any way in its use of the Documents and Data at any time, provided that any such use not within the purposes intended by this Agreement shall be at City’s sole risk.
7. INSURANCE
Consultant shall procure and maintain for the duration of the Agreement insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder and the results of that work by the Consultant, its agents, representatives, employees or subcontractors.
a. Minimum Scope and Limit of Insurance
(1) Commercial General Liability (CGL): Insurance Services Office Form CG 00 01 covering CGL on an “occurrence” basis, including products and completed operations, property damage, bodily injury and personal & advertising injury with limits no less than $1,000,000 per occurrence. If a general aggregate limit applies, either the general aggregatelimit shall apply separately to this project/location (ISO CG 25 03 or 25 04) or the general aggregate limit shall be twice the required occurrence limit. (2) Automobile Liability: ISO Form Number CA 00 01 covering any auto (Code 1), or if Consultant has no owned autos, hired, (Code 8) and non-owned autos (Code 9), with a limit no less than $1,000,000 per accident for bodily injury and property damage.
(3) Workers’ Compensation: as required by the State of California, with Statutory Limits, and Employer’s Liability Insurance with limit of no less than $1,000,000 per accident for bodily injury or disease.
(4) Professional Liability (Errors and Omissions): insurance appropriate to the Consultant’s profession, with limit no less than $2,000,000 per occurrence or claim, $2,000,000 aggregate.
(5) Broader Coverage: if the Consultant maintains broader coverage and/or higher limits than the minimums shown above, the City requires and shall be entitled to the broader coverage and/or the higher limits maintained by the Consultant. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the City. b. Other Insurance Provisions
(1) Additional Insured Status: The City, its officers, officials, employees, and volunteers are to be covered as additional insureds on the CGL policy with respect to liability arising out of work or operations performed by or on behalf of the Consultant including materials, parts, or equipment furnished in connectionwith such work or operations. General liability coverage can be City Council 18 – 7 6/20/2023
provided in the form of an endorsement to the Consultant’s insurance (at least as broad as ISO Form CG 20 10 11 85 or if notavailable, through the addition of both CG 20 10, CG 20 26, CG 20 33, or CG 20 38; and CG 2037 if a later edition is used).
(2) Primary Coverage: For any claims related to this contract, the Consultant’s insurance coverage shall be primary coverage at least as broad as ISO CG 20 01 04 13 as respects the City, its officers, officials, employees, and volunteers.
Any insurance or self-insurance maintained by the City, its officers, officials, employees, or volunteers shall be excess of the Consultant’s insurance and shall not contribute with it.
(3) Notice of Cancellation: Each insurance policy required above shall provide that coverage shall not be canceled, except with notice to the City. (4) Waiver of Subrogation: Consultant hereby grants to City a waiver of any right to subrogation that any insurer of said Consultant may acquire against the City by virtue of the payment of any loss under such insurance. Consultant agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation, but this provision applies regardless of whether or not the City has received a waiver of subrogation endorsement from the insurer. (5) Self-Insured Retentions: Self-insured retentions must be declared to and approved by the City. The Citymay require theConsultant to purchase coverage with a lower retention or provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention.
The policy language shall provide, or be endorsed to provide, that the selfinsured retention may be satisfied by either the named insured or City. (6) Acceptability of Insurers: Insurance is to be placed with insurers authorized to conduct business in the state with a current A.M. Best’s rating of no less than A:VII, unless otherwise acceptable to the City.
(7) Claims Made Policies: If any of the required policies provide coverage on a claims-made basis:
• The Retroactive Date must be shown, and must be before the date of the contract or the beginning of contract work.
• Insurance must be maintained and evidence of insurance must be provided for at least five (5) years after completion of the contract of work.
• If coverage is canceled or non-renewed, and not replaced with another claims-made policy form with a Retroactive Date prior to the contract effective date, the Consultant must purchase “extended reporting” coverage for a minimum of five (5) years after completion of work.
City Council 18 – 8 6/20/2023
(8) Verification of Coverage: Consultant shall furnish the City with original Certificates of Insurance including all required amendatory endorsements (or copies of the applicable policy language effecting coverage requiredby this clause) and a copy of the Declarations and Endorsement Page of the CGL policy listing allpolicy endorsements to City before work begins. However, failure to obtain the required documents prior to the work beginning shall not waive the Consultant’s obligation to provide them.
The City reserves the right to require complete, certified copies of all required insurance policies,including endorsements required by these specifications, at any time.
(9) Subcontractors: Consultant shall require and verify that all subcontractors maintain insurance meeting all the requirements stated herein, and Consultant shall ensure that City is an additional insured on insurance required from subcontractors.
(10) Special Risks or Circumstances: City reserves the right to modify these requirements, including limits, based on the nature of therisk, prior experience, insurer, coverage, or other special circumstances.
8. INDEMNIFICATION
Consultant agrees to defend, and shall indemnify and hold harmless the City, its officers, agents, employees, contractors, special counsel, and representatives from liability: (1) for personal injury, damages, just compensation, restitution, judicial or equitable relief arising out of claims for personal injury, including death, and claims for property damage, which may arise from the negligent operations of the Consultant, its subcontractors, agents, employees, or other persons acting on its behalf which relates to the services described in section 1 of this Agreement; and (2) from any claim that personal injury, damages, just compensation, restitution, judicial or equitable relief is due by reason of the terms of or effects arising from this Agreement. This indemnity and hold harmless agreement applies to all claims for damages, just compensation, restitution, judicial or equitable relief suffered, or alleged to have been suffered, by reason of the events referred to in this Section or by reason of the terms of, or effects, arising from this Agreement. The Consultant further agrees to indemnify, hold harmless, and pay all costs for the defense of the City, including fees and costs for special counsel to be selected by the City, regarding any action by a third party challenging the validity of this Agreement, or asserting that personal injury, damages, just compensation, restitution, judicial or equitable relief due to personal or property rights arises by reason of the terms of, or effects arising from this Agreement. City may make all reasonable decisions with respect to its representation in any legal proceeding. Notwithstanding the foregoing, to the extent Consultant’s services are subject to Civil Code Section 2782.8, the above indemnity shall be limited, to the extent required by Civil Code Section 2782.8, to claims that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Consultant.
City Council 18 – 9 6/20/2023
9. INTELLECTUAL PROPERTY INDEMNIFICATION
Consultant shall defend and indemnify the City, its officers, agents, representatives, and employees against any and all liability, including costs, for infringement of any United States’ letters patent, trademark, or copyright infringement, including costs, contained in the work product or documents provided by Consultant to the City pursuant to this Agreement.
10. RECORDS
Consultant shall keep records and invoices in connection with the work to be performed under this Agreement. Consultant shall maintain complete and accurate records with respect to the costs incurred under this Agreement and any services, expenditures, and disbursements charged to the City for a minimum period of three (3) years, or for any longer period required by law, from the date of final payment to Consultant under this Agreement. All such records and invoices shall be clearly identifiable. Consultant shall allow a representative of the City to examine, audit, and make transcripts or copies of such records and any other documents created pursuant to this Agreement during regular business hours. Consultant shall allow inspection of all work, data, documents, proceedings, and activities related to this Agreement for a period of three (3) years from the date of final payment to Consultant under this Agreement.
11. CONFIDENTIALITY
If Consultant receives from the City information which due to the nature of such information is reasonably understood to be confidential and/or proprietary, Consultant agrees that it shall not use or disclose such information except in the performance of this Agreement, and further agrees to exercise the same degree of care it uses to protect its own information of like importance, but in no event less than reasonable care. “Confidential Information” shall include all nonpublic information. Confidential information includes not only written information, but also information transferred orally, visually, electronically, or by other means. Confidential information disclosed to either party by any subsidiary and/or agent of the other party is covered by this Agreement. The foregoing obligations of non-use and nondisclosure shall not apply to any information that (a) has been disclosed in publicly available sources; (b) is, through no fault of the Consultant disclosed in a publicly available source; (c) is in rightful possession of the Consultant without an obligation of confidentiality; (d) is required to be disclosed by operation of law; or (e) is independently developed by the Consultant without reference to information disclosed by the City.
12. CONFLICT OF INTEREST CLAUSE
Consultant covenants that it presently has no interests and shall not have interests, direct or indirect, which would conflict in any manner with performance of services specified under this Agreement.
13. NON-DISCRIMINATION
Consultant shall not discriminate because of race, color, creed, religion, sex, marital status, City Council 18 – 10 6/20/2023
sexual orientation, gender identity, gender expression, gender, medical conditions, genetic information, or military and veteran status, age, national origin, ancestry, or disability, as defined and prohibited by applicable law, in the recruitment, selection, teaching, training, utilization, promotion, termination or other employment related activities or any services provided under this Agreement. Consultant affirms that it is an equal opportunity employer and shall comply with all applicable federal, state and local laws and regulations.
14. EXCLUSIVITY AND AMENDMENT
This Agreement represents the complete and exclusive statement between the City and Consultant, and supersedes any and all other agreements, oral or written, between the parties. In the event of a conflict between the terms of this Agreement and any attachments hereto, the terms of this Agreement shall prevail. This Agreement may not be modified except by written instrument signed by the City and by an authorized representative of Consultant. The parties agree that any terms or conditions of any purchase order or other instrument that are inconsistent with, or in addition to, the terms and conditions hereof, shall not bind or obligate Consultant or the City. Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any party, which is not embodied herein.
15. ASSIGNMENT
Inasmuch as this Agreement is intended to secure the specialized services of Consultant, Consultant may not assign, transfer, delegate, or subcontract any interest herein without the prior written consent of the City and any such assignment, transfer, delegation or subcontract without the City's prior written consent shall be considered null and void. Nothing in this Agreement shall be construed to limit the City’s ability to have any of the services which are the subject to this Agreement performed by City personnel or by other Consultants retained by City.
16. TERMINATION
This Agreement may be terminated by the City upon thirty (30) days written notice of termination. In such event, Consultant shall be entitled to receive and the City shall pay Consultant compensation for all services performed by Consultant prior to receipt of such notice of termination, subject to the following conditions:
a. As a condition of such payment, the Executive Director may require Consultant to deliver to the City all work product(s) completed as of such date, and in such case such work product shall be the property of the City unless prohibited by law, and Consultant consents to the City's use thereof for such purposes as the City deems appropriate.
b. Payment need not be made for work which fails to meet the standard of performance specified in the Recitals of this Agreement.
City Council 18 – 11 6/20/2023
17. WAIVER
No waiver of breach, failure of any condition, or any right or remedy contained in or granted by the provisions of this Agreement shall be effective unless it is in writing and signed by the party waiving the breach, failure, right or remedy. No waiver of any breach, failure or right, or remedy shall be deemed a waiver of any other breach, failure, right or remedy, whether or not similar, nor shall any waiver constitute a continuing waiver unless the writing so specifies.
18. JURISDICTION - VENUE
This Agreement has been executed and delivered in the State of California and the validity, interpretation, performance, and enforcement of any of the clauses of this Agreement shall be determined and governed by the laws of the State of California. Both parties further agree that Orange County, California, shall be the venue for any action or proceeding that may be brought or arise out of, in connection with or by reason of this Agreement.
19. PROFESSIONAL LICENSES
Consultant shall, throughout the term of this Agreement, maintain all necessary licenses, permits, approvals, waivers, and exemptions necessary for the provision of the services hereunder and required by the laws and regulations of the United States, the State of California, the City of Santa Ana and all other governmental agencies. Consultant shall notify the City immediately and in writing of its inability to obtain or maintain such permits, licenses, approvals, waivers, and exemptions. Said inability shall be cause for termination of this Agreement.
20. NOTICE
Any notice, tender, demand, delivery, or other communication pursuant to this Agreement shall be in writing and shall be deemed to be properly given if delivered in person or mailed by first class or certified mail, postage prepaid, or sent by fax or other telegraphic communication in the manner provided in this Section, to the following persons:
To City:
City Clerk
City of Santa Ana
20 Civic Center Plaza (M-30)
P.O. Box 1988
Santa Ana, CA 92702-1988
Fax: 714- 647-6956
City Council 18 – 12 6/20/2023
With courtesy copies to:
Nabil Saba, P.E.
Executive Director, Public Works Agency
City of Santa Ana
20 Civic Center Plaza (M-21)
P.O. Box 1988
Santa Ana, California 92702
Fax: (714) 647-5635
To Consultant:
A party may change its address by giving notice in writing to the other party. Thereafter, any communication shall be addressed and transmitted to the new address. If sent by mail, communication shall be effective or deemed to have been given three (3) days after it has been deposited in the United States mail, duly registered or certified, with postage prepaid, and addressed as set forth above. If sent by fax, communication shall be effective or deemed to have been given twenty-four (24) hours after the time set forth on the transmission report issued by the transmitting facsimile machine, addressed as set forth above. For purposes of calculating these time frames, weekends, federal, state, County or City holidays shall be excluded.
