. Approval of Agreement with D & B Umpires to Provide Officiating and Electronic Scorekeeping for the Adult Softball Program (RFP 25.015) Page 30 Recommended Action: Approve the Agreement with D & B Umpires to Provide Officiating and Electronic Scorekeeping for the Adult Softball Program (RFP 25.015)
4. Approve the City of Fountain Valley’s Participation in the Fiscal Year 2024 Urban Area Security Initiative (UASI) Grant Program and Approval of the Subrecipient Agreement
Recommended Action: Approve the City of Fountain Valley’s participation in the Fiscal Year 2024 Urban Area Security Initiative (UASI) Grant Program and authorize the Mayor or City Manager to execute the Agreement for Transfer or Purchase of Equipment/Services or for Reimbursement of Training Costs for FY2024 Urban Areas Security Initiative (UASI) between the City of Anaheim and City of Fountain Valley.
5. Approval of amended professional services contract with Baker Tilly for a comprehensive organizational assessment of the Police Department in a not-to-exceed amount of $75,258; and a Budget Amendment to appropriate $75,260 in the GF. Page 124 Recommended Action: Staff requests City Council approval of Alternative No. 1 to approve the amended professional services agreement with Baker Tilly for a comprehensive organizational assessment of the Police Department in a not-to-exceed amount of $75,258, and a budget amendment to appropriate $75,260 in the General Fund.
PUBLIC HEARINGS
Each person will have up to 3 minutes to speak on each Public Hearing.
6. Update on Vacancies and Recruitment and Retention Effort Report in Compliance with Assembly Bill 2561 – Presentation by Maria Salas, Senior Human Resources Analyst
Recommended Action: Staff is requesting City Council approval of Alternative No. 1 to receive and file the City’s Annual Vacancies and Recruitment and Retention report in compliance with AB 2561.
7. Introduce and Conduct A First Read of an Ordinance Clarifying the Procedure for Selecting the Mayor and Mayor Pro Tempore (Fvmc 2.04.200) and Approve the Ordinance for Second Reading. Presentation by John Harper, City Attorney’s Office Page 158 Recommended Action: Staff recommends the City Council approve Alternative No. 1:
Introduce and Conduct a First Read of an Ordinance Clarifying the Procedure for Selecting the Mayor and Mayor Pro Tempore (FVMC 2.04.200) and Approve the Ordinance for Second Reading.
ADMINISTRATIVE ITEMS
8. Adopt the Resolutions Approving the Full-time and Part-Time Non-Represented LimitedService Ambulance Operator Classification to the City’s Classification and Compensation Plan and Amending the City’s Master Salary Schedule to Include the Existing Individually Represented Division Chief When Assigned to Administrative Duties. – Presentation by Tania Knauerhaze, Human Resources Director Page 166
Recommended Action: Adopt the Resolutions Approving the Full-time and Part-Time NonRepresented Limited-Service Ambulance Operator Classification to the City’s Classification and Compensation Plan and Amend the City’s Master Salary Schedule to include the Existing Individually Represented Division Chief when assigned to Administration.
9. Mid-Year Budget Review for Fiscal Year 2025-26 – Presentation by Ryan Smith, Finance Director Page 193
Recommended Action: Approve the Mid-Year budget adjustments for Fiscal Year 2025-26 as recommended in this report.
APPOINTMENTS
10. Appointment to the Fountain Valley Community Foundation, Housing and Community Development Committee, Planning Commission, Advisory Committee for Persons with Disabilities and Measure HH Committee for 2026 – Presentation by Rick Miller, City Clerk
COUNCIL MEMBER ITEMS FOR FUTURE CONSIDERATION
CITY COUNCIL/ SUCCESSOR AGENCY/ HOUSING AUTHORITY/ PUBLIC COMMENTS (Unscheduled Matters Only)
Persons wishing to speak on an unscheduled matter are requested to identify themselves by completing a blue speaker and to give the card to the City Clerk. Each person will have up to 3 minutes to speak. The City Clerk will call upon those that wish to speak.
CITY COUNCIL/SUCCESSOR AGENCY/HOUSING AUTHORITY AB 1234/GENERAL
COMMENTS
ADJOURN THE MEETING OF THE CITY COUNCIL/SUCCESSOR
AGENCY/HOUSING AUTHORITY
Tonight’s meeting is being Adjourned in the Memory of Former Public Works Director Bill Ault The next Regular Meeting of the Fountain Valley City Council is February 17, 2026 at 6:00 p.m., in the Fountain Valley Council Chambers, 10200 Slater Avenue, Fountain Valley.
City of Fountain Valley
Memorandum
TO: Mayor Cunneen and City Council Members
FROM: Rick Miller, City Clerk
DATE: January 29, 2026
SUBJECT: Study Session - Discussion Regarding the Changing of Council Meeting Dates when Preceded by a City Recognized Monday Holiday ______________________________________________________________________________ At the January 20, 2026, regular City Council meeting, Vice Mayor Harper requested, as an item for future consideration, that any City Council meetings that are scheduled to occur the day after a city holiday, when city hall is closed, be moved to another day.
This issue will typically arise in the months of January and February, due to the President and Martin Luther King, Jr. Holidays. The options for the City Council are to either:
1. Leave the City Council meeting day as scheduled.
2. Reschedule the meeting for a Thursday of that same week; or
3. Cancel the City Council meeting.
Staff Recommendation:
Staff is seeking the City Council direction since the next occurrence of this request will happen at the February 17, 2026 Regular City Council meeting (Monday, February 16, 2026 is Presidents Day).
MINUTES OF THE
CITY COUNCIL/ SUCCESSOR AGENCY TO THE FOUNTAIN
VALLEY AGENCY
FOR COMMUNITY DEVELOPMENT/ FOUNTAIN VALLEY
HOUSING AUTHORITY
Closed Session 5:00 p.m.
Study Session 5:30 p.m.
Regular Meeting 6:00 p.m.
Tuesday, January 20, 2026
Council Chambers
CLOSED SESSION
CALL TO ORDER 5:05 p.m.
PUBLIC COMMENTS (Closed Session matters only)
1. CONFERENCE WITH REAL PROPERTY NEGOTIATORS
Properties: 17090 San Bruno St #17 (APN:930-29-539), 17210 San Mateo St #25 (APN:930-29-425)
Agency Negotiators: Colin Burns, Attorney for the City; Maggie Le, City Manager; Omar Dadabhoy, Deputy City Manager/Community Development Director; Ryan Smith, Finance Director; Ashlyn Newman, Neighborhood Improvement Manager; Victor Viramontes, Management Analyst; Robert Daley, Housing Technician.
Negotiating Parties: City of Fountain Valley, Hubert H M YC Chan Family Trust (San Bruno) and Wallace Rodecker and Rodecker Family Trust (San Mateo) Recommendations:
1. Receive staff presentation prior to closed session discussion
2. Convene closed session discussion and provide direction regarding price and terms of payment
There was no reportable action.
STUDY SESSION
CALL TO ORDER 5:36 p.m.
PUBLIC COMMENTS
None
1. Parks and Community Services Master Plan Update – Presentation by Rob Frizzelle, Community Services Director
Rob Frizzelle gave his presentation to the City Council.
OPEN SESSION
CALL TO ORDER 6:10 p.m.
INVOCATION Pastor Bill Staffieri
SALUTE TO THE FLAG Council Member Kim Constantine
CITY COUNCIL/SUCCESSOR AGENCY/HOUSING AUTHORITY/ ROLL CALL Council Members Present: Bui, Constantine, Grandis, Vice Mayor/Vice Chair Harper, Mayor/Chair Cunneen
All present
ANNOUNCEMENT OF SUPPLEMENTAL COMMUNICATIONS
No Announcements
CITY MANAGER / MAYOR UPDATE
City Manager Maggie Le and Mayor Cunneen provided their updates.
PRESENTATIONS
Recognition of Viet Nguyen on being named as members of the 125 Most Influential People in orange County for 2025 – Presentation by Mayor Cunneen
Mayor Cunneen and Senator Tony Strickland recognized Viet Nguyen as being named one of the 125 most influential people in Orange County for 2025. Swearing in of New City of Fountain Valley Fire Chief – Chris Nigg Mayor Cunneen gave the Oath of Office to the City of Fountain Valley’s new Fire Chief, Chris Nigg.
Mayor Cunneen called for a recess at 6:25 p.m.
Mayor Cunneen reconvened the meeting at 6:50 p.m.
FIRST CITY COUNCIL/ SUCCESSOR AGENCY/ HOUSING AUTHORITY/ PUBLIC COMMENTS (Unscheduled Matters Only)
Katie Wright, Vicki Johnson, Mike Rough
CONSENT CALENDAR
1. Receive and File the Draft Minutes of the December 16, 2025 Regular City Council Meeting ACTION: Move to Receive and File the Draft Minutes of the December 16, 2025 Regular City Council Meeting
MOTION: Constantine SECOND: Grandis
AYES: Bui, Constantine, Grandis, Harper, Cunneen
NOES: None
ABSENT: None
ABSTAIN: None
2. Approve the City of Fountain Valley Register of Demands for the period of 12/4/2025 to 1/7/2026
ACTION: Move to Approve the City of Fountain Valley Register of Demands for the period of 12/4/2025 to 1/7/2026
MOTION: Constantine SECOND: Grandis
AYES: Bui, Constantine, Grandis, Harper, Cunneen
NOES: None
ABSENT: None
ABSTAIN: None
3. City of Fountain Valley Six Month Strategic Objectives for September 23, 2025 through March 17, 2026
ACTION: Move to Approve the City of Fountain Valley Six Month Strategic Objectives for September 23, 2025 through March 17, 2026
MOTION: Constantine SECOND: Grandis
AYES: Bui, Constantine, Grandis, Harper, Cunneen
NOES: None
ABSENT: None
ABSTAIN: None
4. Approval of an Agreement between the Orange County Fire Authority and the City of Fountain Valley for Fire Protection and Emergency Medical Services for the Unincorporated County Island within the City of Fountain Valley.
ACTION: Move to Approve an Agreement between the Orange County Fire Authority and the City of Fountain Valley for Fire Protection and Emergency Medical Services
for the Unincorporated County Island within the City of Fountain Valley.
MOTION: Constantine SECOND: Grandis
AYES: Bui, Constantine, Grandis, Harper, Cunneen
NOES: None
ABSENT: None
ABSTAIN: None
5. Second Reading and Adoption of an Ordinance approving Code Amendment No. 25-05 – An Amendment to Fountain Valley Municipal Code to Add Sections 21.09 and 21.67 and Amend Section 21.08 Regarding SB 9 Two Unit Developments and Urban Lot Splits ACTION: Move to Approve the Second Reading and Adoption of an Ordinance approving Code Amendment No. 25-05 – An Amendment to Fountain Valley Municipal Code to Add Sections 21.09 and 21.67 and Amend Section 21.08 Regarding SB 9 Two Unit Developments and Urban Lot Splits
MOTION: Constantine SECOND: Grandis
AYES: Bui, Constantine, Grandis, Harper, Cunneen
NOES: None
ABSENT: None
ABSTAIN: None
6. Second Reading and Adoption of Code Amendment No. 25-06 – An Amendment to the Fountain Valley Municipal Code (FVMC) Section 21.10.030, 21.15.030, 21.90.020, and the Addition Of Section 21.30.100 to amend Use Requirements for Breweries And Distillers ACTION: Move to Approve the Second Reading Adoption of Code Amendment No. 25-06 – An Amendment to the Fountain Valley Municipal Code (FVMC) Section
21.10.030, 21.15.030, 21.90.020, and the Addition Of Section 21.30.100 to amend Use Requirements for Breweries And Distillers
MOTION: Constantine SECOND: Grandis
AYES: Bui, Constantine, Grandis, Harper, Cunneen
NOES: None
ABSENT: None
ABSTAIN: None
7. Item Pulled by Council Member Bui
Approval of a Resolution of the City of Fountain Valley implementing preferential permit parking for Easter, Cinco de Mayo, Mother's Day, Memorial Day, Independence Day and Labor
Day for 2026
ACTION: Move to Approve a Resolution of the City of Fountain Valley implementing preferential permit parking for Easter, Cinco de Mayo, Mother's Day, Memorial Day, Independence Day and Labor Day for 2026
MOTION: Grandis SECOND: Constantine
AYES: Bui, Constantine, Grandis, Harper, Cunneen
NOES: None
ABSENT: None
ABSTAIN: None
8. Request to Destroy Police Department Records
ACTION: Move to Approve a Resolution to Destroy Police Department Records MOTION: Constantine SECOND: Grandis
AYES: Bui, Constantine, Grandis, Harper, Cunneen
NOES: None
ABSENT: None
ABSTAIN: None
ADMINISTRATIVE ITEMS
9. Annual Comprehensive Financial Report for the Fiscal Year Ended June 30, 2025 Public Comment: Stephen Schwarz
ACTION: This is a Receive and File action, no vote was taken
10. Approve the agreement with Hoag Corporate Health for a 3-year term to provide NFPA 1582- compliant annual firefighter medical evaluations, replacing the current provider Concentra.
ACTION: Move to Approve the agreement with Hoag Corporate Health for a 3-year term to provide NFPA 1582-compliant annual firefighter medical evaluations, replacing the current provider Concentra.
MOTION: Grandis SECOND: Constantine
AYES: Bui, Constantine, Grandis, Harper, Cunneen
NOES: None
ABSENT: None
ABSTAIN: None
11. Amendment #2 to extend Contract #21-50 from July 1, 2024 through June 30, 2026, with Airwave Communications, Ent., in the amount of $541,083.35 ACTION: Move to Approve Amendment #2 to extend Contract #21-50 from July 1, 2024 through June 30, 2026, with Airwave Communications, Ent., in the amount of $541,083.35
MOTION: Harper SECOND: Constantine
AYES: Bui, Constantine, Grandis, Harper, Cunneen
NOES: None
ABSENT: None
ABSTAIN: None
12. Charter City: Provide Direction to Staff on Language of Proposed Charter; Designate a Newspaper for Publication of Notice; Approve Communications Plan and Outreach Materials, Authorize City Manager to Engage Survey Consultant and Outreach Consultant Public Comments: Michael Relich, Chris Kluwe, Bob Dowe, Mary Ellen Pascucci, Vincent Morrison, Rudy Huebner, Julie, Vincent Gonzales, Katy Wright, Marjorie Wray, Gary Godshall, Susan Crook, Linda Ecker, Libby, Martine Speckler, Elizabeth Andrade, Verna Ayer, Janice Vuong, Marcia McReynolds, Bill Spear, Evan Jorgensen, Eric Lever, Anna Katsuki, Cathy Ellis. On zoom the public comments were from: Leigh Martin, Brian Kealer, Stephen Schwarz and Anne Bettinger.
ACTION: Move to Approve moving forward with a Statistically Valid Survey, with staff providing three quotes for the City Council to select from.
MOTION: Harper SECOND: Constantine
AYES: Bui, Grandis, Harper, Cunneen
NOES: None
ABSENT: None
ABSTAIN: Constantine
APPOINTMENTS
13. Amendment to the Mayoral Appointments of Council Members and Staff to Outside Committees
ACTION: Move to Approve the term of Council member Constantine on Vector Control to a two-year term as required by the Health and Safety Code. The term will expire January, 2028.
MOTION: Grandis SECOND: Cunneen
AYES: Bui, Constantine, Grandis, Harper, Cunneen
NOES: None
ABSENT: None
ABSTAIN: None
COUNCIL MEMBER ITEMS FOR FUTURE CONSIDERATION
Council Member Harper – Requested that City Council meetings not occur on a Tuesday preceding a city holiday where staff is not available on a Monday. Second by Council Member Grandis
CITY COUNCIL/ SUCCESSOR AGENCY/ HOUSING AUTHORITY/ PUBLIC COMMENTS (Unscheduled Matters Only)
None
CITY COUNCIL/SUCCESSOR AGENCY/HOUSING AUTHORITY AB 1234/GENERAL COMMENTS Mayor Cunneen
December 18 Attended the Retirement Ceremony for Police Captain Steve DeSantis and presented a Proclamation
December 29 Attended the Police Department badge pinning ceremony January 4 Attended a virtual meeting with Garden Grove Unified School District, Los Amigos High School, City Manager Le and Deputy City Manager Frizzelle to discuss partnering pathways and activities in 2026
January 7 Joined an informational meeting with city leaders and Bellflower City manager Ryan Smoot
January 9 Attended a breakfast meeting with new Fountain Valley Chamber President van Vu
January 13 Attended the Rotary Club Most Improved student awards January 15 Attended the OC Round Table meeting with Pacifica Services January 20 Attended a Construction network event with city representatives and chaired the OCTA Citizens Advisory Quarterly meeting
Vice Mayor Harper
December 18 Attended the Mobile Source Air Pollution Reduction Committee meeting January 6 Attended the Los Amigos High School virtual meeting January 7 Attended the Charter City meeting with City of Bellflower January 8 Attended the Chamber of Commerce Network at Night event January 12 Attended the OCTA Board meeting
January 13 Attended the Parks master Plan meeting and the State of the City Filming January 14 Attended the Cal Cities Mayor / Council virtual round table January 15 Attended the OCTA Finance Committee meeting, Kickoff meeting for the OC around the table, meeting with FM3 survey company and the ACC-OC Board Installation meeting
Council Member Grandis
December 18 Attended the retirement of Police Captain Steve Desantis and the Community
Foundation Board meeting
December 22 Attended the Kiwanis Orange wood bowling event January 5 Attended the Fountain Valley Schools Foundation Educational January 8 Attended the Fountain Valley Chamber GAC meeting and the Network at Night at Fountain Bowl
January 12 Attended the OCPA Board meeting
January 15 Attended the Foundation and Volunteer meeting Council Member Constantine
December 17 Watched the FV Planning Commission Meeting on Zoom. On the agenda were the restaurant hours, alcohol sales/service hours, and live entertainment hours for new restaurant JAN NOIRE on Bushard and Warner. Later, I drove around and saw some holiday decorated homes in our community, though didn’t participate in the City’s contest judging of these homes.
December 18 As the City of Fountain Valley City Trustee, participated in the monthly Orange County Mosquito and Vector Control Board at the Orange County Mosquito and Vector Control District in Garden Grove. Later, participated in the Fountain Valley Community Foundation Christmas Party, Fountain Valley Community Foundation Grants, and Fountain Valley Community Foundation Board Meeting at The Center at Founders Village Senior and Community Center.
December 20 Attended the BBQ event at Wild Fork, Huntington Beach, then the “Santa Claus Meet and Greet” event at Phuc Long Tea & Coffee in the evening. It was well attended.
December 29 Attended the FV Police Department Badge Ceremony in which 3 new police officers were sworn in. There were also several promotions within the Department. The ceremony took place at Founders Village Senior and Community Center.
January 7 Participated in a Zoom Meeting with our City Manager, City Clerk, Attorney for the City, and City Manager Ryan Smoot of the City of Bellflower regarding “Charter City Perspective from the City Manager of Bellflower”. In the evening, I attended our Fountain Valley Housing and Development Committee Meeting at City Hall.
January 8 Participated in the Fountain Valley Chamber of Commerce Government Affairs Committee Meeting on Zoom. Stopped in early at Ozzie’s Bar in Fountain Valley for the Fountain Valley Chamber of Commerce Mixer. After that, I attended the FVRA/HBRA (Fountain Valley Republican Assembly and Huntington Beach Republican Assembly) Meeting at IHOP in Huntington Beach. The speakers were California Lt. Governor Candidate Ebie Lynch, Huntington Beach City Council Member Andrew Gruel, and CRA VP Russ Neal.
January 9 Stopped in at the Social Club hosted by our Fountain Valley Advisory Committee for Persons with Disabilities at The Center at Founders Village Senior and Community Center. It was well attended.
January 12 Stopped in at City Hall to meet our new Fountain Valley Fire Chief, Chris Nigg and welcomed him to our team.
January 13 Participated in our City’s annual State of the City event filming. Today, the filming was at Qua Contemporary Chinese Cuisine with Mayor Cunneen. Later, I watched the Orange County Board of Supervisors Meeting on the County of Orange website.
January 14 Participated in the Cal Cities Roundtable Discussion “Mayors and Council Members
Department Roundtable Discussion” on Zoom.
January 15 Participated in a “Discussion on Polling re: Charter City” Meeting on Microsoft Teams with Consultant FM3 Research, Our City Manager, Maggie, Attorney for the City, Colin, City Clerk, Rick and 2 representatives from FM3 Research, Adam and John. Then, participated in a “Fountain Valley Parks & Community Services Master Plan Briefing” Meeting with our Community Services Director, Rob Frizzelle and Doug from RHA Landscape Architects on Microsoft Teams. Then, I enjoyed a bite at the new restaurant Pickle Banh Mi Co at Warner and Bushard for their soft opening. Later, as the City's Trustee on the Orange County Mosquito and Vector Control District Board, participated in the monthly Board Meeting at the Orange County Mosquito and Vector Control District Headquarters in Garden Grove. In the evening, I participated in the Fountain Valley Community Foundation Board Meeting at The Center at Founders Village Senior and Community Center via Zoom.
January 17 Participated in the very well-attended Friends of the Fountain Valley Library General Meeting and Bingo event at the Fountain Valley Library in the Program Room.
January 19 I attended the Orange County Republican Central Committee for the first time ever to see what it is all about at the Hotel Zessa in Santa Ana. The speaker was Chino Valley USD President and Candidate for Superintendent of Public Instruction, Sonja Shaw who gave us an update on her campaign to fix California’s broken education system. The other presenter was United States Department of Health and Human Services Regional Director, Victoria Seaman.
January 20 Participated in the “City Charter / General Law: Financial Differences?” Meeting on Zoom from City Hall with City Manager, Maggie, Attorney for the City, Colin, Finance Director, Ryan, and Drew of DKG Consultants. Later, participated in the “Mid-Term Budget” Meeting at City Hall with City Manager, Maggie. Finance Director, Ryan, our City Clerk, Rick and our Mayor, Jim.
Council Member Bui
No Report Filed
ADJOURN THE MEETING OF THE CITY COUNCIL/SUCCESSOR AGENCY/HOUSING
AUTHORITY
Mayor Cunneen adjourned the meeting at 10:48 pm to the next Meeting of the Fountain Valley City Council on February 3, 2026 at 6:00 p.m., in the Fountain Valley Council Chambers, 10200 Slater Avenue, Fountain Valley.
___________________________
Jim Cunneen, Mayor
Attest:
___________________________
Rick Miller, City Clerk
CITY OF FOUNTAIN VALLEY
CITY COUNCIL
COUNCIL ACTION REQUEST
To: Honorable Mayor and Agenda Date: February 3, 2026
Members of the City Council
SUBJECT: City of Fountain Valley Register of Demands for the period of 1/8/2026 to 1/21/2026 Three-Year Strategic Goals
☐ Enhance the culture and environment of “A Nice Place to Live” ☒ Achieve fiscal stability by evaluating processes, and attract and retain revenue producing businesses/opportunities
☐ Attract and retain quality staff through best practices and trends ☐ Maintain, build, and modernize infrastructure to support growth and future needs of the City ☐ Not applicable
EXECUTIVE SUMMARY
Attached is the Register of Demands for the City of Fountain Valley to be ratified by the City Council.
DISCUSSION
Pursuant to the State of California’s Government Code 37201 through 37210, the Director of Finance or their designated representative hereby certifies to the accuracy of the following demands and to the availability of funds for payment thereof. Demands paid by the city shall be inspected and ratified by the legislative body on the next available Council agenda. The Finance Department has prepared the attached Register of Demands summarizing the City's payments released since the previous City Council meeting.
FINANCIAL ANALYSIS
The attached Register of Demands represents payments made by the City of Fountain Valley between 1/8/2026 and 1/21/2026 for a total of $5,929,482.33.
ATTORNEY REVIEW
The Attorney for the City reviewed this staff report and concurs with the recommended action.
PUBLIC NOTIFICATION
Not applicable.
Register of Demands
February 3, 2026
ALTERNATIVES
Alternative No. 1: Approve the attached Register of Demands.
Alternative No. 2: Do not approve as presented and provide direction to staff.
RECOMMENDATION:
Staff recommends Alternative No. 1 to approve the attached Register of Demands representing payments made by the City of Fountain Valley between 1/8/2026 and 1/21/2026 for a total of $5,929,482.33.
Prepared by: Ryan Smith, Finance Director
Reviewed by: Colin Burns, City Attorney
Approved by: Maggie Le, City Manager
Attachment 1: Register of Demands 1/8/2026 to 1/21/2026.