21. MISCELLANEOUS PROVISIONS
a. Each undersigned represents and warrants that its signature herein below has the power, authority and right to bind their respective parties to each of the terms of this Agreement, and shall indemnify City fully, including reasonable costs and attorney’s fees, for any injuries or damages to City in the event that such authority or power is not, in fact, held by the signatory or is withdrawn. b. All Exhibits referenced herein and attached hereto shall be incorporated as if fully set forth in the body of this Agreement.
[signature page to follow]
Dane Sanders, President
Clanton & Associates, Inc.
4699 Nautilus Ct., Suite 102
Boulder, CO 80301
Email: dane@clanton&associates.com
City Council 18 – 13 6/20/2023
SIGNATURE PAGE FOR CONSULTANT AGREEMENT BETWEEN THE CITY OF SANTA ANA AND CLANTON & ASSOCIATES, INC. TO PREPARE A
STREET LIGHTING MASTER PLAN
IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first above written.
ATTEST: CITY OF SANTA ANA
Jennifer L. Hall Kristine Ridge
City Clerk City Manager
APPROVED AS TO FORM: CONSULTANT:
SONIA R. CARVALHO
City Attorney
By:
Jonathan T. Martinez
Assistant City Attorney (title)
Tax ID#
RECOMMENDED FOR APPROVAL:
________________________________
Nabil Saba, P.E.
Executive Director Public Works Agency
Dane Sanders
President
City Council 18 – 14 6/20/2023
EXHIBIT A
SCOPE OF SERVICES
City Council 18 – 15 6/20/2023
City of Santa Ana RFP 23-041
Page A1-1
Appendix
ATTACHMENT 1
SCOPE OF WORK
CITY OF SANTA ANA
REQUEST FOR PROPOSALS
FOR
STREET LIGHTING MASTER PLAN
RFP NO. 23-041
INTRODUCTION
The City of Santa Ana is one of the largest and most densely populated cities in Orange County.
Santa Ana has a population of nearly 335,000 and serves as the county seat. With many large industries and firms, Santa Ana is also a family-friendly city, with rich culture on display in the city’s museums and many tourist attractions. The City of Santa Ana is centrally located in the heart or Orange County and is bounded by Interstate-5 to the north, Interstate-405 to the south and State Route-55 to the east. The City has over 450 miles of roadway including 15 major arterials. The proposed Street Lighting Master Plan will guide the City forward on Street Lighting implementation and ultimately benefit the residents of Santa Ana and travelers to the region with improvements for all modes including motorists, bicyclists, pedestrians, transit, and emergency vehicles.
PROJECT DESCRIPTION AND BACKGROUND
The City of Santa Ana (City) seeks to retain a qualified professional engineering firm that has both System Engineering and Street Lighting expertise to develop the City’s Street Lighting Master Plan. The primary purpose of the project is to create a Street Lighting Master Plan that can be utilized to fully maximize the existing system and provide guidance for future planning and project implementation.
The City of Santa Ana Public Works Agency- Traffic Engineering Division oversees and maintains the daily operations of the Street Lighting System. The Street Lighting System is comprised of approximately 15,500 streetlights within its public right-of-way, of which roughly 12,000 are City owned and maintained, and 3,500 are Southern California Edison (SCE) owned and maintained. Up until 2017, the City only owned 3,500 streetlights primarily located in the Downtown and Civic Center areas. The City grew its ownership of lights with the purchase of 7,800 lights from SCE. Subsequently, the lights were converted to LED and mapped in a GIS format. In 2022, SCE completed a citywide retrofit to LED of all their owned streetlights.
Currently all streetlights in Santa Ana are LED.
With the rapid growth and enhancements of the Street Lighting System in the last 5 years, the lighting system is in need of a thorough assessment to include but not limited to a current accurate inventory of City and SCE owned streetlights, alley lights, and traffic signal safety City Council 18 – 16 6/20/2023
City of Santa Ana RFP 23-041
Page A1-2
lights, identify areas in need of additional lighting and/or upgrade of existing lighting and development of future goals of the system.
SCOPE OF SERVICES
The development of the City's Street Lighting Master Plan will require a comprehensive assessment of the City's current street lighting system and operations. The report will discuss operational goals and opportunities to improve public safety and mobility, and maximize efficiency of the system and City operations through the use of Street Lighting.
The following is a general description of the anticipated project components and tasks. These components are somewhat flexible and the consultant is encouraged to provide recommendations with respect to scope and order of completion. A detailed work plan, including a breakdown of specific tasks and phasing is required as part of the consultant’s proposal.
The consultant shall conduct lighting studies, evaluation, and investigations to deliver a Citywide Street Lighting Master Plan which includes an assessment of the streetlight system. Services requested include but not limited to the following:
TASK 1 - EXISTING INFRASTRUCTURE / LIGHTING INVENTORY AND MAPPING Review and update the City’s current system inventory with a summary and updated inventory of the existing elements of the City’s lighting network, including alleyway lights and traffic signal safety lights based on review of GIS data and field surveys. This work shall include, but not be limited to:
- Using the City’s existing GIS inventory, verify and update the existing location of street light poles for the entire system including Pole Type, Mast Arm, Height, Wiring Overhead or Underground Feed, Ownership, Billing Rate.
- Identify existing lighting levels and inventory luminaire manufacture, wattage, lumens, type, material of the various system elements.
- Identify existing service pedestals and SCE Service Point. - Identify existing street light conduit and wiring.
- Incorporate or update the existing GIS system with data collected Executive Summary, including system maps, neighborhood maps and a citywide map of all streetlight locations, and circuits. The plan shall have symbol legends to identify the different type of lights and poles, and their ownership, and what type of circuit supplies power to those lights. Digital maps (*.shp format) of the City showing all the streetlights must be provided to the City.
TASK 2 - SYSTEM ASSESSMENT AND DEFICIENCIES
Provide the City with a clear understanding and assessment of the condition of the existing system elements as described above, and identify specific deficiencies including but not limited to the following:
City Council 18 – 17 6/20/2023
City of Santa Ana RFP 23-041
Page A1-3
- Assess the lighting levels or needs in relation to street classifications, land use, pedestrian’s activity centers (schools, crosswalks, etc), bikeway, high nighttime collision areas and transit.
- Consultant to prepare different photometric contour calculations for the different street widths and classifications, to include residential, commercial, and industrial, and shall standardize these contour maps and spacing, and create basic standards for lighting. - Evaluate existing lighting system for compliance with the requirements of International Engineering Standard (IES), RP-8, for level of lighting and uniformity. Consultant to conduct a lighting analysis and prepare photometric contour plans on the city’s major thoroughfares with ADT volumes in excess of 10,000 vpd. - Assess the Safety and reliability of the system and make recommendations for equipment replacement.
- Identify Areas of inadequate lighting.
- Review and evaluate conflicts between streetlights and large trees and ways to mitigate this dilemma.
- Assess condition of existing conduits and wiring and provide a cost to replace. - Discuss current Vandalism issues including wire theft and pole knockdowns and provide solutions to prevent future vandalism or recover repair cost. - Review and provide recommendations of current Street Lighting Standards and Contract Special Provisions.
- Develop a formal Needs Assessment document.
TASK 3 – MAINTENANCE & OPERATIONS ASSESSMENT AND DEFICIENCIES Provide the City with a clear understanding and assessment of maintaining and operating the existing street lighting system at optimal levels from recommendation described above, and identify specific deficiencies including but not limited to the following:
- Assess current staffing levels, cost to operate and maintain the existing system and recommendations.
- Provide a thorough maintenance and operation analysis. - Asses existing Facilities, Equipment, and Maintenance Vehicles. - Quantify and describe types of service requests receive by City. - Develop standard operation procedures; Routine Maintenance, Preventative Maintenance, Emergency Maintenance, Dig Alert Program
- Develop Safety training plan.
- Identify funding needs for maintenance and operations. - Identify cost savings opportunities.
- Develop a formal Assessment document.
City Council 18 – 18 6/20/2023
City of Santa Ana RFP 23-041
Page A1-4
TASK 4 – SMART CITY ASSESMENT
Provide recommendations regarding the ability to incorporate Smart City components and strategies that leverage existing City infrastructure investments, would yield cost/energy efficiencies, or may serve as a platform for future technologies. - The City is currently deploying a Sensus FlexNet system as part of an Advanced Water Meter project.
- The City currently owns and operates an extensive Traffic Signal fiber network with Intelligent Transportation System.
- The City anticipates a vast expansion of fiber-optic cable installation throughout the City. - The City currently permits Small Cellular network devices to be mounted on street lights. - Develop a formal Assessment document.
TASK 5 – COST OF SERVICE EVALUATION
Review funding streams including current revenue sources, past and projected expenditures. - Research and provide guidance for Funding Streams or grant opportunities. Identify funding opportunities including grants, development projects, City project, Assessment Districts.
- Research and provide findings of benefits or disadvantage of purchasing the SCE owned LS1 lighting.
- Assess Energy costs and provide recommendation for savings. - Provide recommendations for fully funding street light program needs and program recommendations for next 5-10 years.
- Develop a formal evaluation document.
TASK 6 – PROGRAM RECOMMENDATIONS
Provide the City with specific long-term and short-term recommendations for upgrades to the lighting system. Consultant to study the potential cost savings associated with recommended enhancement.
- Categorize recommendations as either a) long-term, or b) short-term upgrades/repairs - Develop a map with recommended "zones" which outline areas to be upgraded in the short-term and long-term.
- Identify the above zones by priority of upgrade or repair. - Recommend hardware to be used for upgrades considering compatibility with existing City hardware, or compatibility based on future improvements, considering effectiveness and efficiency.
- Provide an order of magnitude cost for each zone.
City Council 18 – 19 6/20/2023
City of Santa Ana RFP 23-041
Page A1-5
- Develop a prioritization scheme and recommendation on all street lighting infrastructure needs.
i. Identify priority such as new streetlight versus streetlight enhancements. ii. Use of City standard streetlight versus decorative street lights. iii. Develop a priority for replacement of existing streetlights iv. Develop a priority for installing new streetlights. v. Develop Street Lighting Warrant.
vi. Standardized process for streetlight request for installation, upgrades and/or removals.
- Policies for cost effective streetlight types and alignment to other masterplans such as Citywide Safe Routes to School, Vision Zero, Traffic Signal Master Plan, Mobility Element, Fiber Master Plan, etc.
- Develop a formal evaluation document.
TASK 7 - STAKEHOLDER AND COMMUNITY OUTREACH
- Identify, describe and implement a comprehensive strategy and methodology for resident involvement in the Street Lighting Plan development process. - Provide methods to hear from as many people as possible. - Provide residents, user groups, appointed and elected officials and other stakeholders an opportunity to participate in the development of the Street Lighting Master Plan. - Attend and present at a minimum of two neighborhood meetings to present the goals of the Master Plan and conduct survey.
- Attend and present at a minimum of two meetings with the Environmental and Transportation Advisory Committee to provide progress reports and final draft Street Lighting Master Plan.
- Attend and present at a minimum two meetings with the City Council to provide briefings and present the final Street Lighting Master Plan for adoption. - Provide written records and summaries of the results of all public process and communication strategies.
DELIVERABLES SUMMARY
The consultant shall produce deliverables related to the scope of work provided herein. They shall be provided in both hard copy and electronic format. Deliverables shall include, but are not limited, to the following:
- Inventory, in various formats, of existing Street Lights. - Needs Assessment Report
- Maintenance and Operations Analysis
- Smart Cities Assessment
- Cost of Service Evaluation
- Program Recommendation
City Council 18 – 20 6/20/2023
City of Santa Ana RFP 23-041
Page A1-6
- Public Outreach materials, written records and summaries of the results of all public process and communication strategies.
- Charts, Graphs, Maps, GIS updates
- Draft Master Plan
- Final Master Plan
Items to be provided by the CITY
- A Project Manager (PM) responsible for the coordination of department involvement with the consultant. The PM will review and approve all prepared written and presentation information for the public and coordinate the arrangement, notice and costs associated with the public meetings.
- Access to the GIS inventory
- Copies of all existing studies, plans, programs, energy billing, and other data along with access to all applicable records.
- Assistance with community and stakeholder meetings.
City Council 18 – 21 6/20/2023
EXHIBIT B
CONSULTANT’S PROPOSAL
City Council 18 – 22 6/20/2023
LIGHTING DESIGN | ELECTRICAL ENGINEERING | RESEARCH | MASTER PLANNING | POLICY www.clantonassociates.com
1 Street Lighting Master Plan
City of Santa Ana
RFP NO.: 23-041
City Council 18 – 23 6/20/2023
LIGHTING DESIGN | ELECTRICAL ENGINEERING | RESEARCH | MASTER PLANNING | POLICY www.clantonassociates.com
1 Statement of Interest
As leaders in lighting design and electrical engineering, our mission is centered on innovation to reduce climate change and increase safety and equity by creating lighting and energy standards for designing beautiful, safe, and healthy environments. This Street Lighting Master Plan for the City of Santa Ana is an opportunity that is perfectly aligned with our mission, leadership skills, and inclusive approach to evaluating street lighting and providing expert analysis and plans. Having developed Lighting Master Plans and evaluations for cities across California and the country, the Clanton & Associates team has the local knowledge and specific background that will lead to an efficient and effective Street Lighting Master Plan. Clanton & Associates is not affiliated with any lighting manufacturer and our recommendations are solely based on the best interests of the city.
In our forty years of leadership in lighting, Clanton & Associates has worked with municipalities and organizations across the country to evaluate streetlighting and provide master planning services to address the unique needs of each city. This includes projects for the City & County of Denver, Salt Lake City, City of San Jose, and City of San Diego, as well as campuses, military installations, and parks across the globe. Our team will include local community engagement consultants Latino Health Access, California based GIS Consulting firm Evari, and experts in smart city development. We will collaborate with the city to bring an electrical contractor and municipal advisor onto our team. Additionally, we believe that it is imperative to understand and listen to the community. We are dedicated to keeping up on the latest research related to nighttime visibility and safety, human health, and environmental health. We engage in developing the standards for responsible lighting, both locally and nationally. Clanton & Associates will ensure that this Street Lighting Master Plan meets the expectations of the City, the citizens, and all other stakeholders.
Clanton & Associates agrees to all provisions contained in the Agreement attached as Attachment 2 in the Appendix of the Request for Proposals for RFP NO. 23-041.
Dane Sanders will be the primary contact and signing Principal for this proposal. 4699 Nautilus Ct S STE 102
Boulder, CO 80301
(303) 530-7229
To:
Cesar Rodriguez
City of Santa Ana
Public Works Agency; M-43
20 Civic Center Plaza; Ross Annex
Santa Ana, CA 92701
DATE:
04/29/2023
PROJECT:
Street Lighting Master Plan
RFP NO.: 23-041
Dane Sanders, President
Clanton & Associates, Inc.
[email protected]
(303) 530-7229
City Council 18 – 24 6/20/2023
LIGHTING DESIGN | ELECTRICAL ENGINEERING | RESEARCH | MASTER PLANNING | POLICY www.clantonassociates.com
2 Clanton and Associates, Inc. is an award-winning design firm based in Boulder, CO. The firm has been committed to environmentally sensitive design since 1981. Clanton & Associates employs 24 people including four registered engineers, and five senior designers. Three design staff members are LEED Accredited Professionals. Since being founded, Clanton & Associates has participated in over 3,000 design projects of all types and sizes. The firm’s diverse portfolio of work includes: interior and exterior lighting design projects and the development of local and national lighting standards.
The firm has developed outdoor lighting codes, standards, and guidelines for national organizations, state agencies, municipalities, local developments and campuses, with an emphasis on controlling and reducing light trespass, light pollution and glare in nighttime environments. Our process is a collaboration with the client and team to develop standards that best fit the client’s goals.
We engage in field studies and surveys to gather opinions from multiple perspectives and use these results guide the standards. Firm members participate in the research and development of new lighting standards and apply the most current visibility criteria to each project.
Selected Project Experience:
• City of San Jose Public Streetlight Design Guide
• San Diego Street Lighting Design Criteria
• University of California, Berkeley Lighting Master Plan • Pepperdine University Lighting Master Plan
• Beverly Hills Street Lighting
• California Title 24 Lighting
• Salt Lake City Street Lighting Master Plan
• City of South Salt Lake Lighting Master Plan
• City & County of Denver Street Lighting Design Guide
• Colorado Dept. of Transportation Lighting Design Guide • City of Anchorage Street Lighting Design Guide
• NEEA Seattle LED Adaptive Lighting Study
Clanton & Associates Team Experience
City Council 18 – 25 6/20/2023
LIGHTING DESIGN | ELECTRICAL ENGINEERING | RESEARCH | MASTER PLANNING | POLICY www.clantonassociates.com
3 Evari GIS Consulting, Inc. was founded in 2009 and incorporated in 2012, with the mission of “bringing value to clients through the high-quality implementation of Geographic Information Systems (GIS) and associated technologies.” Evari has supported dozens of asset management projects, in addition to several planning, transportation, and stormwater infrastructure and engineering projects.
Evari has successfully provided data collection and management services on approximately 3 million streetlighting assets since their founding. Evari possesses vast experience working on projects with similar scopes of work and has a proven track record of adapting custom solutions for each project’s unique circumstances and goals. Evari prides itself on bringing a GIS industry-wide perspective to tailor custom solutions for large municipal infrastructure data management efforts.
IronStride Solutions is an engineering firm specialized in implementing technology in the municipal and transportation environment. Their team brings experience with design, construction management, utility coordination, communication systems, and large-scale data collection. They are passionate about projects that promote safety, connect communities, improve efficiencies, and optimize public funds. Fiber optic and wireless networks, power coordination, and the systems engineering process for technology are elements of nearly all their projects. Their key staff have experience working on fiber optic networks in both the public and private sector; and are ready to serve the City of Santa Ana.
Latino Health Access (LHA) has thirty years of experience in community engagement, building the capacity of residents to provide input, grow in their leadership skills, and participate in decision-making structures.
LHA has expanded and built structures and mechanisms to support sustainable community engagement in underserved, low-income communities.
Since 2012, LHA has engaged working-class residents of color to improve active transportation infrastructure and pedestrian and bicycle safety in disinvested neighborhoods in Orange County.
LHA has successfully managed SCAG grants within the last six years and has have a record of fulfilling deliverables within budget.
Please see Scope of Services & Schedule for a detailed project approach, task breakdown, deliverables, and concerns.
Evari Firm Information
IronStride Firm Information
Latino Health Access Firm Information
Understanding of Need
City Council 18 – 26 6/20/2023
LIGHTING DESIGN | ELECTRICAL ENGINEERING | RESEARCH | MASTER PLANNING | POLICY www.clantonassociates.com
4 Project Team
Dane Sanders, PE, LEED AP | President | [email protected] Principal-in-Charge, Project Manager
Dane joined Clanton & Associates, Inc. in 2002. With strong design and technical skills in lighting, daylighting and controls, Dane approaches challenging projects with inspired and innovative designs.
Project Experience:
• Salt Lake City Lighting Master Plan
• City of South Salt Lake Lighting Master Plan
• City & County of Denver Street Lighting Design Guide
Percentage of Time on Project: 15%
Annie Kuczkowski, PE | Associate | [email protected] Annie is a project manager with experience in developing lighting and small cell guidelines, development of energy codes, designing public service lighting, along with lighting for streetscapes, transportation facilities, tunnels, and office buildings. She is adept at working with city officials, stakeholders and manufacturers in a collaborative way to analyze and balance needs of each party, often with conflicting desires.
Project Experience:
• City and County of Denver Small Cell Infrastructure Design Guide, Denver, CO • City and County of Denver Street Lighting Design Guidelines, Denver, CO • California Energy Commission, Title 24-2022, CA
Percentage of Time on Project: 5%
RIck Utting | Outdoor Lighting| [email protected] Rick Utting provides guidance on issues related to Outdoor Lighting for Clanton & Associates. Focused on pedestrian vision and the environmental sustainability of outdoor lighting, Rick serves the Illuminating Engineering Society (IES) as Vice Chair of the Outdoor Nighttime Environment Committee.
Project Experience:
• Los Alamos County Lighting Ordinance, Los Alamos, NM
• Pitkin County Outdoor Lighting Code, Pitkin County, CO • Aspen Outdoor Lighting Ordinance, Aspen, CO
Percentage of Time on Project: 10%
City Council 18 – 27 6/20/2023
LIGHTING DESIGN | ELECTRICAL ENGINEERING | RESEARCH | MASTER PLANNING | POLICY www.clantonassociates.com
5 Greg Flageolle, AASME | Senior Designer II | [email protected] Greg joined the Clanton & Associates in 2012 as the primary Electrical Designer.
Greg’s electrical design experience ranges from power distribution in 50,000 square foot manufacturing facilities to ITS/Tolling Systems.
Project Experience:
• National Western Center Campus Placemaking Study, Denver, CO • Bozeman LED Standards, Bozeman, MT
• Chautauqua Lighting Plan and Design Guidelines, Boulder, CO Percentage of Time on Project: 10%
Kaitlyn Phelan, EI | Engineer II | [email protected] Kaitlyn joined Clanton and Associates in 2018 after graduating from the University of Colorado at Boulder with an Architectural Engineering degree and an Environmental Design minor. She offers support throughout the project by developing lighting plans, renderings, and selecting luminaires per the unique requirements of each stakeholder.
Project Experience:
• Salt Lake City Lighting Master Plan
• City and County of Denver Lighting Design Guidelines
• Colorado Department of Transportation Lighting Design Guidelines Percentage of Time on Project: 30%
Rosario “Charis” Galeas | Latino Health Access | Program Coordinator Charis believes that to have a healthier community we must have equity. To achieve mobility / transportation equity, a multi-prong approach is needed which includes improving infrastructure that facilitates active transportation, education that promotes multi-modal safety, and policies that ensure those who are most dependent on active transportation and live in disinvested communities are the people who benefits from complete and safe streets without the threat of being displaced.
Percentage of Time on Project: 8%
Lou Davenport, PE, PTOE | IronStride | Principal ITS Engineer Lou Davenport is the Principal Engineer at IronStride Solutions and brings 20 years of project management and technical ITS experience including planning, design, testing/integration, construction oversight, fiber/asset management, traffic signal design/operations, TMC operations, and performance measures. Lou’s attention to detail, depth of technical knowledge, and understanding of technology deployment allow him to competently serve his clients on complex projects.
Percentage of Time on Project: 8%
City Council 18 – 28 6/20/2023
LIGHTING DESIGN | ELECTRICAL ENGINEERING | RESEARCH | MASTER PLANNING | POLICY www.clantonassociates.com
6 Nick Mesler, PE | Evari | Project Manager
Nick Mesler is Evari’s Director of Operations. He holds seven years of experience supporting traffic engineering, transportation planning and GIS projects with a variety of public and private clients in the Oregon region. At his role with Evari, Nick implements his experience in project management and safety planning to assist Evari in implementing smart and sustainable GIS solutions. He holds his Professional Engineer license in Civil Engineering.
Project Experience:
• City of Boston, MA – Streetlight Audit
• City of Covina, CA – Site Illumination Analysis
• City of Oswego, NY – Streetlight Audit
Percentage of Time on Project: 25%
Carl Sorenson | Evari | WebGIS Developer
Carl is Evari GIS Consulting, Inc’s Senior GIS Administrator. He is responsible for developing and implementing Evari’s GIS and cloud computing systems. With deep technical skills and a high attention to detail, Carl ensures that every system Evari deploys meets or exceeds clients’ expectations.
Project Experience:
• LED Streetlight Upgrade Program, Pacific Gas & Electric (PG&E) • City of Newark, CA Streetlight Audit
• Oregon DOT Streetlight Audit and Installation Support Percentage of Time on Project: 25%
Dan Hamalainen, MS | Evari | GIS Analyst, Audit Manager Dan is a Jr. GIS Analyst at Evari Consulting. He has two years of professional experience managing and analyzing spatial data and generating leverageable insights for metropolitan planning organizations, non-profits, and private businesses alike.
Project Experience:
• City of Hollywood, FL Streetlight Audit
• City of Philadelphia LED Streetlighting Conversion Project • Cities of Madras and Redmond, OR Streetlight Audit
Percentage of Time on Project: 50%
City Council 18 – 29 6/20/2023
LIGHTING DESIGN | ELECTRICAL ENGINEERING | RESEARCH | MASTER PLANNING | POLICY www.clantonassociates.com
7 Berkeley, CA
UC Berkeley Campus Lighting Master Plan
The UC Berkeley Campus is rich with history and character with a variety of architectural styles and magnificent natural areas.