City Of Fountain Valley
Register of Demands
1/8/2026 - 1/21/2026
Department
Check
Date Vendor Description Doc #
Check/ACH
# Amount
10000000 NON-DEPARTMENTAL
01/10/26 CALPERS JAN 2026 - CALPERS MEDICAL 45402 5156 358,246.13 01/08/26 THE LINCOLN NATIONAL JAN 2026 LIFE INSURANCE/LTD/ADD/EAP 45568 2317668 1,503.14 01/08/26 EMPOWER/BENEFITS COR PR PPE260102 - DED 7031, 7032, 7033, 7036 45723 5242 111,957.29 01/08/26 CALIFORNIA STATE DIS PR PPE260102 - DED 6004, 6005, 6007 45724 5243 1,104.35 01/08/26 INTERNAL REVENUE SER PR PPE260102 - DED 1100, 3000 45731 5245 204,212.12 01/08/26 EMPLOYMENT DEVELOPME PR PPE260102 - DED 4000 45732 5244 69,770.18 01/08/26 INTERNAL REVENUE SER PR PPE260102 - DED 1100 45807 2317597 27.72 01/15/26 AFLAC JAN'26 AFLAC ACCT HH049 45942 2317678 4,696.70 01/15/26 STANDARD INSURANCE C JAN 2026 - VISION ACTIVE 45975 2317749 3,159.68 01/15/26 STANDARD INSURANCE C JAN 2026 - VISION COBRA 45981 2317750 134.20 01/21/26 FOUNTAIN VALLEY POLI PR PPE260116 - DED 8002 46352 5325 2,350.00 01/21/26 FOUNTAIN VALLEY CRED PR PPE260116 - DED 9500 46353 5323 31,929.60 01/21/26 FOUNTAIN VALLEY FIRE PR PPE260116 - DED 8000 46354 5324 2,833.70 01/21/26 MISSION SQUARE RET P PLAN #803216 - PR PPE260116 - DED 2013, 2015 46357 5330 3,037.71 01/21/26 MISSION SQUARE RET P PLAN #800389 - PR PPE260116 - DED 2011 46358 5331 1,156.23 01/21/26 MISSION SQUARE RET P PLAN #800414 - PR PPE260116 - DED 2014 46359 5332 226.75 01/21/26 MISSION SQUARE RET P PLAN #108536 - PR PPE260116 - DED 2018 46360 5333 576.90 01/21/26 U.S. BANK N.A. PR PPE260116 - DED 7029, 7030 46361 5334 3,540.93 01/21/26 FVPOA PAC PR PPE260116 - DED 8005 46362 5326 495.00 01/21/26 INTERNATIONAL BRO PR PPE260116 - DED 8003 46365 5327 500.00 01/21/26 INTERNATIONAL BRO PR PPE260116 - DED 8004 46366 5328 675.00 01/21/26 INTERNATIONAL BRO PR PPE260116 - DED 8001 46367 5329 825.00 TOTAL NON-DEPARTMENTAL 802,958.33
10000010 NON-DEPARTMENTAL
01/10/26 CALPERS JAN 2026 - CALPERS MEDICAL 45402 5156 30,618.00 TOTAL NON-DEPARTMENTAL 30,618.00
10010103 OFFICE OF CITY MANAGER
01/15/26 CITY OF BREA OCCMA NAPA DINNER RSVP 45995 2317689 95.00 TOTAL OFFICE OF CITY MANAGER 95.00
10010104 ADMIN SERVICES
01/08/26 AT&T MOBILITY 10/27 - 11/26/25 ADMIN CELL PHONES 45601 2317603 194.75 01/08/26 JPW COMMUNICATIONS NOV. '25 - COMMUNICATIONS, MARKETING, PR 45235 5272 3,034.49 01/08/26 TOWNSEND PUBLIC AFFA DEC. '25 - GRANT WRITING SERVICES 45105 5281 6,000.00 01/08/26 AMAZON DRY ERASE CALENDAR, MARKERS 45618 5260 102.14 01/15/26 AT&T MOBILITY 11/27 - 12/26/25 ADMIN CELL PHONES 45694 2317684 197.07 TOTAL ADMIN SERVICES 9,528.45
10010105 RECORDS MANAGEMENT
01/15/26 ORANGE COUNTY REGIST OCT. '25 - LEGAL NOTICE 45990 2317731 886.26 01/15/26 ORANGE COUNTY REGIST NOV. '25 - LEGAL NOTICE 45991 2317731 604.65 TOTAL RECORDS MANAGEMENT 1,490.91
10020200 HUMAN RESOURCES
01/10/26 CALPERS JAN 2026 - CALPERS MEDICAL 45402 5156 488.02 01/13/26 CALPERS 2026 REPLACEMENT BENEFIT CHGS 45957 5285 978.48 01/08/26 NATIONAL TESTING NET 2025-2026 ANNUAL NTN MBSHP ECOMM 45591 2317634 750.00 01/08/26 BIOMETRICS4ALL, INC DEC 2025- HR RELAY FEES 45689 5262 19.25 01/15/26 CONCENTRA MEDICAL CE 12/18/25 HR OCCUPATIONAL MEDICAL 45983 2317691 588.20 01/15/26 CONCENTRA MEDICAL CE 12/10 - 12/12/25 HR OCCUPATIONAL MEDICAL 45994 2317692 1,524.45 01/08/26 AMAZON DECEMBER 2025 HR OFFICE SUPPLIES 45651 5261 32.60 01/08/26 SHRED-IT USA LLC 12/17/2025 - MONTHLY SHRED-IT SERVICES FOR 45653 2317651 130.93 01/08/26 AT&T MOBILITY 11/27/25 -12/26/25 HR CELL PHONE 45673 2317609 328.46 01/15/26 EXPERIAN 11/29 - 12/26/25 PRE EMPLOYMENT CREDIT 45817 2317700 25.00 01/08/26 DF POLYGRAPH PRE-EMPLOYMENT POLYGRAPH SERVICES 45677 5268 400.00 01/08/26 PSYCHOLOGICAL CONSUL PRE EMPLOYMENT PSYCH EVALUATIONS 45684 2317642 473.00 01/08/26 THE COUNSELING TEAM JANUARY 2026 EAP SERVICES 45692 2317666 1,575.00 01/15/26 CONCENTRA MEDICAL CE 01/06/26 HR OCCUPATIONAL MEDICAL 45999 2317693 319.60 TOTAL HUMAN RESOURCES 7,632.99
10030300 PLANNING
01/15/26 KLING CONSULTING GRO OCT 2025 SOILS REVIEW SVCS 2025-1184 9677 45773 2317718 850.00 01/15/26 KLING CONSULTING GRO OCT 2025 SOILS RVW CONSULTING SVCS FOR 45786 2317718 850.00 01/15/26 KLING CONSULTING GRO NOV 2025 SOILS RVW CONSULTING SVCS FOR 45778 2317718 850.00 01/15/26 KLING CONSULTING GRO SOILS RVW CONSULTING SVCS FOR 2025-1685 45779 2317718 850.00 01/15/26 KLING CONSULTING GRO SOILS RVW CONSULTING SVCS FOR 2025-1736
45780 2317718 850.00
01/15/26 KLING CONSULTING GRO NOV 2025 SOILS RVW CONSULTING SVCS FOR 45781 2317718 850.00 01/08/26 VERIZON WIRELESS 12/26/25-01/25/26 CELL PHONES & IPADS 45660 2317674 40.07 01/08/26 AT&T MOBILITY 11/27-12/26/25 CELL PHONES & IPADS 45661 2317608 90.96 01/08/26 THOMAS SU CUP REFUND - THOMAS SU INV 29299 45794 2317669 3,705.00 TOTAL PLANNING 8,936.03
10030301 BUILDING & SAFETY
01/08/26 AMAZON 2026 CALENDARS 45420 5260 23.58
01/08/26 VERIZON WIRELESS 12/26/25-01/25/26 CELL PHONES & IPADS 45660 2317674 99.31 01/08/26 AT&T MOBILITY 11/27-12/26/25 CELL PHONES & IPADS 45661 2317608 213.18 01/15/26 CALIFORNIA BUILDING 3RD QTR OCT - DEC 2025 SB1473 GREEN 45856 2317688 (69.10) 01/15/26 DEPARTMENT OF CONSER 4th QTR OCT-DEC 2025 SMIP FEES FOR
45858 2317696 (108.46)
01/08/26 TRUE NORTH COMPLIANC DEC 2025 BUILDING PLAN RVW AND STAFFING 45681 5282 16,317.50 TOTAL BUILDING & SAFETY 16,476.01
10030305 ECONOMIC DEVELOPMENT
01/08/26 AT&T MOBILITY 11/27-12/26/25 CELL PHONES & IPADS 45661 2317608 45.48 01/15/26 COSTAR REALTY INFORM 1/1-1/31/26 REAL ESTATE SEARCH SERVICE 45818 2317694 412.69 TOTAL ECONOMIC DEVELOPMENT 458.17
10030310 CODE ENFORCEMENT
01/08/26 VERIZON WIRELESS 12/26/25-01/25/26 CELL PHONES & IPADS 45660 2317674 38.01 01/08/26 AT&T MOBILITY 11/27-12/26/25 CELL PHONES & IPADS 45661 2317608 40.74
TOTAL CODE ENFORCEMENT 78.75
10040400 FINANCE
01/08/26 HINDERLITER, DE LLAM OCT-DEC 2025 CONTR SVC TRANS TAX 45761 2317627 300.00 01/15/26 AT&T MOBILITY 12/27 - 1/26/26 R SMITH CELL PHONE 45978 2317686 49.72 01/08/26 RAMS, LLP DEC 2025 PROGRESS BILLING FOR FY24-25 45785 2317644 5,444.00 01/15/26 CLIENTFIRST CONSULTI 11/1-12/31/25 HCM SYSTEM REVIEW 45982 5296 3,735.00 TOTAL FINANCE 9,528.72
10040401 PURCHASING
01/08/26 CANTEEN REFRESHMENT COFFEE SERVICE FOR CITY HALL - OCT 2025 45646 5265 218.31 01/08/26 CANTEEN REFRESHMENT COFFEE SERVICE FOR CITY HALL - NOV 2025 45647 5265 419.71 01/08/26 QUENCH USA INC WATER INSTALL AND PORTION OF MNTHLY 45645 5279 777.48 01/15/26 NEOFUNDS/TOTALFUNDS 202512 POSTAGE REPLENISHMENT 45977 2317729 3,000.00 01/08/26 CANTEEN REFRESHMENT COFFEE SERVICE FOR CITY HALL - DEC 2025 45648 5265 346.96 01/08/26 HB FASTPRINT, INC COUNCIL BUSINESS CARDS 45649 2317626 158.39 01/08/26 QUENCH USA INC WATER SYSTEM - CULLIGAN THROUGH 01/31/26 45719 5279 1,127.68 01/08/26 AMAZON OFFICE SUPPLIES 45775 5260 333.42
TOTAL PURCHASING 6,381.95
10050500 ENGINEERING
01/15/26 AGA ENGINEERS, INC OCT 2025 - DESIGN 4 TS MIDBLOCK ART SCH 45760 2317679 11,945.00 01/15/26 AGA ENGINEERS, INC NOV 2025 - DESIGN 4 TS MIDBLOCK ART SCH 45766 2317679 11,015.00 01/15/26 AMAZON DEC 2025 - PW ENG OFFICE SUPPLIES 45663 5288 77.28 01/15/26 AT&T MOBILITY 11/27-11/26/25 CELL PH TG SM KK JP KH RD SS 45666 2317682 487.34 01/15/26 CANON U.S.A., INC. JAN 2026 - CANON MAINTENANCE & SERVICES 45667 5293 433.37 01/15/26 CANON U.S.A., INC. ADDITIONAL TONER PEARLS - 4 45917 5293 1,606.11 TOTAL ENGINEERING 25,564.10
10050503 STREET LIGHTING
01/15/26 SO CALIF EDISON CO DEC 2025 - STREET LIGHTS ELECTRICITY 45713 2317743 8,506.46 01/15/26 YUNEX, LLC DEC 2025 - T.S. MAINTENANCE 45809 5317 3,235.24 01/15/26 YUNEX, LLC DEC 2025 - T.S. CALL OUTS 45810 5317 4,232.06 01/15/26 SO CALIF EDISON CO DEC 2025 - STREET LIGHTS ELECTRICITY 45928 2317746 18,444.52 TOTAL STREET LIGHTING 34,418.28
10050550 RIGHTS-OF-WAY
01/08/26 SO CALIF EDISON CO 11/03/25 to 12/03/25 MEDIANS 45634 2317659 457.25 01/08/26 SO CALIF EDISON CO 12/04/25 to 01/05/26 ROWS 45812 2317661 113.05 01/15/26 NIEVES LANDSCAPE, IN 12/2025 MEDIAN & ROW LANDSCAPE 45829 2317730 26,307.57 TOTAL RIGHTS-OF-WAY 26,877.87
10050551 TREE MAINTENANCE
01/08/26 GREAT SCOTT TREE SER 2025 TREE PRUNING 45577 5269 953.95 01/08/26 GREAT SCOTT TREE SER TREE REMOVAL AT SANTA GERTRUDES CIRCLE 45576 5269 355.78 01/08/26 GREAT SCOTT TREE SER 2025 TREE REMOVAL AT 9669 TOUCAN AVE 45578 5269 3,379.82 01/15/26 A.Y. NURSERY PARKWAY TREES 45851 2317676 1,266.94 TOTAL TREE MAINTENANCE 5,956.49
10050552 PARK MAINTENANCE
01/08/26 CINTAS CORPORATION 6 11/26/25 UNIFORMS 45597 2317614 24.68 01/08/26 MERCHANTS LANDSCAPE 11/2025 CIVIC FAC. MAINTENANCE 45589 5273 4,183.54
01/08/26 MERCHANTS LANDSCAPE 11/2025 PARKS LANDSCAPE MAINTENANCE 45590 5273 21,985.27 01/08/26 CINTAS CORPORATION 6 12/4/25 UNIFORMS 45598 2317614 20.07 01/08/26 CINTAS CORPORATION 6 12/11/25 UNIFORMS 45599 2317614 20.07 01/08/26 SO CALIF EDISON CO 11/29/25 to 12/29/25 IRRIGATION & PARKS 45632 2317658 681.80 01/08/26 SO CALIF EDISON CO 12/05/25 to 01/06/26 NIEBLAS PARK (GARDENIA) 45820 2317662 31.43 01/15/26 AMAZON IPHONE WATERPROOF CASE 45958 5288 21.74 TOTAL PARK MAINTENANCE 26,968.60
10050553 CONCRETE MAINTENANCE
01/15/26 AMAZON CLIPBOARD PACK 45967 5288 10.01
01/15/26 AMAZON NAMEPLATE FOR STREETS FOREMAN 45974 5288 21.53 TOTAL CONCRETE MAINTENANCE 31.54
10050554 PAVEMENT MAINTENANCE
01/08/26 S C SIGNS SUPPLIES HEIL AND ED ARNOLD WAY SIGNS 45585 2317649 767.18 01/08/26 S C SIGNS SUPPLIES REFACE STREET NAME SIGNS 45586 2317649 234.90 01/08/26 VULCAN MATERIAL COMP ASPHALT 45572 2317675 240.22 01/08/26 UNITED RENTALS NORTH PROPANE 45573 2317671 72.85 01/08/26 ALL AMERICAN ASPHALT ASPHALT 45583 2317601 299.34 01/08/26 CINTAS CORPORATION 6 11/26/25 UNIFORMS 45597 2317614 49.52 01/08/26 ALL AMERICAN ASPHALT ASPHALT 45584 2317601 305.07 01/08/26 ROSEBURROUGH TOOL IN BRUSH W/HANDLE 45574 2317648 15.27 01/08/26 CINTAS CORPORATION 6 12/4/25 UNIFORMS 45598 2317614 35.80 01/08/26 ALL AMERICAN ASPHALT ASPHALT 45575 2317601 206.65 01/08/26 CINTAS CORPORATION 6 12/11/25 UNIFORMS 45599 2317614 35.80 01/15/26 RESOURCE BUILDING MA CONCRETE MIX 45642 2317739 379.05 01/15/26 RESOURCE BUILDING MA CONCRETE MIX 45826 2317739 308.15 01/15/26 RESOURCE BUILDING MA CONCRETE MIX 45823 2317739 351.52 TOTAL PAVEMENT MAINTENANCE 3,301.32
10050555 STORM DRAIN MAINT
01/08/26 CINTAS CORPORATION 6 11/26/25 UNIFORMS 45597 2317614 8.77 01/08/26 CINTAS CORPORATION 6 12/4/25 UNIFORMS 45598 2317614 8.77 01/08/26 CINTAS CORPORATION 6 12/11/25 UNIFORMS 45599 2317614 13.35 01/08/26 AMAZON 2024 STANDARD SPCIFICATIONS BOOK 45413 5260 268.08 01/08/26 JOHN L. HUNTER & ASS SEP 2025 - WQMP REVIEWS 16582 45670 2317629 467.50 01/08/26 JOHN L. HUNTER & ASS SEP 2025 - HYDRO REVIEWS 17103 MAGNOLIA 45671 2317629 271.00 01/08/26 SO CALIF EDISON CO 11/17/25 to 12/16/25 SANDLEWOOD PUMP 45525 2317652 654.49 01/15/26 SO CALIF GAS CO 12/4/25-1/6/26 WALNUT PUMP STATION 45932 2317747 185.08 01/15/26 SO CALIF GAS CO 12/5/25-1/7/26 SANDALWOOD PUMP STATION 45927 2317747 65.47 TOTAL STORM DRAIN MAINT 1,942.51
10050557 STREET SWEEPING
01/15/26 SCA OF CA, LLC 11/25 MONTHLY STREET SWEEPING 45815 5314 35,407.69 TOTAL STREET SWEEPING 35,407.69
10050558 RECREATION CENTER
01/15/26 MERCHANTS LANDSCAPE 11/2025 SPORTS PARK LANDSCAPE MAINT 45588 5306 42,618.77 01/15/26 HERITAGE LANDSCAPE SUPPLIES FOR LANDSCAPE INSPECTOR 45595 2317713 393.57 01/15/26 GRAINGER, INC. ORANGE FENCE FOR SP 45596 2317712 1,083.86
01/08/26 ORANGE COUNTY WATER RECYCLED WATER USAGE 8/19/25 TO 12/7/25 45609 5277 13,416.78 TOTAL RECREATION CENTER 57,512.98
10060600 FIRE SUPPRESSION
01/15/26 L.N. CURTIS & SONS FIELD EQUIPMENT - EMERGENCY PLUGS 45864 2317720 3,030.26 01/15/26 INLAND FLEET SOLUTIO APPARATUS MAINTENANCE AND REPAIR RIG 45868 2317715 1,134.70 01/15/26 INLAND FLEET SOLUTIO APPARATUS MAINTENANCE AND REPAIR RIG 45869 2317715 494.38 01/15/26 ARAMARK REFRESHMENT COFFEE LEASE STATION 1 45873 2317680 28.00 01/15/26 PURETEC INDUSTRIAL W DEIONIZED WATER TANK RENTAL STATION 1 45874 2317735 21.67 01/15/26 PURETEC INDUSTRIAL W DEIONIZED WATER TANK RENTAL STATION 2 45875 2317735 21.67 01/15/26 PURETEC INDUSTRIAL W DEIONIZED WATER SYSTEM STATION 2 45876 2317735 130.75 01/15/26 VERIZON WIRELESS 12.23.25-1.22.26 FIRE AVL TRACKERS 45877 2317757 990.26 01/15/26 VERIZON WIRELESS 12.26.25-1.25.26 FIRE CELL PHONES 45880 2317760 27.62 01/15/26 L.N. CURTIS & SONS FIELD EQUIPMENT - ACTION COUPLING 45881 2317720 602.83 01/15/26 L.N. CURTIS & SONS FIELD EQUIPMENT - 6" GATE VALVE KEY 45882 2317720 225.03 01/15/26 L.N. CURTIS & SONS FIELD EQUIPMENT - FOAM EDUCTOR 45883 2317720 1,738.16 01/15/26 RAPCO INDUSTRIES, IN FIELD EQUIPMENT - SHARPENED CUTTERS 45884 2317737 101.40 01/15/26 MES SERVICE CO HYDROTEST 45886 5307 261.00
TOTAL FIRE SUPPRESSION 8,807.73
10060601 PARAMEDICS
01/15/26 TURNOUT MAINTENANCE CLEAN/REPAIR TURNOUTS 45885 2317755 356.04 TOTAL PARAMEDICS 356.04
10060602 AMBULANCE SERVICES
01/15/26 SPECTRUM GAS PRODUCT OXYGEN TANKS STATION 1 45871 2317748 136.85 01/15/26 SPECTRUM GAS PRODUCT OXYGEN TANKS STATION 2 45872 2317748 64.40 01/15/26 VERIZON WIRELESS 12.26.25-1.25.26 AMBULANCE CELL PHONE 45878 2317758 38.86 01/15/26 VERIZON WIRELESS 12.23.25-1.22.26 AMBULANCE AVL TRACKERS 45879 2317759 152.04 01/15/26 CARE AMBULANCE 11.1.25-11.30.25 SURGE AMBULANCE SERVICES 45887 5294 16,683.75 01/15/26 CARE AMBULANCE 11.25.25-12.8.25 CONTRACT AMBULANCE 45892 5294 56,110.44 01/15/26 CARE AMBULANCE 12.9.25-12.22.25 CONTRACT AMBULANCE 45893 5294 57,196.44 01/15/26 CARE AMBULANCE 12.23.25-1.5.26 CONTRACT AMBULANCE 45894 5294 57,196.44 01/15/26 BOUND TREE MEDICAL FIRST AID/MEDICAL SUPPLIES 45895 5292 1,786.81 01/15/26 BOUND TREE MEDICAL FIRST AID/MEDICAL SUPPLIES 45896 5292 790.83 01/15/26 BOUND TREE MEDICAL FIRST AID/MEDICAL SUPPLIES 45897 5292 1,773.51 01/15/26 BOUND TREE MEDICAL FIRST AID/MEDICAL SUPPLIES 45898 5292 786.93 01/15/26 BOUND TREE MEDICAL FIRST AID/MEDICAL SUPPLIES 45899 5292 1,120.58 01/15/26 LIFE ASSIST FIRST AID/MEDICAL SUPPLIES 45900 5304 2,180.64 01/15/26 LIFE ASSIST FIRST AID/MEDICAL SUPPLIES 45901 5304 314.05 TOTAL AMBULANCE SERVICES 196,332.57
10060603 FIRE PREVENTION
01/15/26 THOMSON REUTERS WEST RENWAL 19 PUBLC SAFETY 45870 2317753 304.39 01/15/26 VERIZON WIRELESS 12.26.25-1.25.26 FIRE CELL PHONES 45880 2317760 51.95 TOTAL FIRE PREVENTION 356.34
10060604 FIRE RESERVES
01/15/26 LIMON, JOSEPH DECEMBER 2025 RESERVE MEAL STIPENED 45902 5305 40.00 01/15/26 BALLANTYNE, RILEY M DECEMBER 25 RESERVE MEAL STIPENED 45903 5291 40.00
01/15/26 CHEN, SCOTT DECEMBER 2025 RESERVE MEAL STIPENED 45904 5295 40.00 01/15/26 LARITA, NOEL DECEMBER 2025 RESERVE MEAL STIPENED 45905 5302 40.00 01/15/26 DAGARIN, NICHOLAS DECEMBER 2025 RESERVE MEAL STIPENED 45906 5297 40.00 01/15/26 HOWREN, DONALD DECEMBER 2025 RESERVE MEAL STIPENED 45907 5300 40.00 01/15/26 ESTERHOLT, JAKE DECEMBER 2025 RESERVE MEAL STIPENED 45908 5298 40.00 01/15/26 NECHAI, VLADISLAV DECEMBER 2025 RESERVE MEAL STIPENED 45909 5308 40.00 01/15/26 QUINONEZ, CESAR DECEMBER 2025 RESERVE MEAL STIPENED 45910 5310 40.00 01/15/26 ORDUNO, VICTOR E DECEMBER 2025 RESERVE MEAL STIPENED 45911 5309 40.00 01/15/26 WESLEY, KAILER DECEMBER 2025 RESERVE MEAL STIPENED 45912 5316 40.00 TOTAL FIRE RESERVES 440.00
10060605 DISASTER PREPAREDNESS
01/15/26 VERIZON WIRELESS 12.26.25-1.25.26 FIRE CELL PHONES 45880 2317760 38.86 TOTAL DISASTER PREPAREDNESS 38.86
10070700 PATROL
01/08/26 QUENCH USA INC WATER INSTALL AND PORTION OF MNTHLY 45645 5279 347.78 01/08/26 OC UNIFORMS & TAILOR RECRUIT HERNANDEZ ACADEMY SUPPLIES 45746 2317637 1,644.77 01/08/26 OC UNIFORMS & TAILOR RECRUIT BLAIN ACADEMY SUPPLIES 45747 2317637 1,701.43 01/08/26 OC UNIFORMS & TAILOR RECRUIT RAMIREZ ACADEMY SUPPLIES 45748 2317637 1,726.43 01/08/26 OC UNIFORMS & TAILOR RECRUIT JOHANSSON ACADEMY SUPPLIES 45749 2317637 1,751.43 01/08/26 OC UNIFORMS & TAILOR J. HERELD REPLACEMENT PANTS 45750 2317637 171.76 01/08/26 OC UNIFORMS & TAILOR RECRUIT VANHORN ACADEMY SUPPLIES 45751 2317637 1,776.44 01/08/26 OC UNIFORMS & TAILOR RECRUIT J. RODRIGUEZ ACADEMY SUPPLIES 45753 2317637 1,726.43 01/08/26 OC UNIFORMS & TAILOR C. LEE UNIFORM 45754 2317637 403.25 01/08/26 RIO HONDO REGIONAL T TUITION - FTO UPDATE - J. HUGHES 45768 2317646 50.00 01/08/26 OC UNIFORMS & TAILOR RECRUIT RADOJEVIC ACADEMY SUPPLIES 45752 2317637 1,789.48 01/08/26 PETTY CASH FIELD SER PETTY CASH REIMBURSEMENT 45451 2317639 417.46 01/08/26 V&V MANUFACTURING, I NEW BADGES (2) CAPTAIN (1) SERGEANT 45763 2317673 541.41 01/08/26 AMAZON DEPARTMENT SUPPLIES 45762 5260 51.67
01/08/26 AMAZON RUBBER STAMP 45755 5260 11.35
01/08/26 AMAZON DEPARTMENT SUPPLIES 45758 5260 110.11
01/08/26 CITY NET NOV 2025 - OUTREACH SERVICES 45759 2317615 31,416.62 01/08/26 CALIF FORENSIC PHLEB DEC 2025 - BLOOD DRAWS 45771 2317611 2,212.00 01/08/26 QUENCH USA INC WATER SYSTEM - CULLIGAN THROUGH 01/31/26 45719 5279 626.06 01/08/26 SHRED-IT USA LLC DEPARTMENT SHREDDING - 12/10 & 12/24 45745 2317650 264.00 01/08/26 AMAZON RECORDS DATE STAMPS 45772 5260 126.35
TOTAL PATROL 48,866.23
10070701 INVESTIGATION
01/15/26 FLOCK GROUP, INC FIXED AUTOMATED LICENSE PLATE READER 45736 5299 30,000.00 01/08/26 PREMIER FIRST RESPON THERAPY #7 - APPT 2 AND 3 45737 2317640 300.00 01/08/26 PREMIER FIRST RESPON THERAPY #7 - APPT 4 45738 2317640 150.00 01/08/26 AMAZON PROPERTY SUPPLIES 45757 5260 148.97
01/08/26 COSTELLOE, ROCHELLE MEALS/MILEAGE PEER SUPPORT CONF 45767 5267 309.86 TOTAL INVESTIGATION 30,908.83
10070702 TRAFFIC
01/08/26 UNIVERSAL PROTECTION 11/28/25-12/25/25 PARKING ENFORCEMENT 45740 5283 14,781.00
TOTAL TRAFFIC 14,781.00
10070705 L.E. COMMUNICATIONS
01/08/26 PRIMO BRANDS 8710321383 PD WATER DELIVERY FINAL 45770 2317641 34.92 TOTAL L.E. COMMUNICATIONS 34.92
10070707 CRIME PREVENTION
01/08/26 PETTY CASH FIELD SER PETTY CASH REIMBURSEMENT 45451 2317639 288.20 01/08/26 AMAZON RUBBER STAMP 45769 5260 11.35
TOTAL CRIME PREVENTION 299.55
10070708 RANGE
01/08/26 CITY OF WESTMINSTER NOV 2025 - RANGE 11/12, 11/15, 11/28 45764 2317616 1,380.00 01/08/26 ADKINS, BERTRUM A. DEC 2025 - RANGEMASTER 45756 5259 1,000.00 TOTAL RANGE 2,380.00
10080800 RECREATION CENTER
01/08/26 PRIMO BRANDS 8710024716 REC CENTER REC WATER 10/27/25- 45708 2317641 19.54 01/08/26 SPECTRUM GAS PRODUCT HELIUM REFILL 11/30/25 45711 2317663 26.00 01/08/26 QUENCH USA INC WATER INSTALL AND PORTION OF MNTHLY 45645 5279 171.48 01/15/26 VERIZON WIRELESS 11/2 - 12/1/25 RC PARK PATROL @ ATHLETICS 45966 2317761 45.02 01/08/26 SPECTRUM GAS PRODUCT HELIUM REFILL 12/31/25 45709 2317663 26.00 01/08/26 QUENCH USA INC WATER SYSTEM - CULLIGAN THROUGH 01/31/26 45719 5279 382.82 01/15/26 AMAZON EQUIPMENT FOR YOUTH BASKETBALL 1WCJ- 45816 5289 115.57 01/15/26 MANHATTAN STITCHING COACH SHIRTS FOR YOUTH BASKETBALL 45922 2317722 363.23 01/15/26 MANHATTAN STITCHING COACH SHIRTS 45923 2317723 121.78 01/15/26 MANHATTAN STITCHING JERSEYS FOR YOUTH BASKETBALL 45924 2317724 1,000.00 TOTAL RECREATION CENTER 2,271.44
10080801 ATHLETICS
01/15/26 VERIZON WIRELESS 11/2 - 12/1/25 RC PARK PATROL @ ATHLETICS 45966 2317761 37.59 01/15/26 AMAZON (2) HYRDRANT WRENCHES FOR WATER 45791 5288 63.06 01/15/26 REC SVCS REFUND REFUND YBK WINTER 26 45915 2317738 70.00 01/15/26 MANHATTAN STITCHING JERSEYS FOR YOUTH BASKETBALL 45924 2317724 1,979.75 TOTAL ATHLETICS 2,150.40
10080810 SENIOR & COMM CENTER
01/08/26 AT&T MOBILITY 10/27 - 11/26/25 R FRIZZELLE CELL 45602 2317604 15.06 01/08/26 AMAZON OFFICE SUPPLIES 45739 5260 55.15
01/08/26 AMAZON EXTERNAL DVD PLAYER FOR NEW PROGRAM 45718 5260 14.87 01/15/26 AT&T MOBILITY 11/27 - 12/26/25 R FRIZZELLE CELL 45693 2317683 60.54 01/08/26 THE LIGHTHOUSE OUTRE SR CASE MGMT & REFERRAL/SOCIAL SVC 45650 2317667 4,672.50 01/15/26 SPECTRUM GAS PRODUCT SENIOR CENTER HELIUM TANK RENTAL 45951 2317748 13.00 01/08/26 QUENCH USA INC WATER SYSTEM - CULLIGAN THROUGH 01/31/26 45719 5279 146.09 01/15/26 AMAZON SUPPLIES FOR CRAFT & CHAT PROGRAM FEB 45862 5288 41.51 01/15/26 S.C. GYM REPAIR SC FITNESS ROOM MONTHLY SERVICE & 45985 2317740 264.37 TOTAL SENIOR & COMM CENTER 5,283.09
10080811 SENIOR TRANSPORTATION
01/08/26 OCY MANAGEMENT LLC NOV 2025 SENIOR TRANSPORTATION 45680 5276 12,726.00 TOTAL SENIOR TRANSPORTATION 12,726.00
10080820 CONTRACT CLASSES
01/08/26 CAMARENA, EDWARD J INSTRUCTOR PAYMENT 271132-A1 45613 5264 3,897.34 01/08/26 REC SVCS REFUND REFUND FOR 433050-A1 45652 2317645 105.00 01/15/26 COM SVCS REFUND REFUND FOR INTEGRAL TAI CHI 1 45947 2317690 42.00 TOTAL CONTRACT CLASSES 4,044.34
10080821 SPECIAL EVENTS
01/08/26 AMAZON SPECIAL EVENT SUPPLIES - TL 45707 5260 326.20 01/08/26 QUANTUM SIGNS & GRAP HOLIDAY HOUSE DECORATING CONTEST 45782 2317643 265.08 01/15/26 QUANTUM SIGNS & GRAP KINDERVISION BANNER 45925 2317736 228.38 TOTAL SPECIAL EVENTS 819.66
10080823 PARK PATROL
01/15/26 VERIZON WIRELESS 11/2 - 12/1/25 RC PARK PATROL @ ATHLETICS 45966 2317761 51.30 TOTAL PARK PATROL 51.30
10090004 PENSION/OPEB
01/15/26 CALPERS ADDT'L UAL PMT 25.26-CLSSC SFTY TIER 45959 5286 3,000,000.00 TOTAL PENSION/OPEB 3,000,000.00
10095001 GENERAL FUND
01/15/26 PSOMAS 11/21-12/25/25 I405 IMPROVEMENT 45717 2317734 6,351.79 TOTAL GENERAL FUND 6,351.79
11000000 ISF INFORMATION PROCESSING
01/08/26 THOMAS SU CUP REFUND - THOMAS SU INV 29299 45794 2317669 195.00 TOTAL ISF INFORMATION PROCESSING 195.00
11010050 ISF IS ADMIN CAPITAL
01/15/26 KONICA MINOLTA BUSIN ONBASE SUBSCRIPTION RENEWAL 45861 2317719 28,149.48 01/08/26 ADVANCED OFFICE / IN CONTRACT M22588 OVERAGE 11/3 - 12/2/25 45655 2317599 113.77 01/08/26 ADVANCED OFFICE / IN CONTRACT 41585 OVERAGE 11/6 - 12/5/25 45656 2317599 40.40 01/08/26 ADVANCED OFFICE / IN CONTRACT 41194 OVERAGE 11/18 - 12/17/25 45657 2317599 14.83 01/08/26 ADVANCED OFFICE / IN RICOHS LEASED 12/15/25 - 1/15/26 45665 2317598 2,274.12 01/08/26 MAVERICK DATA SYSTEM WARRANT BUILDER ACCOUNT ALIGNMENT 45614 2317633 434.70 01/08/26 ADVANCED OFFICE / IN CONTRACT 41290 OVERAGE 11/26 - 12/25/25 45659 2317599 1,018.35 01/08/26 COMMUNICATION STRAT COM-STRAT TEAMS PHONE INTEGRATION 45615 5266 3,997.50 01/08/26 MILLER MENDEL, INC SOCIAL MEDIA REPORT - 11/3, 11/12, & 11/17/25 45776 5274 90.00 01/08/26 MILLER MENDEL, INC CREDIT REPORT 11/3, 11/12, & 11/17/25 45777 5274 18.00 01/08/26 AMAZON HP 206A BLACK TONER - PD 45617 5260 91.39 01/08/26 AMAZON 2 FLASH DRIVES 1 SPACE HEATER 45620 5260 93.49 01/08/26 AMAZON DISPLAYPORT TO HDMI ADAPETERS 45621 5260 143.70 01/08/26 AMAZON 2 WEB CAMERAS 45622 5260 103.30
01/08/26 RON TURLEY ASSOCIATE RON TURLEY ASSOCIATE SUBSCRIPTION 45658 2317647 2,650.36 01/08/26 NMK CORPORATION CISCO SWITCHES - CITY NETWORK UPGRADE 45624 2317635 49,484.99 TOTAL ISF IS ADMIN CAPITAL 88,718.38
11010104 ISF IS
01/08/26 AT&T MOBILITY 10/27 - 11/26/25 EMERGENCY CELL 45605 2317606 265.52 01/08/26 AT&T MOBILITY 10/27 - 11/26/25 IT STAFF PHONES 45606 2317607 299.70 01/15/26 AT&T MOBILITY 11/27 - 12/26/25 IT STAFF PHONES 45695 2317685 151.59 TOTAL ISF IS 716.81
11110000 ISF GB CITY HALL
01/08/26 CINTAS CORPORATION 6 11/26/25 UNIFORMS 45597 2317614 18.86 01/08/26 CINTAS CORPORATION 6 12/4/25 UNIFORMS 45598 2317614 18.86 01/08/26 DMS FACILITY SERVICE 12/2025 MAINTENANCE SERVICE 45580 2317620 3,676.12 01/08/26 CINTAS CORPORATION 6 12/11/25 UNIFORMS 45599 2317614 18.86 01/08/26 PACIFIC COAST REFRIG 12/25 CITY HALL HVAC MAINTENANCE 45683 2317638 2,040.22 01/15/26 PACIFIC COAST REFRIG CITY HALL ATV SPLIT UNIT REPAIR 45814 2317732 886.00 01/15/26 FRONTIER COMMUNICATI 12/28 - 1/27/26 EOC LINES 45703 2317707 730.91 01/15/26 ROAD RUNNER EXTERMIN 1/2026 MONTHLY PEST AND RODENT-CITY HALL 45847 5311 76.00 01/15/26 FRONTIER COMMUNICATI 1/1 - 1/31/26 METRONET 45969 2317708 522.23 01/15/26 SO CALIF EDISON CO 12/08/25 to 01/07/26 CITY HALL 45921 2317741 6,945.22 01/15/26 SO CALIF GAS CO 12/4/25-1/6/26 CITY HALL 45934 2317747 940.48 TOTAL ISF GB CITY HALL 15,873.76
11150000 ISF GB CITY YARD
01/08/26 TRICOM FIRE & ELECTR ANNUAL ELEVATOR RE-CALL TEST 45527 2317670 450.00 01/08/26 DMS FACILITY SERVICE 12/2025 MAINTENANCE SERVICE 45580 2317620 2,968.13 01/08/26 PACIFIC COAST REFRIG 12/25 CORP YARD HVAC MAINTENANCE 45687 2317638 1,100.61 01/15/26 AT&T 11/22 - 12/21/25 FS#2/CY/REC PHONES 45696 2317681 212.87 01/15/26 MARCOM COMMUNICATION 11/25/25-12/25/25 MONTHLY ELEVATOR CELL 45938 2317725 48.00 01/15/26 TRICOM FIRE & ELECTR ANNUAL STATE TEST 45939 2317754 450.00 01/08/26 SO CALIF EDISON CO 12/04/25 to 01/05/26 CORPORATION YARD 45811 2317660 3,171.31 01/15/26 SO CALIF GAS CO 12/5/25-1/7/26 YARD 45929 2317747 372.35 TOTAL ISF GB CITY YARD 8,773.27
11150051 ISF GB PW CAPITAL
01/15/26 JMG SECURITY SYSTEMS BURG/FIRE PANEL REPLACEMENT-YARD 45841 5301 2,980.00 TOTAL ISF GB PW CAPITAL 2,980.00
11160001 ISF GB FS1
01/08/26 FRONTIER COMMUNICATI 12/13 - 1/12/26 FS#1 PHONE 45635 2317621 221.18 01/08/26 PACIFIC COAST REFRIG 12/25 FIRESTATION #1 HVAC MAINTENANCE 45682 2317638 827.11 01/15/26 FRONTIER COMMUNICATI 12/22 - 1/21/26 FS#1 CKT 45698 2317704 41.49 01/08/26 SO CALIF EDISON CO 11/29/25 to 12/29/25 FIRE STATION NO. 1 45623 2317654 1,747.19 01/08/26 AR INDUSTRIES BUSHARD ST GATE REPAIR 45643 2317602 814.55 01/15/26 FRONTIER COMMUNICATI 1/1 - 1/31/26 FS#1 METRONET 45970 2317709 43.49 01/15/26 SO CALIF GAS CO 12/4/25-1/6/26 FIRE STATION #1 45935 2317747 720.97 TOTAL ISF GB FS1 4,415.98
11160002 ISF GB FS2
01/08/26 PACIFIC COAST REFRIG 12/2025 FIRE STATION #2 HVAC MAINTENANCE 45679 2317638 452.15 01/08/26 SO CALIF EDISON CO 11/20/25 to 12/21/25 FIRE STATION NO. 2 45587 2317653 712.15 01/15/26 AT&T 11/22 - 12/21/25 FS#2/CY/REC PHONES 45696 2317681 212.87 01/15/26 SO CALIF GAS CO 12/5/25-1/7/26 FIRE STATION #2 45930 2317747 487.12 TOTAL ISF GB FS2 1,864.29
11160051 ISF GB FD CAPITAL
01/08/26 PROFESSIONAL PLUMBIN REPLACE TANKLESS WATER HEATER 45644 5278 2,870.00 TOTAL ISF GB FD CAPITAL 2,870.00
11170000 ISF GB POLICE DEPARTMENT
01/08/26 AT&T MOBILITY 10/27 - 11/26/25 PD MDC 45603 2317605 1,064.88
01/08/26 FRONTIER COMMUNICATI 12/7 - 1/6/26 JAIL PHONE 45637 2317623 247.47 01/08/26 PACIFIC COAST REFRIG DISPATCH PD HVAC REPAIRS 45678 2317638 204.00 01/08/26 DMS FACILITY SERVICE 12/2025 MAINTENANCE SERVICE 45580 2317620 7,651.77 01/08/26 FRONTIER COMMUNICATI 12/13 - 1/12/26 PD DISPATCH 45636 2317622 116.11 01/08/26 COUNTY OF ORANGE NOV 2025 - OCATS 45765 2317617 1,374.20 01/08/26 DAVID CROWELL ELECTR STEP LIGHTING REPAIR 45592 2317618 850.00 01/08/26 DAVID CROWELL ELECTR FRONT LIGHTING REPAIR 45593 2317618 1,095.00 01/08/26 KEN'S LOCKSMITHERY KEY LOCKED IN EVIDENCE ROOM 45594 2317631 210.00 01/15/26 PACIFIC COAST REFRIG QUARTERLY POLICE HVAC MAINTENANCE 45813 2317732 2,315.93 01/15/26 VERIZON WIRELESS 11/23 - 12/22/25 PD MDC 45705 2317756 1,156.03 01/15/26 FRONTIER COMMUNICATI 12/25 - 1/24/26 PD DISPATCH 45702 2317706 812.17 01/15/26 AT&T MOBILITY 11/27 - 12/26/25 PD MDC 45980 2317687 1,078.20 01/15/26 FRONTIER COMMUNICATI 12/28 - 1/27/26 PD DISPATCH 45697 2317703 537.86 01/15/26 FRONTIER COMMUNICATI 12/28 - 1/27/26 CENTRA NET TO 911 45699 2317705 372.90 01/15/26 ROAD RUNNER EXTERMIN 1/2026 MONTHLY PEST AND RODENT-PD 45836 5311 112.00 01/15/26 SO CALIF EDISON CO 12/08/25 to 01/07/26 POLICE DEPARTMENT 45920 2317745 8,613.37 01/15/26 SO CALIF GAS CO 12/4/25-1/6/26 PD 45933 2317747 1,921.08 TOTAL ISF GB POLICE DEPARTMENT 29,732.97