With increased late night and 24-hour building use, improving safety for students and faculty at night while also improving the overall nighttime beauty and visual experience, were the primary goals of this Campus Lighting Master Planning Study.
Clanton & Associates engaged and collaborated with multiple stakeholders and interest groups, including Campus Planning, Architect and Landscape Architect, Facilities Managers, Campus Police, and Student Groups to identify priorities and phasing of pedestrian and aesthetic lighting improvements. Based on feedback received from this focus group, Clanton & Associates developed a comprehensive campus lighting master plan that outlines lighting improvement strategies, criteria, campus-wide lighting calculations, priorities, phasing, cost analysis, energy, maintenance, and sustainable lighting practices. This Campus Lighting Master Planning Study will guide the near-term and long-term outdoor campus lighting improvements.
Clanton & Associates developed renderings to depict proposed façade lighting improvements on existing buildings and
landmarks throughout campus.
High Dynamic Range Imaging (HDRI) techniques were used, along with traditional lighting metrics to evaluate existing lighting conditions.
Completed:
Client:
Contact:
PM:
2018
Todd Henry, Principal Planner,
University of California, Berkeley
(510) 495-5786 | [email protected]
Dane Sanders, PE
City Council 18 – 30 6/20/2023
LIGHTING DESIGN | ELECTRICAL ENGINEERING | RESEARCH | MASTER PLANNING | POLICY www.clantonassociates.com
8 Salt Lake City, UT
Salt Lake City Lighting Master Plan
Street and pedestrian lighting plays a key role in how people experience cities at night. Lighting creates a sense of place and identity for neighborhoods and districts throughout the city. Salt Lake City has a rich history of decorative street lighting that enhances the character of the city. Yet, street and pedestrian lighting can also adversely affect residents and wildlife habitat with glare and light trespass.
Clanton & Associates developed the Street Lighting Master Plan for Salt Lake City in collaboration with GSBS Architects that enhances the human experience while protecting human and environmental health. Working closely with Salt Lake City Public Utilities, we engaged citizens, city departments and stakeholders to determine the Guideposts for this master plan to balance the priorities of the community as we developed our street and pedestrian lighting strategies.
Guideposts: Safety | Character | Responsibility | Equity This Street Lighting Master Plan provides actionable guidance that addresses each of these Guideposts with lighting strategies that are appropriate for the street typology and adjacent land use in each area of the city. These lighting strategies include appropriate light levels, spectrum/color of light, glare control, reducing light trespass and light pollution, adaptive dimming controls, historic or contemporary character, and prioritizing funding for underserved communities.
Completed:
Client:
Contact:
PM:
2020
David Pearson, Street Lighting
Program Manager, Salt Lake City
801-483-6738 |
[email protected]
Dane Sanders, PE
City Council 18 – 31 6/20/2023
LIGHTING DESIGN | ELECTRICAL ENGINEERING | RESEARCH | MASTER PLANNING | POLICY www.clantonassociates.com
9 South Salt Lake City, UT
South Salt Lake Lighting Master Plan
The City of South Salt Lake is experiencing change and growth with new development and improvements in public roads, transit, and public spaces. Recent master plans in the Downtown, Streetcar, Creative Industry Zone, Riverfront, and Granite High areas set the framework for urban redevelopment that will attract new business opportunities and establish South Salt Lake as a destination. Street lighting and outdoor public spaces, have a considerable influence on the public perception of the City, both day and night. When designed with purpose and clear intent, lighting enhances the aesthetic character of the City as well as improves visibility, visual comfort, wayfinding, public safety and security.
The Lighting Master Plan will provide guidance for South Salt Lake as they upgrade the existing lighting infrastructure to LED, and will help the City provide appropriate and sufficient light on streets, sidewalks, and bike paths while avoiding the obtrusive effects of over lighting. This Master Plan identifies various lighting character districts throughout the city and provides recommendations on luminaire aesthetic and light levels based on location in the city, adjacent land use, and vehicle and pedestrian volumes. These character districts will reinforce the diverse nature of South Salt Lake, as well as prepare the City for future development. The Lighting Mater Plan will guide designers and engineers through the lighting design process while giving the City the means to ensure that the future vision of lighting in the City of South Salt Lake is met.
Completed:
Client:
Contact:
PM:
2019
Jon Reynolds, Engineering Supervisor,
City of South Salt Lake
[email protected] | 720-865-3139
Dane Sanders, PE
City Council 18 – 32 6/20/2023
LIGHTING DESIGN | ELECTRICAL ENGINEERING | RESEARCH | MASTER PLANNING | POLICY www.clantonassociates.com
10 References
Salt Lake City Lighting Master Plan, Salt Lake City, UT Name: David Pearson, Street Lighting Program Manager
Contact: [email protected] | 801-483-6738
City & County of Denver Lighting Master Plan, City & County of Denver, CO Name: Jon Reynolds, Engineering Supervisor
Contact: [email protected] | 720-865-3139
City of South Salt Lake Lighting Master Plan, City of South Salt Lake, UT Name: Dennis Pay, City Engineer
Contact: [email protected] | 801-483-6038
City Council 18 – 33 6/20/2023
LIGHTING DESIGN | ELECTRICAL ENGINEERING | RESEARCH | MASTER PLANNING | POLICY www.clantonassociates.com
11 Scope of Services & Schedule
INTRODUCTION
Street lighting provides an important function for safety, comfort and improved visual experience of the city at night for pedestrians, cyclist and drivers. When well-designed, street lighting enhances the streetscapes with design character, visual comfort, appropriate light levels and warm and inviting color. Yet, many street lighting installations result in obtrusive light with harsh glare, light trespass, and excessive light levels. Many cities also have areas that are underserved with lighting and have poor visibility and high accident rates.
This Street Lighting Master Plan for the City of Santa Ana is an opportunity to assess and plan for street lighting to create the best balance of Safety, Character, Equity and Responsibility that is considerate of the community needs and appropriate for the zoning and land use. Engaging residents, stakeholders and city staff is critical to the ultimate success and acceptance of the street lighting by the general public. This Plan will help the city prioritize locations of critical safety concerns, identify opportunities to reduce excessive and obtrusive street lighting, and understand issues of equity and underserved communities.
Clanton & Associates has assembled a diverse team of experts that will meet all of the expectations of this Street Lighting Master Plan. This team includes:
• Clanton & Associates Lighting Design & Electrical Engineering, Project Lead • EvariGIS Street Lighting Inventory, GIS Analysis
• Latino Health Access Public Engagement Support
• IronStride Fiber Optics, ITS
• Electrical Contractor (TBD) Electrical Contractor, Operations & Maintenance • Municipal Advisor (TBD) Financing Analysis
We have not yet selected an Electrical Contractor or a Municipal Advisor because we would like to involve the City in the process of selecting these consultants.
Our process begins with discovery and analysis of the existing streetlighting conditions. After completing nighttime measurements and photos of select sites and observing nighttime streetlighting conditions, we will engage with city staff, residents and stakeholders to develop the vision, goals, and issues that are unique to the City of Santa Ana. Then develop and compare strategies with analysis of costs, operations and maintenance, smart city integration and financing options.
The project vision and goals guide the rest the Street Lighting Master Plan, creating solutions to the issues identified. Combining our technical expertise, leadership in creating national lighting standards, and our passion for creating beautiful and responsible urban nighttime environments, the Clanton & Associates team will deliver a Street Lighting Master Plan that provides strategies that are based on the most current research and technology, while addressing the specific needs of the community.
Our firm is a leader in developing streetlighting and outdoor lighting standards with the Illuminating Engineering Society, International Dark-Sky Association, multiple cities, and universities across the nation. For over 40 years we have contributed to visibility research to understand the dynamic nature of nighttime vision as well as the impacts and issues that light at night creates for human and environmental health. We apply the latest research to develop street and pedestrian lighting standards and solutions that balance human visual perception with human and environmental health concerns.
Electrical Contractor
removed per request
by the City.
City Council 18 – 34 6/20/2023
LIGHTING DESIGN | ELECTRICAL ENGINEERING | RESEARCH | MASTER PLANNING | POLICY www.clantonassociates.com
12 1. Existing Infrastructure / Lighting Inventory and Mapping. Months 1-4. (Evari) Evari will conduct the streetlighting inventory with input from Clanton & Associates on the data points being collected (see table below for preliminary data points). The focus of this sub-task will be to “set the stage” for future audit success by setting up the systems, workflows, and supporting technologies necessary to ensure a successful inventory effort.
1.1 WebGIS system setup and audit mobilization. Evari will develop a streetlight dashboard at the direction of the client. This dashboard will reflect current inventory progress, as well as a detailed series of widgets designed to allow the user to sort and select by fixture type, model, condition, or any other attribute deemed important by the client. The dashboard will feature each fixture in the database and will include all relevant photos as well as a link to Google Streetview in the pop-up. Additional existing datasets maintained by the City may be added to the dashboard at the City’s direction. Evari will make up to once-weekly updates to the dashboard for the life of the project.
1.2 Streetlight data collection fieldwork (up to 16,000 fixtures).
1.3 Data finalization and handoff.
1.4 As-Built Reconciliation for Service Pedestals.
1.5 Deliverable: Executive Summary Development.
2. System Assessment and Deficiencies. Months 2-6. (Evari with Clanton support).
This evaluation will be a combination of GIS Streetlight Spacing Analysis and Field Measurements.
2.1 Needs Assessment Mapping. (Evari) This evaluation will be a combination of GIS Photometric Analysis and Field Measurements to assess where existing lighting is deficient and where it is excessive when compared to the expectation and criteria for each land use type. This will also be overlayed with areas of higher nighttime use and safety concerns, such as schools, crosswalks, bike lanes, and bus and transit stops, which will help prioritize areas of most need.
2.2 EvariLUX Webscene Development. (Evari) Draft and Final EvariLUX Webscenes and technical documentation.
2.3 Evaluate Existing Lighting on Major Thoroughfares w/ IES RP-8-22. (Clanton) In-depth lighting calculations for all Major Thoroughfares in the City of Santa Ana will be performed to compare with IES RP-8-22. This will include assessment of the streets, sidewalks, intersections, crosswalks and light trespass. Typical sections, geometries and lighting parameters will be identified for this analysis.
2.4 Assess Safety & Reliability of System.
(Clanton with Evari support) The GIS survey will include visible issues related to safety and reliability, such as pole damage, rust, missing hand-hole covers, etc.). Based on the GIS documented safety issues, Clanton & Associates will develoEvaluate Conflicts with Large Trees. (Evari) GIS methodologies will be used to determine street light conflicts with existing large trees. Assess Condition of Existing Conduit & Wiring and Cost to Replace. (Clanton & Electrical Contractor) To properly assess existing wiring requires invasive field studies by a licensed electrician to test circuits and document wiring condition, connections and grounding. Testing conduits is even more invasive to identify below-grade damage by pulling a conduit mandrel to prove out the conduit integrity. Rather than performing this invasive work.
The Clanton Team proposes to interview maintenance staff to understand trouble areas and develop a methodology with a range of scenarios with associated costs. (Evari) This methodology includes a system for city maintenance staff to log field maintenance issues in GIS to gather the data necessary for future detailed assessment.
2.5 Assess Vandalism, Wire Theft and Knockdowns.
(Clanton) This section will evaluate strategies to identify, reduce and deter the frequency of wire theft and knockdowns, and anti-graffiti finishes to make cleaning easier. (Evari) These issues will also be included in a GIS tracking system for city maintenance staff to log field issues to gather the data necessary for future detailed assessment.
1.2 Also include the development of a pole
numbering system.
City Council 18 – 35 6/20/2023
LIGHTING DESIGN | ELECTRICAL ENGINEERING | RESEARCH | MASTER PLANNING | POLICY www.clantonassociates.com
13 2.7 Assess Vandalism, Wire Theft and Knockdowns.
(Clanton) This section will evaluate strategies to identify, reduce and deter the frequency of wire theft and knockdowns, and anti-graffiti finishes to make cleaning easier. (Evari) These issues will also be included in a GIS tracking system for city maintenance staff to log field issues to gather the data necessary for future detailed assessment.
2.8 Review Current Street Lighting Standards & Special Provisions. (Clanton) The current lighting and electrical standard details and special provisions will be reviewed and revised with consideration for maintenance, costs and reliability. This will include all components from the luminaire, LEDs, drivers, optics, light standard, mast arm, foundations, pull boxes, wiring connectors, wiring type, conduit, trenching, boring, lighting control centers, metering, and power source connections.
2.9 Deliverable: Needs Assessment Report.
The Clanton Team will prepare a Needs Assessment Report that includes GIS mapping, photometric analysis, identification of critical safety needs and all issues listed above. • Up to (4) submittals: 20% Outline, 50% Draft, 90% Draft and 100% Final.
3. Maintenance & Operations Assessment and Deficiencies. Months 12-18. (Electrical Contractor) The Clanton Team has set aside budget to include a local electrical contractor who is familiar with the street lighting in Santa Ana. In collaboration with city staff, we will interview up to three (3) electrical contractors to provide this Maintenance & Operations Assessment. To keep this as efficient as possible to stay within the City’s budgetary expectation of this Master Plan, the Clanton Team has limited this scope, and recommends that the complete scope requested be done as a separate scope from this Street Lighting Master Plan.
3.1 Assess Staffing Levels and Cost for Existing System O&M. (Electrical Contractor) The electrical contractor will develop a high-level analysis of staffing and O&M based on an interview with city maintenance staff, recent historic costs, and current cost escalation trends.
3.2 Assess Existing Facilities, Equipment & Maintenance Vehicles. (Electrical Contractor) The electrical contractor will tour the maintenance facilities with city maintenance staff to document current practices and identify any existing gaps. The City will provide a current inventory of equipment and maintenance vehicles to the electrical contractor for review and assessment. This effort excludes assessment of vehicle mechanical issues and facility building maintenance issues.
3.3 Quantify & Describe Types of Service Requests.
(Electrical Contractor) The electrical contractor will develop a list of typical street lighting service requests based on their field experience and interviews with city maintenance staff. This list of service types will be integrated into the GIS inventory platform (Evari) for city maintenance staff to be able to log field and track requests.
3.4 Develop SOPs, Routine/Preventative/Emergency Maintenance, Dig Alert Program. (Excluded) The Clanton Team recommends that this scope be excluded from the Street Lighting Master Plan, to be developed as a separate project. This will allow the focus of this master plan to stay within budgetary expectations.
3.5 Safety Training Program (Excluded)
The Clanton Team recommends that this scope be excluded from the Street Lighting Master Plan, to be developed as a separate project. This will allow the focus of this master plan to stay within budgetary expectations.
3.6 Identify O&M Funding Needs
(Electrical Contractor) Utilizing the assessment of existing Staffing, O&M, Facilities and Maintenance Vehicles, the electrical contractor will develop an O&M Funding Needs Report.
3.7 Identify Cost Savings Opportunities.
(Clanton with Electrical Contractor support) Our team of electrical professional engineers will develop a cost/benefit analysis of the street lighting and electrical components that will enable the City to make fiscally responsible decisions for long-term investment in street lighting. This (Clanton) Clanton & Associates will interview City of Santa Ana staff and staff from other cities of similar size who own & maintain their own street lighting system to assess Staffing Levels & Cost for Existing System O&M. (Clanton)
(Clanton) Clanton & Associates will interview City of Santa Ana staff and staff from other cities of similar size who own & maintain their own street lighting system to assess Existing Facilities, Equipment & Maintenance Vehicles. The City will provide a current inventory of equipment and maintenance vehicles. This effort excludes assessment of vehicle mechanical issues and facility building maintenance issues. (Clanton) Clanton & Associates (Clanton) City Council 18 – 36 6/20/2023
LIGHTING DESIGN | ELECTRICAL ENGINEERING | RESEARCH | MASTER PLANNING | POLICY www.clantonassociates.com
14 process will include establishing a baseline of existing costs of street lighting energy and maintenance for a comparison of different lighting and electrical infrastructure options. We will develop multiple options for street lighting, electrical infrastructure, lighting controls and maintenance agreements to compare those options and evaluate the potential for pay-back of the system through energy and maintenance cost savings.
3.8 Deliverable: Final O&M Assessment Document.
The Clanton Team will prepare an O&M Assessment Report that includes Staffing, O&M Workload, Equipment, Maintenance Vehicles and Funding Needs. • Up to (4) submittals: 20% Outline, 50% Draft, 90% Draft and 100% Final.
4. Smart City Assessment. Months 2-12.
(Clanton w/ IronStride support)
Streetlighting has become an important component of Smart City infrastructure. There are many technologies that can be integrated into the streetlights, including 5G small cell, security cameras, environmental sensors, digital signage, speakers, and EV charging stations. Coordinating with the city and utility to evaluate plans for distributed renewable energy and microgrid technology will ensure that streetlighting projects incorporate infrastructure needs for other planned systems. Clanton & Associates has developed master plans and guidelines for implementing Smart City technology that is integrated with streetlighting, including the City & County of Denver Small Cell Design Guide, Fitzsimons Innovation Park, and Peak Innovation Park.
4.1 Smart City Integration with Street Lighting.
(IronStride) Assess Integration with City’s Advanced Water Meter System
4.2 Assess Integration with Traffic Signal/ITS Fiber Network. (IronStride)
4.3 5G Small Cell.
(Clanton) Clanton & Associates will develop standard details for integrating 5G small cell on street lights, foundation and conduit, and options for electrical metering or flat-rate fees for small cell energy use and space rental.
4.4 Deliverables: Final Smart City Assessment Document
• Final Smart City Assessment Report: 50% Draft, 90% Draft, 100% Final.
5. Cost of Service Evaluation. Months 9-18. (Clanton with Municipal Advisor support) Clanton & Associates will provide engineering project cost analysis that will enable the City of Albany to make fiscally responsible decisions for long-term investment in street lighting. This process will include establishing a baseline of existing costs of street lighting energy and maintenance for a comparison of different options. We will develop multiple options for street lighting, electrical infrastructure, lighting controls and maintenance agreements to compare those options and evaluate the potential for pay-back of the system through energy and maintenance cost savings. The Clanton Team has set aside budget to include a licensed Municipal Advisor who is familiar with city funding strategies for street lighting improvements.
In collaboration with city staff, we will interview up to three (3) Municipal Advisors to provide this Funding Opportunities Assessment.
5.1 Research & Identify Funding Opportunities
(Municipal Advisor) A comparison of funding options will include Grants, PPPs, District, Tax Exempt Lease/Purchase, and Lighting/Smart City/Fiber as a Service models.
5.2 Develop Cost-Benefit / Pros-Cons for Acquisition & Separation of Service for SCE owned street lighting.
(Clanton) Clanton & Associates worked with the City of Golden, CO to design and oversee their separation of service to purchase their streetlights from Xcel Energy. From this experience, we have developed the details and processes for the streetlighting separation of service. Our team will bring this experience and lessons learned to this cost-benefit / pros-cons analysis.
5.3 Develop Energy Cost & Savings Analysis & Recommendations. (Clanton) The Energy Cost Analysis will include LED technology trends, optical efficiency and adaptive dimming strategies to reduce energy usage and extend life of LED luminaires.
City Council 18 – 37 6/20/2023
LIGHTING DESIGN | ELECTRICAL ENGINEERING | RESEARCH | MASTER PLANNING | POLICY www.clantonassociates.com
15 5.4 Develop 5-10 year Street Light Program Funding Needs & Recommendations. (Municipal Advisor & Clanton) The 5-10 year Funding Needs will include the analysis of Upgrade Zones, Priority Safety Improvements, Funding Opportunities and other issues that arise during the development of this Street Lighting Master Plan.
5.5 Deliverables: Final Cost & Funding Evaluation Document.
6. Program Recommendations. Months 3-18. (Clanton with Evari support)
6.1 Short-term & Long-term Upgrade Zones: Identify 1-for-1 Replacement vs. New or Supplemental Street Lighting.
(Clanton & Evari) Short-term & Long-term Upgrade Zones will be evaluated based on existing conditions related to safety, reliability, existing infrastructure and areas that are identified as special character zones. Prioritization will be to improve safety and equity, then to improve character.
6.2 Determine Character & Amenity Zones.
(Clanton & Evari) Street and pedestrian lighting helps establish the character and identity of the city as it is one of the most prominent features within the public right-of-way. Understanding the desired character of the City and how that relates to the street and pedestrian lighting will be part of the Visioning Session. Certain features may be applied in specific areas, creating a palette of lighting equipment that is suitable for the needs of each block. These features include the luminaire, armature, pole, base and foundation. Streetlights also provide real estate for additional features such as street signs, banner arms, planters, flag holders, power outlets for holiday lighting and event power, and smart city devices.
6.3 Develop Prioritization System.
(Clanton & Evari) A Street Lighting Prioritization System will be developed in collaboration with the City of Santa Ana with a data-driven approach that considers multiple factors to assess issues such as Safety, Equity, Reliability and Responsible Lighting, using data provided by the City, publicly available, and included in the Street Lighting Inventory. Data for this Prioritization System will include scoring categories for:
Safety: accident rates, proximity to public transit, school zones, bike lanes, crosswalks and crime rates.
Equity: public transportation usage, median income, ethnicity, infrastructure investment, access to parks, and residential density.
Reliability: outage reports, outage reason, knock-downs, copper wire theft, pole damage, pole rust, electrical connection types, surge protection, luminaire and driver specifications.
Responsible Lighting: excessive light levels, light pollution, light trespass, proximity to open space and critical habitat areas.
6.4 Develop Street Lighting Warrants.
(Clanton) Lighting Warrants will define where lighting is required and whether lighting is to be continuous, non-continuous or at intersections only. This analysis will include the FHWA Warranting Calculations that include traffic volumes, pedestrian activity, geometric factors, and nighttime accident rates. This will be evaluated along with other factors like equity, critical safety areas and community desire for street lighting.
6.5 Recommend Hardware Considering Existing Inventory.
(Clanton & Electrical Contractor) Starting with a review of existing hardware inventory, the Clanton Team will identify issues and challenges with existing hardware and develop recommendations for improvements.
6.6 Cost Analysis per Zone – Order of Magnitude.
(Clanton, Electrical Contractor, & Evari) This cost analysis per zone will utilize GIS based tools to characterize zones and costs associated with level of effort for replacement or 1-for-1 luminaire, pole, foundation, wiring, conduit & boxes, and complete new installations, for each character zone.
City Council 18 – 38 6/20/2023
LIGHTING DESIGN | ELECTRICAL ENGINEERING | RESEARCH | MASTER PLANNING | POLICY www.clantonassociates.com
16 6.7 Process for Street Lighting Requests for Installation, Upgrades, Removals. (Clanton) This process will include a survey of questions that would help the city determine the urgency, prioritization, and methodology for determining the appropriate response to requests.
Some requests will need immediate attention, while others may be resolved with a community engagement to understand the needs of the broader community.
6.8 Alignment with other Master Plans (Safe Routes to School, Vision Zero, Traffic Signal Master Plan, Mobility Element, Fiber Master Plan).
(Clanton & Evari) The Clanton Team will review the existing Master Plans to identify synergies and discrepancies to help inform this Street Lighting Master Plan.
6.9 Deliverables: Final Program Priorities & Recommendations Document. • Final Program Recommendations Report: 50% Draft, 90% Draft, 100% Final.
7. Stakeholder and Community Outreach. Months 3-12.
(Clanton with Latino Health Access, & Evari support)
The Clanton Team will engage city departments, citizens, and stakeholders of the City of Santa Ana in a process that is inclusive and considerate of different perspectives. Through this engagement process, we will identify the City’s priorities that will serve as guideposts for the decisions and ultimate success of this streetlighting evaluation with understanding and acceptance from the community as a whole.
Successful community engagement is arguably the most critical step toward developing a successful streetlighting system. Strong and diverse opinions often exist that can create divides between differing points of view from safety and security to protection of night skies and human and environmental health concerns. Clanton & Associates is well versed at leading and facilitating the public engagement process with city staff, police, fire department, sustainability managers, traffic engineers, business owners, and concerned citizens, and in providing the education and technical expertise that leads to successful LED street lighting. Giving everyone a voice and providing a documented process for why decisions were made is key to the long-term success of the Streetlighting plan. Latino Health Access is a local health advocacy group that organizes community events in Santa Ana and has a strong history of trust within the community.
Latino Health Access will organize community engagement events and provide Spanish interpretation of the presentations and lead Spanish speaking citizen groups through the engagement process.
7.1 Community Engagement Plan.
(Clanton with Latino Health Access, & Evari support) The Community Engagement Plan will utilize a Project Website, Advisory and Stakeholder Committee Meetings and Neighborhood Engagement Events.