11180000 ISF GB REC CENTER
01/08/26 DMS FACILITY SERVICE 12/2025 MAINTENANCE SERVICE 45580 2317620 15,816.57 01/08/26 PACIFIC COAST REFRIG 12/25 RECREATION HVAC MAINTENANCE 45685 2317638 1,433.67 01/08/26 PACIFIC COAST REFRIG 12/25 BLD B SNACK BAR HVAC MAINTENANCE 45686 2317638 222.60 01/08/26 PACIFIC COAST REFRIG 12/25 SNACK BAR A HVAC MAINTENANCE 45691 2317638 222.60 01/15/26 AT&T 11/22 - 12/21/25 FS#2/CY/REC PHONES 45696 2317681 212.88 01/15/26 ROAD RUNNER EXTERMIN 1/2026-MONTHLY PEST AND RODENT-REC 45848 5311 86.00 01/15/26 ROAD RUNNER EXTERMIN 1/2026-MONTHLY PEST AND RODENT-SP 45849 5311 184.00 01/08/26 SO CALIF EDISON CO 12/01/25 to 12/30/25 REC MAINT BLDG 45630 2317656 1,983.82 01/08/26 SO CALIF EDISON CO 12/01/25 to 12/30/25 REC CENTER 45631 2317657 1,820.72 01/15/26 SO CALIF EDISON CO 12/08/25 to 01/07/26 PARK & RIDE - RC 45919 2317744 1,944.55 01/15/26 SO CALIF GAS CO 12/5/25-1/7/26 REC CENTER 45931 2317747 533.98 TOTAL ISF GB REC CENTER 24,461.39
11180001 ISF GB SR CENTER
01/08/26 FRONTIER COMMUNICATI 12/4 - 1/3/26 SC ELEV FIRE LINE 45638 2317624 390.87 01/08/26 DMS FACILITY SERVICE 12/2025 MAINTENANCE SERVICE 45580 2317620 5,658.55 01/15/26 FOUNTAIN VALLEY SCHO FY 25/26 SEWER/SANITATION FEES 45973 2317702 3,319.68 01/08/26 PACIFIC COAST REFRIG 12/25 SENIOR CENTER HVAC MAINTENANCE 45688 2317638 1,621.15 01/08/26 SO CALIF EDISON CO 11/29/25 to 12/29/25 SENIOR CENTER 45625 2317655 2,989.52 01/15/26 SO CALIF GAS CO 12/4/25-1/6/26 SENIOR CENTER 45936 2317747 585.97 TOTAL ISF GB SR CENTER 14,565.74
11250001 PW - FLEET MGMT
01/15/26 MCFADDEN DALE INDUST STOCK PARTS 45607 2317726 152.27 01/15/26 FACTORY MOTOR PARTS PART FOR UNIT 147 45842 2317701 1,085.33 01/08/26 CINTAS CORPORATION 6 11/26/25 UNIFORMS 45597 2317614 107.89 01/08/26 LD SMOG & REPAIR INC ANNUAL SMOG INSPECTION GAS VEHICLES 45456 2317632 930.60 01/08/26 CINTAS CORPORATION 6 12/4/25 UNIFORMS 45598 2317614 73.59
01/08/26 CINTAS CORPORATION 6 12/11/25 UNIFORMS 45599 2317614 73.59 01/15/26 SC COMMERCIAL LLC BULK GAS FOR FIRE STATION 1 45838 5312 1,491.32 01/15/26 SC COMMERCIAL LLC BULK DIESEL FOR FIRE STATION 1 45839 5312 4,099.07 01/15/26 EBERHARD EQUIPMENT PART FOR UNIT 314 45835 2317699 56.96 01/15/26 SC COMMERCIAL LLC BULK DIESEL FOR FIRE STATION 2 45840 5312 2,039.89 01/15/26 SC FUELS (CARDS) MONTHLY CARDLOCK DECEMBER 45830 5313 24,678.95 01/15/26 IDENTIFIX, LLC ANNUALLY SHOP SERVICE MANUALS 45837 2317714 1,428.00 01/15/26 EBERHARD EQUIPMENT PART FOR UNIT 314 45833 2317699 214.28 01/15/26 EBERHARD EQUIPMENT PART FOR UNIT 314 45834 2317699 432.34 01/15/26 DEPT 143 UNIT 433 ALIGNMENT 45831 2317697 119.00 01/15/26 FACTORY MOTOR PARTS PART FOR UNIT 427 45843 2317701 73.71 01/15/26 WILCOX SUPPLY INC TIRE REPAIR SUPPLIES 45832 2317762 312.86 01/15/26 ACE AUTO PARTS & PER BATTERY FOR UNIT 243 45844 2317677 646.38 TOTAL PW - FLEET MGMT 38,016.03
11370053 ISF EQ PD R&C CAPITAL
01/08/26 GALLS, LLC VEST - BLAIN 45741 2317625 890.35
01/08/26 GALLS, LLC VEST - S. HERNANDEZ 45742 2317625 890.35 TOTAL ISF EQ PD R&C CAPITAL 1,780.70
11400000 ISF CITY SELF INSURANCE
01/08/26 CALIF JOINT POWERS I TRST ACCT RPLNSHMNT-DEC 25 CHKS 45744 5263 0.00 01/15/26 ATHENS ADMINISTRATOR 41 - REPLENISHMENT OF CHECKS WRITTEN 45859 5290 127,418.30 TOTAL ISF CITY SELF INSURANCE 127,418.30
11400400 SELF INSURANCE
01/08/26 DEPARTMENT OF INDUST 2025 INSURANCE ASSESSMENT 45240 2317619 88,322.38 TOTAL SELF INSURANCE 88,322.38
11400411 SELF INSURANCE
01/15/26 LIEBERT, CASSIDY & W LCW LEGAL FEES 45926 5303 3,077.45 01/08/26 TEMPORARY STAFFING PART TIME TEMP EMPLOYEE WE 11/30/25 45104 5280 1,235.76 01/08/26 HARPER AND BURNS, LL NOV. '25 - CLAIMS LITIGATION 45106 5270 2,881.10 01/15/26 TEMPORARY STAFFING PART TIME TEMP EMPLOYEE WE 12/14/25 45376 5315 1,619.36 01/08/26 HARPER AND BURNS, LL DEC '25- CLAIMS LITIGATION 45616 5270 7,468.50 01/08/26 CALIF JOINT POWERS I TRST ACCT RPLNSHMNT-DEC 25 CHKS 45744 5263 3,507.45 TOTAL SELF INSURANCE 19,789.62
11400430 SELF INSURANCE
01/08/26 THE LINCOLN NATIONAL JAN 2026 LIFE INSURANCE/LTD/ADD/EAP 45568 2317668 3,622.72 TOTAL SELF INSURANCE 3,622.72
23030310 CDBG CODE ENFORCEMENT
01/08/26 AT&T MOBILITY 11/27-12/26/25 CELL PHONES & IPADS 45661 2317608 45.48 TOTAL CDBG CODE ENFORCEMENT 45.48
23030313 CDBG NEIGHBOORHOOD REVITA
01/08/26 NOMAD REMODELING HIP GRANT 45626 2317636 23,731.27 TOTAL CDBG NEIGHBOORHOOD REVITA 23,731.27
23030315 CDBG PUBLIC SERVICE
01/15/26 INTERVAL HOUSE PSA SUB-RECIPIENT GRANT PER 25-26 ACTION 45948 2317716 3,316.00 TOTAL CDBG PUBLIC SERVICE 3,316.00
23130324 FVHA AFFORDABLE
01/15/26 STRADLING YOCCA CARL PROFESSIONAL LEGAL SERVICES 45389 2317751 160.50 TOTAL FVHA AFFORDABLE 160.50
30095300 CAPITAL IMP - FACILITIES
01/08/26 INTERWEST CONSULTING 9/23-30, 2025 CM/INSP CH & PD BREAKROOM 45669 5271 1,260.00 TOTAL CAPITAL IMP - FACILITIES 1,260.00
30095301 CAPITAL IMP - ROAD REHAB
01/15/26 DMS CONSULTANTS INC 11/08-12/31/25 DESIGN OF B4 45716 2317698 7,190.00 TOTAL CAPITAL IMP - ROAD REHAB 7,190.00
30095302 CAPITAL IMP - PAVEMENT REHAB
01/08/26 BUCKNAM INFRASTRUCTU NOV 2025 - PMP UPDATE 45566 2317610 10,421.62 TOTAL CAPITAL IMP - PAVEMENT REHAB 10,421.62
30095303 CAPITAL IMP - OTHER
01/15/26 G2 CONSTRUCTION INC THRU 11/20/25 FCS IN CITY CATCH BASINS 45792 2317711 491,149.00 01/08/26 AGA ENGINEERS, INC NOV2025 - CITYWIDE TRAFFIC SIGNAL TIMING 45714 2317600 2,950.00 01/08/26 AGA ENGINEERS, INC NOV 2025 - ANNUAL T.S. MONITORING 45715 2317600 530.00 TOTAL CAPITAL IMP - OTHER 494,629.00
50000000 WF NON-DEPARTMENTAL
01/15/26 MULTI FAMILY BUILDER REFUND (SLATER WATER METER) MULTI 45888 2317727 196.66 TOTAL WF NON-DEPARTMENTAL 196.66
50040403 WF UTILITY BILLING
01/08/26 INFOSEND, INC NOV 25 - UTILITY BILLING PLUS INSERTS 45608 2317628 5,115.47 01/08/26 AMAZON CUSHIONED MAT (STANDING) 45774 5260 16.30 TOTAL WF UTILITY BILLING 5,131.77
50050570 WF WTR PROD. OPNS
01/08/26 CHARTER COMMUNICATIO 11/1 - 11/30/25 SCADA INTERNET 45639 2317612 1,285.00 01/08/26 CINTAS CORPORATION 6 11/26/25 UNIFORMS 45597 2317614 19.92 01/08/26 CHARTER COMMUNICATIO 12/1 - 12/31/25 SCADA INTERNET 45641 2317613 1,285.00 01/08/26 AMAZON COPY PAPER 45348 5260 43.47
01/08/26 AMAZON UTILITY HOOKS 45349 5260 49.30
01/08/26 CINTAS CORPORATION 6 12/4/25 UNIFORMS 45598 2317614 19.92 01/08/26 AMAZON TONER 45350 5260 75.68
01/08/26 CINTAS CORPORATION 6 12/11/25 UNIFORMS 45599 2317614 19.92 01/15/26 SO CALIF EDISON CO 11/03/25 to 12/03/25 RES# 2 & WELLS 45524 2317742 94,291.24 01/15/26 AMAZON TONER PACK 45972 5288 293.61
01/15/26 AMAZON TONER 45965 5288 160.72
01/15/26 AMAZON TONER 45963 5288 448.88
01/15/26 AMAZON RETURN OF TONER 45964 5288 (448.88)
01/15/26 AMAZON DESK CALENDAR 45968 5288 160.10
01/15/26 AMAZON PLANNER/CALENDAR 45971 5288 17.74
01/08/26 ORANGE COUNTY WATER RECYCLED WATER USAGE 8/19/25 TO 12/7/25 45609 5277 162,915.00 01/15/26 D&H WATER SYSTEMS, I LEVEL TRANSDUCER FOR WELL SITE 45822 2317695 3,920.44 01/15/26 AMAZON PENS-BULK, NOTEBOOKS-BULK, CALENDAR 45955 5288 100.41 01/15/26 THE RAIN GUTTER STOR RESERVOIR 2'S RAIN GUTTERS 45988 2317752 110.00 TOTAL WF WTR PROD. OPNS 264,767.47
50050571 WF DISTRIBUTION SYSTEM
01/08/26 CINTAS CORPORATION 6 11/26/25 UNIFORMS 45597 2317614 57.60 01/08/26 INFOSEND, INC NOV 25 - UTILITY BILLING PLUS INSERTS 45608 2317628 35.12 01/08/26 CINTAS CORPORATION 6 12/4/25 UNIFORMS 45598 2317614 62.21 01/08/26 CINTAS CORPORATION 6 12/11/25 UNIFORMS 45599 2317614 62.21 01/15/26 MUNICIPAL WATER DIST NOV 2025 TURF REMOVAL & S2D 45701 2317728 3,111.30 TOTAL WF DISTRIBUTION SYSTEM 3,328.44
50050572 WF WTR QUAL & TREATMENT
01/15/26 AMAZON BATTERIES 45960 5288 65.76
01/08/26 USA BLUE BOOK FLUORIDE STANDARDS STOCK 2 45788 2317672 174.11 01/08/26 USA BLUE BOOK CHEMKEY REAGENTS 45789 2317672 405.41 01/08/26 USA BLUE BOOK FLUORIDE PROBE FLUID 45604 2317672 177.41 01/08/26 SWEETNER PROD SALT FOR DECEMBER 25 45600 2317664 2,872.16 01/08/26 USA BLUE BOOK FLUORIDE STANDARDS STOCK 45787 2317672 535.05 TOTAL WF WTR QUAL & TREATMENT 4,229.90
50095001 WATER FUND
01/08/26 T.E. ROBERTS, INC EMERG MWD WATER MAIN BREAK REPAIR 45571 2317665 114,261.24 01/08/26 MKN NOV 25 FY2024/2025 WATER MASTER PLAN & 45565 5275 39,781.88 TOTAL WATER FUND 154,043.12
50150580 SF SEWER MAINTENANCE
01/08/26 CINTAS CORPORATION 6 11/26/25 UNIFORMS 45597 2317614 13.39 01/08/26 CINTAS CORPORATION 6 12/4/25 UNIFORMS 45598 2317614 13.39 01/08/26 CINTAS CORPORATION 6 12/11/25 UNIFORMS 45599 2317614 17.96 01/15/26 PLUMBERS DEPOT INC. SEWER / CCTV CUES EQUIPMENT CAMERA 45855 2317733 1,904.95 01/08/26 AMAZON WALL CALENDAR 45414 5260 21.27
01/15/26 LIFECOM GAS MONITOR CALIBRATION 45853 2317721 80.00 01/15/26 FULL TRAFFIC MAINTEN TRAFFIC CONTROL SAFTEY EQUIPMENT 45852 2317710 1,138.07 01/15/26 PLUMBERS DEPOT INC. SEWER EQUIPMENT REPAIR NOZZLE 45854 2317733 1,431.50 01/15/26 AMAZON FOREMAN OFFICE SUPPLIES 45953 5288 219.14 TOTAL SF SEWER MAINTENANCE 4,839.67
50195000 SEWER FUND
01/15/26 JIG CONSULTANTS 9/29-12/21/25 SEWER REHAB REPLACEMENT 45808 2317717 6,818.00 TOTAL SEWER FUND 6,818.00
50250590 SWF SOLID WASTE
01/08/26 WSP USA, INC 8/02-9/17/25 TRASH ORDER IMPL PLANNING & 45672 5284 18,931.03 TOTAL SWF SOLID WASTE 18,931.03
60030301 CUSTODIAL - BLDG SAFETY
01/15/26 CALIFORNIA BUILDING 3RD QTR OCT - DEC 2025 SB1473 GREEN 45856 2317688 691.00 01/15/26 DEPARTMENT OF CONSER 4th QTR OCT-DEC 2025 SMIP FEES FOR
45858 2317696 2,169.28
TOTAL CUSTODIAL - BLDG SAFETY 2,860.28
TOTAL $5,929,482.33
CITY OF FOUNTAIN VALLEY
CITY COUNCIL
COUNCIL ACTION REQUEST
To: Honorable Mayor and Agenda Date: February 3, 2026
Members of the City Council
SUBJECT: Approval of Agreement with D & B Umpires to Provide Officiating and Electronic Scorekeeping for the Adult Softball Program (RFP 25.015)
THREE-YEAR STRATEGIC GOAL
☒ Enhance the culture and environment of “A Nice Place to Live” ☐ Attract and retain revenue producing businesses
☐ Achieve fiscal stability in accordance with the 20-Year Financial Plan ☐ Attract and retain quality staff
☐ Not applicable
EXECUTIVE SUMMARY
The City of Fountain Valley provides an adult softball program. To meet the needs of our softball patrons, Staff recommends the approval of the agreement with D & B Umpires to provide professional officiating services and electronic scorekeeping for our adult softball program. Staff have negotiated an agreement with D & B Umpires that has been approved by the City Attorney. Staff are recommending a three-year contract with two (2) two-year extensions by mutual agreement. D & B Umpires provides specialized professional umpiring services and electronic scorekeeping that we currently use for the Adult Softball Program at the Fountain Valley Sports Park.
DISCUSSION
The city issued a request for proposals (RFP 25.025) for officiating and electronic scorekeeping services for the adult softball program through Planetbid on Monday, December 15, 2025, with proposals due Thursday, January 8, 2026. In that time, three (3) companies accessed the bid information in the system, but only one (1) vendor submitted a proposal to the city. D & B Umpires were the only qualified bidders.
During the past seven (7) years, D & B Umpires has consistently provided reliable umpiring services and has fulfilled all contractual responsibilities and expectations set by the city. It is essential to enter into this agreement because the city lacks sufficient staff to assume these responsibilities directly. Over the past contract term of seven (7) years, the city has consistently received positive feedback from patrons and service that meets our standard.
Agreement with D&B Umpires
February 3, 2026
The current fee for contracting this service is $36/game. Umpire receives $30/game while the assigner/scheduler receives the remaining $6/game. D & B Umpires has proposed a $10 increase per game, bringing the umpire fee to $46 per game. The umpire receives $40/game while the assigner/scheduler receives the remaining $6/game and that fee will remain for the first three (3) years of the contract. Also, the umpires will have additional responsibilities to operate our electronic scoreboards remotely during each game.
Dennis Batchelor, owner and operator of D & B, has been in this business since 2002.
The advantages of entering into a three-year agreement and the possibility of two (2) two-year extensions by mutual agreement with D & B Umpires are:
1) the familiarity they have with our program and the S.C.M.A.F. operation, 2) large pool of umpires because they assigns officials for the City of Huntington Beach, City of Buena Park, and currently the City of Fountain Valley. 3) Being a local vendor (within Orange County) increases and improves communication with our agency
4) Also, with S.C.M.A.F. sanctioning our program, we receive benefits for both our teams and umpires which provide our participants the ability to participate in their events as well as sanctioning our program nationally.
5) By approving a three-year agreement, it locks the fee schedule in place so that the City can project our program costs long term.
FINANCIAL ANALYSIS
The total cost of this agreement annually, with our expanded level of service, is $41,400.
Staff is continuing our program for two (2) full seasons and a summer mini-season annually with an eight-game minimum for each team. Staff is expecting 225 teams registering for our program, with 900 games played during a fiscal year, which includes playoffs. (900 games x $46/game = $41,400)
These officiating costs are included in the registration fee each team pays per season. In the event sign-ups exceed our team registration projections, the fees collected from additional teams registering will cover any additional contracted officiating costs associated with the adult softball program.
ATTORNEY REVIEW
The City Attorney has reviewed and approved this agreement.
ALTERNATIVES
Alternative No.1: Approve the agreement with D & B Umpires for Officiating and Electronic Scorekeeping for the Adult Softball Program.
Alternative No. 2: Do not approve the agreement with D & B Umpires for Officiating and
Electronic Scorekeeping for the Adult Softball Program.
Agreement with D&B Umpires
February 3, 2026
RECOMMENDATION
It is recommended that the Fountain Valley City Council select Alternative No. 1 and approve the agreement with D & B Umpires to provide officiating services and electronic scorekeeping for the adult softball program.
Prepared By: Christie Araiza, Community Services Manager Fiscal Review by: Ryan Smith, Finance Director
Approved By: Maggie Le, City Manager
Attachments:
1. Contract - D & B Umpires
2. RFP 25.015 - Officiating and Electronic Scorekeeping for the Adult Softball Program
City of Fountain Valley
Electronic submittal of Request for Proposal
RFP 25.015
OFFICIATING AND ELECTRONIC SCOREKEEPING
SERVICES FOR THE ADULT SOFTBALL PROGRAM
Questions Deadline:
10:00 a.m., PST, Monday, December 29, 2025
Proposals Due Date:
10:00 a.m., PST, Thursday, January 8, 2026
City Contact:
Amanda McCall, Mgmt. Analyst / Purchasing Officer
email: [email protected]
Phone No. (714) 593-4413
CITY OF FOUNTAIN VALLEY’S ELECTRONIC BIDDING SITE, PLANETBIDS *Read Upload Instructions*
for important information on the best time to upload proposals (Issued December 15, 2025)
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(Blank Page)
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City of Fountain Valley Request for Proposal for
OFFICIATING AND ELECTRONIC SCOREKEEPING SERVICES FOR THE ADULT
SOFTBALL PROGRAM
SUMMARY
The City of Fountain Valley is soliciting proposals to identify individuals and/or businesses qualified to operate and manage an umpire officiating and electronic scorekeeping service located at the Fountain Valley Sports Park. This RFP is designed for those interested in creating a contract relationship with the City of Fountain Valley for work located at the Fountain Valley Sports Park by Fields #1- 4 and 5 & 6 as needed, within the Fountain Valley Recreation Center & Sports Park, 16400 Brookhurst Street, Fountain Valley, CA. The selected vendor will be required to manage the contract according to the terms and conditions as outlined in the City’s Standardized Agreement. The agreement will be based on a 3-year term with the City option of extending the agreement for two (2) additional two-year terms.
Proposals, prepared according to the following detailed instructions, must be received via PlanetBids no later than 10 a.m., Pacific Standard Time, Thursday, January 8, 2026.
The City of Fountain Valley assumes no obligations of any kind for expenses incurred by any respondent to this solicitation.
It is the City of Fountain Valley’s policy to ensure nondiscrimination in any contract entered into pursuant to this advertisement. Firms will not be discriminated against on the grounds of race, color, national origin, or sex in consideration for an award as provided by Title VI of the Civil Rights Act of 1964.
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The City of Fountain Valley is soliciting proposals for Concession Operations.
I. SUMMARY
The City of Fountain Valley is soliciting proposals to identify individuals and/or businesses qualified to operate and manage an umpire officiating and electronic scorekeeping service located at the Fountain Valley Sports Park. This RFP is designed for those interested in creating a contract relationship with the City of Fountain Valley for work located at the Fountain Valley Sports Park by Fields #1- 4; 5 & 6 as needed (See Exhibit A), within the Fountain Valley Recreation Center & Sports Park, 16400 Brookhurst Street, Fountain Valley, CA. The selected vendor will be required to manage the contract according to the terms and conditions as outlined in the City’s Standardized Agreement. The agreement will be based on a 3-year term with the City option of extending the agreement for two (2) additional two- year terms.
City of Fountain Valley desires to engage the services of a Contractor to direct and oversee the officiating and electronic scorekeeping for the adult softball program coordinated with the City of Fountain Valley Recreation and Community Services Department. The contractor will make all adult softball games official assignments set forth by playing schedules, and official scorekeeping services.
The Contractor will provide quality professional officiating and electronic scorekeeping services for men’s, women’s, senior’s and co-ed softball programs. All the duties and responsibilities set forth as part of this solicitation shall be performed by the Contractor subject to the advice and direction of the City of Fountain Valley Recreation and Community Services Department. Although Contractor will have oversight of and responsibility for the officiating and electronic scorekeeping services, the City of Fountain Valley reserves the right to determine whether Contractor’s performance of the criteria set forth in this solicitation meet City of Fountain Valley’s expectations. In addition, the Recreation and Community Services Director or their representative reserves the right to establish and/or modify standards for the quality of any service or product provided under this solicitation.
II. ABOUT THE CITY
Background Information
The City of Fountain Valley is host to the Fountain Valley Recreation Center & Sports Park. The area has amenities including public restrooms, security lighting, landscaping, and ballfields with adjacent parking lot. The City provides an adult softball program for 30 weeks/year, Monday through Friday evenings, excluding cancellations caused by weather, mechanical failure, special events/programs or scheduled maintenance. The City is pleased to present this opportunity for interested individuals and/or businesses to submit qualifications for umpire officiating and electronic scorekeeping at the FV Sports Park.
III. PROJECT DESCRIPTION
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The City desires to enter into an agreement with a Contractor to provide the officiating and electronic scorekeeping as follows:
A. FV Sports Park located on ballfields #1-4; 5 & 6 as needed in accordance with program scheduling determined by the City of Fountain Valley Community Services Department.
Annually, from January 1 through December 31, up to six days per week, for local, recreational league play, make-up games and tournaments. Hours of operation shall coincide with permitted practice or game times and tournament game schedules.
Other amenities to the area include the public parking areas and fitness path, restrooms, ballfields and two buildings for the City’s operations. The City oversees 78 acres of park including parking operations, public facilities, and (4) other concessions utilized primarily by local youth & sports groups. The City receives over 60,000 visitors each year at the Fountain Valley Sports Park.
B. Project Objectives
a. To provide independent officiating and electronic scorekeeping services at the Fountain Valley Sports Park fields #1- 4; 5 & 6 as needed. b. To ensure a high-quality level of operation for the facility, proposers must demonstrate minimum experience and qualifications.
IV. SCOPE OF SERVICES
The Contractor is to provide officiating & electronic scorekeeping services for the City of Fountain Valley’s Recreation Center and Sports Park adult softball games in an unbiased, professional manner that is consistent with set league rules, code and guidelines.
It is estimated that Contractor will officiate approximately 1,400 games at the Fountain Valley Recreation Center and Sports Park over the course of a calendar year.
A. General Information:
1. Games will be held at any or all the following locations:
a. Fountain Valley Recreation Center and Sports Park
16400 Brookhurst Street
Fountain Valley, CA 92708
(714) 839-8611
b. Ball Fields #1 - 4; 5 & 6 as needed
2. All games will be played on Mondays, Tuesdays, Wednesdays, Thursdays, and Fridays starting at 6:40 p.m., 7:50p.m. and 9:00p.m. until 11:00 p.m.
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Games may be rescheduled for play on Saturdays and Sundays, at any time and subject to field availability due to rescheduling games because of inclement weather or for any other reason: note; rained out classification games WILL NOT be re-scheduled.
3. Spring Season: There will be a maximum of 600 regular season games and 60 playoff games for a total of 660 games for the spring season, January to May.
4. Summer Season: There will be a maximum of 320 regular season games and 60 playoff games for a total of 380 games for the summer season, May to July.
5. Fall Season: There will be a maximum of 600 regular season games and 60 playoff games for a total of 660 games for the fall season, August to December.
6. All games are to be completed in seventy (70) minutes or seven (7) full innings (whichever occurs first) during the regular season. No new inning shall be started after the next scheduled game time during the regular season. Playoff games will last no more than seventy (70) minutes or seven (7) complete innings (whichever occurs first) unless tied. Tie games will be completed after one team is winning after one (1) complete extra inning. Championship and ‘if’ games will have no time limit and will complete seven (7) full innings. Tie games shall be completed after one team is winning after one (1) complete extra inning.
7. The slow pitch softball leagues shall be played in accordance with Southern California Municipal Athletic Federation (SCMAF) rules, unless otherwise modified by league rules.
B. Specifications
1. Contractor and all officials assigned under this proposal must be SCMAF certified. Insurance must be provided to the city prior to working any assignment each season, per the requirements set forth in the attached sample contract (Exhibit B). In the event uncertified officials are used, prior authorization by the city is required.
2. Provide well-qualified staff (over the age of 18).
3. Complete City of Fountain Valley’s mandated background screening check for Contractor and all personnel, instructors, staff, volunteers, or contractors associated with provision of professional officiating services, Contractor is to pay for all background screening costs.
4. Contractor is responsible for hiring and compensating the staff and professionals required to officiate at adult softball games at the FV Recreation Center and Sports Park.
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5. Fiscally manage the professional officiating services for adult softball in coordination with the City of Fountain Valley Recreation and Community Services Department. Maintain complete and adequate accounting records supporting all charges, fees, expenses and costs associated with the contract, and implement appropriate account controls consistent with standard business practices. Accounting records shall be available for audit/inspection by City of Fountain Valley during regular city hall business hours.
6. Secure and maintain all licenses necessary to do business in the State of California, Orange County, California, and the City of Fountain Valley. All licenses and permits are to be obtained at Contractor’s expense.
7. Payment of any and all pertinent federal, state, or local self-employment, Workers Compensation or income taxes, or other assessments levied by governmental authorities on any monies earned as a result of the adult softball officiating services contractual relationship with City of Fountain Valley. City of Fountain Valley is to be reimbursed for any claim or assessment, including interest and penalties, by any taxing authority arising out of Contractor’s failure to fulfill the foregoing responsibilities.
8. Contractor shall not incur any costs or expenses on behalf of City of Fountain Valley, except as specifically approved in advance and in writing by City of Fountain Valley.