7.2 Website development in English and Spanish, ongoing maintenance. (Evari with Latino Health Access, & Clanton support)
7.3 Develop Advisory Committees for Participation by Residents, User Groups, Appointed & Elected Officials & Other Stakeholders.
(Clanton with Latino Health Access, & Evari support)
7.4 Attend and Present at (2) neighborhood meetings.
(Clanton with Latino Health Access, & Evari support) The Advisory & Stakeholder Committee meetings and Neighborhood meetings will include:
• Street Lighting 101 Presentation: This presentation will provide a basis of streetlighting to educate the group on nighttime vision, lighting metrics, and terminology. • Community Visioning Session: This session will engage City Staff and Public Stakeholders and Community Members in a discussion of the issues, goals, and different perspectives of the group. This discussion will help determine the Guideposts and Priorities that will track the ultimate success of this Street Lighting Master Plan. • Nighttime Lighting Mockup: Color Temperature & Dimming • Planning & Logistics: We will request the assistance of City Staff to help arrange the meeting space, transportation, drinks, and snacks for all involved in the Lighting Mockup.
7.5 Attend and Present at (2) meetings with Environmental & Transportation Advisory Committees. (Clanton with Latino Health Access, & Evari support)
City Council 18 – 39 6/20/2023
LIGHTING DESIGN | ELECTRICAL ENGINEERING | RESEARCH | MASTER PLANNING | POLICY www.clantonassociates.com
17 7.6 Attend and Present at (2) City Council meetings. (Clanton with Latino Health Access, & Evari support)
7.7 Deliverables: Provide planning and documentation of the community engagement process and takeaways from the feedback received.
• Community & Stakeholder Engagement Plan: 90% Draft and 100% Final. • Develop Website: 90% Draft and 100% Final with Monthly Updates. • Prepare Meeting Exhibits.
• Prepare Meeting Minutes.
• Final Community & Stakeholder Engagement Report: 50% Draft, 90% Draft, 100% Final.
City Council 18 – 40 6/20/2023
LIGHTING DESIGN | ELECTRICAL ENGINEERING | RESEARCH | MASTER PLANNING | POLICY www.clantonassociates.com
188
Supplementary Information
Appendicies:
Attachment 3.1: Non-Collusion Affidavit
Attachment 3.2: Non-Lobbying Certification
Attachment 3.3: Non-Discrimination Certification
18 City Council 18 – 41 6/20/2023
1919
City Council 18 – 42 6/20/2023
LIGHTING DESIGN | ELECTRICAL ENGINEERING | RESEARCH | MASTER PLANNING | POLICY www.clantonassociates.com
20 President
Clanton & Associates
Dane Sanders
4/21/2023
City Council 18 – 43 6/20/2023
21 City Council 18 – 44 6/20/2023
LIGHTING DESIGN | ELECTRICAL ENGINEERING | RESEARCH | MASTER PLANNING | POLICY www.clantonassociates.com
22 President
Clanton & Associates
4/21/2023
City Council 18 – 45 6/20/2023
EXHIBIT C
COMPENSATION
Consultant’s Fee Proposal including hourly rates, if applicable City Council 18 – 46 6/20/2023
Pres. Assoc.
Outdoor
Lighting
Specialist
Senior
Eng. II Eng. II Eng. I Des. II Des. I Prod. Mgr.
Project
Director
GIS
Analyst &
Audit
Manager
WebGIS
Dev.
Field
Tech.
$325 $230 $220 $220 $155 $140 $145 $135 $205 $245 $125 $145 $65 1 Existing Infrastructure / Lighting Inventory
and Mapping Evari
1.1 WebGIS system setup and audit mobilization Evari 2 4 6 $1,270 8 40 40 0 88 $12,760
1.2 Streetlight data collection fieldwork (up to
16,000 fixtures) Evari 0 $0 16 200 20 1,600 1836 $135,820
1.3 Data finalization and handoff Evari 0 $0 4 40 20 0 64 $8,880
1.4 As-Built Reconciliation for Service Pedestals Evari 0 $0 0 8 8 120 136 $9,960
1.5 Executive Summary Development Evari 4 8 12 $2,540 8 40 0 0 48 $6,960 Task 1 Totals 6 0 0 0 12 0 0 0 0 18 $3,810 36 328 88 1720 2172 $174,380 2 System Assessment and Deficiencies Evari with Clanton support
2.1 Needs Assessment Mapping Evari, Clanton 4 8 12 24 $4,160 4 40 20 0 64 $8,880
2.2 EvariLUX Webscene Development Evari 0 $0 8 40 40 0 88 $12,760
2.3 Evaluate Existing Lighting on Major
Thoroughfares w/ IES RP-8-22 Clanton 4 12 40 20 76 $12,840 0 $0
2.4 Assess Safety & Reliability of System Evari, Clanton, Electrical Contractor 4 16 20 $4,820 0 $0
2.5 Evaluate Conflicts with Large Trees Evari 0 $0 0 $0
2.6 Assess Condition of Existing Conduit & Wiring
and Cost to Replace
Clanton, Electrical
Contractor 4 8 12 $3,060 0 $0
2.7 Assess Vandalism, Wire Theft and
Knockdowns Clanton, Evari 4 8 12 $3,060 0 $0
2.8 Review Current Street Lighting Standards &
Special Provisions Clanton 4 8 12 $3,060 0 $0
2.9 Needs Assessment Report Clanton, Evari 8 8 8 16 16 56 $10,760 0 $0 Task 2 Totals 32 0 20 48 64 0 0 48 0 212 $41,760 12 80 60 0 152 $21,640 Clanton & Associates Evari GIS Consulting, Inc.
Hours
per Task
Cost
per Task
Hours
per Task
Cost
City of Santa Ana Street Lighting Master Plan Task Lead & Resources per Task
1.2 Streetlight data collection fieldwork (up to 16,000 fixtures) Also include the development of a pole numbering system. City Council 18 – 47 6/20/2023 Pres. Assoc.
Outdoor
Lighting
Specialist
Senior
Eng. II Eng. II Eng. I Des. II Des. I Prod. Mgr.
Project
Director
GIS
Analyst &
Audit
Manager
WebGIS
Dev.
Field
Tech.
$325 $230 $220 $220 $155 $140 $145 $135 $205 $245 $125 $145 $65 Clanton & Associates Evari GIS Consulting, Inc.
Hours
per Task
Cost
per Task
Hours
per Task
Cost
City of Santa Ana Street Lighting Master Plan Task Lead & Resources per Task 3 Maintenance & Operations Assessment and Deficiencies
3.1 Assess Staffing Levels and Cost for Existing
System O&M Clanton 4 8 16 28 $5,540 0 $0
3.2 Assess Existing Facilities, Equipment &
Maintenance Vehicles Clanton 4 8 16 28 $5,540 0 $0
3.3 Quantify & Describe Types of Service
Requests Clanton 2 8 16 26 $4,890 0 $0
3.4 Develop SOPs,
Routine/Preventative/Emergency Maintenance
Electrical Contractor -
Excluded 0 $0 0 $0
3.5 Safety Training Program Electrical Contractor -
Excluded 0 $0 0 $0
3.6 Identify O&M Funding Needs Clanton 8 12 12 32 $7,100 0 $0
3.7 Identify Cost Savings Opportunities Clanton, Electrical Contractor - Included 12 24 24 60 $12,900 0 $0
3.8 Final O&M Assessment Document Clanton, Electrical
Contractor - Included 8 12 12 32 $7,100 0 $0
Task 3 Totals 38 0 0 72 96 0 0 0 0 206 $43,070 0 0 0 0 0 $0 4 Smart City Assessment Clanton with IronStride Support
4.1 Smart City Integration with Street Lighting Clanton 12 20 20 52 $11,000 0 $0
4.2 Assess Integration with City's Advanced Water
Meter System IronStride 0 $0 0 $0
4.3 Assess Integration with Traffic Signal/ITS
Fiber Network IronStride 0 $0 0 $0
4.4 5G Small Cell Clanton 0 $0 0 $0
4.5 Final Smart City Assessment Document Clanton 4 4 12 12 32 $6,480 0 $0 Task 4 Totals 16 4 32 0 0 0 0 32 0 84 $17,480 0 0 0 0 0 $0
3.1 & 3.2 Assess Staffing Levels and Cost for Existing System O&M, Facilities, Equipment & Maintenance Vehicles Clanton & Associates will interview other cities of similar size who own & maintain their own street lighting system to assess Staffing Levels & Cost for Existing System O&M.
3.3 Quantify & Describe Types of Service Requests
Clanton & Associates will review existing data from City of Santa Ana related to Streetlighting Service Requests City Council 18 – 48 6/20/2023
Pres. Assoc.
Outdoor
Lighting
Specialist
Senior
Eng. II Eng. II Eng. I Des. II Des. I Prod. Mgr.
Project
Director
GIS
Analyst &
Audit
Manager
WebGIS
Dev.
Field
Tech.
$325 $230 $220 $220 $155 $140 $145 $135 $205 $245 $125 $145 $65 Clanton & Associates Evari GIS Consulting, Inc.
Hours
per Task
Cost
per Task
Hours
per Task
Cost
City of Santa Ana Street Lighting Master Plan Task Lead & Resources per Task 5 Cost of Service Evaluation Clanton with Municipal Advisor Support
5.1 Research & Identify Funding Opportunities
(Grants, PPPs, ESCO, Districts, etc.) Municipal Advisor 0 $0 0 $0
5.2 Develop Cost-Benefit / Pros-Cons for
Acquisition & Separation of Service for SCE
street lighting
Clanton 8 16 16 40 $9,800 0 $0
5.3 Develop Energy Cost & Savings Analysis &
Recommendations Clanton 12 20 20 20 72 $15,500 0 $0
5.4 Develop 5-10 year Street Light Program
Funding Needs & Recommendations Clanton, Municipal Advisor 12 20 20 52 $11,400 0 $0
5.5 Final Cost & Funding Evaluation Document Clanton, Municipal Advisor 8 8 8 8 32 $7,440 0 $0 Task 5 Totals 40 24 0 64 48 0 0 0 20 196 $44,140 0 0 0 0 0 $0 6 Program Recommendations Clanton & Evari support
6.1 Identify Short-Term & Long-Term Upgrade
Zones: 1-for-1 Replacement vs. New Street
lighting
Clanton, Evari 8 12 12 32 $6,860 0 $0
6.2 Determine Character & Amenity Zones Clanton, Evari 8 12 16 36 $7,400 0 $0
6.3 Develop Prioritization System Clanton, Evari 4 8 16 28 $5,220 6 40 46 $6,470
6.4 Develop Street Lighting Warrants Clanton 4 4 16 24 $4,340 0 $0
6.5 Process for Street Lighting Requests for
Installation, Upgrades, Removals Clanton 4 4 8 8 24 $5,020 0 $0
6.6 Cost Analysis per Zone Clanton, Evari 8 16 20 44 $9,220 0 $0
6.7 Final Program Priorities & Recommendations
Document Clanton, Evari 8 16 24 48 $9,360 0 $0
6.8 Alignment with other Master Plans (Safe
Routes to School, Vision Zero, Traffic Signal
Master Plan, Mobility Element, Fiber Master
Plan)
Clanton, Evari 8 20 20 48 $9,700 0 $0
6.9 Final Program Priorities & Recommendations
Document Clanton 16 16 16 16 64 $14,560 0 $0
Task 6 Totals 68 0 92 24 20 0 0 128 0 348 $71,680 6 40 0 0 46 $6,470 City Council 18 – 49 6/20/2023
Pres. Assoc.
Outdoor
Lighting
Specialist
Senior
Eng. II Eng. II Eng. I Des. II Des. I Prod. Mgr.
Project
Director
GIS
Analyst &
Audit
Manager
WebGIS
Dev.
Field
Tech.
$325 $230 $220 $220 $155 $140 $145 $135 $205 $245 $125 $145 $65 Clanton & Associates Evari GIS Consulting, Inc.
Hours
per Task
Cost
per Task
Hours
per Task
Cost
City of Santa Ana Street Lighting Master Plan Task Lead & Resources per Task 7 Stakeholder and Community Outreach Clanton with Latino Health Access & Evari support
7.1 Community Engagement Plan Clanton, Latino Health
Access, Evari 8 8 8 24 $5,440 0 $0
7.2 Website development in English and Spanish,
ongoing maintenance Evari 0 $0 8 8 0 0 16 $2,960
7.3 Develop Advisory Committees for Participation
by Residents, User Groups, Appointed &
Elected Officials & Other Stakeholders
Clanton 8 8 8 24 $5,440 0 $0
7.4 Attend and Present at (2) neighborhood
meetings
Clanton, Latino Health
Access, Evari 16 16 16 48 $10,880 0 $0
7.5 Attend and Present at (2) meetings with
Environmental & Transportation Advisory
Committees.