9. Contractor will provide one umpire for each softball game and two officials upon request from the City of Fountain Valley with a prior notice of 24 hours allowing time to add official to game.
10. The City shall provide Contractor with at least forty-eight (48) hours’ advance notice of any cancelled or forfeited games. If the City provides at least fortyeight (48) hours’ advance notice, no officials’ fees, assigning fees, or other penalties shall be owed for the cancelled or forfeited game(s).
11. If the City provides at least four (4) hours’ notice but less than forty-eight (48) hours’ notice of cancellation or forfeiture, the City shall pay the per-game assigning fee for each game and each field that is cancelled or forfeited, at the assigning fee rate set forth in the Agreement. No officials’ game fee shall be owed for such cancellations or forfeitures.
12. If the City provides less than four (4) hours’ notice of cancellation or forfeiture, the City shall pay one hundred percent (100%) of the officials’ game fee and the per-game assigning fee for each game assigned and cancelled or forfeited.
13. Each official is instructed by Contractor to be at park 20 minutes prior to start of games and to check in with staff and sign in on report form. Each official is required to sign an agreement form that they are aware of this requirement.
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14. Each official for Contractor has been instructed that Fountain Valley staff has the authority to modify league rules when deemed necessary and to move officials from field to field to benefit league play.
15. Contractor Officials are to be in correct standard uniform according to standards set by the SCMAF and City of Fountain Valley.
16. Contractor’s Officials are acquired to obtain their own accident/injury policy.
The City of Fountain Valley is not responsible for any accident/injury sustained resulting from league play and/or duties performed by contractor officials per the RFP and subsequent contract.
17. Contractor’s Officials will not charge the City of Fountain Valley a game fee if an official arrives 5 minutes late or shall not charge the City for a game that has completed two innings which constitutes a legal game. Emergency contact name and numbers will be listed in the contract.
18. Contractor’s Officials are to supply the appropriate number of officials for the number of games the City of Fountain Valley schedules. The city understands the time limit in games and that tournament games are to be played in full, that due to accidents/injury can change the length of games and we will provide the service needed without additional charge. Contractor’s Officials understand that the number of games each season is dependent on number of teams registered
19. Contractor’s Officials agree that the representatives and staff have the right to evaluate and when justified, refuse the service of any official upon provided documentation about that official.
20. Contractor’s Officials agree that staff can evaluate officials on a random basis throughout the course of the regular season and tournament play and to be made known to Contractor’s Officials. Contractor’s Officials has a standard that is to be met by every official that works for us. We encourage evaluations from staff as to the performance and appearance of each official. We agree that all/specific officials and/or continuation of contract agreement will be contingent with meeting acceptable level of evaluation standards determined by staff.
21. Contractor’s Officials agrees to the policy that staff can add or delete games as necessary and charges for addition and deletion of games will be by mutual consent. Number of games depends on the number of teams registered.
Contractor’s Officials requires schedule of games and days/nights played as soon as possible.
22. Contractor’s Officials will sign and properly complete all score sheets prior to the completion of that day's activities. Contractor’s Officials understand that
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failure to comply may delay or prevent payment for officiating services rendered.
23. A designated contractor official will submit monthly invoice to the Recreation and Community Services Department. They will be emailed to the Community Services Supervisor to submit to the Finance Department for payment.
24. Contractor’s Officials agrees that all officials will cooperate with staff concerning incident/injury situations and will provide the names and phone numbers upon request. Officials will supply any/all information necessary for proper documentation by site supervisor regarding incident/injury situations and the official should fill out an incident report if an incident or injury occurs.
25. A designated contractor official will be assigned to act as liaison between the City of Fountain Valley and Contractor’s officials for evaluating official’s complaints, services and scheduling of appropriate officials.
26. Contractor’s Officials agree to officiate forfeited games if there are adequate number of players to participate per the policy and regulations of the City of Fountain Valley Adult Softball Program. If there are not enough players, officials will move to another field and be the second umpire or if there are no other games that night, then officials may leave and accurately reflect it on the scorecard.
27. In the case of a protest where protest is upheld, Contractor’s Officials agree that game will be replayed from the point of interest at no charge to the City of Fountain Valley.
28. Contractor’s Officials agree to have a representative present at all manager’s meetings prior to beginning of each season and other meetings deemed necessary.
29. Contractor’s Officials agrees to maintain all terms, conditions and specifications of the proposal for any additions to programs during the dates listed in the scope of services.
VII. PROPOSAL REQUIREMENTS
A. General Requirements
Inquiries/Questions concerning this request for proposal should be made before 10 a.m., PST, on Monday, December 29, 2025.
If the Proposer is in doubt as to the meaning or finds discrepancies and/or omissions from any part of the RFP and Agreement Documents, the Proposer must submit a written request for clarification via PlanetBids.
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All questions regarding this project shall be submitted electronically in PlanetBids up to the Question and Answer (QA) deadline. All project correspondence will be posted on PlanetBids. It is the responsibility of the Proposers to check the website regularly for information updates, clarifications, and addenda. At the City’s discretion, Proposers’ requests for clarifications may or may not be responded to.
All revisions of the RFP by the City will be made in writing and will be posted on PlanetBids in accordance with the procurement schedule. Proposers shall electronically acknowledge receipt of all addenda at time of submittal and all addenda so issued shall become part of the RFP and the effects of all Addenda shall be considered in the proposal.
B. Submission of Proposals
Proposals must be received no later than 10 a.m., PST, Thursday, January 8, 2026.
Proposals shall be received in electronic format EXCLUSIVELY at the City of Fountain Valley’s electronic bidding (ebidding) site, at:
https://pbsystem.planetbids.com/portal/25002/portal-home and are due by the date, and time shown on this solicitation. See “upload instructions” document for details. Files are to be uploaded accordingly:
• Response File: Upload proposal with no cost attached. • General Attachments: If City request forms, upload under specified file as shown on PlanetBids.
• Cost File: Cost proposal is to be uploaded electronically as a separate file and not attached to the response file.
• Line Item (if required): make sure to input an amount on each item, can use the notes section to clarify your amount.
The following instructions describe the form in which proposals must be presented. Proposal documents must be prepared simply, economically, and provide a straightforward, concise response to the requirements of the RFP.
Completeness and clarity of content must be emphasized. The requirements stated do not prevent proposers from furnishing additional reports, functions, and costs as deemed appropriate.
C. Proposal Content Format
It should contain no more than twenty (25) pages, including cover, table of contents, exhibits and resumes, single-sided, single column, portrait layout, 1" side margins and 1/2" top and bottom margins, font size no less than 12 pt., and single or double spaced.
• RFP Addenda. Proposers shall check the website for addenda prior to proposing and shall be required to electronically acknowledge receipt of all addenda at time of proposal submittal.
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1. Transmittal Letter
The proposal transmittal letter shall be addressed to the Purchasing Officer for the City of Fountain Valley and shall contain the following:
• Name of individual, partnership, company, or corporation submitting proposal.
• Statement that indicates an understanding of the scope of work as presented in this specification and confirmation that all terms and conditions of the RFP are understood and acknowledged by the undersigned.
• Team organization including an organization diagram and time commitment shall be submitted showing all key team members and illustrating the relationship between the City, the manager, and key staff.
• Signature(s) of representative(s) legally authorized to bind the proposer.
2. Company Experience
• Provide a description of your company’s experience (including subconsultants’ experience) in performing similar work, addressing the elements listed above.
• Provide company’s experience with running officiating and electronic scorekeeping services.
3. Key Personnel/Past Performance
• Identify and describe the relevant experience and qualifications of the pertinent individuals who would serve as key personnel for running officiating and electronic scorekeeping services.
• Identify other staff members and/or sub-contractors that would contribute to the project, and their relevant experience.
4. Approach and Schedule
• Discuss your company’s ability to provide desired services, addressing the elements listed under “Project Requirements”.
• Describe how your company would ensure City requests are addressed in a timely manner.
5. Quality Control
• Describe the standards and methods used by the company to ensure useful quality deliverables of this nature to the client. • Describe how your firm will address concerns or deficiencies in quality control and deliverables and give a specific example.
6. References
• Provide descriptions and references for three to five comparable projects that your company has previously performed. Include contact names, company/agency, emails and telephone numbers for each. • Identify key personnel listed on this proposal who have worked on the reference projects.
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7. Cost / Fee (submit as a separate document, not attached to the Proposal/Response file)
Compensation for services provided shall be based upon the Contractor’s detailed fee proposal.
• Identification of all cost’s contractor will charge for performing the tasks necessary to accomplish the objectives of this RFP. The costs must break out all expenses expected to be billed to the City. Cost proposal shall include the estimated number of project work hours by each task/requirement, and the cost of each task/requirement. A list of hourly rates of proposed project team members shall also be included along with any other fees that may be applicable and billed. Cost is to be listed for the term of the contract.
• A work program together with a breakdown of labor hours by employee billing classification together with the cost of non-labor and subcontractor services shall be included with the fee proposal. This information will be used by the City staff to evaluate and compare the reasonableness of the fee schedule and may be used in determining the total cost for the proposed work.
• The service contract will be for a three (3) year term with the option of 2 - two (2) year extensions.
VIII. GENERAL REQUIREMENTS
A. DISCLAIMER
This RFP does not commit the City to award a contract, or to pay any costs incurred in the preparation of the proposal. The City reserves the right to extend the due date for the proposal, to accept or reject any or all proposals received as a result of this request, to negotiate with any qualified Contractor, or to cancel this RFP in part or in its entirety. The City may require the selected Contractor to participate in negotiations and to submit such technical, fee, or other revisions of their proposals as may result from Negotiations.
IX. TENTATIVE SCHEDULE OF EVENTS
The following is the Schedule of events that the City plans to follow in conducting this solicitation:
Event Tentative Date
Issuance of RFP Monday, December 15, 2025
Clarification Questions Due by: Tuesday, December 30, 2025 Due Date for Proposals Thursday, January 8, 2026
Interviews of Finalists, if applicable Wednesday, January 14, 2026 Tentative Selection and City Council Award Tuesday, February, 3, 2026 Begin Project Monday, February 9, 2026
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X. PROPOSAL EVALUATION, INTERVIEWS AND AWARD PROCESS
A. Evaluation Criteria
Award will be based upon a review and evaluation by a committee designated by the Purchasing Officer. Each proposal will be evaluated based on the following criteria but not limited to.
General approach and work plans to meet the requirements of the specified City objectives described in the RFP. Depth of proposer’s understanding of City’s requirements and overall quality of work plan and clarity. Understanding of compliance with all Federal, State and County health regulations.
Qualifications and experience of the project manager and other key individuals. To ensure a high-quality level of operation for the facility, proposers must demonstrate minimum experience and qualifications. Experience in successfully operating and managing a similar type of business. Fiscal solvency and capacity to complete necessary tenant improvements. Demonstrated track record of being an equal opportunity employer. Key personnel level of involvement, adequacy of labor commitment
i. Must not be currently indebted to the federal government, State of California, or the City of Fountain Valley for non-payment of taxes, fines, judgments, liens, or fees.
ii. Understanding in complying with all County Health regulations.
Past performance experience in operations of similar size and scope. i. Proposers must demonstrate 3 to 5 years of past performance experience in concession operations or similar operations, including managing daily operations, vendor relations, and compliance with applicable industry standards and regulations.
Cost & Price. Reasonableness of rates; competitiveness with other offers received; adequacy of data in support of figures quoted.
B. Interviews
If interviews are needed, a few days’ notice will be sent via email to the proposer. An interview may not be required or needed to award a contract.
C. Evaluation Procedure
An evaluation committee will be appointed to review all proposals received for this RFP. The committee is chaired by the Purchasing Officer, comprised of City staff and may include outside personnel. The committee members will evaluate the written proposals using the evaluation criteria identified. A list of top-ranked proposals, firms within a competitive range, will be developed based upon the totals of each committee member’s score for each proposal. During the evaluation period, the City may interview some or all of the proposing firms. The City has established on January 14, 2026 as the date(s) to conduct interviews. All prospective Proposers are asked to keep these dates available. No other interview dates will be provided, therefore, if a Proposer is unable to attend the interview on the selected date(s), its proposal may be eliminated from further discussion. The interview may consist of a short presentation
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by the Proposer after which the evaluation committee will ask questions related to the firm’s proposal and qualifications. At the conclusion of this interview process, the evaluation committee will provide a recommendation for award and the proposer being recommended will receive a notice of intent to award pending successful negotiations and contract preparation. Upon successful completion of this process, a recommendation will be made to the City Council, based on the contract, for their review and consent and unsuccessful firms will be notified.
D. Notification of Awards
The successful proposer will be required to execute a Contract agreement, See “Draft Contract”, with the City, which is subject to formal approval by the Fountain Valley City Council. The proposer will also be required to purchase a City Business License annually during the duration of the contract.
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Statement of Equal Employment Opportunity
I hereby certify that (Legal Name of
Respondent/Supplier/Consultant/Contractor), will not discriminate against any employee or applicant for employment because of race, color, religion, sex, national origin, ancestry, age (over 40), physical or mental disability, cancer-related medical condition, a known genetic predisposition to a disease or disorder, veteran status, marital status, or sexual orientation.
I declare under penalty of perjury under the laws of the state of California that the information I have provided herein is true and correct and is of my own personal knowledge.
BY:
Date
Print Name
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EXHIBIT A
CITY OF FOUNTAIN VALLEY
CITY COUNCIL
COUNCIL ACTION REQUEST
To: Honorable Mayor and Agenda Date: February 3, 2026
Members of the City Council
SUBJECT: Approve the City of Fountain Valley’s Participation in the Fiscal Year 2024 Urban Area Security Initiative (UASI) Grant Program and Approval of the Subrecipient Agreement
Three-Year Strategic Goals
☒ Enhance the culture and environment of “A Nice Place to Live” ☐ Achieve fiscal stability by evaluating processes, and attract and retain revenue producing businesses/opportunities
☐ Attract and retain quality staff through best practices and trends ☐ Maintain, build, and modernize infrastructure to support growth and future needs of the City
☐ Not applicable
EXECUTIVE SUMMARY
The City of Fountain Valley is a designated subrecipient of funds under the Fiscal Year 2024 Urban Area Security Initiative (UASI) Grant Program, administered by the City of Anaheim and overseen by the California Governor’s Office of Emergency Services.
The federal Department of Homeland Security (DHS) allocated $4,731,981 for the Fiscal Year 2024 UASI Grant Program to the City of Anaheim, as a Core City for use in the Anaheim/Santa Ana Urban Area (ASAUA). The funds support regional projects that enhance emergency preparedness and strengthens the capacity to prevent and respond to acts of terrorism. These funds are utilized throughout county Fire and Law Enforcement agencies for projects complying with the goals and objectives of the UASI program.
In order to receive UASI funds as a subrecipient, the City must enter into the subrecipient agreement with the administrative/recipient City of Anaheim. Staff recommends the City Council approve the agreement, enabling the City of Fountain Valley to apply for funding and participate in the Fiscal Year 2024 UASI Grant Program.
Fiscal Year 2024 Urban Area Security Initiative (UASI) Grant Program February 3, 2026
DISCUSSION
The UASI Grant Program was funded post 9/11 by the Department of Homeland Security to enhance the capabilities of high-density urban areas in preparing for and responding to acts of terrorism. UASI funds in Orange County were allocated through the Santa Ana - Anaheim UASI. In 2014, the responsibility to act as the grant clearinghouse was assigned to the City of Anaheim, and the funds allocated to support UASI projects have been significantly reduced.
During the fiscal years immediately following 9/11, the City of Fountain Valley benefited from a total of approximately $100,000 in UASI grant monies. These funds were used to procure equipment such as Urban Search and Rescue Equipment, 800 MHz Radios, EOC Laptops, and other upgrades. Furthermore, the funds were used to fund pre-approved training such as Rescue Systems, Incident Command System training, and Public Information Officer Courses.
Within the past 15 years, the City benefited from county-wide UASI projects that provided funding for EPCR tablets, VHF radios (for wildland fires), cellular GPS modems, radiation dosimeters, Individual First Aid Kits (used during mass casualty and active shooter incidents), and ballistic helmets and protective armor.
In accordance with the ongoing projects, HSGP Guidance, National Preparedness Guidance, and the Anaheim/Santa Ana UASI Grants Strategy, the following are projects proposed in the FY24 Investment Justifications (NP = National Priority area):
Project D – Strengthen Information Sharing and Collaboration: Countywide ALPR Program, OCIAC Intelligence Analysts, OCIAC Health Care Liaison Officer, OCIAC analytic software, OCIAC Analyst Proficiency Training, and program management costs Project E – Enhancing the Protection of Soft Targets/Crowded Places (NP): Sustain Orange County Civic Center Video Surveillance System (including program management costs) and OCIAC Critical Infrastructure Protection (CIP) Analyst
Project G - Enhance Community Resilience, Including Partnerships with Volunteers and Community Based Organizations and Programs (NP): Sustain both “If You See Something, Say Something” and “ReadyOC” Preparedness Campaigns (including program management costs) FY2024 Anaheim/Santa Ana UASI Sub-Recipient Grant Guide Projects L – Enhance Multi-Jurisdictional/Inter-Jurisdictional All-Hazards Whole Community Incident Planning, Response and Recovery Capabilities: Regional Training and Exercises for Law Enforcement (including Active Shooter Drill and TECC), Regional Training for Fire Service, Regional Training and Exercises for EMG, Type 3 Mass Decontamination Unit for OCFA, Training and Exercise Program Manager, and grant Management and Administration costs.
Project J – Enhancing Information and Intelligence Sharing and Cooperation with Federal Agencies, including DHS (NP): OCIAC Intelligence Analysts, OCIAC Management and Administration costs, and Blockchain Analysis software for OCIAC Project O - Enhancing Cybersecurity (NP): OCIAC Cyber Systems Analyst and OCIAC Cyber Intelligence Analyst
Fiscal Year 2024 Urban Area Security Initiative (UASI) Grant Program February 3, 2026
Project P - Combating Domestic Violent Extremism Through Enhanced Intelligence Collection & Analysis, Training, and Community Resilience (NP): OCIAC Domestic Violent Extremism Analysts
Project R – Enhancing Election Security (NP): Portable Vehicle Barriers and Operation Overtime for Election Security activities
To ensure that the City of Fountain Valley remains eligible to participate in these projects and continues to benefit from the UASI Grant Program, it is imperative that the City Council approves the attached Agreement.
FISCAL REVIEW
There is no immediate fiscal impact associated with approval of the subrecipient Agreement.
Participation in the Fiscal Year 2024 UASI Grant Program does not obligate the City of Fountain Valley to expend General Fund resources. UASI funds are provided on a reimbursement basis for eligible project costs. Any future UASI funded projects that require City Council approval will be returned to City Council prior to implementation.
PUBLIC NOTIFICATION
Not applicable.
ENVIRONMENTAL IMPACT REVIEW
Not applicable.
ATTORNEY REVIEW
The Attorney to the City has reviewed and approved the agreement.
ALTERNATIVES
Alternative No. 1: Approve the City of Fountain Valley’s participation in the Fiscal Year 2024 Urban Area Security Initiative (UASI) Grant Program and authorize the Mayor or City Manager to execute the Agreement for Transfer or Purchase of Equipment/Services or for Reimbursement of Training Costs for FY2024 Urban Areas Security Initiative (UASI) between the City of Anaheim and City of Fountain Valley.
Alternative No. 2: Do not approve the City of Fountain Valley’s participation in the Fiscal Year 2024 Urban Area Security Initiative (UASI) Grant Program and do not authorize execution of the Agreement for Transfer or Purchase of Equipment/Services or for Reimbursement of Training Costs for FY2024 Urban Areas Security Initiative (UASI) between the City of Anaheim and City of Fountain Valley
Fiscal Year 2024 Urban Area Security Initiative (UASI) Grant Program February 3, 2026
RECOMMENDATION
Staff recommends Alternative No. 1.
Prepared by: Tim Saiki, Battalion Chief
Reviewed by: Chris Nigg, Fire Chief
Fiscal review by: Ryan Smith, Finance Director
Approved by: Maggie Le, City Manager
Attachments:
1. FY2024 UASI Agreement
2. FY2024 Anaheim/Santa Ana UASI Sub-Recipient Grant Guide
AGREEMENT
SUB-RECIPIENT: CITY OF FOUNTAIN VALLEY
City Contract Number
TABLE OF CONTENTS
Section Description Page
I
INTRODUCTION
§101. Parties to the Agreement 3
§102. Representatives of the Parties and Service of Notices 3 §103. Independent Party 4
§104. Conditions Precedent to Execution of this Agreement 4 II
TERM AND SERVICES TO BE PROVIDED
§201. Time of Performance 5
§202. Use of Grant Funds 5
III
PAYMENT
§301. Payment of Grant Funds and Method of Payment 9
IV
STANDARD PROVISIONS
§401. Construction of Provisions and Titles Herein 10
§402. Applicable Law, Interpretation and Enforcement 10 §403. Integrated Agreement 10
§404. Excusable Delays 10
§405. Breach 11
§406. Prohibition Against Assignment or Delegation 11
§407. Permits 11
§408. Bonds 11
TABLE OF CONTENTS
Section Description Page
§409. Indemnification 11
§410. Conflict of Interest 12
§411. Restriction on Disclosures 14
§412. Statutes and Regulations Applicable to All Grant Contracts 14 §413. Federal, State, and Local Taxes 17
§414. Inventions, Patents and Copyrights 17
§415. MBE/WBE 20
V
DEFAULTS, SUSPENSION, TERMINATION, AND AMENDMENTS
§501. Defaults 21
§502. Amendments 21
V
ENTIRE AGREEMENT
§601. Complete Agreement 22
§602. Number of Pages and Attachments 22
Execution (Signature) Page 23
EXHIBITS
Exhibit A CalOES FY2024 Standard Grant Assurances
Exhibit A-1 Standard Assurances Addendum
Exhibit B Certification Regarding Debarment, Suspension and Other Responsibility Matters
Exhibit C Certification Regarding Lobbying
Exhibit D Supplemental Grant Subaward Information
1 Agreement Number:__________
AGREEMENT FOR TRANSFER OR PURCHASE OF EQUIPMENT/SERVICES OR FOR
REIMBURSEMENT OF TRAINING COSTS
FOR FY2024 URBAN AREAS SECURITY INITIATIVE (UASI)
BETWEEN
THE CITY OF ANAHEIM
AND CITY OF FOUNTAIN VALLEY
THIS AGREEMENT is made and entered into this ___ day of _______ 20___, by and between the CITY OF ANAHEIM, a municipal corporation (the “CITY”), and CITY OF FOUNTAIN VALLEY (“SUB-RECIPIENT”).
W I T N E S S E T H
WHEREAS, CITY, acting through the Anaheim Police Department in its capacity as a Core City for the Anaheim/Santa Ana Urban Area under the FY2024 Urban Areas Security Initiative, has applied for, received and accepted a grant entitled “FY 2024 Urban Areas Security Initiative” FAIN # EMW-2024-SS-05088 under the Homeland Security Grant Program from the federal Department Of Homeland Security (DHS), Federal Emergency Management Agency (FEMA), through the State of California Governor’s Office of Emergency Services (CalOES), to support state and local efforts to prevent terrorism and other catastrophic events and to prepare the Nation for the threats and hazards that pose the greatest risk to the security of the United States (the “grant”), as set forth in the grant guidelines and assurances that are incorporated to this Agreement by reference and located at:
U.S. Department of Homeland Security “Fiscal Year 2024 Homeland Security Grant Program (HSGP) Notice of Funding Opportunity (NOFO)”
https://www.fema.gov/grants/preparedness/homeland-security/fy-24-nofo California Office of Emergency Services “FY2024 Homeland Security Grant Program: California Supplement to Federal Program Guidance and Application Kit”
https://www.caloes.ca.gov/wp-content/uploads/Grants/Documents/FY2024-HSGPState-Supplement-updated-12.18.24.pdf Copies of the grant guidelines shall be retained in the Anaheim/Santa Ana Grant Office.
WHEREAS, this financial assistance is administered by the CITY OF ANAHEIM (“CITY”) and is overseen by the California Governor’s Office of Emergency Services (“CalOES”); and
WHEREAS, this financial assistance is being provided to address the unique equipment, training, planning, and exercise needs of large urban areas, and to assist
2 them in building an enhanced and sustainable capacity to prevent, prepare for, protect against, and respond to threats or acts of terrorism; and WHEREAS, the Anaheim/Santa Ana Urban Area (“ASAUA”) consists of 34 cities in Orange County, including the City of Anaheim and the City of Santa Ana, the County of Orange, Santa Ana Unified School District Police, California State University, Fullerton, University of California, Irvine, Municipal Water District of Orange County, and the Orange County Fire Authority; and
WHEREAS, the Office of Grants Management (“OGM”) awarded a FY2024 UASI Grant of $4,731,981 (“Grant Funds”) to the CITY OF ANAHEIM, as a Core City, for use in the ASAUA; and
WHEREAS, the CITY has designated the Chief of Police, or his designee and the Anaheim Police Department, Emergency Management Director (“UASI Grant Office”) to provide for terrorism prevention and emergency preparedness; and WHEREAS, the UASI Grant Office now wishes to distribute FY2024 UASI Grant Funds throughout the ASAUA, as further detailed in this Agreement (“Agreement”) to CITY OF FOUNTAIN VALLEY (“SUB-RECIPIENT”) and others;
WHEREAS, the CITY and SUB-RECIPIENT are desirous of executing this Agreement as authorized by the City Council and the Chief of Police which authorizes the CITY to prepare and execute the Agreement.
NOW, THEREFORE, IT IS MUTUALLY AGREED AS FOLLOWS:
3 I
INTRODUCTION
§101. Parties to the Agreement
The parties to this Agreement are:
A. The CITY, a municipal corporation, having its principal office at 425 South Harbor Boulevard, Anaheim, CA 92805; and
B. CITY OF FOUNTAIN VALLEY, a municipal corporation, 10200 Slater Avenue, Fountain Valley, CA 92708-4736
§102. Representatives of the Parties and Service of Notices A. The representatives of the respective parties who are authorized to administer this Agreement and to whom formal notices, demands and communications shall be given are as follows:
1. The representative of the City of Anaheim shall be, unless otherwise stated in the Agreement:
Kerrstyn Vega, Police Support Services Administrator
Anaheim Police Department
425 South Harbor Boulevard
Anaheim, CA 92805
Phone: (714) 765-1931
[email protected]
2. The representative of CITY OF FOUNTAIN VALLEY shall be:
Name:______________________
Title: _______________________
Sub Recipient Name: __________________________
Sub Recipient Address: _________________________
City____________ State: _______________ Zip:___________ Phone: _____________________
E-mail: _____________________
B. Formal notices, demands and communications to be given hereunder by either party shall be made in writing and may be effected by personal delivery or by registered or certified mail, postage prepaid, return receipt requested and shall be deemed communicated as of the date of mailing.
4 C. If the name of the person designated to receive the notices, demands or communications or the address of such person is changed, written notice shall be given, in accord with this section, within five (5) business days of said change.
§103. Independent Party
SUB-RECIPIENT is acting hereunder as an independent party, and not as an agent or employee of the CITY OF ANAHEIM. No employee of SUB-RECIPIENT is, or shall be an employee of the CITY OF ANAHEIM by virtue of this Agreement, and SUB-RECIPIENT shall so inform each employee organization and each employee who is hired or retained under this Agreement. SUB-RECIPIENT shall not represent or otherwise hold out itself or any of its directors, officers, partners, employees, or agents to be an agent or employee of the CITY OF ANAHEIM. §104. Conditions Precedent to Execution of This Agreement SUB-RECIPIENT shall provide copies of the following documents to the CITY OF ANAHEIM, unless otherwise exempted.
A. Grant Assurances in accordance with section §412A of this Agreement attached hereto as Exhibit A and Exhibit A-1 and made part hereof.
B. Certifications Regarding Ineligibility, Suspension and Debarment as required by Executive Order 12549 in accordance with section §412 of this Agreement and attached hereto as Exhibit B and made a part hereof.
C. Certifications and Disclosures Regarding Lobbying in accordance with section §412C1 of this Agreement and attached hereto as Exhibit C and made a part hereof. SUB-RECIPIENT shall also file a Disclosure Form at the end of each calendar quarter in which there occurs any event requiring disclosure or which materially affects the accuracy of the information contained in any Disclosure Form previously filed by SUB-RECIPIENT.
5 II
TERM AND SERVICES TO BE PROVIDED
§201. Time of Performance
The term of this Agreement shall commence on 11/12/2025 and end on 3/31/2027 or upon the final disbursement of all of the Grant Amount (as defined in Section 301) and any additional period of time as is required to complete any necessary close out activities. Said term is subject to the provisions herein.
§202. Use of Grant Funds
A. CITY may, a) transfer to SUB-RECIPIENT, equipment or services purchased with grant funds and in accordance with grant guidelines set forth above; or, b) reimburse SUB-RECIPIENT for purchase of authorized equipment, exercises, services or training upon receiving prior written approval from CITY or its designee and in accordance with grant guidelines and in full compliance with all of SUB-RECIPIENT’S purchasing and bidding procedures. SUB-RECIPIENT shall specify the equipment, services, exercises and training to be purchased using the Application for Project Funding. A paper copy of this document will be provided to SUBRECIPIENT by CITY. If additional copies of the document are needed, SUB-RECIPIENT may contact the Anaheim Grant Coordinator and it will be provided.
B. SUB-RECIPIENT shall provide any reports requested by the CITY regarding the performance of the Agreement. Reports shall be in the form requested by the CITY, and shall be provided in a timely manner.
C. SUB-RECIPIENT shall provide the CITY a copy of its most current procurement guidelines and follow its own procurement requirements as long as they meet the minimum federal requirements. Federal procurement requirements for the FY2024 UASI Grant can be found at 2 Code of Federal Regulations (CFR) Part 200 “Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards.” D. The Authorized Equipment List (AEL) is a list of the allowable equipment which may be purchased pursuant to this Agreement and is located at https://www.fema.gov/authorized-equipment-list, and incorporated to this Agreement by reference. A copy of the AEL shall be retained in the Anaheim/Santa Ana Grant Office. Unless otherwise stated in program guidance any equipment acquired pursuant to this Agreement shall meet all mandatory regulations and/or DHS-adopted standards to be eligible for purchase using grant funds.
Any equipment acquired or obtained with Grant Funds:
6 1. Shall be made available under the California Disaster and Civil Defense Master Mutual Aid Agreement in consultation with representatives of the various fire, emergency medical, hazardous materials response services, and law enforcement agencies within the jurisdiction of the applicant;
2. Shall be consistent with needs as identified in the National Priorities and Core Capabilities, the State Homeland Security Strategy and the Anaheim/Santa Ana Urban Area and Orange County Operational Area Homeland Security Grants Strategy, the Threat Hazard Identification and Risk Assessment (THIRA), the State
Preparedness Report; and deployed in conformance with those plans;
3. Shall be made available pursuant to applicable terms of the California Disaster and Civil Defense Master Mutual Aid Agreement and deployed with personnel trained in the use of such equipment in a manner consistent with the California Law Enforcement Mutual Aid Plan or the California Fire Services and Rescue Mutual Aid Plan;
4. Shall be subject to the requirements of Title 2 CFR Part 200.313 and 200.314. For the purposes of this subsection, “Equipment” is defined as nonexpendable property that is not consumed or does not lose its identity by being incorporated into another item of equipment, which costs $5,000 or more per unit, or is expected to have a useful life of one (1) year or more.
5. Shall be used by SUB-RECIPIENT in the program or project for which it was acquired as long as needed, whether or not the project or program continues to be supported by Federal funds. When no longer useful for the original program or project, the Equipment may be used in other activities currently or previously supported by a Federal agency.
6. Shall be made available for use on other projects or programs currently or previously supported by the Federal Government, providing such use will not interfere with the work on the projects or program for which it was originally acquired. First preference for other use shall be given to other programs or projects supported by the awarding agency.
7. Shall be recorded on a ledger. The record shall include: (a) description of the item of Equipment, (b) serial number or other identification number, (c) the source of funding for the property (including FAIN); (d) who holds the title, (e) date of acquisition; (f) the per unit acquisition cost of the Equipment, (g) percentage of federal participation in the project costs for the Federal award under which the property was acquired, (h) location, and (i)use and
7 condition of Equipment, and (j) ultimate disposition data including the date of disposal and sale price of the property. Records must be retained pursuant to 2 CFR Part 200.313.
1. All equipment obtained under this Agreement shall have an ASAUA identification decal affixed to it, and, when practical, shall be affixed where it is readily visible.
2. A physical inventory of the Equipment shall be taken and the results reconciled with the Equipment records at least once every two years.
Inventory shall also be taken prior to any UASI, State or Federal monitor visits.
3. SUB-RECIPIENT shall exercise due care to preserve and safeguard equipment acquired with grant funds from damage or destruction and shall provide regular maintenance and such repairs for said equipment as necessary, in order to keep said equipment continually in good working order. Such maintenance and servicing shall be the sole responsibility of SUB-RECIPIENT, who shall assume full responsibility for maintenance and repair of the equipment throughout the life of said equipment.
4. SUB-RECIPIENT shall identify a Point-of-Contact (POC) to be responsible for all Equipment prior to the receipt of the item(s). POC will serve as the custodian of the Equipment. SUB-RECIPIENT shall notify the CITY of any change in the POC and assume the responsibility of advising the new custodian of all UASI grant program guidelines and requirements.
5. SUB-RECIPIENT shall contact the ASAUA Grant Office prior to initiating the disposition process. Disposal of equipment shall be conducted pursuant to 2 CFR Part 200.313. The ASAUA will contact the awarding agency for disposition instructions, if necessary, prior to any action being taken.
E. Any training paid pursuant to this Agreement shall conform to the guidelines as listed in FY2024 Homeland Security Grant Program, as set forth above. All training expenses must be pre-authorized by CalOES. A catalogue of Grantor approved and sponsored training courses is available at https://cdp.dhs.gov/.
F. Any exercise paid pursuant to this Agreement shall conform to the guidelines as listed in FY2024 Homeland Security Grant Program, as set forth above.
Detailed Homeland Security Exercise and Evaluation Program Guidance is available at https://www.fema.gov/media-library/assets/documents/32326.
G. Any planning paid pursuant to this Agreement shall conform to the guidelines
8 as listed in FY2024 Homeland Security Grant Program, as set forth above.
H. Any organizational activities paid pursuant to this Agreement shall conform to the guidelines as listed in FY2024 Homeland Security Grant Program, as set forth above.
9 III
PAYMENT
§301. Payment of Grant Funds and Method of Payment
A. CITY may, a) transfer to SUB-RECIPIENT, equipment or services purchased with grant funds; or, b) reimburse SUB-RECIPIENT for the purchase of authorized equipment, exercises, services or training upon receiving prior written approval from CITY or its designee and in accordance with grant guidelines and in full compliance with all of SUB-RECIPIENT’S purchasing and bidding procedures. SUB-RECIPIENT shall specify the equipment, exercises, services or training to be purchased using the Application for Project Funding. A copy of this document will be provided to SUB-RECIPIENT by CITY. If additional copies of the document are needed, SUB-RECIPIENT may contact the Anaheim Grant Coordinator and it will be provided. Funds may be used for planning, exercises, organizational and training activities, and the purchase of equipment as described in Section 202 above.
B. SUB-RECIPIENT shall provide invoices to the CITY requesting payment and all supporting documentation. Each reimbursement request shall be accompanied by the Reimbursement Request for Grant Expenditures detailing the expenditures made by SUB-RECIPIENT as authorized by Section 202 above. Each reimbursement request shall be submitted to the Anaheim UASI Grant Office. For equipment for which SUB-RECIPIENT is requesting reimbursement, all appropriate back-up documentation must be attached to the reimbursement form, including invoices, proof of payment, packing slips, and Equipment Reimbursement Worksheet. For training reimbursements, SUBRECIPIENT must include a copy of any certificates issued or a copy of the class roster verifying training attendees, proof that a CalOES tracking number has been assigned to the course, timesheets and payroll registers for all training attendees, receipts for travel expenses related to the training, and Training Reimbursement Worksheet. For regional project reimbursements, SUB-RECIPIENT must include approval from the lead agency for all submitted invoices.
C. Payment of final invoice shall be withheld by the CITY until SUB-RECIPIENT has turned in all supporting documentation and completed the requirements of this Agreement.
D. It is understood that the CITY makes no commitment to fund this Agreement beyond the terms set forth herein.
E. Funding for all periods of this Agreement is subject to the continuing availability to the CITY of federal funds for this program. The Agreement may be terminated immediately upon written notice to SUB-RECIPIENT of a loss or reduction of federal grant funds.
10 IV
STANDARD PROVISIONS
§401. Construction of Provisions and Titles Herein
All titles or subtitles appearing herein have been inserted for convenience and shall not be deemed to affect the meaning or construction of any of the terms or provisions hereof. The language of this Agreement shall be construed according to its fair meaning and not strictly for or against either party. The word "Sub-recipient" herein and in any amendments hereto includes the party or parties identified in this Agreement. The singular shall include the plural. If there is more than one Sub-recipient as identified herein, unless expressly stated otherwise, their obligations and liabilities hereunder shall be joint and several. Use of the feminine, masculine, or neuter genders shall be deemed to include the genders not used.
§402. Applicable Law, Interpretation and Enforcement
Each party's performance hereunder shall comply with all applicable laws of the United States of America, the State of California, and the CITY. This Agreement shall be enforced and interpreted under the laws of the State of California and the CITY.
If any part, term or provision of this Agreement shall be held void, illegal, unenforceable, or in conflict with any law of a federal, state or local government having jurisdiction over this Agreement, the validity of the remaining portions of provisions shall not be affected thereby.
§403. Integrated Agreement
This Agreement sets forth all of the rights and duties of the parties with respect to the subject matter hereof, and replaces any and all previous agreements or understandings, whether written or oral, relating thereto. This Agreement may be amended only by a written instrument executed by both parties hereto. §404. Excusable Delays
In the event that performance on the part of any party hereto shall be delayed or suspended as a result of circumstances beyond the reasonable control and without the fault and negligence of said party, none of the parties shall incur any liability to the other parties as a result of such delay or suspension.
Circumstances deemed to be beyond the control of the parties hereunder shall include, but not be limited to, acts of God or of the public enemy; insurrection; acts of the Federal Government or any unit of State or Local Government in either sovereign or contractual capacity; fires; floods; epidemics; quarantine
11 restrictions; strikes, freight embargoes or delays in transportation; to the extent that they are not caused by the party's willful or negligent acts or omissions and to the extent that they are beyond the party's reasonable control. §405. Breach
Except for excusable delays, if any party fails to perform, in whole or in part, any promise, covenant, or agreement set forth herein, or should any representation made by it be untrue, any aggrieved party may avail itself of all rights and remedies, at law or equity, in the courts of law. Said rights and remedies are cumulative of those provided for herein except that in no event shall any party recover more than once, suffer a penalty or forfeiture, or be unjustly compensated.
Contractual / Legal Remedies for Breach of Contract--Should SUB-RECIPIENT fail for any reason to comply with the contractual obligations of this Agreement and/or willfully, knowingly, or negligently breach any term, condition or requirement of the Agreement, City may impose sanctions including but not limited to damages (liquidated damages and or penalties) and/or any other remedy available pursuant to the Agreement or the laws then in effect. §406. Prohibition Against Assignment or Delegation
SUB-RECIPIENT may not, unless it has first obtained the written permission of the CITY:
A. Assign or otherwise alienate any of its rights hereunder, including the right to payment; or
B. Delegate, subcontract, or otherwise transfer any of its duties hereunder. §407. Permits
SUB-RECIPIENT and its officers, agents and employees shall obtain and maintain all permits and licenses necessary for SUB-RECIPIENT performance hereunder and shall pay any fees required therefore. SUB-RECIPIENT further certifies to immediately notify the CITY of any suspension, termination, lapses, non-renewals or restrictions of licenses, certificates, or other documents. §408. Bonds
SUB-RECIPIENT must purchase a performance bond for any equipment item over $250,000 or any vehicle (including aircraft or watercraft) financed with homeland security funds. SUB-RECIPIENT must provide a copy of performance bond to CITY no later than the time of reimbursement.
§409. Indemnification
To the fullest extent of the law, SUB-RECIPIENT agrees to indemnify, defend, and hold harmless the City of Anaheim, its officers, agents, employees,
12 representatives and designated volunteers from and against any and all claims, demands, defense costs, or liability of any kind or nature arising out of or resulting from, or any way connected with SUB-RECIPIENT’S acts, errors or omissions in the performance of SUB-RECIPIENT’S services or use of grant funds under the terms of this Agreement.
§410. Conflict of Interest
A. SUB-RECIPIENT covenants that it will comply with 2 CFR 200.318(c)(1) and that none of its directors, officers, employees, or agents shall participate in selecting, or administrating any subcontract supported (in whole or in part) by Federal funds where such person is a director, officer, employee or agent of the subcontractor; or where the selection of subcontractors is or has the appearance of being motivated by a desire for personal gain for themselves or others such as family business, etc.; or where such person knows or should have known that:
1. A member of such person's immediate family, or domestic partner or organization has a financial interest in the subcontract;
2. The subcontractor is someone with whom such person has or is negotiating any prospective employment; or
3. The participation of such person would be prohibited by the California Political Reform Act, California Government Code §87100 et seq. if such person were a public officer, because such person would have a "financial or other interest" in the subcontract.
B. Definitions:
1. The term "immediate family" includes but is not limited to domestic partner and/or those persons related by blood or marriage, such as husband, wife, father, mother, brother, sister, son, daughter, father in law, mother in law, brother in law, sister in law, son in law, daughter in law.
2. The term "financial or other interest" includes but is not limited to:
a. Any direct or indirect financial interest in the specific contract, including a commission or fee, a share of the proceeds, prospect of a promotion or of future employment, a profit, or any other form of financial reward.
b. Any of the following interests in the subcontractor
ownership: partnership interest or other beneficial interest of five percent or more; ownership of five percent or more of the stock; employment in a managerial capacity; or
membership on the board of directors or governing body.
13 C. SUB-RECIPIENT further covenants that no officer, director, employee, or agent shall solicit or accept gratuities, favors, anything of monetary value from any actual or potential subcontractor, supplier, a party to a sub agreement, (or persons who are otherwise in a position to benefit from the actions of any officer, employee, or agent).
D. SUB-RECIPIENT shall not subcontract with a former director, officer, or employee within a one year period following the termination of the relationship between said person and SUB-RECIPIENT..
E. Prior to obtaining the CITY’S approval of any subcontract, SUB-RECIPIENT shall disclose to the CITY any relationship, financial or otherwise, direct or indirect, of SUB-RECIPIENT or any of its officers, directors or employees or their immediate family with the proposed subcontractor and its officers, directors or employees.
F. For further clarification of the meaning of any of the terms used herein, the parties agree that references shall be made to the guidelines, rules, and laws of the CITY, SUB-RECIPIENT, the State of California, and Federal regulations regarding conflict of interest.
G. SUB-RECIPIENT warrants that it has not paid or given and will not pay or give to any third person any money or other consideration for procuring this Agreement.
H. SUB-RECIPIENT covenants that no member, officer or employee of SUBRECIPIENT shall have interest, direct or indirect, in any contract or subcontract or the proceeds thereof for work to be performed in connection with this project during his/her tenure as such employee, member or officer or for one year thereafter.
I. SUB-RECIPIENT agrees that no individual shall participate in any procurement activity if a real or apparent conflict of interest exists, including, but not limited to, financial or personal relationships with any entity considered for a contract.
J. SUB-RECIPIENT shall maintain a written standards of conduct and shall take appropriate disciplinary action against any employee, officer, or agent who violates these standards. Disciplinary actions may include, but are not limited to, formal reprimand, suspension, or termination, depending on the severity of the violation.
K. SUB-RECIPIENT shall report any violations of this agreement to the awarding agency within 5 business days of discovery and shall cooperate fully with any investigation or audit related to the incident.
L. SUB-RECIPIENT shall incorporate the foregoing subsections of this Section into every agreement that it enters into in connection with this project and shall substitute the term "subcontractor" for the term "SUBRECIPIENT" and "sub subcontractor" for "Subcontractor".
14 §411. Restriction on Disclosures
Any reports, analysis, studies, drawings, information, or data generated as a result of this Agreement are to be governed by the California Public Records Act (California Government Code Sec. 6250, et seq.).
§412. Statutes and Regulations Applicable To All Grant Contracts A. Compliance With Grant Assurances
To obtain the Grant Funds, the Grantor required an authorized representative of the CITY to sign certain promises regarding the way the Grant Funds would be spent (“Grant Assurances”), attached hereto as Exhibit A and Exhibit A-1.
By signing these Grant Assurances, the CITY became liable to the Grantor for any funds that are used in violation of the grant requirements. SUBRECIPIENT shall be liable to the Grantor for any funds the Grantor determines SUB-RECIPIENT used in violation of these Grant Assurances. SUBRECIPIENT shall indemnify and hold harmless the CITY for any sums the Grantor determines SUB-RECIPIENT used in violation of the Grant Assurances.
B. SUB-RECIPIENT shall comply with all applicable requirements of state, federal, county and SUB-RECIPIENT laws, executive orders, regulations, program and administrative requirements, policies and any other requirements governing this Agreement. SUB-RECIPIENT shall comply with state and federal laws and regulations pertaining to labor, wages, hours, and other conditions of employment. SUB-RECIPIENT shall comply with new, amended, or revised laws, regulations, and/or procedures that apply to the performance of this Agreement. These requirements include, but are not limited to:
1. Office of Management and Budget (OMB) Circulars
SUB-RECIPIENT shall comply with 2 Code of Federal Regulations (CFR) Part 200 (Uniform Administrative, Cost Principles, and Audit Requirements for Federal Awards).
2. Single Audit Act
If Federal funds are used in the performance of this Agreement, SUB-RECIPIENT shall adhere to the rules and regulations of the Single Audit Act, 31 USC Sec. 7501 et seq.; Title 2 Code of Federal Regulations, Part 200, Subpart F Audit Requirements; and any administrative regulation or field memos implementing the Act. When reporting on the FY2024 UASI Grant Program under the Single Audit Act, SUB-RECIPIENT shall use Catalog of Federal Domestic Assistance (CFDA) Program Number
97.067 “Homeland Security Grant Program”; Grant Identification Number 2024-0088; and identify the City of Anaheim as the Pass-Through.
15 3. Records Maintenance
Records, in their original form, shall be maintained in accordance with requirements prescribed by the CITY with respect to all matters covered on file for all documents specified in this Agreement.
Original forms are to be maintained on file for all documents specified in this Agreement. Such records shall be retained for a period of three (3) years after the CITY receives notification of grant closeout from CalOES, and after final disposition of all pending matters. "Pending matters" include, but are not limited to, an audit, litigation or other actions involving records. The CITY may, at its discretion, take possession of, retain and audit said records. Records, in their original form pertaining to matters covered by this Agreement, shall at all times be retained within the County of Orange unless authorization to remove them is granted in writing by the CITY.
4. Subcontracts and Procurement
SUB-RECIPIENT shall comply with the federal and SUBRECIPIENT standards in the award of any subcontracts. For purposes of this Agreement, subcontracts shall include but not be limited to purchase agreements, rental or lease agreements, third party agreements, consultant service contracts and construction subcontracts.
SUB-RECIPIENT shall ensure that the terms of this Agreement with the CITY are incorporated into all Subcontractor Agreements.
SUB-RECIPIENT shall submit all Subcontractor Agreements to the CITY for review prior to the release of any funds to the subcontractor. SUB-RECIPIENT shall withhold funds to any subcontractor agency that fails to comply with the terms and conditions of this Agreement and their respective Subcontractor Agreement.
5. Civil Rights
SUB-RECIPIENT shall comply with all Federal statutes relating to nondiscrimination. These include but are not limited to: (a) Title VI of the Civil Rights Act of 1964 (P.L. 88-352) which prohibits discrimination on the basis of race, color or national origin; (b) Title IX of the Education Amendments of 1972, as amended (20 U.S.C. §§1681- 1683, and 1685-1686), which prohibits discrimination on the basis of sex; (c) Section 504 of the Rehabilitation Act of 1973, as amended (29 U.S.C. §794), which prohibits discrimination on the basis of handicaps; (d) The Age Discrimination act of 1975, as amended (42 U.S.C. §§6101-6107), which prohibits discrimination on the basis of age; (e) the Drug Abuse Office and Treatment Act of 1972 (P.L. 92-255), as amended, relating to nondiscrimination on the basis of drug abuse; (f) the Comprehensive Alcohol Abuse and Alcoholism Prevention, Treatment and Rehabilitation act of 1970
16 (P.L. 91-616) as amended, relating to nondiscrimination on the basis of alcohol abuse or alcoholism; (g) §§523 and 527 of the Public Health Service Act of 1912 (42 U.S.C. §§290 dd-3 and 290 ee 3), as amended, relating to confidentiality of alcohol and drug abuse patient records; (h) Title VIII of the Civil Rights Act of 1968 (42 U.S.C. §§3601, et seq.), as amended, relating to non-discrimination in the sale, rental or financing of housing; (i) any other nondiscrimination provisions in the specific statute(s) under which application for Federal assistance is being made; (j) the requirements of any other nondiscrimination statute(s) which may apply to the application; and (k) P.L. 93-348 regarding the protection of human subjects involved in research, development, and related activities supported by this award of assistance.
6. Telecommunications
SUB-RECIPIENT will comply with 2 CFR 200.216 and FEMA
Policy 405-143-1, Prohibitions on Expending FEMA Award Funds on Covered Telecommunication Equipment or Services (Interim), which prohibits grant recipients and subrecipients from obligating or expending loan or grant funds to procure or obtain, extend or renew a contract to procure or obtain, or to enter into a contract (or extend or renew a contract) to procure or obtain equipment, services, or systems that uses covered telecommunications equipment or services as a substantial or essential component of any system, or as critical technology as part of any system.
7. Lobbying Prohibited
SUB-RECIPIENT will comply with all applicable lobbying
prohibitions and laws, including those found in the Byrd AntiLobbying Amendment (31 U.S.C. 1352, et seq.), and agrees that none of the funds provided under this award may be expended by SUB-RECIPIENT to pay any person to influence, or attempt to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with any federal action concerning the award or renewal of any federal contract, grant, loan, or cooperative agreement.
8. Clean Air Act
SUB-RECIPIENT agrees to comply with all applicable standards, orders or regulations issued pursuant to the Clean Air Act, as amended, 42 U.S.C. § 7401 et seq. SUB-RECIPIENT agrees to report any violation of the Clean Air Act to the CITY and understands and agrees that the CITY will, in turn report each violation as required to assure notification to the
Federal Emergency Management Agency, and the appropriate
17 Environmental Protection Agency Regional Office. SUB-RECIPIENT further agrees to include these requirements in each subcontract exceeding $150,000 in value financed in whole or in part with Federal assistance provided by FEMA.
C. Statutes and Regulations Applicable To This Particular Grant SUB-RECIPIENT shall comply with all applicable requirements of state and federal laws, executive orders, regulations, program and administrative requirements, policies and any other requirements governing this particular grant program. SUB-RECIPIENT shall comply with new, amended, or revised laws, regulations, and/or procedures that apply to the performance of this Agreement. These requirements include, but are not limited to:
1. Title 2 Code of Federal Regulations (CFR) Part 200; EO 12372; Department of Justice (DOJ) Office of Judicial Programs (OJP) Office of the Comptroller, U.S. Department of Homeland Security, Preparedness Directorate Financial Management Guide; U.S.
Department of Homeland Security, Office of Grants and Training, FY 2024 Homeland Security Grant Program –Notice of Funding Opportunity; ODP WMD Training Course Catalogue; and DOJ Office for Civil Rights.
Standardized Emergency Management System (SEMS)
requirements as stated in the California Emergency Services Act, Government Code Chapter 7 of Division 1 of Title 2, § 8607.1(e) and CCR Title 19, §§ 2445-2448.
Provisions of 44 CFR applicable to grants and cooperative agreements, including Part 18, Administrative Review Procedures; Part 20, Criminal Justice Information Systems; Part 22, Confidentiality of Identifiable Research and Statistical Information; Part 23, Criminal Intelligence Systems Operating Policies; Part 30, Intergovernmental Review of Department of Justice Programs and Activities; Part 35, Nondiscrimination on the Basis of Disability in State and Local Government Services; Part 38, Equal Treatment of Faith-based Organizations; Part 42, Nondiscrimination/Equal employment Opportunities Policies and Procedures; Part 61, Procedures for Implementing the National Environmental Policy Act; Part 63, Floodplain Management and Wetland Protection
Procedures; Part 64, Floodplain Management and Wetland
Protection Procedures; Federal laws or regulations applicable to federal Assistance Programs; Part 69, New Restrictions on Lobbying; Part 70, Uniform Administrative Requirements for Grants and Cooperative Agreements (including sub-awards) with Institutions of Higher Learning, Hospitals and other Non-Profit Organizations; and Part 83, Government- Wide Requirements for a Drug Free
Workplace (grants).
18 2. Travel Expenses
SUB-RECIPIENT as provided herein may be compensated for SUBRECIPIENT’S reasonable travel expenses incurred in the performance of this Agreement, to include travel and per diem, unless otherwise expressed. Travel including in-State and out-ofState travel shall not be reimbursed without prior written authorization from the UASI Grant Office.
SUB-RECIPIENT’S travel and per diem reimbursement costs shall be reimbursed based on SUB-RECIPIENT’S travel policies and procedures. If SUB-RECIPIENT does not have established travel policies and procedures, SUB-RECIPIENT‘S reimbursement rates shall not exceed the amounts established under 5 U.S.C 5701-11, (“Travel and Subsistence Expenses; Mileage Allowances”), or by the Administrator of General Services, or by the President (or his or her designee) pursuant to any provisions of such subchapter must apply to travel under federal awards (48 CFR 31.205-46(a)).
3. Noncompliance
SUB-RECIPIENT understands that failure to comply with any of the above assurances may result in suspension, termination or reduction of grant funds, and repayment by SUB-RECIPIENT to CITY of any unlawful expenditures.
§413. Federal, State and Local Taxes
Federal, State and local taxes shall be the responsibility of SUB-RECIPIENT as an independent party and not as a CITY employee.
§414. Inventions, Patents and Copyrights
A. Reporting Procedure for Inventions
If any project produces any invention or discovery (Invention) patentable or otherwise under title 35 of the U.S. Code, including, without limitation, processes and business methods made in the course of work under this Agreement, SUB-RECIPIENT shall report the fact and disclose the Invention promptly and fully to the CITY. The CITY shall report the fact and disclose the Invention to the Grantor. Unless there is a prior agreement between the CITY and the Grantor, the Grantor shall determine whether to seek protection on the Invention. The Grantor shall determine how the rights in the Invention, including rights under any patent issued thereon, will be allocated and administered in order to protect the public interest consistent with the policy (“Policy”) embodied in the Federal Acquisition Regulations System, which is based on Ch. 18 of title 35 U.S.C. Sections 200, et seq. (Pub. L. 95-517, Pub.
L. 98-620, 37 CFR part 401); Presidential Memorandum on Government Patent Policy to the Heads of the Executive Departments and Agencies, dated 2/18/1983); and Executive Order 12591, 4/10/87, 52 FR 13414, 3 CFR, 1987
19 Comp., p. 220 (as amended by Executive Order 12618, 12/22/87, 52 FR 48661, 3 CFR, 1987 Comp., p. 262). SUB-RECIPIENT hereby agrees to be bound by the Policy, and will contractually require its personnel to be bound by the Policy.
B. Rights to Use Inventions
CITY shall have an unencumbered right, and a non-exclusive, irrevocable, royalty- free license, to use, manufacture, improve upon, and allow others to do so for all government purposes, any Invention developed under this Agreement.
C. Copyright Policy
1. Unless otherwise provided by the terms of the Grantor or of this Agreement, when copyrightable material (“Material”) is developed under this Agreement, the author or the CITY, at the CITY’S discretion, may copyright the Material. If the CITY declines to copyright the Material, the CITY shall have an unencumbered right, and a non-exclusive, irrevocable, royalty- free license, to use, manufacture, improve upon, and allow others to do so for all government purposes, any Material developed under this Agreement.
2. The Grantor shall have an unencumbered right, and a non-exclusive, irrevocable, royalty-free license, to use, manufacture, improve upon, and allow others to do so for all government purposes, any Material developed under this Agreement or any Copyright purchased under this Agreement.
3. SUB-RECIPIENT shall comply with all applicable requirements in the Code of Federal Regulations related to copyrights and copyright policy.
D. Rights to Data
The Grantor and the CITY shall have unlimited rights or copyright license to any data first produced or delivered under this Agreement. “Unlimited rights” means the right to use, disclose, reproduce, prepare derivative works, distribute copies to the public, and perform and display publicly, or permit others to do so; as required by 48 CFR 27.401. Where the data are not first produced under this Agreement or are published copyrighted data with the notice of 17 U.S.C.
Section 401 or 402, the Grantor acquires the data under a copyright license as set forth in 48 CFR 27.404(f)(2) instead of unlimited rights. (48 CFR 27.404(a)).
E. Obligations Binding on Subcontractors
SUB-RECIPIENT shall require all subcontractors to comply with the obligations of this section by incorporating the terms of this section into all subcontracts.
20 §415. Minority, Women, And Other Business Enterprise Outreach Program It is the policy of the CITY to provide minority business enterprises (MBEs), women business enterprises (WBEs) and all other business enterprises an equal opportunity to participate in the performance of all SUB-RECIPIENT contracts, including procurement, construction and personal services. This policy applies to all Contractors and Sub-Contractors.
21 V
DEFAULTS, SUSPENSION, TERMINATION, AND AMENDMENTS
§501. Defaults
Should SUB-RECIPIENT fail for any reason to comply with the contractual obligations of this Agreement within the time specified by this Agreement, the CITY reserves the right to terminate the Agreement, reserving all rights under state and federal law.
§502. Amendments
Any change in the terms of this Agreement, including changes in the services to be performed by SUB-RECIPIENT and any increase or decrease in the amount of compensation which are agreed to by the CITY and SUB-RECIPIENT shall be incorporated into this Agreement by a written amendment properly executed and signed by the person authorized to bind the parties thereto.
SUB-RECIPIENT agrees to comply with all future CITY directives, or any rules, amendments or requirements promulgated by the CITY affecting this Agreement.
22 VI
ENTIRE AGREEMENT
§601. Complete Agreement
This Agreement contains the full and complete Agreement between the two parties. Neither verbal agreement nor conversation with any officer or employee of either party shall affect or modify any of the terms and conditions of this Agreement.
§602. Number of Pages and Attachments
This Agreement is executed as one original. This Agreement includes twentythree (23) pages and five (5) Exhibits which constitute the entire understanding and agreement of the parties.
23 IN WITNESS WHEREOF, the City and CITY OF FOUNTAIN VALLEY have caused this Agreement to be executed by their duly authorized representatives on the date first set forth above.
ATTEST:
By:______________________________
CITY OF ANAHEIM, a municipal Corporation
of the State of California
By:_________________________________
Theresa Bass
Clerk of the Council
Rick Armendariz
Interim Chief of Police
SUB-RECIPIENT
CITY OF FOUNTAIN VALLEY
UEI No. E6HUBPTD4AZ1
APPROVED AS TO FORM:
By:______________________________
Kristin Pelletier
Chief Assistant City Attorney
By: ______________________________
Printed Name ______________________
Title
______________________________
APPROVED AS TO FORM
By:______________________________
Printed Name ______________________
Title
______________________________
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EXHIBIT A
California Governor’s Office of Emergency Services
FY2024 Grant Assurances
(All HSGP Applicants)
As the duly authorized representative of the Applicant, I hereby certify that the Applicant has the legal authority to apply for federal assistance and the institutional, managerial, and financial capability (including funds sufficient to pay any non-federal share of project cost) to ensure proper planning, management, and completion of the project described in this application, within prescribed timelines.
The requirements outlined in these assurances apply to Applicant and any of its subrecipients.
I further acknowledge that the Applicant is responsible for reviewing and adhering to all requirements within the:
(a) Applicable Federal Regulations (see below);
(b) Federal Program Notice of Funding Opportunity (NOFO); (c) Federal Preparedness Grants Manual;
(d) California Supplement to the NOFO; and
(e) Federal and State Grant Program Guidelines.
Federal Regulations
Government cost principles, uniform administrative requirements, and audit requirements for federal grant programs are set forth in Title 2, Part 200 of the Code of Federal Regulations (C.F.R.) and adopted by the Department of Homeland Security (DHS) at 2 C.F.R. Part 3002.10. Updates are issued by the Office of Management and Budget (OMB) and can be found at
http://www.whitehouse.gov/omb/.
In the event Cal OES determines that changes are necessary to the subaward after a subaward has been made, including changes to period of performance or terms and conditions, Applicants will be notified of the changes in writing.
Once notification has been made, any subsequent request for funds will indicate Applicant acceptance of the changes to the subaward.
State and federal grant award requirements are set forth below. The Applicant hereby agrees to comply with the following:
1. Proof of Authority
The Applicant will obtain proof of authority from the city council, governing board, or authorized body in support of this project. This written authorization
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must specify that the Applicant and the city council, governing board, or authorized body agree:
(a) To provide all matching funds required for the grant project and that any cash match will be appropriated as required;
(b) Any liability arising out of the performance of this agreement shall be the responsibility of the Applicant and the city council, governing board, or authorized body;
(c) Grant funds shall not be used to supplant expenditures controlled by the city council, governing board, or authorized body;
(d) The Applicant is authorized by the city council, governing board, or authorized body to apply for federal assistance, and the institutional, managerial and financial capability (including funds sufficient to pay the non-federal share of project cost, if any) to ensure proper planning, management and completion of the project described in this application; and
(e) The official executing this agreement is authorized by the Applicant.
This Proof of Authority must be maintained on file and readily available upon request.
2. Period of Performance
The period of performance is specified in the Award. The Applicant is only authorized to perform allowable activities approved under the award, within the period of performance.
3. Lobbying and Political Activities
As required by Section 1352, Title 31 of the United States Code (U.S.C.), for persons entering into a contract, grant, loan, or cooperative agreement from an agency or requests or receives from an agency a commitment providing for the United States to insure or guarantee a loan, the Applicant certifies that:
(a) No federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of an agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any federal grant, the making of any federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any federal contract, grant, loan, or cooperative agreement.
(b) If any funds other than federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in
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connection with this federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, “Disclosure Form to Report Lobbying”, in accordance with its instructions. (c) The Applicant shall require that the language of this certification be included in the award documents for all subawards at all tiers (including subcontracts, subgrants, and contracts under grants, loans, and cooperative agreements) and that all subrecipients shall certify and disclose accordingly.
The Applicant will also comply with provisions of the Hatch Act (5 U.S.C. §§ 1501- 1508 and §§ 7324-7328) which limit the political activities of employees whose principal employment activities are funded in whole or in part with federal funds.
Finally, the Applicant agrees that federal funds will not be used, directly or indirectly, to support the enactment, repeal, modification or adoption of any law, regulation, or policy without the express written approval from the California Governor’s Office of Emergency Services (Cal OES) or the federal awarding agency.
4. Debarment and Suspension
As required by Executive Orders 12549 and 12689, and 2 C.F.R. § 200.214 and codified in 2 C.F.R. Part 180, Debarment and Suspension, the Applicant will provide protection against waste, fraud, and abuse by debarring or suspending those persons deemed irresponsible in their dealings with the federal government. The Applicant certifies that it and its subrecipients:
(a) Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by any federal department or agency;
(b) Have not within a three-year period preceding this application been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (federal, state, or local) transaction or contract under a public transaction; violation of federal or state antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property;
(c) Are not presently indicted for or otherwise criminally or civilly charged by a governmental entity (federal, state, or local) with commission of any of the offenses enumerated in paragraph (4)(b) of this certification; and (d) Have not within a three-year period preceding this application had one or more public transaction (federal, state, or local) terminated for cause or default.
Where the Applicant is unable to certify to any of the statements in this certification, he or she shall attach an explanation to this application.