Clanton, Evari 12 12 12 36 $8,160 0 $0
7.6 Attend and Present at (2) City Council
meetings Clanton, Evari 16 16 16 48 $10,880 0 $0
7.7 Documentation of Community & Stakeholder
Engagement, Meeting Minutes Clanton, Evari 16 8 24 24 72 $15,560 0 $0 Task 3 Totals 76 8 84 0 0 0 0 84 0 252 $56,360 8 8 0 0 16 $2,960 Total Hours By Staff 276 36 228 208 240 0 0 292 20 1300 62 456 148 1720 2386 $278,300 $205,450
$12,000 $9,000
$1,500 $1,000
$291,800 $215,450
$35,000
$20,000
$0
$20,000
$582,250
Direct Labor Costs:
Travel & Lodging
Other Material Direct Costs (Certified translation
of 2000 words at 50 cents/word)
Other Material Direct Costs
(Large Format Printing for Community Outreach)
Travel & Lodging
Direct Labor Costs:
IronStride Total Cost
Electrical Contractor Total Cost
Municipal Advisor Total Cost
Evari GIS Consulting Total Cost
Total Cost Estimate
Clanton & Associates Total Cost
Latino Health Access Total Cost
City Council 18 – 50 6/20/2023
Community Development Agency
www.santa-ana.org/community-development
Item # 19
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
June 20, 2023
TOPIC: MOU Commitment to Partnership for Homeless Housing, Assistance and Prevention (HHAP) Program
AGENDA TITLE
Memorandum of Understanding with the County of Orange, the City of Anaheim, the City of Irvine, and the City of Santa Ana for the Homeless Housing, Assistance and Prevention (HHAP) Program Regional Coordination
RECOMMENDED ACTION
Authorize the City Manager to execute the Memorandum of Understanding with the County of Orange, the City of Anaheim, and the City of Irvine, to support regional coordination to address homelessness challenges.
DISCUSSION
The California Interagency Council on Homelessness (Cal ICH) recently provided guidance for applicants seeking HHAP-4 funding. This document requires a regional MOU that outlines local efforts to increase regional coordination and clearly describes jurisdictional roles and responsibilities, joint coordination, and collaborative funding efforts to achieve greater alignment for HHAP jurisdictions receiving entities.
In an effort to meet this requirement, staff from each of these jurisdictions worked together to draft a MOU for consideration by each government body. The MOU establishes a partnership on county-wide efforts to strengthen regional goals to address the needs of individuals and families experiencing homelessness as it relates to HHAP Round 4 funds. These goals will include working closely with the Orange County Continuum of Care, and strengthening systemic efforts and processes to show a reduction of the number of persons experiencing homelessness or who become homeless annually, on a regional basis.
The County will be taking this MOU (Exhibit 1) to the Board of Supervisors for approval on July 25, 2023, following approval by the Continuum of Care Board on June 28, 2023.
The cities of Anaheim and Irvine plan to take this item to their Councils during the month of June.
FISCAL IMPACT
There is no fiscal impact associated with this item.
City Council 19 – 1 6/20/2023
MOU Commitment to Partnership for HHAP Program
June 20, 2023
EXHIBIT(S)
1. MOU HHAP Round 4
Submitted By: Michael L. Garcia, Executive Director of Community Development Approved By: Kristine Ridge, City Manager
City Council 19 – 2 6/20/2023
MEMORANDUM OF UNDERSTANDING
BETWEEN
THE COUNTY OF ORANGE,
THE CITY OF ANAHEIM,
THE CITY OF IRVINE,
AND THE CITY OF SANTA ANA
FOR HOMELESS HOUSING, ASSISTANCE AND PREVENTION
COMMITMENT TO PARTNERSHIP
This Memorandum of Understanding (“MOU”) is entered into, by and between the County of Orange, acting as the Eligible Applicant for the County of Orange and the Orange County Continuum of Care; the City of Anaheim; the City of Irvine; and the City of Santa Ana. The County of Orange, City of Anaheim, City of Irvine, and City of Santa Ana may be referred to individually as “Party” and collectively as “Parties.” RECITALS:
A. All Parties have each individually entered into a Standard Agreement with the State of California – Department of General Services under the Homeless Housing, Assistance, and Prevention Program (“HHAP” or “Program”) in furtherance of the Program.
B. The general purpose of the Program is to provide one‐time block grant funding to support regional coordination, and to expand or develop local capacity to address immediate homelessness challenges.
C. By entering into this MOU, the Parties intend to support regional coordination and expand or develop local capacity to address immediate homelessness challenges.
WHEREFORE, it is agreed by and between the Parties that the foregoing Recitals are a substantive part of this MOU and the following terms and conditions shall constitute the entire MOU between the Parties.
1. This MOU establishes the commitment to partnership as it relates to the Program recognizing that homelessness impacts Orange County and requires county‐wide collaborative efforts. This includes the Parties’ commitment to:
a. Support a county‐wide effort to expand the delivery of homeless services and available resources that support individuals and families experiencing homelessness in becoming permanently housed and individuals and families at‐risk of homelessness in achieving housing stability. This aligns with and supports the HHAP Round 4 goals to:
i. reduce the number of persons who become homeless for the first time, ii. reduce the length of time persons remain homeless,
iii. reduce the number of persons who return to homelessness after exiting homelessness to permanent housing,
iv. increase the number of unsheltered persons in achieving permanent stable housing, and
v. increase successful placements from street outreach. b. Bring stakeholders together across Orange County to effectively address homelessness, when possible, by coordinating and integrating temporary and permanent housing resources, supportive services, and outreach and engagement strategies.
City Council 19 – 3 6/20/2023
c. Leverage existing components of the County of Orange System of Care, as available, to better address the complex issues people experience while homelessness and facilitate connections to those resources and programs.
d. Recognize the intent to advance systemic responses that effectively promote equity for disadvantaged persons and support the County of Orange Continuum of Care’s (“CoC”) Racial Equity Framework development and implementation. e. Participate in the Homeless Management Information System (“HMIS”) to meet reporting requirements and collectively invest in data improvement processes to strengthen available data to evaluate progress in addressing homelessness. f. Participate in the delivery of permanent housing resources through the County of Orange CoC’s Coordinated Entry System (CES) to address the needs of individuals and families to be consistent with the local CES Prioritization Policy, when applicable.
2. Further, this MOU evidences the Parties commitment to work collaboratively to strengthen regional efforts to address the needs of individuals and families experiencing homelessness or at‐ risk of homelessness. This commitment is applicable to efforts supported through the HHAP Round 4 funds, and in accordance with the Standard Agreement and Cal. Health & Safety Code Section 50220.8.
IN WITNESS WHEREOF, the parties hereto have executed this MOU as of the last date and year written below.
CITY OF SANTA ANA
ATTEST: CITY OF SANTA ANA
_____________________ ________________________
JENNIFER L. HALL KRISTINE RIDGE
City Clerk City Manager
Dated:_______________________ Dated:_______________________ RECOMMENDED FOR APPROVAL:
________________________
MICHAEL GARCIA
Executive Director
Community Development Agency
Dated:_______________________
City Council 19 – 4 6/20/2023
CITY OF IRVINE
Dated: _____________________
CITY OF IRVINE,
a California municipal corporation
By: ___________________________
Oliver C. Chi, City Manager
APPROVED AS TO FORM:
RUTAN & TUCKER, LLP
____________________________
Jeffrey T. Melching, City Attorney
ATTEST:
____________________________
Carl Petersen, City Clerk
CITY OF ANAHEIM
ATTEST: CITY OF ANAHEIM
____________________________ ____________________________ THERESA BASS JAMES VANDERPOOL
City Clerk City Manager
Dated:_______________________ Dated:_______________________ APPROVE AS TO FORM: RECOMMENDED FOR APPROVAL:
____________________________ _____________________________ RYAN HODGE GRACE RUIZ‐STEPTER
Deputy City Attorney Director
Dept of Housing and Community Development
Dated:_______________________ Dated:_______________________ City Council 19 – 5 6/20/2023
COUNTY OF ORANGE
By:______________________________
Douglas Becht
County of Orange, County Executive Office
Office of Care Coordination
Dated:___________________________
Approved As To Form
CEO Counsel
County of Orange, California
By:________________________________
Deputy
Dated:______________________________
City Council 19 – 6 6/20/2023
Community Development Agency
www.santa-ana.org/community-development
Item # 20
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
June 20, 2023
TOPIC: WIOA Youth Request for Proposal PY 2023-24 – Subgrantee Agreement
AGENDA TITLE
Approve an Agreement with the Orange County Children’s Therapeutic Arts Center for a Total Amount not to exceed $200,000 to Serve Foster and Youth with Disabilities (NonGeneral Fund)
RECOMMENDED ACTION
Authorize the City Manager to execute an agreement with the Orange County Children’s Therapeutic Arts Center (OCCTAC) to provide services to foster and youth with disabilities, for a one-year term beginning July 1, 2023 and expiring June 30, 2024, in a total amount not to exceed $200,000, subject to non-substantive changes approved by the City Manager and City Attorney.
DISCUSSION
Under the authority of the Workforce Innovation & Opportunity Act (WIOA), the Santa Ana Workforce Development Board (WDB) procures Youth Service Providers to provide WIOA services to eligible at-risk Santa Ana youth. With the approval of the WDB, staff released the Youth Provider Request for Proposals (RFP) for a four-year procurement cycle on November 4, 2022. The deadline to submit a response to the RFP was January 10, 2023, and two proposals were received that met the initial submission requirements. On February 24, 2023, the RFP review committee, composed of three Youth Council members (a committee of the Workforce Development Board), reviewed and ranked the two proposals. One proposal received a failing score.
At their April 13, 2023 meeting, the Youth Council recommended that the Workforce Development Board approve the RFP ranking and recommend that the City Council award an agreement with the Orange County Children’s Therapeutic Arts Center.
Rank Score Organization # of Youth
to Serve
In
School
Out of
School
Youth Council
Recommended
Funding
1 85.3% OC Children's
Therapeutic Arts Center
20 4 16 $200,000
2 48.5% Hire 1 of Us 20 4 16 $0
City Council 20 – 1 6/20/2023
WIOA Youth Request for Proposal PY 2023-24 – Subgrantee Agreement June 20, 2023
At the May 31, 2023 special meeting of the Workforce Development Board Executive Committee, by a vote of 5:0, the committee recommended that the City Council authorize the City Manager to execute an agreement with the Orange County Children’s Therapeutic Arts Center to serve 20 Santa Ana youth.
Under the regulations of WIOA, OCCTAC will serve 20 Santa Ana youth between the ages of 16 and 24 with an emphasis to serve foster and youth with disabilities. They will provide occupational skills training in the areas of office administration, childcare worker certification, career technical training in partnership with Santa Ana College, paid work experience, employment preparation, tutoring, mentoring, counseling, civic engagement, and supportive services (Exhibit 1).
FISCAL IMPACT
Funds in the amount of $200,000 are available in the WIOA Youth Payment to Subagent account (no. 12318763-69135) upon adoption of the FY 2023-24 budget.
EXHIBIT(S)
1. Agreement – OC Children’s Therapeutic Arts Center
Submitted By: Michael L. Garcia, Executive Director of Community Development Approved By: Kristine Ridge, City Manager
City Council 20 – 2 6/20/2023
AGREEMENT UNDER THE WORKFORCE INNOVATION AND OPPORTUNITY ACT THIS SUBAWARD AGREEMENT, made and entered into this 1
st day of July, 2023,
by and between the City of Santa Ana, a charter city and municipal corporation duly organized and existing under the Constitution and laws of the State of California ("CITY") and Orange County Children’s Therapeutic Arts Center, a non-profit corporation identified by the assigned Data Universal Numbering System (DUNS) Number 014317940 ("SUBRECIPIENT").
RECITALS:
A. CITY has been designated a Local Workforce Development Area (LWDA) under the Workforce Innovation and Opportunity Act of 2014, Public Law 1-113-128 ("the Act"), Catalog of Federal Domestic Assistance (CFDA) Number 17.259 and Federal Award Identification Number (FAIN) AA253421455A6.
B. The State of California has created the LWDA to administer the Act programs operated by the State of California pursuant to the Act.
C. As a LWDA, CITY is entitled to receive federal funds to establish programs to increase the employment, retention and earnings of Participants, and increase occupational skills attainment by Participants, and as a result, improve the quality of the workforce, reduce welfare dependency, and enhance the productivity and competitiveness of the nation (“said program”).