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5. Non-Discrimination and Equal Employment Opportunity
The Applicant will comply with all state and federal statutes relating to nondiscrimination, including:
(a) Title VI of the Civil Rights Act of 1964 (Public Law (P.L.) 88-352 and 42 U.S.C. § 2000d et. seq.) which prohibits discrimination on the basis of race, color, or national origin and requires that recipients of federal financial assistance take reasonable steps to provide meaningful access to persons with limited English proficiency (LEP) to their programs and services; (b) Title IX of the Education Amendments of 1972, (20 U.S.C. §§ 1681-1683, and 1685-1686), which prohibits discrimination on the basis of sex in any federally funded educational program or activity;
(c) Section 504 of the Rehabilitation Act of 1973, (29 U.S.C. § 794), which prohibits discrimination against those with disabilities or access and functional needs;
(d) Americans with Disabilities Act (ADA) of 1990 (42 U.S.C. § 12101et seq.), which prohibits discrimination on the basis of disability and requires buildings and structures be accessible to those with disabilities and access and functional needs;
(e) Age Discrimination Act of 1975, (42 U.S.C. §§ 6101-6107), which prohibits discrimination on the basis of age;
(f) Public Health Service Act of 1912 (42 U.S.C. §§ 290 dd—2), relating to confidentiality of patient records regarding substance abuse treatment; (g) Title VIII of the Civil Rights Act of 1968 (42 U.S.C. § 3601 et seq.), relating to nondiscrimination in the sale, rental or financing of housing as implemented by the Department of Housing and Urban Development at 24 C.F.R.
Part100. The prohibition on disability discrimination includes the requirement that new multifamily housing with four or more dwelling units — i.e., the public and common use areas and individual apartment units (all units in buildings with elevators and ground-floor units in buildings without elevators) — be designed and constructed with certain accessible features (See 24 C.F.R. § 100.201);
(h) Executive Order 11246, which prohibits federal contractors and federally assisted construction contractors and subcontractors, who do over $10,000 in Government business in one year from discriminating in employment decisions on the basis of race, color, religion, sex, sexual orientation, gender identification or national origin;
(i) Executive Order 11375, which bans discrimination on the basis of race, color, religion, sex, sexual orientation, gender identification, or national origin in hiring and employment in both the United States federal workforce and on the part of government contractors;
(j) California Public Contract Code § 10295.3, which prohibits discrimination based on domestic partnerships and those in same sex marriages; (k) DHS policy to ensure the equal treatment of faith-based organizations, under which the Applicant must comply with equal treatment policies and requirements contained in 6 C.F.R. Part 19;
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(l) The California’s Fair Employment and Housing Act (FEHA) (California Government Code §§12940-12957), as applicable. FEHA prohibits harassment and discrimination in employment because of ancestry, familial status, race, color, religious creed (including religious dress and grooming practices), sex (which includes pregnancy, childbirth, breastfeeding and medical conditions related to pregnancy, childbirth or breastfeeding), gender, gender identity, gender expression, sexual orientation, marital status, national origin, ancestry, mental and physical disability, genetic information, medical condition, age, pregnancy, denial of medical and family care leave, or pregnancy disability leave, military and veteran status, and/or retaliation for protesting illegal discrimination related to one of these categories, or for reporting patient abuse in tax supported institutions; (m)Any other nondiscrimination provisions in the specific statute(s) under which application for federal assistance is being made; and
(n) The requirements of any other nondiscrimination statute(s) that may apply to this application.
Civil Rights Policies for Program Beneficiaries and Subrecipients of DHS funding, pertaining to the following are available on the Cal OES website (https://www.caloes.ca.gov/office-of-the-director/policy-administration/civilrights-eeo/):
• Non-discrimination in Programs & Services
• Reasonable Accommodation for Program Beneficiaries
• Language Access Policy
6. Drug-Free Workplace
As required by the Drug-Free Workplace Act of 1988 (41 U.S.C. § 701 et seq.),the Applicant certifies that it will maintain a drug-free workplace and a drug-free awareness program as outlined in the Act.
7. Environmental Standards
The Applicant will comply with state and federal environmental standards, including:
(a) The California Environmental Quality Act (CEQA) (California Public Resources Code §§ 21000-21177), to include coordination with the city or county planning agency;
(b) CEQA Guidelines (California Code of Regulations, Title 14, Division 6, Chapter 3, §§ 15000-15387);
(c) The Federal Clean Water Act (CWA) (33 U.S.C. § 1251 et seq.), which establishes the basic structure for regulating discharges of pollutants into the waters of the United States and regulating quality standards for surface waters;
(d) The Federal Clean Air Act of 1955 (42 U.S.C. § 7401) which regulates air emissions from stationary and mobile sources;
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(e) Institution of environmental quality control measures under the National Environmental Policy Act (NEPA) of 1969 (P.L. 91-190); the Council on Environmental Quality Regulations for Implementing the Procedural Provisions of NEPA; and Executive Order 12898 which focuses on the environmental and human health effects of federal actions on minority and low-income populations with the goal of achieving environmental protection for all communities;
(f) Evaluation of flood hazards in floodplains in accordance with Executive Order 11988;
(g) Executive Order 11514 which sets forth national environmental standards; (h) Executive Order 11738 instituted to assure that each federal agency empowered to enter into contracts for the procurement of goods, materials, or services and each federal agency empowered to extend federal assistance by way of grant, loan, or contract shall undertake such procurement and assistance activities in a manner that will result in effective enforcement of the Clean Air Act and the Federal Water Pollution Control Act Executive Order 11990 which requires preservation of wetlands; (i) The Safe Drinking Water Act of 1974, (P.L. 93-523); (j) The Endangered Species Act of 1973, (P.L. 93-205);
(k) Assurance of project consistency with the approved state management program developed under the Coastal Zone Management Act of 1972 (16 U.S.C. §§1451 et seq.);
(l) Conformity of Federal Actions to State (Clear Air) Implementation Plans under Section 176(c) of the Clean Air Act of 1955, as amended (42 U.S.C. §§7401 et seq.); and
(m)The Wild and Scenic Rivers Act of 1968 (16 U.S.C. § 1271 et seq.) related to protecting components or potential components of the national wild and scenic rivers system.
The Applicant shall not be: 1) in violation of any order or resolution promulgated by the State Air Resources Board or an air pollution district; 2) subject to a ceaseand-desist order pursuant to section 13301 of the California Water Code for violation of waste discharge requirements or discharge prohibitions; or 3) determined to be in violation of federal law relating to air or water pollution.8.
Audits
For subrecipients expending $1,000,000 or more in federal grant funds annually, the Applicant will perform the required financial and compliance audits in accordance with the Single Audit Act Amendments of 1996 and C.F.R., Part 200, Subpart F Audit Requirements.
9. Cooperation and Access to Records
The Applicant must cooperate with any compliance reviews or investigations conducted by DHS. In accordance with 2 C.F.R. § 200.337, the Applicant will give the awarding agency, the Comptroller General of the United States and, if appropriate, the state, through any authorized representative, access to and the right to examine all records, books, papers, or documents related to the award.
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The Applicant will require any subrecipients, contractors, successors, transferees and assignees to acknowledge and agree to comply with this provision.
10. Conflict of Interest
The Applicant will establish safeguards to prohibit the Applicant’s employees from using their positions for a purpose that constitutes or presents the appearance of personal or organizational conflict of interest, or personal gain.
11. Financial Management
False Claims for Payment -The Applicant will comply with 31 U.S.C §§ 3729-3733 which provides that Applicant shall not submit a false claim for payment, reimbursement, or advance.
12. Reporting -Accountability
The Applicant agrees to comply with applicable provisions of the Federal Funding Accountability and Transparency Act (FFATA) (P.L. 109-282), including but not limited to (a) the reporting of subawards obligating $30,000 or more in federal funds, and (b) executive compensation data for first-tier subawards as set forth in 2 C.F.R. Part 170, Appendix A. The Applicant also agrees to comply with the requirements set forth in the government-wide financial assistance award term regarding the System for Award Management and Universal Identifier Requirements located at 2 C.F.R. Part 25, Appendix A.
13. Whistleblower Protections
The Applicant must comply with statutory requirements for whistleblower protections at 10 U.S.C. § 2409, 41 U.S.C. § 4712, and 10 U.S.C. § 2324, 41 U.S.C. § 4304 and § 4310.
14. Human Trafficking
The Applicant will comply with the requirements of Section 106(g) of the Trafficking Victims Protection Act of 2000, as amended (22 U.S.C. § 7104) which prohibits the Applicant or its subrecipients from: (1) engaging in trafficking in persons during the period of time that the award is in effect; (2) procuring a commercial sex act during the period of time that the award is in effect; or (3) using forced labor in the performance of the award or subawards under the award.
15. Labor Standards
The Applicant will comply with the following federal labor standards:
(a) The Davis-Bacon Act (40 U.S.C. §§ 276a to 276a-7), as applicable, and the Copeland Act (40 U.S.C. § 3145 and 18 U.S.C. § 874) and the Contract Work Hours and Safety Standards Act (40 U.S.C. §§ 327-333), regarding labor standards for federally-assisted construction contracts or subcontracts, and (b) The Federal Fair Labor Standards Act (29 U.S.C. § 201 et seq.) as they apply to employees of institutes of higher learning (IHE), hospitals and other nonprofit organizations.
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16. Worker’s Compensation
The Applicant must comply with provisions which require every employer to be insured to protect workers who may be injured on the job at all times during the performance of the work of this Agreement, as per the workers compensation laws set forth in California Labor Code §§ 3700 et seq.
17. Property-Related
If applicable to the type of project funded by this federal award, the Applicant will:
(a) Comply with the requirements of Titles II and III of the Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970 (P.L. 91-646) which provide for fair and equitable treatment of persons displaced or whose property is acquired as a result of federal or federally-assisted programs. These requirements apply to all interests in real property acquired for project purposes regardless of federal participation in purchase; (b) Comply with flood insurance purchase requirements of Section 102(a) of the Flood Disaster Protection Act of 1973 (P.L. 93-234) which requires federal award subrecipients in a special flood hazard area to participate in the program and to purchase flood insurance if the total cost of insurable construction and acquisition is $10,000 or more;
(c) Assist the awarding agency in assuring compliance with Section 106 of the National Historic Preservation Act of 1966, as amended (16 U.S.C. § 470), Executive Order 11593 (identification and protection of historic properties), and the Archaeological and Historic Preservation Act of 1974 (16 U.S.C. § 469a-1 et seq.); and
(d) Comply with the Lead-Based Paint Poisoning Prevention Act (42 U.S.C. § 4831 and 24 CFR Part 35) which prohibits the use of lead-based paint in construction or rehabilitation of residence structures.
18. Certifications Applicable Only to Federally-Funded Construction Projects For all construction projects, the Applicant will:
(a) Not dispose of, modify the use of, or change the terms of the real property title or other interest in the site and facilities without permission and instructions from the awarding agency. Will record the federal awarding agency directives and will include a covenant in the title of real property acquired in whole or in part with federal assistance funds to assure nondiscrimination during the useful life of the project; (b) Comply with the requirements of the awarding agency with regard to the drafting, review and approval of construction plans and specifications; and (c) Provide and maintain competent and adequate engineering supervision at the construction site to ensure that the complete work conforms with the approved plans and specifications and will furnish progressive reports and such other information as may be required by the assistance awarding agency or State.
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19. Use of Cellular Device While Driving is Prohibited
The Applicant is required to comply with California Vehicle Code sections 23123 and 23123.5. These laws prohibit driving motor vehicle while using an electronic wireless communications device to write, send, or read a text-based communication. Drivers are also prohibited from the use of a wireless telephone without hands-free listening and talking, unless to make an emergency call to 911, law enforcement, or similar services.
20. California Public Records Act and Freedom of Information Act The Applicant acknowledges that all information submitted in the course of applying for funding under this program, or provided in the course of an entity’s grant management activities that are under Federal control, is subject to the Freedom of Information Act (FOIA), 5 U.S.C. § 552, and the California Public Records Act, California Government Code §7920.000 et seq. The Applicant should consider these laws and consult its own State and local laws and regulations regarding the release of information when reporting sensitive matters in the grant application, needs assessment, and strategic planning process.
21. Acknowledgment of Federal Funding from DHS
The Applicant must acknowledge its use of federal funding when issuing statements, press releases, requests for proposals, bid invitations, and other documents describing projects or programs funded in whole or in part with federal funds.
22. Activities Conducted Abroad
The Applicant must coordinate with appropriate government authorities when performing project activities outside the United States and obtain all appropriate licenses, permits, or approvals.
23. Best Practices for Collection and Use of Personally Identifiable Information (PII) DHS defines PII as any information that permits the identity of an individual to be directly or indirectly inferred, including any information that is linked or linkable to that individual. If the Applicant collects PII, the Applicant is required to have a publicly-available privacy policy that describes standards on the usage and maintenance of the PII they collect. The Applicant may refer to the DHS Privacy Impact Assessments: Privacy Guidance and Privacy Template as a useful resource.
24. Copyright
Recipients must affix the applicable copyright notices of 17 U.S.C. §§ 401 or 402 to any work first produced under federal awards and also include an acknowledgement that the work was produced under a federal award (including the federal award number and federal awarding agency). As detailed in 2 C.F.R. § 200.315, a federal awarding agency reserves a royalty-free, nonexclusive, and irrevocable right to reproduce, publish, or otherwise use the work for federal purposes and to authorize others to do so.
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25. Duplicative Costs
Applicants are prohibited from charging any cost to this federal award that will be included as a cost or used to meet cost sharing or matching requirements of any other federal award in either the current or a prior budget period. (See 2 C.F.R. § 200.403(f)). However, recipients may shift costs that are allowable under two or more federal awards where otherwise permitted by federal statutes, regulations, or the federal financial assistance award terms and conditions.
26. Energy Policy and Conservation Act
The Applicant must comply with the requirements of 42 U.S.C. § 6201 which contain policies relating to energy efficiency that are defined in the state energy conservation plan issued in compliance with this Act.
27. Federal Debt Status
The Applicant is required to be non-delinquent in its repayment of any federal debt. Examples of relevant debt include delinquent payroll and other taxes, audit disallowances, and benefit overpayments. See OMB Circular A-129.
28. Fly America Act of 1974
The Applicant must comply with Preference for United States Flag Air Carriers: (a list of certified air carriers can be found at: Certificated Air Carriers List | US Department of Transportation, https://www.transportation.gov/policy/aviationpolicy/certificated-air-carriers-list) for international air transportation of people and property to the extent that such service is available, in accordance with the International Air Transportation Fair Competitive Practices Act of 1974 (49 U.S.C. § 40118) and the interpretative guidelines issued by the Comptroller General of the United States in the March 31, 1981, amendment to Comptroller General Decision B-138942.
29. Hotel and Motel Fire Safety Act of 1990
In accordance with Section 6 of the Hotel and Motel Fire Safety Act of 1990, the Applicant must ensure that all conference, meeting, convention, or training space funded in whole or in part with federal funds complies with the fire prevention and control guidelines of the Federal Fire Prevention and Control Act of 1974, as amended, 15 U.S.C. § 2225a.
30. Non-supplanting Requirement
If the Applicant receives federal financial assistance awards made under programs that prohibit supplanting by law, the Applicant must ensure that federal funds do not replace (supplant) funds that have been budgeted for the same purpose through non-federal sources.
Initials ______
31. Patents and Intellectual Property Rights
Recipients are subject to the Bayh-Dole Act, 35 U.S.C. § 200 et seq. and applicable regulations governing inventions and patents, including the regulations issued by the Department of Commerce at 37 C.F.R. Part 401 (Rights to Inventions Made by Nonprofit Organizations and Small Business Firms under Government Awards, Contracts, and Cooperative Agreements) and the standard patent rights clause set forth at 37 C.F.R. § 401.14.
32. SAFECOM
If the Applicant receives federal financial assistance awards made under programs that provide emergency communication equipment and its related activities, the Applicant must comply with the SAFECOM Guidance for Emergency Communication Grants, including provisions on technical standards that ensure and enhance interoperable communications.
33. Terrorist Financing
The Applicant must comply with Executive Order 13224 and United States law that prohibit transactions with, and the provisions of resources and support to, individuals and organizations associated with terrorism. The Applicant is legally responsible for ensuring compliance with the Order and laws.
34. Reporting of Matters Related to Recipient Integrity and Performance If the total value of the Applicant’s currently active grants, cooperative agreements, and procurement contracts from all federal assistance offices exceeds $10,000,000 for any period of time during the period of performance of this federal financial assistance award, the Applicant must comply with the requirements set forth in the government-wide Award Term and Condition for Recipient Integrity and Performance Matters located at 2 C.F.R. Part 200, Appendix XII, the full text of which is incorporated here by reference in the award terms and conditions.
35. USA Patriot Act of 2001
The Applicant must comply with requirements of the Uniting and Strengthening America by Providing Appropriate Tools Required to Intercept and Obstruct Terrorism Act (USA PATRIOT Act), which amends 18 U.S.C. §§ 175–175c.
36. Use of DHS Seal, Logo, and Flags
The Applicant must obtain written permission from DHS prior to using the DHS seals, logos, crests, or reproductions of flags, or likenesses of DHS agency officials. This includes use of DHS component (e.g., FEMA, CISA, etc.) seals, logos, crests, or reproductions of flags, or likenesses of component officials.
37. Performance Goals (HSGP and NSGP)
In addition to the Biannual Strategy Implementation Report submission requirements outlined in the Preparedness Grants Manual, the Applicant must
Initials ______
demonstrate how the grant-funded project addresses the core capability gap associated with each project. The capability gap reduction must be addressed in the Project Description of the BSIR for each project.
38. Applicability of DHS Standard Terms and Conditions to Tribes The DHS Standard Terms and Conditions are a restatement of general requirements imposed upon the Applicant and flow down to any of its subrecipients as a matter of law, regulation, or executive order. If the requirement does not apply to Indian tribes or there is a federal law or regulation exempting its application to Indian tribes, then the acceptance by Tribes of, or acquiescence to, DHS Standard Terms and Conditions does not change or alter its inapplicability to an Indian tribe. The execution of grant documents is not intended to change, alter, amend, or impose additional liability or responsibility upon the Tribe where it does not already exist.
39. Required Use of American Iron, Steel, Manufactured Products, and Construction Materials
The Applicant must comply with the “Build America, Buy America” Act (BABAA), enacted as part of the Infrastructure Investment and Jobs Act and Executive Order 14005. Applicants receiving a federal award subject to BABAA requirements may not use federal financial assistance funds for infrastructure projects unless:
(a) All iron and steel used in the project are produced in the United States – this means all manufacturing processes, from the initial melting stage through the application of coatings, occurred in the United States; (b) All manufactured products used in the project are produced in the United States – this means the manufactured product was manufactured in the United States; and the cost of the components of the manufactured product that are mined, produced, or manufactured in the United States is greater than 55 percent of the total cost of all components of the manufactured product, unless another standard for determining the minimum amount of domestic content of the manufactured product has been established under applicable law or regulation; and (c) All construction materials are manufactured in the United States – this means that all manufacturing processes for the construction material occurred in the United States.
The “Buy America” preference only applies to articles, materials, and supplies that are consumed in, incorporated into, or affixed to an infrastructure project. It does not apply to tools, equipment, and supplies, such as temporary scaffolding, brought to the construction site and removed at or before the completion of the infrastructure project. Nor does a Buy America preference apply to equipment and furnishings, such as movable chairs, desks, and portable computer equipment, that are used at or within the finished infrastructure project but are not an integral part of the structure or permanently affixed to the infrastructure project.
Initials ______
Per section 70914(c) of BABAA, FEMA may waive the application of a Buy America preference under an infrastructure program in certain cases.
40. E.O. 14074 – Advancing Effective, Accountable Policing and Criminal Justice Practices to Enhance Public Trust and Public Safety
Recipient State, Tribal, local, or territorial law enforcement agencies must comply with the requirements of section 12(c) of E.O. 14074. Recipient State, Tribal, local, or territorial law enforcement agencies are also encouraged to adopt and enforce policies consistent with E.O. 14074 to support safe and effective policing.
IMPORTANT
The purpose of these assurances is to obtain federal and state financial assistance, including any and all federal and state grants, loans, reimbursement, contracts, etc.
Applicant recognizes and agrees that state financial assistance will be extended based on the representations made in these assurances. These assurances are binding on Applicant, its successors, transferees, assignees, etc. as well as any of its subrecipients. Failure to comply with any of the above assurances may result in suspension, termination, or reduction of grant funds.
All appropriate documentation, as outlined above, must be maintained on file by the Applicant and available for Cal OES or public scrutiny upon request. Failure to comply with these requirements may result in suspension of payments under the grant or termination of the grant or both and the Applicant may be ineligible for award of any future grants if Cal OES determines that the Applicant: (1) has made false certification, or (2) violates the certification by failing to carry out the requirements as noted above.
All of the language contained within this document must be included in the award documents for all subawards at all tiers. Applicants are bound by the DHS Standard Terms and Conditions 2024, Version 2, hereby incorporated by reference, which can be found at: https://www.dhs.gov/publication/fy15-dhs-standard-terms-andconditions.
The undersigned represents that he/she is authorized to enter into this agreement for and on behalf of the Applicant.
Applicant/Subrecipient:_____________________________________________________ Signature of Authorized Agent: ______________________________________________ Printed Name of Authorized Agent: __________________________________________ Title: ______________________________________ Date: ______________________
EXHIBIT A-1
Program Standard Assurances Addendum
As the duly authorized representative of the Applicant/Subrecipient, I hereby certify that the Applicant/Subrecipient, and any of its second-tier subrecipients or representatives, will comply with all applicable local, state, and federal statutes, including but not limited to the following state and federal statutes prohibiting hatebased conduct:
(a) California Penal Code section 422.6(a);
(b) California Penal Code section 404.6;
(c) California Penal Code section 422(a);
(d) California Civil Code section 52.1;
(e) 18 U.S.C. § 249;
(f) 42 U.S.C. § 3631;
(g) 18 U.S.C. § 247; and
(h) 18 U.S.C. § 241, 245.
Additionally, Applicant/Subrecipient will not engage, and certifies that it will take steps to ensure that its second-tier subrecipients and representatives do not engage, in conduct contrary to the purposes of the grant program and/or that threatens the safety and security of Californians, including, but not limited to, acts of violence or unlawful intimidation on the basis of race, gender, religion, national origin, sexual orientation, or other protected classifications. Prohibited conduct includes, but is not limited to, violation of the federal and state laws identified herein.
The undersigned represents that he/she is authorized to enter into this Addendum for and on behalf of the Applicant/Subrecipient. Applicant/Subrecipient understands that failure to comply with this Addendum or any of the assurances may result in suspension, termination, reduction, or de-obligation of funding.
Applicant/Subrecipient agrees to repay funds in the event there is a violation of grant assurances.
Applicant/Subrecipient:_____________________________________________________ Signature of Authorized Agent: ______________________________________________ Printed Name of Authorized Agent: __________________________________________ Title: ______________________________________ Date: _________________
EXHIBIT B
CERTIFICATION REGARDING DEBARMENT, SUSPENSION AND OTHER
RESPONSIBILITY MATTERS
Applicants should refer to the regulations cited below to determine the certification to which they are required to attest. Applicants should also review the instructions for certification included in the regulations before completing this form. Signature of this form provides for compliance with certification requirements under the applicable CFR covering New Restrictions on Government-wide Debarment and Suspension (Nonprocurement). The certification shall be treated as a material representation of fact upon which reliance will be placed when the Agency determines to award the covered transaction or cooperative agreement.
As required by Executive Order 12549, Debarment and Suspension, and implemented under the applicable CFR, for prospective participants in covered transactions, as defined in the applicable CFR A. The applicant certifies that it and its principals:
(a) Are not presently debarred, suspended, proposed for debarment, declared ineligible, sentenced to a denial of Federal benefits by a State or Federal court, or voluntarily excluded from covered transactions by any Federal department or agency;
(b) Have not within a three-year period preceding this application been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, State, or local) transaction or contract under a public transaction; violation of Federal or State antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property;
(c) Are not presently indicted for or otherwise criminally or civilly charged by a government entity (Federal State or local) with commission of any of these offenses enumerated in paragraph (1) (b) of this certification; and
(d) Have not within a three-year period preceding this application had one or more public transactions (Federal, State or local) terminated for cause or default; and B. Where the applicant is unable to certify to any of the statements in this certification, he or she shall attach an explanation to this application.
_____________________________ Address:_____________________________ Authorized Agent Signature
_____________________________ ______________________________ Printed or Typed Name
______________________________ ______________________________ Title
INSTRUCTIONS FOR CERTIFICATION
1. By signing and submitting this document, the prospective recipient of Federal assistance funds is providing the certification as set out below.
2. The certification in this clause is a material representation of fact upon which reliance was placed when this transaction was entered into. If it is later determined that the prospective recipient of Federal assistance funds knowingly rendered an erroneous certification, in addition to other remedies available to the Federal Government, the department or agency with which this transaction originated may pursue available remedies, including suspension and/or debarment.
3. The prospective recipient of Federal assistance funds shall provide immediate written notice to the person to whom this agreement is entered, if at any time the prospective recipient of Federal assistance funds learns that its certification was erroneous, when submitted or has become erroneous by reason of changed circumstances.
4. The terms "covered transaction," "debarred," "suspended," "ineligible," "lower tier covered transaction," "participant," "person," "primary covered transaction," "principal," "proposal," and "voluntarily excluded," as used in this clause, have the meanings set out in the Definitions and Coverage sections of rules implementing Executive Order 12549.
5. The prospective recipient of Federal assistance funds agrees by submitting this proposal that, should the proposed covered transaction be entered into, it shall not knowingly enter into any lower tier covered transaction with a person who is debarred, suspended, declared ineligible, or voluntarily excluded from participation in this covered transaction, unless authorized by the department or agency with which this transaction originated.
6. The prospective recipient of Federal assistance funds further agrees by submitting this proposal that it will include the clause titled "Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion Lower Tier Covered Transactions," without modification, in all lower tier covered transactions and in all solicitations for lower tier covered transactions.
7. A participant in a covered transaction may rely upon a certification of a prospective participant in a lower tier covered transaction that it is not debarred, suspended, ineligible, or voluntarily excluded from the covered transaction, unless it knows that the certification is erroneous. A participant may decide the method and frequency by which it determines the eligibility of its principals. Each participant may, but is not required to, check the List of Parties Excluded from Procurement or Non Procurement Programs.
8. Nothing contained in the foregoing shall be construed to require establishment of a system of records in order to render in good faith the certification required by this clause. The knowledge and information of a participant is not required to exceed that which is normally possessed by a prudent person in the ordinary course of business dealings.
9. Except for transactions authorized under Paragraph 5 of these instructions, if a participant in a covered transaction knowingly enters into a lower tier covered transaction with a person who is suspended, debarred, ineligible, or voluntary excluded from participation in this transaction, in addition to other remedies available to the Federal Government, the department or agency with which this transaction originated may pursue available remedies, including suspension and/or debarment.
EXHIBIT C
CERTIFICATION REGARDING LOBBYING
Certification for Contracts, Grants, Loans and Cooperative Agreements The undersigned certifies, to the best of his or her knowledge and belief, that:
1. No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of an agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan or cooperative agreement.
2. If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form LLL "Disclosure Form to Report Lobbying" in accordance with its instructions.
3. The undersigned shall require that the language of this certification be included in the award documents for all subawards at all tiers (including subcontracts, subgrants, and contracts under grants, loans, and cooperative agreements) and that all subrecipients shall certify and disclose accordingly.
This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by Section 1352, Title 31, U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure.
The Subrecipient, as identified below, certifies or affirms the truthfulness and accuracy of each statement of its certification and disclosure, if any. In addition, the Subrecipient understands and agrees that the provisions of 31 U.S.C. Chap. 38, Administrative Remedies for False Claims and Statements, apply to this certification and disclosure, if any.
AGREEMENT NUMBER: ________________
AGENCY
NAME AND TITLE OF AUTHORIZED REPRESENTATIVE
SIGNATURE DATE
EXHIBIT D
SUPPLEMENTAL GRANT SUBAWARD INFORMATION
1. Anaheim UASI Grant Office Contact Information Section:
Anaheim Police Department
Kerrstyn Vega, Police Support Services Administrator
425 S. Harbor Blvd.
Anaheim, CA 92805
2. FAIN#: EMW-2024-SS-05088
3. FUND: Federal Trust
4. Program: Homeland Security Grant Program
5. Match Requirement: None
6. Federal Awarding Agency Section:
Federal
Program
Fund / AL #
Federal
Awarding
Agency
Federal Award
Date
Total Federal
Award Amount
Total Local
Assistance
Amount
Homeland
Security Grant
Program /
97.067
US Department
of Homeland
Security
09/01/2024 $182,068,773 $172,965,335
7. Project Description Section:
• Project Acronym:
Homeland Security Grant Program (HSGP)
• Project Description:
Support state and local efforts to prevent terrorism and other catastrophic events and to prepare the Nation for the threats and hazards that pose the greatest risk to the security of the United States.
8. Research & Development Section:
• Is this Subaward a Research & Development grant? Yes ☐ No ☒
FY2024 Urban Areas Security Initiative Grant Program
Anaheim / Santa Ana UASI Sub-Recipient Grant Guide
Standard Operating Procedures, Policies, and Forms
November 2025
FY2024 Anaheim/Santa Ana UASI Sub-Recipient Grant Guide
PURPOSE AND ORGANIZATION OF THIS GUIDE
The FY2024 Urban Areas Security Initiative Grant Program Sub-Recipient Grant Guide is a reference for agencies receiving federal funds through the Anaheim/Santa Ana UASI Offices. The Guide will help sub-recipients understand and meet the financial, administrative, and audit requirements for the use of these funds. The primary source documentation for these requirements is the U.S. Department of Homeland Security “The Department of Homeland Security (DHS) Notice of Funding Opportunity (NOFO) Fiscal Year 2024 Homeland Security Grant Program,” the California Governor’s Office of Emergency Services “Fiscal Year 2024 Homeland Security Grant Program: California Supplementto FederalNotice of Funding Opportunity”, and 2 Code of Federal Regulations (CFR) Part 200 “Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards.” Please see page seven of this guide for links to the above-mentioned guidance and regulations.
Sub-recipients must meet certain requirements to receive funding from federally funded grant programs. The requirements contained in this Guide are not all-inclusive. In addition, othersource materials will be referenced. Sub-recipients are encouraged to contact the Anaheim/Santa Ana UASI Officesfor clarification of any requirements.
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TABLE OF CONTENTS
Part 1– FY24 UASI Grant Overview
Overview 4
FY24 HSGP Priorities 6
FY24 Anaheim/Santa Ana UASI Investment Justifications 6 Urban Area Working Group (UAWG) Overview 7
Grant Performance Period & Grant Identification 7
Federal and State Guidelines 7
Anaheim/Santa Ana UASI Regions 8
Part 2 – Pre-Award Guidelines
Sub-recipient Agreements/Eligibility Packets 8
Deadline to Submit Completed Packets 9
Part 3 – Project Application Guidelines
Overview 9
Supplanting 10
Project Application Process 10
Environmental and Historic Preservation Requirements 10 Notification of Awards 10
Project Modifications 11
Part 4 – Reporting Requirements, Procurement, and Reimbursements Procurement Standards and Methods 11
Reasonableness, Conflict of Interest, and Required Approvals 12 Documentation and Performance Bonds 12
Indirect Costs (Facilities & Administration) 13
Training Program Overview, Process, & Guidelines 13
Exercise Overview 15
Reimbursement Guidelines & Deadline 15
Part 5 – Financial and Equipment Monitoring Requirements Monitoring Program Overview 16
Physical Inventory 17
Maintenance and Disposal 18
Part 6 – Closeout Procedures
Notification of Closeout 18
Record Retention 19
Part 7 – Conclusion and Timeline
Conclusion 19
FY24 UASI Grant Timeline 19
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Anaheim/Santa Ana UASI Grant Office Contact Information MailingAddresses:
Santa Ana Police Department Anaheim Police Department
UASI Grant Office UASI Grant Office
60 Civic Center Plaza 425 S. Harbor Blvd
Santa Ana, CA 92701 Anaheim, CA 92805
UASI Grant Office Contact Information:
Commander Mat Sorenson (Administrator) Captain Rodney Duckwitz (Administrator) Office (714) 245-8292 Office (714) 765-1801
[email protected] [email protected]
Sergeant Nicholas Lopez (Grant Coordinator) PSSA Kerrstyn Vega (Grant Coordinator) Office (714) 245-8740 Office (714) 765-1931
[email protected] [email protected]
Jeff Hiltbrand (Fiscal/Projects) Jennifer Wann (Fiscal/Projects) Office (714) 245-8739 Office (714) 765-1591
[email protected] [email protected]
Officer Jason McFall (Equipment/Projects) Officer Dave Hill (Equipment/Projects) Office (714) 245-8737 Mobile (714) 321-1043
[email protected] [email protected]
Division Chief Nick Freeman (OCFA) Fire Captain Nick Colonelli (Anaheim Fire) Office (949) 341-0249 Mobile (714) 765-4012
[email protected] [email protected]
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Part 1 – FY24 UASI Grant Overview
Overview
The Homeland Security Grant Program (HSGP) is comprised of three interconnected grant programs.
• State Homeland Security Program (SHSP)
• Urban Areas Security Initiative (UASI)
• Operation Stonegarden (OPSG)
The HSGP is one tool among a comprehensive set of measures authorized by Congress and implemented by the Administration to help strengthen the nation against risks associated with potential terrorist attacks. Underthe HSGP, the cities of Anaheim and Santa Ana were selected as core citiesfortheOrange County Metropolitan Area and are responsible forthe management and administration of the UASI Grant Program.
The UASI grant program is designed to address the unique planning, equipment, training and exercise needs of high-threat, high-density Urban Areas, and assist them in building an enhanced and sustainable capacity to prevent, protect against, respond to, and recover from acts of terrorism. The UASI grant program, as part of the HSGP, is meant to support the Federal government’s larger, coordinated effort to strengthen homeland security preparedness. The HSGP implements objectives addressed in a series of post 9/11 laws, strategy documents, plans, and Homeland Security Presidential Directives (HSPDs). Of particular significance is the National Preparedness Goal (NPG) and its associated work products. The Goal defines what it means for the whole community to be prepared for all types of disasters and emergencies. The National Preparedness Goal is defined as: “A secure and resilient Nation with the capabilities required across the whole community to prevent, protect against, mitigate, respond to, and recover from the threats and hazards that pose the greatest risk.” In addition to stating the goal, the document describes 32 activities, called core capabilities, which address the greatest risks to the nation.
These core capabilities require the combined efforts of the whole community and are essential for the execution of each of the five mission areas: Prevention, Protection, Mitigation, Response, and Recovery.
As described in the Goal, the 32 core capabilities are the distinct critical elements necessary for our success. They are highly interdependent and will require us to use existing preparedness networks and activities, improve training and exercise programs, promote innovation, and ensure that the administrative, finance, and logistics systems are in place to support these capabilities. The capabilities are grouped into the five mission areas, with some capabilities aligning under one mission area, and others applying to several mission areas (see Table 1 on page 5).
Projects funded through the Anaheim/Santa Ana UASI should be developed using a capabilitiesbased planning approach and make use of the “Core Capabilities” (https://www.fema.gov/corecapabilities), keeping in mind a capability may be delivered with any combination of properly planned, organized, equipped, trained and exercised personnel that achieve the intended outcome. Just as no single agency/jurisdiction would be expected to perform every task, neither would they be expected to have sufficient levels of every capability needed for a major event.
Requirementsthat exceed an entity’s capabilities would be secured through mutual aid orformal
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requests for assistance from other levels of government. This concept is the basis for strengthening regional planning, coordination, and resource sharing to prepare for catastrophic events. A key factor in determining what projects will be funded is the ability of the project to achieve a regional capability.
Table 1: 32 Core Capabilities by Mission Area
The FY2024 UASI program is intended to enhance regional preparedness efforts. Urban Areas must use these fundsto employ regional approachesto overall preparedness and are encouraged to adopt regional response structures whenever appropriate. UASI program implementation and governance must include regional partners and should have balanced representation among entities with operational responsibilities for prevention, protection, mitigation, response, and recovery activities within the region.
In an effort to assist the urban area’s sub-recipients in understanding how to apply for funding and seek reimbursement for approved expenditures, the Anaheim/Santa Ana UASI grant office has developed a guide. The purpose of the Anaheim/Santa Ana Sub-Recipient Grant Guide is to
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provide: (1) an overview of the UASI grant program; (2) pre-award guidelines; (3) project application process; (4) reporting, procurement, and reimbursement requirements; (5) financial and equipment monitoring guidelines; and (6) closeout of the grant program.
FY24 Homeland Security Grant Program Priorities
• Build, sustain, and deliver core capabilities in order to achieve the National Preparedness Goal of a secure and resilient Nation; HSGP funded investments must have a terrorism-nexus.
• For the FY24 HSGP grant, a minimum of 30% of total awarded funds must be allocated across six national priority areas identified in the 2024 Notice of Funding Opportunity (NOFO) as listed below:
▪ Enhancing the protection of soft targets/crowded places – no minimum spend requirement;
▪ Enhancing information and intelligence sharing and cooperation with federal agencies, including DHS – no minimum spend requirement; ▪ Combating domestic violent extremism – no minimum spend requirement;
▪ Enhancing cybersecurity – no minimum spend requirement; ▪ Enhancing community preparedness and resilience – no minimum spend requirement;
▪ Enhancing election security – 3% minimum spend.
• Additional FY24 HSGP investment strategy areas and enduring needs include:
▪ Effective planning;
▪ Training and awareness campaigns;
▪ Equipment and capital projects; and
▪ Exercises.
• Address gaps identified through the annual State Preparedness Review (SPR) in achieving capability targets set through the annual THIRA.
FY24 Anaheim/Santa Ana UASI Projects
In accordance with the ongoing projects, HSGP Guidance, National Preparedness Guidance, and the Anaheim/Santa Ana UASI Grants Strategy, the following are projects proposed in the FY24 Investment Justifications (NP = National Priority area):
+Project D – Strengthen Information Sharing and Collaboration: Countywide ALPR Program, OCIAC Intelligence Analysts, OCIAC Health Care Liaison Officer, OCIAC analytic software, OCIAC Analyst Proficiency Training, and program management costs +Project E – Enhancing the Protection of Soft Targets/Crowded Places (NP): Sustain Orange County Civic Center Video Surveillance System (including program management costs) and OCIAC Critical Infrastructure Protection (CIP) Analyst
+Project G - Enhance Community Resilience, Including Partnerships with Volunteers and Community Based Organizations and Programs (NP): Sustain both “If You See Something, Say Something” and “ ReadyOC” Preparedness Campaigns (including program management costs)
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+Projects L – Enhance Multi-Jurisdictional/Inter-Jurisdictional All-Hazards Whole Community Incident Planning, Response and Recovery Capabilities: Regional Training and Exercises for Law Enforcement (including Active Shooter Drill and TECC), Regional Training for Fire Service, Regional Training and Exercises for EMG, Type 3 Mass Decontamination Unit for OCFA, Training and Exercise Program Manager, and grant Management and Administration costs. +Project J – Enhancing Information and Intelligence Sharing and Cooperation with Federal Agencies, including DHS (NP): OCIAC Intelligence Analysts, OCIAC Management and Administration costs, and Blockchain Analysis software for OCIAC +Project O - Enhancing Cybersecurity (NP): OCIAC Cyber Systems Analyst and OCIAC Cyber Intelligence Analyst
+Project P - Combating Domestic Violent Extremism Through Enhanced Intelligence Collection & Analysis, Training, and Community Resilience (NP): OCIAC Domestic Violent Extremism Analysts
+Project R – Enhancing Election Security (NP): Portable Vehicle Barriers and Operation Overtime for Election Security activities
Anaheim/ Santa Ana Urban Area Working Group (UAWG)
Homeland Security grants guidelinesspecifically require the formation of an Urban Area Working Group to “coordinate the development and implementation of all program initiatives”. The federal guidance requires the use of existing working groups and committees to plan and implement grant related activities and to coordinate grant resources. In order to accomplish this task, the Urban Area Working Group (UAWG) functions as the primary advisory body to the Anaheim/Santa Ana Urban Area Steering Committee.
The mission of the UAWG isto provide recommendationsto the Steering Committee through the identification, prioritization and development of a standardized, regional, all-hazards approach to increase preparedness, prevention, protection, response, and recovery capabilities through the coordinated, collaborative efforts of multi-jurisdictional, multi-disciplined representatives from the Orange County Operational Area. The UAWG will be responsible for coordinating the development and implementation of all program initiatives and act in an advisory capacity to the Steering Committee regarding activities related to the Urban Areas Security Initiative (UASI).
FY24 UASI Grant Performance Period
The California Governor’s Office of Emergency Services’ Performance Period for the Anaheim/ Santa Ana Urban Area is September 1, 2024 to May 31, 2027. However, the Sub-Recipient Performance Period for the FY24 UASI Grant Program is November 12, 2025 to March 31, 2027.
UASI Grant CFDA #: 97.067 UASI Grant #: 2024-0088 FIPS#: 059-95010 DHS Funding Opportunity #: DHS-24-GPD-067-00-98 FAIN #: EMW-2024-SS-05088 FY24 Anaheim/Santa Ana UASI Award: $4,731,981
FY24 HSGP Fusion Center Award to OCIAC: $835,000
Federal Grant Guidance:
• “Fiscal Year 2024 Homeland Security Grant Program (HSGP) Notice of Funding Opportunity (NOFO)” (https://www.fema.gov/grants/preparedness/homelandsecurity/fy-24-nofo)
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California State Grant Guidance:
• “Fiscal Year 2024 Homeland Security Grant Program: California Supplement to Federal Notice of Funding Opportunity” (https://www.caloes.ca.gov/wpcontent/uploads/Grants/Documents/FY2024-HSGP-State-Supplement-updated12.18.24.pdf) Administrative, Cost Principles, and Audit Guidelines:
• Title 2 Grants and Agreements Code of Federal Regulations (CFR) “Part 200 Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards” (https://www.ecfr.gov/current/title-2/subtitle-A/chapter-II/part-200) Entities Covered by the FY24 UASI Grant Program*
Anaheim (Lead) La Habra Placentia
Aliso Viejo La Palma Rancho Santa Margarita
Brea Laguna Beach San Clemente
Buena Park Laguna Hills San Juan Capistrano
Calif. State University, Fullerton LagunaNiguel Santa Ana Costa Mesa Laguna Woods Santa Ana Unified School District Cypress Lake Forest Seal Beach
Dana Point Los Alamitos Stanton
Fountain Valley Mission Viejo Tustin
Fullerton Newport Beach University of California, Irvine Garden Grove Orange Villa Park
Huntington Beach Orange County Westminster
Irvine
Juaneño Band of Mission Indians
Orange County Fire
Authority
Yorba Linda
Municipal Water District of
Orange County
*In FY04 and FY05 UASI Grants, Anaheim and Santa Ana each had their own UASI Grant award.
DHS combined cities starting with the FY06 UASI Grant. In even years (06, 08, 10, 12, 14, 16, 18, 20, 22, 24) Anaheim is the lead fiscal agent and in odd years (07, 09, 11, 13, 15, 17, 19, 21, 23) Santa Ana is the lead fiscal agent.
Part 2 – Pre-Award Guidelines
Sub-recipient Agreement/Eligibility Packets:
All members of the Anaheim/Santa Ana Urban Area are considered sub-recipients and are eligible to submit an application for project funding to the Anaheim/Santa Ana UASI for grant funds. Prior to submitting an application, each sub-recipient must establish their eligibility to
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receive grant funds by submitting an eligibility package. The eligibility packet must include:
• The FY24 Anaheim/Santa Ana UASI Agreement
• Signed Grant Assurances (Exhibits A and A-1 of Agreement) • Debarment, Suspension and Other Responsibility Matters (Exhibit B of Agreement) • Signed Certifications Regarding Lobbying (Exhibit C of Agreement) • Completed and signed ASAUA Sub-Recipient Grants Management Assessment • Copy of Governing Body Resolution (or equivalent) accepting FY24 UASI Grant Funds • Copy of Sub-Recipient’s Procurement Policy
• Copy Sub-Recipient’s Travel Policy
• Copy of Sub-Recipient’s Equipment Control and Disposition Policy • Copy of 2023/2024 Single Audit Report (If the sub-recipient expends more than $750,000 in federal assistance they must perform a single audit and provide a copy of the audit results to the Anaheim/Santa Ana UASI Grant Office. The $750,000 threshold in federal assistance is an aggregate total and is not limited only to UASI funds. Refer to 2 CFR 200.501)
Eligible sub-recipients must have a Unique Entity Identifier (UEI) number and be currently registered in the System Award Management (SAM) to receive funding. Information on obtaining a UEI number and registering in SAM is available online (http://Grants.gov/web/grants/register.html).
Sub-recipients may notsub-award Anaheim/Santa Ana UASI funds awarded to them. UASI funds may only be used to reimburse sub-recipients for allowable grant expenditures that have received prior approval from the Anaheim/Santa Ana grant office.
Deadline to Submit Eligibility Packet and Agreement:
A completed packet, including all of the above listed documentation, MUST be turned into the Anaheim UASI Grant Office, no later than February 9, 2026.
Part 3 – Project Application Guidelines
Overview
In an effort to gather the information required to document the allocation of UASI grant funds and to collect the information necessary to accurately record how the funds will be utilized, all sub-recipients are required to submit an “Application for Project Funding” prior to being authorized to expend funds for which they will be reimbursed. A copy of the “Application for Project Funding” will be sent to all project managers during the ASAUA Grant Investment Justification and Application process and is available upon request.
The Application for Project Funding is comprised of 10 sections designed to collect the information necessary to determine:
1) what capability(ies) the project is designed to establish or enhance; 2) if the project supports the urban areas strategy, THIRA, and State Preparedness Report; 3) how much the project will cost;
4) how the project will be implemented; and
5) how the project will be sustained.
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Supplanting
Grant funds must be used to supplement existing funds, not replace (supplant) funds that have been appropriated for the same purpose.
Project Application Process
The project funding application processis outlined below:
• Sub-recipients must complete a Preliminary Homeland Security Grant Program Project Funding Request (form available upon request), and present their project to the Urban Area Working Group (UAWG). The UAWG will recommend approval or denial to the Steering Committee.
• After projectis presented to UAWG, Sub-Recipient completesthe “Application for Project Funding” and submits it to the Anaheim/Santa Ana UASI Grant Office for review and approval.
• If applicable, sub-recipient completes the Environmental and Historic Preservation Screening Memo, Coversheet, and required back-up (maps, pictures, descriptions, etc.) and attaches to the Application for Project Funding (contact Grant Office for more information).
Note: Not all proposed projects will require an EHP. EHP determination can be made by reviewing the applicable Authorized Equipment List or FEMA’s EHP Policy Guidance #108-023-1 for training and exercises
(https://www.fema.gov/sites/default/files/documents/fema_GPD-EHP-policyfinal-amendment_82018.pdf). • The Grant Steering Committee will review the applications to determine projects approved for funding.
Sub-recipientsthat have their applications approved for funding will receive an “Award Letter” which will detail the amount of funding that has been approved.
Environmental and Historic Preservation Requirements
At the time of the project application submission, or when directed by the ASAUA Grant Office based on the project scope, sub-recipients will be required to submit the Environmental and Historic Preservation (EHP) Screening Memo, and required back-up (maps, pictures, descriptions, etc.). Refer to the attachments at the end of the screening form for assistance.
EHP is required for certain types of training and exercises. Please refer to FEMA’s EHP Policy Guidance (referenced above) for verification on when an EHP is necessary for training courses and exercise deliveries. For additional clarification on EHP’s, please refer to https://www.fema.gov/grants/guidance-tools/environmental-historic Notification of Award
For those projects that are approved for FY24 UASI funding, the sub-recipient will receive an award letter indicating the project has been approved for funding, the amount of funding that has been approved, and the time frame in which the project must be completed.
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ProjectModifications
Sub-recipients must complete the Request for Project Modification (contact grant office for form), and submit it to the Anaheim/Santa Ana UASI grant office for approval prior to modifying any of the terms of the project or funding amounts.
Part 4 – Reporting Requirements, Procurement, and Reimbursements Procurement
Sub-recipients shall use their own procurement procedures and regulations, provided their procurement procedures and regulations conform to applicable Federal law and standards.
The sub-recipient must use the System Award Management (SAM) located at http://sam.gov to verify all parties involved in transactions that are expected to equal or exceed $25,000 have not been debarred or suspended from receiving federal funds (2 CFR 180.220). Sub-recipients must comply with all applicable lobbying prohibitions and laws as required by U.S. Code Title 31 § 1352 and ensure language regarding thisrequirement isincluded in all agreements and contracts entered into by the sub-recipient. All contracts must also contain the applicable provisions identified in (2 CFR 200.326).
Selection of Procurement Method
Sub-recipients should follow their own established procurement policies, provided their procurement methods conform to applicable Federal law and standards. These policiesshould detail the following procurement methods and when it is permissible to use them:
• Micro-purchase – Acquisition of supplies or services in which the aggregate dollar amount does not exceed $10,000. Micro-purchases may be awarded without soliciting competitive quotations if the price is deemed reasonable. • Small purchase – Must obtain price or rate quotations from an adequate number of qualified sources; procurement must be competitive.
• Sealed bids – Must make a firm fixed-price award to the bidder whose bid is the most advantageous to the grantee. If factors other than price are considered in determining the winning bid, the invitation for bids must describe clearly these otherfactors and how they will be applied in calculating the bids.
• Competitive proposals – Fixed-price or cost-reimbursement type contract. Must identify all evaluation factors and their relative importance, considering price and otherfactors. • Non-Competitive procurements - Used only when the small purchase, sealed-bid or competitive proposals methods are not feasible, and one of the following circumstances exists:
o The item is only available from one source
o There is a public exigency or emergency need for the item that will not permit the delay associated with competitive solicitation
o Aftersolicitation of a number ofsources, competition is determined inadequate.
Please see below for additional requirements pertaining to non-competitive procurements.
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Reasonableness of Cost/Price
Sub-recipients are required to perform some form of price or cost analysis cost with every procurement estimated to exceed the Simplified Acquisition Threshold (currently set at $250,000).
The method or degree of analysis is dependent on the facts and circumstances surrounding the particular procurement but, as a starting point, sub-recipients must make independent estimates before receiving bids or proposals. Through a cost analysis, determinations are made on which costs are real and reasonable, allowable under grantee regulations or rules, and properly allocated to the work to be performed under proposed contracts.
Sub-recipients are required to negotiate profit as a separate element of price for each contract where there is no price competition and in all cases where a cost analysis is performed. Please contact the ASAUA Grant Office for guidance and recommended language for meeting this requirement.
Conflicts of Interest
No official or employee of local government shall participate personally through decisions, approval, recommendation, or otherwise in any application, contract, award, agreement with federal funds, in which he/she or immediate family, partners, organization in which they participate or prospective employment, has a financial interest, or has less than an arms-length transaction. Violations may result in criminal, civil, or administrative penalties.
State EOC, Aviation, and Non-Competitive Procurement Pre-Approval Requirements For all UASI projects that establish or enhance an Emergency Operation Center (EOC), project managers must submit the CalOES Establish/Enhance Emergency Operations Center (EOC) Request Form (contact Grant Office for copy of form) to the Santa Ana UASI Grant Coordinator for pre-approval.
Any and all Aviation Equipment projects must also be pre-approved by CalOES before purchases begin. The CalOES Aviation Request Form(contact Grant Office for copy of form) once completed must be forwarded to the Santa Ana UASI Grant Coordinator.
Finally, all Non-Competitive Procurements in excess of the Simplified Acquisition Threshold (currently set at $250,000) require pre-approval from CalOES, before any purchases are made.
Once completed, the Request for Non-Competitive Procurement Authorization Form (contact the Grant Office for a copy of the form) must be forwarded to the Santa Ana UASI Grant Coordinator for approval. The form will require approval from the sub-recipient’s Purchasing Agent before being submitted to CalOES for review. Further documentation supporting the procurement effort may be requested for review by CalOES.
Documentation
Sub-recipients are required to maintain recordssufficient to detailthe history of procurement [2 CFR 200.318(i)]:
• The rationale for the method of procurement (small purchase,sealed bid, etc.) • The selection of contract type (fixed-price, cost reimbursement, etc.) • Contractorselection or rejection; and
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• The basis of the contract price.
If procurement exceedsthe small purchase amount, the sub-recipient mustinclude in its procurement records and files:
• The basisfor contractorselection
• Justification for lack of competition when competitive bids or offers were not obtained • The basis for the award cost or price
Please keep a detailed record of each procurement step. A form is available to assist the subrecipient with this process. Please contact the grant office for a copy.
Performance Bonds
Sub-recipients are required to purchase performance bonds for any equipment items that exceed $250,000 or for any vehicles including aircraft or watercraft that are financed with Homeland Security funds. The cost of the performance bond is an allowable expense under the UASI grant program. Per the HSGP California State Supplemental Guidance, equipment purchased under a performance bond must be received within 90 day of the Recipient’s (City of Anaheim or City of Santa Ana) performance period.
** A copy of the performance bond must be submitted to the awarding agency (CalOES) no later than the time of reimbursement.
Indirect Costs (Facilities and Administration)
Under the FY24 UASI Grant Program, recipients and sub-recipients are allowed to claim indirect costs based on their federally approved indirect cost rate for expenses that are not easily tied to a specific object or activity (direct costs) and fall within the “Facilities” or “Administration” categories. Per 2 CFR Part 200.414, “Facilities” is defined as depreciation on buildings, equipment and capital improvement, interest on debt associated with certain buildings, and operations and maintenance expenses. “Administration” is defined as general administration and general expenses such as the director’s office, accounting, personnel and all other types of expenditures not listed specifically under the “Facilities” sub-category. The indirect costs eligible for reimbursement under FY24 are based an approved percentage of the total claimed expenditures, excluding equipment and contract costs. A copy of the approved rate is required at the time of application, and must be provided to DHS/FEMA before indirect costs are charged to the award.
As part of the FY24 UASI Grant Application process, the Anaheim/Santa Ana UASI was required to notify CalOES as to whether or not they would be claiming indirect costs under the FY24 award. The Grant Office has elected not to claim “Facilities” and “Administration” costs under this grant cycle.
Training Program Overview
The Anaheim/Santa Ana Urban Areas allocates training funds to applicable Orange County jurisdictions based on the following functional areas: Law Enforcement, Fire, Health Care, and Emergency Management.
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Although no longer a DHS requirement,the Anaheim/Santa Ana UASI continuesto dedicate 10% of the total grant allocation to eligible training expenses as set forth by the Urban Area Working Group (UAWG). The UAWG makes recommendations that will enhance regional preparedness, ensure standardization within Orange County, avoid duplication of efforts, and maximize the use of grant funds. Training needs will be determined by regional stakeholders within each functional area based on an evaluation of the region’s gap in in capabilities and the Urban Area’s Multi-year Training and Exercise Plan. In collaboration with the UAWG, these needs will be prioritized and presented to the Anaheim/Santa Ana UASI for funding. A list of eligible training courses will be maintained in the ASAUA Homeland Security Regional Homeland Security Training Catalog.
Additional courses may also be offered through local instruction based on identified need.
Eligible costs for locally instructed training under the FY24 UASI allocation will be reimbursed through the Santa Ana UASI Office. Please refer to the training calendar on the Orange County Intelligence Assessment Center (OCIAC) website, https://ociac.org, for a list of the additional approved UASI training courses and deliveries.
Regional Training
Attendance for regional training classes will be coordinated through the Anaheim/Santa Ana Training and Exercise Coordinator and the OCIAC website. Jurisdictions must adhere to the approval process under the Reimbursement Guidelines section below prior to attendance by personnel in a regional training class. Please note, for regional training courses provided locally, one tracking request number will be requested for all participating jurisdictions; contactthe UASI Training and Exercise Coordinator for confirmation.
ReimbursementGuidelines
Training expenses that are submitted for reimbursement must adhere to the FY24 State and Federal Homeland Security Grant Program Guides, and applicable Code of Federal Regulation (CFR). In accordance with this guidance, several regulations are highlighted below:
• Reimbursable training costsfor approved training includes: Tuition,Overtime and Backfill for approved instructors, and Travel Costs (i.e. airfare, mileage, per diem, hotel, etc.). All expenses must comply with each jurisdiction’s established policies. • Overtime and backfill are reimbursable expenses, but at NO time is dual compensation (overtime and backfill) allowable during the same training day. In order to pay for backfill, agencies must have incurred the expense of paying overtime to fill a position vacated by the employee on the day of the training.
• Personnel costs for employees who provided training instruction on a normal work day are not reimbursable.
• For agenciesthat have extended shifts (12-24 hours) please note that backfill can only be reimbursed for the time that the employee was not able to work their normal shift due to the training.
• Reimbursement for “Fringe Benefits” in overtime and backfill is limited only to Federal Insurance Contributions Act (FICA), Workers’ Compensation, and Unemployment Insurance.
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• Tips, alcohol, and entertainment are not reimbursable expenses. • Agenciesmustretain expense related documentation forthree years past the close of the grant by CalOES and the ASAUA Grant Office.
To submit for reimbursement, sub-recipients will need to complete the Travel Reimbursement Application Worksheet for each completed course. The Travel Reimbursement Application Worksheet must include the State Tracking Number for the class in order to receive reimbursement.
Payroll documentation must include a timesheet, overtime sheet, or some other form of documentation that has the following information: employee signature, grant (UASI), date(s), hours, and purpose (ex. course title attended or Backfill for employee). If the sub-recipient does not have this document, the employee must complete the Functional Timesheet. All Overtime/Backfill expenses must be supported by copies of a payroll or othersimilarsystem that supports the overtime rate and number of overtime/backfill hours that submitted for reimbursement.
In addition to the Training Reimbursement Application Worksheet, sub-recipients must also complete one Reimbursement Request for Grant Expenditures form for the total amount listed on each of the Training Reimbursement Applications and Worksheets. An invoice must also be included that bills the City of Santa Ana for the total amount.
Please contact the grant office for a copy of all required forms.
Exercise Program Overview
UASI Funded exercises will occur on an ongoing basis, according to the Urban Area’s Multi-year Training and Exercise Plan and identified capabilities gaps within the region. Certain exercises may have funding available for expenses incurred by jurisdictions as a result of participation in or the development of UASI funded exercises. All expensesto be reimbursed through UASI must receive prior approval from the Anaheim/Santa Ana UASI Grant Office. Any questions regarding the Exercise Program, please contact the Anaheim/Santa Ana UASI Training and Exercise Coordinator.
The following documentation is required forreimbursement:
Equipment/Planning ReimbursementDocumentation:
• City/Agency invoice billing the City of Anaheim forreimbursable charges • Reimbursement Request for Grant Expenditures Form
• Copies of invoices received and paid by Sub-Recipient • Copies of payments (checks issued)
• Copies of requisitions, quotes, and purchase orders
• Copies of Requests for Bid/Proposal, evaluations, and contracts • Packing slip with itemized equipment purchases
• Equipment Reimbursement Worksheet
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Training ReimbursementsDocumentation:
• City/Agency invoice billing the City of Anaheim forreimbursable charges • Reimbursement Request for Grant Expenditures Form
• FY24 Travel Reimbursement Worksheet
• Copies of invoices received and paid by Sub-Recipient • Copies of payments(checks issued)
• Documentation of payroll records verifying hourly rate and overtime/backfillrate, as well as proof of total overtime cost paid for each employee
• Copies of signed employee documentation or UASI Functional Timesheets for overtime/backfill
• Copy of the Tracking Number
• Copy of rostershowing proof of instruction
• Copies of all receiptsfor tuition, travel, lodging and per diem. If the sub-recipient’s travel policy indicates actual costs will be reimbursed, the sub-recipient must submit all receipts. If the sub-recipient’s travel policy is to provide a daily Per Diem, then records must be provided that document the amount of Per Diem provided. • DEADLINE to submit final training reimbursement packet: December 31, 2026.
Other Approved Personnel Cost (Planning, M&A, and Organization) Reimbursement:
• City/Agency invoice billing the City of Anaheim forreimbursable charges • Reimbursement Request for Grant Expenditures
• Copies of employee job descriptions/dutiesrelated to the grant • Copies of payroll records verifying hourly rate and overtime/backfill rate, as well as proof of total overall payroll costs
• Copies ofsigned employee payroll documentation or UASI Functional Timesheetsfor overtime/backfill or approved UASI salaries
Deadline to Submitfor Reimbursement
Sub-Recipients are encouraged to seek reimbursement throughout the grant cycle, as funds are expended. Final Reimbursement Packets (for all other projects outside of Training) are to be turned in NO LATER THAN March 31, 2027.
Part 5 – Financial and Equipment Monitoring Requirements Monitoring Program Overview
In an effort to ensure the Anaheim/Santa Ana UASI is compliant with all federal, state and local laws and requirements, and to make certain all activities carried out under the Anaheim/Santa Ana UASI grant program are both reasonable and allowable, every subrecipient who receives funding will be monitored by staff from the Anaheim/Santa Ana UASI grant offices. It is through a comprehensive application process and monitoring that the Anaheim/Santa Ana UASI hopes to achieve its goal of performing effective grants management.
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Procurements
Sub-recipients shall use their own procurement procedures and regulations, provided their procurement procedures and regulations conform to applicable Federal law and standards.
Equipment
For purposes of this guide, “Equipment” is defined as follows: “An article of non-expendable, tangible personal property having a useful life of more than one year and a per-unit acquisition cost which equals or exceeds the lesser of the capitalization level established by the governmental unit for financialstatement purpose, or $5,000.” Refer to the DHS FY24 Homeland Security Grant Program – Notice of Funding Opportunity and the Authorized Equipment List (AEL) for allowable equipment expenses. The 21 allowable equipment categories for the FY24 HSGP are listed on the web-based AEL at:
https://www.fema.gov/authorized-equipment-list. Unless otherwise stated in program guidance, equipment must meet all mandatory regulatory and/or DHS-adopted standards to be eligible for purchase using UASI funds. Sub-recipients will be responsible for obtaining and maintaining all necessary certifications and licenses for the purchased equipment.
Physical Inventory
As noted above, the purpose of the monitoring visit whether formal or informal, is to oversee and ensure that sub-recipients are expending and using funds on projects that have been preapproved. Furthermore, once the projects are completed, that the resulting equipment is being used in a manner consistent with the original intent and request.
To that end, and in compliance with federal, state, and local grant guidelines, strategies, and policies, a representative from the Anaheim/Santa Ana grant offices will be required to physically inspect, tag, and inventory all UASI funded equipment. The Anaheim/Santa Ana UASI grant offices will conduct a monitoring review of all Operational Area UASI funded equipment at least once every two years. Equipment items must be inspected and monitoring reviews completed throughout the life of the equipment, terminating when disposition takes place.
Disposal records for equipment acquired with Federal funds must be retained for 3 years after final disposition. Please refer to the ASAUA Equipment Guidelines for a review of the applicable rules and regulations regarding the purchase and maintenance of federally funded equipment.
During a review, verification will be made that the following conditions do, or do not exist:
• There is a regional (operational area) application to the equipment. • There is an established and documented Point of Contact/Custodian (POC) who is responsible for the providing all requested documentation to the monitor, as well as upkeep and care for the equipment.
• There is an established and documented process for inventorying equipment and tracking its use, maintenance, and training/exercising. • Current and accurate equipment records are kept including: description, serial number, source of equipment, title holder, acquisition date, cost of equipment, percentage of federal participation in the cost, location kept, use of and condition of equipment, date of disposal (if applicable), and sale price (if applicable). • Complete financial records are on hand, to include a full procurement/purchasing
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packet (quotes, bids, etc.), purchase orders and/or contracts, invoices, payments, packing slips, and any other documentation the sub-recipient deems necessary to show grant funds have been used according to the grant, administrative, and financial guidelines mentioned in Chapter 1 of this guide. Refer any financial recordkeeping questions to the Anaheim or Santa AnaGrant Fiscal Coordinator. • Quality Control guidelines exist to ensure adequate safeguards to prevent loss, damage, or theft of equipment.
• If there is a case of loss, damage, or theft of equipment, the custodial agency must notify the Anaheim/Santa Ana UASI grant office in writing no later than 30 day calendar days. If lost, stolen, or damaged beyond repair, the equipment shall be replaced with that of like kind and capability, at the custodial agency’s own expense.
The Sub-Recipient will be notified of any compliance issues (findings) discovered during the monitoring review. Advisory recommendations will be provided to ensure future compliance with grant regulations. Depending on the nature of the compliance issues identified, further action may be necessary and include penalties for the custodial agency. Penalties are not limited to, but may include: re-possession of the funded equipment by the Anaheim/Santa Ana UASI Grant Offices, future denial of project requests, etc.
Maintenance & Disposal
The custodial agency will be responsible for all maintenance or repair related to UASI funded equipment, outside those covered by a manufacturer’s warranty. When original or replacement equipment acquired under a grant or sub-grant is no longer needed for the intended use, or original project or program, disposition will be made asfollows:
• Equipment with a current per-unit fair market value less than $5,000 may be retained, sold, or otherwise disposed of with no further obligation to the awarding agency. • Equipment with a current per-unit fair market value in excess of $5,000 may be retained or sold, and the awarding agency (CalOES) shall have a right to an amount calculated by multiplying the current market value or proceeds from sale by the awarding agency’s share of the equipment.
• If not sold or retained, the equipment shall be returned to the Recipient (Anaheim/Santa Ana UASI grant office).
• Sub-Recipient must contact ASAUA Grant Office prior to initiating disposition process.
Grant Office is required to reach out to awarding agency for disposition instructions prior to taking any action.
Please refer to the ASAUA Equipment Guidelines for a review of all applicable rules and regulations regarding the purchase and maintenance of federally funded equipment. Any questions regarding equipment and logistical monitoring, contact the UASI Grant Office.
Part 6 – Closeout Procedures
Notification of Closeout
The sub-recipient will receive notification of the closeout of FY24 UASI Grant Program once
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instructions have been issued by CalOES. The recipient (Anaheim/Santa Ana UASI) must submit the final Performance Report and Bi-Annual Strategy Implementation Report (BSIR) before approval and closeout will be issued. Once approved, CalOES will notify the Anaheim/Santa Ana UASI Grant Office of the start of the record retention period for all programmatic and financial grant-related records.
Record Retention
Sub-recipients must retain all financial records and supporting documents for a period of three years from the date of submission of the final expenditure report by the Anaheim/Santa Ana UASI. Notification of the closeout date and subsequent record retention period will be disseminated by CalOES and passed through to the sub-recipient.
Part 7 – Conclusion and Timeline
Conclusion
It is critical that sub-recipients become familiar with the guidelines as set forth in this document, as well as the others referred to in this guide. With the overlap of grant cycles and nuances found within in each, the grant administrators and coordinators will rely on subrecipients to provide timely, accurate information and documentation for a successful implementation of the UASI Grant Program.
FY24 UASI Grant Timeline
Anaheim/Santa Ana UASI Performance Period Begins September 1, 2024 Anaheim/Santa Ana UASI Award October 28, 2024
Anaheim/Santa Ana Sub-Recipient Performance Period Begins November 12, 2025 Anaheim/Santa Ana UASI Grant Program Rollout Meeting November 12, 2025 Sub-Recipient Agreement & Eligibility Packet Due February 9, 2026 Deadline to Submit Completed Training Reimbursement Packets December 31, 2026 Final Reimbursement Packets Due/Performance Period Ends March 31, 2027 Anaheim/Santa Ana UASI Grant Performance Period Ends May 31, 2027
CITY OF FOUNTAIN VALLEY
CITY COUNCIL
COUNCIL ACTION REQUEST
To: Honorable Mayor and Agenda Date: February 3, 2026
Members of the City Council
SUBJECT: Approval of amended professional services contract with Baker Tilly for a comprehensive organizational assessment of the Police Department in a not-toexceed amount of $75,258; and a Budget Amendment to appropriate $75,260 in the General Fund for Police Department Professional Services.
Three-Year Strategic Goals
☐ Enhance the culture and environment of “A Nice Place to Live” ☒ Achieve fiscal stability by evaluating processes, and attract and retain revenue producing businesses/opportunities
☒ Attract and retain quality staff through best practices and trends ☐ Maintain, build, and modernize infrastructure to support growth and future needs of the City
☐ Not applicable
AMENDED STAFF REPORT
This contract was reviewed and approved by the City Council at the December 16, 2025, meeting. The Consultant, Baker Tilly, requested changes to the contract template that were reviewed and approved by the City. These changes were not reflected in the contract draft uploaded to OnBase for the December 16, 2025, meeting. The agreed-upon revisions allowed the Consultant to limit their liability to three (3) times the fees paid to the Consultant for the portion of the work relating to the claim. This was agreed to because of the low-risk nature of the scope of work.
EXECUTIVE SUMMARY
A Request for Proposal (RFP) for a Police Department Organizational Assessment was published through the City of Fountain Valley’s electronic procurement system to gather information about competition, standard operations, and other features available in the marketplace. Following the RFP evaluation process, Staff recommends awarding a professional services contract to Baker Tilly for a comprehensive organizational assessment of the Police Department. The six-month assessment will evaluate operational efficiencies, organizational structure, staffing resources, workload, information technology, and policy
PD Organization Assessment
February 3, 2026
review.
DISCUSSION
Staff recently discussed strategies to maximize efficiencies with current resources and develop a detailed plan regarding sworn and professional services staffing, including the need to evaluate Department operations for operational efficiencies. To achieve this, Staff identified an organizational assessment as a priority project. The goal of the project is to evaluate operational effectiveness, resource allocation, and strategic alignment of divisions within the Police Department.
The selected vendor’s scope of work will assess and recommend effectiveness in the following areas:
A. Organizational Leadership
B. Administration and Staffing
C. Patrol Services
D. Data and Technical Equipment
E. Recruitment/Retention
F. Dispatch Structure and Protocol
G. Schedule and Beat Design
H. Community Engagement
I. Technology Evaluation
J. Organization Culture
Project Timeline
The assessment will be conducted over six months, following five core tasks:
Activity 1 – Start project
Planning meeting with key City and Police Department leaders. Introduce respective teams.
Ensure the plan of work and schedule are clear.
Establish good working relationships.
Activity 2 – Gather information and obtain input
Review documents and data.
Conduct interviews with Department leadership to assess operations, organizational structure, Department priorities, and challenges and opportunities for improvement.
Focus group with Department employees at all levels.
Administer employee survey of the Department to obtain the broadest level of suggestions and input, and to convey that all staff viewpoints will be considered.
Observe field operations, briefings, training sessions, or other Department activities.
Activity 3 – Conduct analysis
Workload, staffing, operations, and organization structure of the
PD Organization Assessment
February 3, 2026
Department.
Determine officers, supervisors and support staff needed by function to achieve level-of-service goals.
Assess organizational structure, spans of control, rank structure, administration and support personnel, and special unit staffing to assess whether an alternative organizational structure would improve efficiency and delivery of services.
Analyze key job descriptions to determine if there are opportunities to modify, reduce, civilianize or reclassify certain positions. Evaluate effectiveness of current patrol zones (beats) based on response times and resource deployment considering workload and staffing, unit availability and deployment of allocated units.
Assess any additional services that can be enhanced or handled with improved technology.
Evaluate partnerships, shared services, shared resources and contracted services.
Examine performance objectives including the ratio of calls for service available for proactive/discretionary time.
Activity 4 – Report results
Prepare a draft project report to include analysis of relevant issues and recommendations to improve the efficiency of the Department and ensure it has proper staffing and resources commensurate with the services it provides.
The Police Department team has an opportunity to review and comment on the detailed analysis before the final report is prepared. Finalize project report to include a rich discussion of analysis and recommendations.
Activity 5 – Support implementation
Baker Tilly will prepare a draft IAP. This is an executable roadmap that details the specific steps needed to accomplish each of the recommendations included in the report. It will include suggested priorities for each recommendation (short-, medium- and long-term) and assigned responsibility.
PROCUREMENT
In accordance with City’s Purchasing Policies, the City of Fountain Valley issued a Request for Proposal (RFP) for a Police Department Organizational Assessment (RFP 25-014) on October 8, 2025. The RFP was publicly advertised through Planetbids with an invitation through the City’s website. Twenty-three (23) companies showed interest in the RFP and downloaded the RFP. The RFP closed on November 6, 2025, and three (3) companies submitted proposals.
An evaluation committee from the Police Department reviewed all proposals. Vendors were evaluated based on their understanding of the Police Department’s needs, relevant municipal
PD Organization Assessment
February 3, 2026
experience, available resources, including adequate staffing and expertise to handle all assessment tasks, references from similar California cities, and cost. Cost proposals ranged from $269,000-$76,000.
Ultimately, Staff recommends Baker Tilly as it offers a more detailed and robust project scope and stood out among all other proposals with its depth of team expertise, proven experience, and strong understanding of the Police Department’s needs, at a reasonable cost.
FISCAL REVIEW
The organizational assessment contract has a one-time cost in an amount not to exceed $75,258, which is not currently included in the FY 2025/26 adopted budget. Staff requests an additional appropriation of $75,260 in the Patrol Division Professional Services account (100.70.70700.53003) within the General Fund. Staff time will be allocated to assisting the vendor with data and personnel interviews during normal duty hours throughout the six-month assessment period.
An investment in a comprehensive organizational assessment is anticipated to generate cost savings and operational efficiencies through the implementation of Baker Tilly’s recommendations. Based on Baker Tilly’s experience with comparable municipalities, organizational assessments typically identify opportunities for cost savings and efficiency improvements that will exceed the cost of the study when implemented.
PUBLIC NOTIFICATION
Not applicable.
ENVIRONMENTAL IMPACT REVIEW
Not applicable.
ATTORNEY REVIEW
The Attorney(s) for the City has reviewed the Baker Tilly quotation and service contract and concurred with the recommended action. The City Attorney reviewed and approved the requested revisions.
PD Organization Assessment
February 3, 2026
ALTERNATIVES
Alternative No. 1: Approve the amended professional services agreement with Baker Tilly for a comprehensive organizational assessment of the Police Department in a not-to-exceed amount of $75,258, and a budget amendment to appropriate $75,260 in the General Fund.
Alternative No.2: Do not approve the amended professional services agreement with Baker Tilly for a comprehensive organizational assessment of the Police Department in a not-to-exceed amount of $75,258, and a budget amendment to appropriate $75,260 in the General Fund.
RECOMMENDATION
Staff requests City Council approval of Alternative No. 1 to approve the amended professional services agreement with Baker Tilly for a comprehensive organizational assessment of the Police Department in a not-to-exceed amount of $75,258, and a budget amendment to appropriate $75,260 in the General Fund.
Prepared by: Mike Parsons, Police Lieutenant
Reviewed by: Anthony Luce, Police Captain
Fiscal Review by: Ryan Smith, Finance Director / City Treasurer Approved by: Maggie Le, City Manager
Attachments:
1. Amended Contract – Organizational Assessment – Baker Tilly
CITY OF FOUNTAIN VALLEY
CITY COUNCIL
COUNCIL ACTION REQUEST
To: Honorable Mayor and Agenda Date: February 3, 2026
Members of the City Council
SUBJECT: Status Update on Vacancies and Recruitment and Retention Effort Report in Compliance with Assembly Bill 2561
Three-Year Strategic Goals
☐ Enhance the culture and environment of “A Nice Place to Live.” ☐ Achieve fiscal stability by evaluating processes, and attract and retain revenue producing businesses/opportunities.
☒ Attract and retain quality staff through best practices and trends. ☐ Maintain, build, and modernize infrastructure to support the growth and future needs of the City.
☐ Not applicable.
EXECUTIVE SUMMARY
The purpose of this report is to present an update on position vacancies in compliance with Assembly Bill (AB) 2561 – Local public agencies, vacant positions.
DISCUSSION
Assembly Bill (AB) 2561 declares that job vacancies in local government are a widespread and significant problem for the public sector, and that job vacancies may undermine labor relations between public agencies and their employees. AB 2561 requires that, on an annual basis, public agencies assess and address vacancy rates in order to help avoid the negative effects of understaffing on the delivery of public services as well as on public employees. Among other requirements, the bill requires public agencies to discuss vacancies, recruitment, and retention efforts with an opportunity for the recognized employee bargaining units to speak at the hearing.
Additionally, if the number of vacancies exceeds 20% of the total number of authorized fulltime positions in a particular bargaining unit, the public agency shall include the following information in its presentation upon request of the recognized employee bargaining unit:
1. The total number of job vacancies within a bargaining unit.
2. The total number of applicants for vacant positions within the bargaining unit.
3. The average number of days to complete the hiring process from when a position is posted.
Status Update on Vacancies and Recruitment and Retention Effort Report in Compliance with Assembly Bill 2561
February 3, 2026
4. Opportunities to improve compensation and other working conditions.
Vacancy and Recruitment Summary - 2025
As of December 31, 2025, the City has 250.50 budgeted full-time positions. A review conducted by Human Resources confirmed that none of the recognized employee bargaining units had a vacancy rate of 20% or higher based on their authorized positions.
Recognized Employee Bargaining Unit % of Vacancies As
of 12/31/2025
Individually Represented Battalion Chiefs and Division Chief 0% Fountain Valley Firefighters’ Association IAFF Local 4530 – FVFA 2.7% Fountain Valley Police Officers’ Association – FVPOA 15.3% Fountain Valley Police Management Unit – FVPOMU 0%
Professional/Technical Unit – P&T 0%
Fountain Valley General Employees’ Association – FVGEA 7.9% Fountain Valley Municipal Employees’ Association – FVMEA 14.6% Non-Represented % of Vacancies As
of 12/31/2025
Administrative Officers (Non-represented) 22.2%
Individually Represented Professional/Technical Employees – IRP&T (Non-represented) 0%
At the end of December 2025, the City’s overall vacancy rate was 8.8%, a significant improvement from 13.4% at the end of 2024. Throughout 2025, 53 vacancies were created as a result of internal promotions (24), voluntary separations (16), retirements (5), involuntary separations (4), internal transfers (1), and the approval of newly budgeted positions (3).
During the same period, the City successfully filled 65 positions.
The Administrative Officer group (non-represented) experienced a vacancy rate of 22% in 2025. Two vacancies—the Police Chief and Fire Chief positions—were created in 2024 due to retirements. The City continued its external recruitment efforts throughout 2025 and anticipates filling both positions in the first quarter of 2026.
As of December 2025, the City has 22 active vacancies, including nine (9) Police Officer positions. Of these, seven (7) Police Recruits are currently attending the Academy and are expected to graduate in June 2026, at which time they will be sworn in as Police Officers.
The City is actively recruiting for the remaining two (2) Police Officer vacancies.
Recruitment and Retention Efforts
AB 2561 requires the City to identify any necessary changes to policies, procedures, and recruitment activities that may lead to obstacles in the hiring process. Staff has not identified any necessary changes to policies or procedures that may lead to obstacles in the process.
Status Update on Vacancies and Recruitment and Retention Effort Report in Compliance with Assembly Bill 2561
February 3, 2026
The reduction in the vacancy rate from 13.4% in 2024 to 8.8% in 2025 is largely attributable to proactive recruitment and selection strategies, including:
Enhanced Job Announcements: Introduced compelling introductions featuring an overview of the City of Fountain Valley, department and team descriptions, the importance of the role, and highlights of the comprehensive benefits package. Specific emphasis was placed on upcoming cost-of-living adjustments and flexible scheduling options (4/10 workweek) where applicable.
Social Media Outreach: Partnered with the City Manager’s Office to launch “Work With Us Wednesdays,” promoting open positions weekly across multiple platforms, including Instagram, Facebook, X, LinkedIn, and Nextdoor.
Community Engagement: Collaborated with the City Manager’s Office to include a “Join Our Team” article in the monthly Fountain Valley Community Newsletter.
In addition to these initiatives, Human Resources continues to work closely with hiring departments to review and update job descriptions prior to recruitment, streamlining both the recruitment and selection process. Job announcements are posted on the City’s website and GovernmentJobs.com to attract qualified candidates seeking public sector opportunities. The City also advertises on industry-specific websites as appropriate and accepts interest cards to notify candidates when recruitments open in their areas of interest.
FISCAL REVIEW
There is no fiscal impact related to this item.
PUBLIC NOTIFICATION
Not applicable.
ENVIRONMENTAL IMPACT REVIEW
Not applicable.
ATTORNEY REVIEW
This does not require the Attorney for the City review or approval.
ALTERNATIVES
Alternative No. 1:
Alternative No. 2:
Receive and file the City’s Annual Vacancies and Recruitment and Retention Effort Report in Compliance with AB 2561.
Do not receive and file, and provide other direction to staff.
Status Update on Vacancies and Recruitment and Retention Effort Report in Compliance with Assembly Bill 2561
February 3, 2026
RECOMMENDATION
Staff is requesting City Council approval of Alternative No. 1 to receive and file the City’s Annual Vacancies and Recruitment and Retention report in compliance with AB 2561.
Prepared by: Tamaryn Roberts, Human Resources Manager
Reviewed by: Tania Knauerhaze, Human Resources Director Approved by: Maggie Le, City Manager
CITY OF FOUNTAIN VALLEY
CITY COUNCIL
COUNCIL ACTION REQUEST
To: Honorable Mayor and Agenda Date: February 3, 2026
Members of the City Council
SUBJECT: Introduce and Conduct a First Read of an Ordinance Clarifying the Procedure for Selecting The Mayor and Mayor Pro Tempore (FVMC 2.04.200) and Approve the Ordinance for Second Reading.
Three-Year Strategic Goals
☐ Enhance the culture and environment of “A Nice Place to Live” ☐ Achieve fiscal stability by evaluating processes, and attract and retain revenue producing businesses/opportunities
☐ Attract and retain quality staff through best practices and trends ☐ Maintain, build, and modernize infrastructure to support growth and future needs of the City
☒ Not applicable
EXECUTIVE SUMMARY
Proposed for City Council consideration is an ordinance clarifying the process for selecting the Mayor and Mayor Pro Tempore.
DISCUSSION
Government Code Section 36801 provides that the City Council select its Mayor and Mayor Pro Tempore. The Fountain Valley City Council’s selection process is codified at Municipal Code Section 2.04.200. That section outlines a suggested rotation while also provides and preserves complete City Council discretion regarding selection of the Mayor and Mayor Pro Tempore.
As currently written, 2.04.200(b)(1) provides: “The councilmember who has the longest consecutive council service since his or her last election or last service as mayor, whichever is longer, should become the mayor.” It is believed that the reference to “last election” was meant to provide for a rotation priority among newly elected Council Members who had not yet served as Mayor. However, read literally, it applies to any scenario where two (2) Council Members, elected at the same time, have each served as Mayor more recently than their last
Mayoral Rotation Ordinance
February 3, 2026
election. To clarify and remove the ambiguity, the subsection is recommended to be amended to read:
The councilmember who has the longest consecutive council service since his or her last election or last service as mayor, whichever is longer, should become the mayor.
Under the revised wording, two (2) newly elected Council Members, elected at the same time, and who had not yet served as Mayor, would still have the same “consecutive council service” since their last service as Mayor and, therefore, their priority would continue to be resolved via “the greatest number of votes in the last councilmember’s election” per 2.04.200(b)(2).
However, those same Council Members, after having served as Mayor, would thereafter proceed through the suggested rotation via last service as Mayor and not “last election.” Two (2) other housekeeping amendments are also suggested. The first is to amend subsection (b) to read: “The offices of mayor and mayor pro tempore shall have one-year terms and shall should be filled in accordance with the following rotation procedure:” This is declaratory of existing law that the rotation is suggested, not mandatory. Second, is to amend subsection (b)(3) to read:
Notwithstanding the rotation provided for in this section, the selection of the mayor and mayor pro tempore shall ultimately be at the discretion of the city council, which shall make its selection with at least four (4) councilmembers present.
Selection shall be made by a nomination from a councilmember, seconded by another councilmember, after which a vote is taken by the entire city council. This procedure shall be repeated until at least three votes have been given to one nominee. The city council, by vote with at least four members present, may remove a person from the office of mayor or mayor pro tempore at any time for any reason.
The recommendation to delete “entire” is because selection can occur with four (4) Council Members present and, therefore, the vote does not need to be taken by the “entire” City Council. This is also declaratory of existing law.
A red-lined version of the proposed amended section 2.04.200 is provided herewith.
FISCAL REVIEW
There is no fiscal impact related to this item.
PUBLIC NOTIFICATION
This was noticed as a public hearing and agendized pursuant to the Ralph M. Brown Act.
ENVIRONMENTAL IMPACT REVIEW
Not applicable.
Mayoral Rotation Ordinance
February 3, 2026
ATTORNEY REVIEW
The Attorney for the City prepared this item.
ALTERNATIVES
Alternative No. 1:
Alternative No. 2:
RECOMMENDATION
Introduce and Conduct a First Read of an Ordinance Clarifying the Procedure for Selecting the Mayor and Mayor Pro Tempore (FVMC
2.04.200) and Approve the Ordinance for Second Reading.
Do not approve the Ordinance for Second Reading or Direct Staff to Prepare an Amended Ordinance for Second Reading.
Staff recommends the City Council approve Alternative No. 1: Introduce and Conduct a First Read of an Ordinance Clarifying the Procedure for Selecting the Mayor and Mayor Pro Tempore (FVMC 2.04.200) and Approve the Ordinance for Second Reading.
Prepared by: Colin Burns, Attorney for the City
Fiscal review by: Ryan Smith, Finance Director
Approved by: Maggie Le, City Manager
Attachments:
1. Red-Lined FVMC Section 2.04.200
2. Proposed Ordinance
§ 2.04.200Term and selection—Mayor and mayor pro tempore. (a)
As soon as practical, following the certification of the city council election results after the November general municipal election, the city council shall make its selections of mayor and mayor pro tempore. In the nonelection years, the selection of mayor and mayor pro tempore shall be made at the city council meeting date closest to the anniversary date of the selections in the election years.
(b)
The offices of mayor and mayor pro tempore shall have one-year terms and shall should be filled in accordance with the following rotation procedure:
(1)
The councilmember who has the longest consecutive council service since his or her last election or last service as mayor, whichever is longer, should become the mayor. (2)
In the event that two councilmembers have the same length of service as described in subsection (b)(1) of this section, the one having received the greatest number of votes in the last councilmember's election should become mayor. If any person declines his or her term as it comes by in rotation, that person should remain in the same place in the rotation cycle as if he or she had served.
(3)
Notwithstanding the rotation provided for in this section, the selection of the mayor and mayor pro tempore shall ultimately be at the discretion of the city council, which shall make its selection with at least four councilmembers present. Selection shall be made by a nomination from a councilmember, seconded by another councilmember, after which a vote is taken by the entire city council. This procedure shall be repeated until at least three votes have been given to one nominee. The city council, by vote with at least four members present, may remove a person from the office of mayor or mayor pro tempore at any time for any reason.
(c)
In the event of a vacancy in the office of mayor, the mayor pro tempore shall assume all of the duties of the mayor until a mayor is selected by the city council to serve the balance of the term of the vacated incumbent. The city council shall be free to appoint any councilmember for the balance of that term, but upon the conclusion of that term the
rotational selection process should again be employed in the same order as if the vacated incumbent had served a full term.
(d)
The selection of mayor pro tempore shall be in accordance with the same criteria as provided above, with the exception that the mayor pro tempore should be the person with the next greatest qualifications.
ORDINANCE NO. _____
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY
OF FOUNTAIN VALLEY REVISING FOUNTAIN VALLEY
MUNICIPAL CODE SECTION 2.04.200 REGARDING THE
SELECTION OF MAYOR AND MAYOR PRO TEMPORE
WHEREAS, Government Code Section 36801 provides that the City Council shall select its Mayor and Mayor Pro Tempore; and WHEREAS, the City Council previously established a selection process at Fountain Valley Municipal Code Section 2.04.200 for Mayor and Mayor Pro Tempore (called “Vice Mayor”, per Council policy); and
WHEREAS, ambiguity has arisen in how to interpret Section 2.04.200; and
WHEREAS, the City Council directed staff to revise Section 2.04.200 to clarify said ambiguity and more clearly set forth the order of the City Council’s recommended rotation for Mayor and Mayor Pro Tempore.
NOW, THEREFORE, the City Council of the City of Fountain Valley does hereby ORDAIN:
Section 1. That Section 2.04.200 is hereby amended to read as follows:
§ 2.04.200 Term and selection—Mayor and mayor pro tempore. (a) As soon as practical, following the certification of the city council election results after the November general municipal election, the city council shall make its selections of mayor and mayor pro tempore. In the nonelection years, the selection of mayor and mayor pro tempore shall be made at the city council meeting date closest to the anniversary date of the selections in the election years.
(b) The offices of mayor and mayor pro tempore shall have oneyear terms and should be filled in accordance with the following rotation procedure:
(1) The councilmember who has the longest consecutive
council service since his or her last service as mayor should become the mayor.
(2) In the event that two councilmembers have the same
length of service as described in subsection (b)(1) of this
section, the one having received the greatest number of votes in the last councilmember's election should become mayor. If any person declines his or her term as it comes by in rotation, that person should remain in the same place in the rotation cycle as if he or she had served.
(3) Notwithstanding the rotation provided for in this section, the selection of the mayor and mayor pro tempore shall
ultimately be at the discretion of the city council, which shall make its selection with at least four councilmembers present.
Selection shall be made by a nomination from a
councilmember, seconded by another councilmember, after which a vote is taken by the city council. This procedure shall be repeated until at least three votes have been given to one nominee. The city council, by vote with at least four members present, may remove a person from the office of mayor or mayor pro tempore at any time for any reason.
(c) In the event of a vacancy in the office of mayor, the mayor pro tempore shall assume all of the duties of the mayor until a mayor is selected by the city council to serve the balance of the term of the vacated incumbent. The city council shall be free to appoint any councilmember for the balance of that term, but upon the conclusion of that term the rotational selection process should again be employed in the same order as if the vacated incumbent had served a full term.
(d) The selection of mayor pro tempore shall be in accordance with the same criteria as provided above, with the exception that the mayor pro tempore should be the person with the next greatest qualifications.
Section 2. If any section, subsection, sentence, clause or phrase of this ordinance is for any reason held to be invalid or unconstitutional by a decision of any court of competent jurisdiction, such decision shall not affect the validity of the remaining portions of the ordinance. The city council declares that it would have passed this ordinance and each and every section, subsection, sentence, clause or phrase not declared invalid or unconstitutional without regard to whether any portion of the ordinance would be subsequently declared invalid or unconstitutional.
Section 3. The City Clerk shall certify to the adoption of this Ordinance and cause it to be published as required by law.
PASSED and ADOPTED this day of, , 2026.
ATTEST:
___________________________ ___________________________ Rick Miller, City Clerk Jim Cunneen, Mayor
APPROVED AS TO FORM:
___________________________
Attorney for the City
CITY OF FOUNTAINVALLEY
CITY COUNCIL
COUNCIL ACTION REQUEST
To: Honorable Mayor and Agenda Date: February 3, 2026
Members of the City Council
SUBJECT: Adopt the Resolutions Approving the Full-time and Part-Time NonRepresented Limited-Service Ambulance Operator Classification to the City’s Classification and Compensation Plan and Amending the City’s Master Salary Schedule to Include the Existing Individually Represented Division Chief When Assigned to Administrative Duties.
______________________________________________________________________ Three-Year Strategic Goals
☒ Enhance the culture and environment of “A Nice Place to Live” ☐ Achieve fiscal stability by evaluating processes, and attract and retain revenueproducing businesses/opportunities ☒ Attract and retain quality staff through best practices and trends ☐ Maintain, build, and modernize infrastructure to support growth and future needs of the City
☐ Not applicable
EXECUTIVE SUMMARY
At the September 25, 2025, City Council meeting, the City Council approved the transition to a city-operated Ambulance Program to enhance emergency medical services delivery, improve response times, and streamline care for our community. The Fire Department proposed staffing the Ambulance program with 12 full-time Ambulance Operator positions and six (6) part-time Ambulance Operator positions, serving limited two-year terms. The Ambulance Operator will play a crucial role in enhancing the health, safety, and overall well-being of the community by delivering timely and professional emergency medical response services. The Ambulance Operator classification will allow the city to maintain adequate staffing while responsibly managing fiscal and personnel resources.
Furthermore, the City Council approved adding an Administrative Division Chief to assist with the administration of the city-operated Ambulance Operator program. The Division Chief is an existing classification represented by the Individually Represented Battalion Chief and Division Chief group.
Adopt the Resolutions Approving the Full-time and Part-Time Non-Represented LimitedService Ambulance Operator City Council Meeting February 3, 2026
Staff recommends the City Council approve the Resolution (Attachment 1), adding the newly established classification of Ambulance Operator, full-time non-represented, limited-service to the City’s Classification and Compensation Plan.
Staff further recommends that the City Council approve the Resolution (Attachment 2), adding the newly established classification of Ambulance Operator, part-time nonrepresented limited-service to the City Classification and Compensation Plan.
It is also recommended that the City Council approve the Resolution (Attachment 3) amending the City’s Master Salary Schedule to include the Ambulance Operator and Administrative Division Chief classifications.
DISCUSSION
The Fire Department operates the current Ambulance program through a public-private partnership with Falck Health Corp, Inc (Falck). Falck supplies us with two (2) certified Ambulance Operators (EMTs). With the transition to a city-operated Ambulance program in November of 2026, the Fire Department will need to staff the ambulances with its own Ambulance Operators to ensure continuity of service and support a timely response to medical calls. The Fountain Valley Fire Department has proposed the creation of 12 fulltime Ambulance Operators and six (6) part-time Ambulance Operators. This staffing model will increase daily ambulance coverage by staffing two (2) 24-hour ambulances.
The Ambulance Operator classification is a non-safety, non-exempt, non-represented “atwill” limited-service position. This position is intended to transport patients, respond to medical aid incidents, provide EMT services, and provide operational support to supervisory staff. Ambulance Operators would serve limited two-year terms to encourage career progression into firefighting roles. This class is distinguished from the Firefighter/Paramedic position in that the latter is a sworn position and performs a variety of emergency operations and paramedic duties to protect lives and property in simultaneous fire suppression, search and rescue, and patient care activities.
Firefighter/Paramedics routinely respond to emergency calls, fire incidents, require specialized training in emergency medical care, and require a higher level of knowledge, skill, and training.
A labor market analysis was conducted to determine the appropriate compensation and benefit levels. Based on the available market data, we recommend setting the Ambulance Operator hourly salary range for full-time and part-time employees at $18.50 - $22.49.
There are five (5) steps in the salary range. In summary, the proposed terms and conditions for establishing a compensation package for the Ambulance Operator classification as follows:
Full-time and part-time non-represented limited-service employees will serve a two-year appointment.
Adopt the Resolutions Approving the Full-time and Part-Time Non-Represented LimitedService Ambulance Operator City Council Meeting February 3, 2026
Full-time and part-time employees will be assigned to a work schedule mirroring shift work schedule utilized by fire suppression employees. Full-time employees will be eligible for City contributions to medical insurance equivalent to that available to other non-represented limited-service employees. Full-time and part-time employees are entitled to paid family sick leave in accordance with the law.
Full-time employees will be enrolled in CalPERS. Part-time employees will be enrolled in PARS.
Full-time employees will earn and accrue vacation.
Based on the duties of this position, it is proposed that the City Council assign and approve the attached resolutions that define the compensation and benefits for the fulltime and part-time non-represented limited-service Ambulance Operator classification.
The Ambulance Operator positions are expected to be filled in late summer, allowing sufficient time to hire staff and implement the Ambulance program in November 2026.
Furthermore, the Ambulance Operator program includes the addition of the existing classification of Individually Represented Division Chief when assigned to Administration.
The Division Chief would provide increased managerial oversight by assuming overall responsibility for the Fire Department's suppression operations, EMS operations, and ambulance program.
The Ambulance Operator and the Division Chief classification salary ranges will be added to the City’s Master Salary Schedule. The adoption of this Resolution (Attachment 3) will comply with CalPERS’ interpretation of the requirements of Title 2 of the California Code of Regulations section 570.5 by affirming the City’s Master Salary Schedule already on the City’s website and publicly available, and representing all previously approved actions on individual employee classifications set forth as part of the salary schedule.
FISCAL REVIEW
There is no fiscal impact to approving this item. Funding for the Ambulance Operator positions and Division Chief was approved at the City Council meeting on September 25, 2025. The Division Chief, as well as the full-time and part-time non-represented limitedservice positions have been appropriated in the FY 26/27 Annual Budget.
PUBLIC NOTIFICATION
Not applicable.