D. SUBRECIPIENT is experienced in operating workforce development programs for at-risk youth that provide preparation for secondary and post-secondary education, occupational training, and employment skills for entry into the labor market.
E. SUBRECIPIENT is willing to operate said program pursuant to the Act and California law.
WHEREFORE, for and in consideration of the respective and mutual covenants and promises hereinafter contained and made, and subject to all the terms and conditions hereof, the parties hereto do hereby agree as follows:
I.
SUBRECIPIENT'S OBLIGATIONS
A. SUBRECIPIENT agrees to provide the following services pursuant to said program, as more specifically set forth in SUBRECIPIENT'S Program Narrative contained in "Exhibit A", as required to be responsive to the Federal Funding Accountability and Transparency Act (FFATA) per 2 CFR §200.331(a)(1)(ix), and in the Performance Indicators contained in “Exhibit B”, per 2 CFR §200.331(d) and 2 CFR §200.328, both attached hereto and by this reference incorporated herein.
SUBRECIPIENT'S failure to provide said services may be grounds for CITY to readjust the level of payment to SUBRECIPIENT otherwise provided for hereinafter.
EXHIBIT 1
City Council 20 – 3 6/20/2023
B. SUBRECIPIENT agrees to provide benefits to individuals who participate in the activities and services funded by this Agreement ("Participants") in accordance with the standards and requirements set forth in the Act.
C. SUBRECIPIENT agrees to perform the services set forth herein in a professional, timely and diligent manner.
D. SUBRECIPIENT shall provide wages and benefits to Participants in accordance with the standards and requirements of the Act, including Section 181 of the Act.
E. SUBRECIPIENT shall adhere to the Labor Standards described in the Act, including Section 181 of the Act.
F. SUBRECIPIENT agrees to comply with the "Complaint Handling Procedures Under the WIOA”, attached hereto as "Exhibit E" and incorporated herein as though fully set forth in 20 CFR 658.411. SUBRECIPIENT shall advise Participants of their rights to file complaints under the Act and the procedures for resolution of any complaints. CITY's procedures for handling complaints alleging a violation of the Act, regulations, grants, or other agreements under the Act shall be followed and any decision of CITY, the State or the federal government relating to the complaint shall be binding and followed by SUBRECIPIENT. SUBRECIPIENTS who are employers shall operate a grievance system that incorporates CITY's procedures for resolution of complaints relating to the terms and conditions of employment; these procedures shall be approved in writing by CITY.
G. As a condition of this award of financial assistance under the Act to SUBRECIPIENT from CITY, SUBRECIPIENT assures, with respect to operation of all programs or activities funded with funds provided pursuant to the Act, and all agreements or arrangements to carry out such programs or activities, that it will comply fully with the nondiscrimination and equal opportunity provisions of the Act (Section 188) and compliance with Equal Employment Opportunity provisions in Executive Order (E.O.) 11246, as amended by E.O. 11375 and supplemented by the requirements of 41 CFR Part 60; the Nontraditional Employment for Women Act of 1991; Title VI of the Civil Rights Act of 1964, as amended; section 504 of the Rehabilitation Act of 1973, as amended; the Age Discrimination Act of 1975, as amended; the Americans with Disabilities Act of 1990; and with all applicable requirements imposed by or pursuant to regulations implementing those laws, including, but not limited to, 29 CFR Parts 33 and 37. The United States, the State of California and CITY have the right to seek judicial enforcement of this assurance.
H. SUBRECIPIENT agrees that no participant(s) shall commence training prior to the approval of funding pursuant to Section 123 of the Act.
I. SUBRECIPIENT agrees to the following accounting, monitoring, auditing, and review requirements:
1. SUBRECIPIENT agrees to maintain such records and submit such reports, data and information, on the form and containing such information, at such times as CITY may request or require regarding the performance of SUBRECIPIENT'S services or activities, costs or other data, including but not limited to, Participants' attendance, payroll records and job duty statements.
EXHIBIT 1
City Council 20 – 4 6/20/2023
2. SUBRECIPIENT agrees to forward to the Santa Ana WORK Center Administrative Office, 801 W. Civic Center Dr., Suite 200, Santa Ana, California 92701 completed Workforce Innovation and Opportunity Act Application form and supporting documents; a complete Workforce Innovation and Opportunity Act Enrollment; any subsequent updates; Workforce Innovation and Opportunity Act Youth Test Scores form; Workforce Innovation and Opportunity Act Exit form upon completion/termination of active enrollment of participant; and the Workforce Innovation and Opportunity Act Follow-Up form within 15 days following 30, 60, 90,180, 270, and 360 days of exit. SUBRECIPIENT agrees to enter information on the State of California’s CalJobs database system as instructed and requested by the Santa Ana WORK Center Administration.
3. CITY, the State of California and the United States government and/or their representatives shall have access for purposes of monitoring, auditing and examining of SUBRECIPIENT'S activities, performance, books, documents, papers, records of SUBRECIPIENT SUBRECIPIENTs, bookkeepers, accountants, employees and Participants related to this Agreement. Such agencies or representatives shall also schedule on-site monitoring at their discretion. Monitoring activities may also include, but are not limited to, questioning employees and Participants and entering any premises or onto any site in which any of the services or activities funded hereunder are conducted or in which any of the records of SUBRECIPIENT are kept (2 CFR §200.330). Nothing herein shall be construed to require access to any privileged or confidential information as set forth in federal or state law.
4. In the event SUBRECIPIENT does not make the above-referenced documents available within the City of Santa Ana, California, SUBRECIPIENT agrees to pay all necessary and reasonable expenses incurred by CITY in conducting any audit at the location where said records and books of account are maintained.
5. All accounting records and evidence pertaining to all costs of SUBRECIPIENT and all documents related to this Agreement shall be kept available at the location where SUBRECIPIENT conducted the program, as well as in the County of Orange, for the duration of this Agreement and thereafter for three (3) years after completion of an audit.
Records which relate to (a) complaints, claims, administrative proceedings or litigation arising out of the performance of this Agreement, or (b) costs and expenses of this Agreement to which CITY, the State of California or the United States Government take exception, shall be retained beyond the three (3) years until resolution of disposition of such appeals, litigation, claims, or exceptions.
J. Without prejudice to any other section of this Agreement, SUBRECIPIENT shall, where applicable, maintain the confidential nature of information provided to it concerning Participants in accordance with the requirements of federal and state law. Notwithstanding the foregoing, SUBRECIPIENT agrees to submit to CITY, the State of California and/or the United States Government or their representatives, all records requested for administrative purposes, including audits, examinations, monitoring and verification of records submitted by SUBRECIPIENT, costs incurred and services rendered hereunder.
K. SUBRECIPIENT agrees to complete a monthly Invoice form showing in detail the amount of money already expended by SUBRECIPIENT hereunder, as this is a cash reimbursement contract. Accounting records must be supported by such source documentation as invoices, bills, EXHIBIT 1
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statements, proof of payment, such as cancelled checks, payment confirmations, account statements, paid bills, payroll records, time and attendance records, and contract and subgrant award documents (2 CFR §200.101(b)(2)). SUBRECIPIENT agrees to submit the above-stated documents to the WDB Administrative Office, 801 W. Civic Center Dr., Suite 200, Santa Ana, California, 92701, by the tenth (10th) day of the month following the month in which SUBRECIPIENT'S services are performed.
Should SUBRECIPIENT fail to deliver said documents to CITY within thirty (30) days of said deadline, CITY shall provide SUBRECIPIENT with written notice of such deficiency. If said deficiency is not corrected within thirty (30) days of mailing such written notice, CITY shall have the option to deobligate SUBRECIPIENT’s funds and cancel this Agreement by giving SUBRECIPIENT ten (10) days written notice thereof. SUBRECIPIENT shall either return to the CITY excess revenues over costs or use such excess revenues as program income for additional training activities authorized under the Act.
L. SUBRECIPIENT agrees to expend all funds in accordance with all applicable federal, state and local laws and regulations. SUBRECIPIENT also agrees to provide, at SUBRECIPIENT'S own expense, supplies and other costs of said PROGRAM.
M. SUBRECIPIENT shall arrange independently for an audit that includes WIOA funds received from CITY, in accordance with the Act, 2 CFR 200.500. SUBRECIPIENT shall submit one original of each required audit report to CITY within thirty (30) days after the date received by SUBRECIPIENT. Should SUBRECIPIENT fail to comply with these requirements, CITY may, at its option, withhold payment of funds, disallow funds, or suspend additional grant funds.
N. SUBRECIPIENT shall not expend funds pursuant to this Agreement to provide services to any participant where costs of training are paid for by any other person or entity.
O. SUBRECIPIENT shall comply with the provisions of Uniform Guidance 2 CFR Part 200 of the U.S. Office of Management and Budget (OMB) and all other applicable federal statutes and executive orders and their implementing regulations, including regulations at 29 CFR Part 97.
P. SUBRECIPIENT shall comply with the requirements of federal regulations found at 29 CFR Part 93, which provide that no appropriated funds may be expended by the recipient of a federal contract, grant, loan or cooperative agreement to pay any person for influencing or attempting to influence an officer or employee of any agency, member of Congress or an officer or employee of a member of Congress in connection with awarding of any federal contract, the making of any federal grant or loan, entering into any cooperative agreement and the extension, renewal, amendment or modification of any federal contract, grant, loan or cooperative agreement.
SUBRECIPIENT shall sign a Certification Regarding Lobbying to that effect in a form as set forth in "Exhibit F," attached hereto and by this reference incorporated herein. SUBRECIPIENT shall submit said signed Certification to CITY prior to performing any of its obligations under this Agreement and prior to any obligation arising on the part of CITY to pay any sums to SUBRECIPIENT under the terms and conditions of this Agreement.
Q. SUBRECIPIENT agrees to provide a drug-free work place and to execute a Drug Free Workplace Certification as set forth in "Exhibit G" attached hereto and incorporated herein by this reference.
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R. SUBRECIPIENT, in accordance with the Child Support Compliance Act, recognizes and acknowledges the importance of child and family support obligations and shall fully comply with all state and federal laws relating to child and family support enforcement, including, but not limited to: disclosure of information and compliance with earnings assignment orders, as provided in Chapter 8 (commencing with Section 5200) of Part 5 of Division 9 of the state Family Code; and, to the best of its knowledge is fully complying with the earnings assignment orders of all employees and is providing the names of all new employees to the New Employee Registry maintained by the California Employment Development Department (EDD).
S. SUBRECIPIENT agrees to comply with all applicable provisions of the Act, and all applicable federal regulations, including, but not limited to, the Code of Federal Regulations, Subtitle A—Office of Management and Budget Guidance for Grants and Agreements, as well as all applicable state and local regulations.
T. SUBRECIPIENT agrees to remain in compliance with the Certification Regarding Debarment (“Exhibit H”), as required by the regulations implementing Executive Order 12549, Debarment and Suspension, (2 CFR Part 180).
U. SUBRECIPIENT agrees to provide priority of services for veterans and eligible spouses pursuant to 20 CFR Part 1010, and the regulations implementing priority of service for veterans and eligible spouses in Department of Labor job training programs under the Jobs for Veterans Act published at 73 Fed.Reg. 78132 on December 19, 2008.
V. SUBRECIPIENT acknowledges that the official name for the statewide system of providing employment and training through the WIOA partnerships and various other local programs is “America’s Job Center”. To achieve the goals of this grant, it is important that the public has a quick and easy method to identify that the projects or programs they are taking part in are part of the “America’s Job Center”. SUBRECIPIENT agrees to place the America’s Job Center logo, in accordance with the State of California guidelines for such use, on all public materials, such as statements, press releases, brochures, advertisements, reports and other documents describing projects or programs funded in whole or in part with WIOA funds. When the America’s Job Center logo is used, SUBRECIPIENT may accompany it with the following statement, “The (Program Name) is a proud partner of the America’s Job Center network”. SUBRECIPIENT shall not use the America’s Job Center logo in any manner that would imply that the State of California endorses a commercial product, service or activity.
II.
CITY'S OBLIGATIONS
A. On May 18, 2023, the CITY was awarded a Department of Labor Workforce Innovation and Opportunity Act youth grant of $786,866.00 for fiscal year 2023-2024. CITY agrees to pay to SUBRECIPIENT when, if and to the extent federal funds are received under the provisions of the Act a sum not to exceed $200,000.00 for SUBRECIPIENT'S performance in accordance with the Budget attached hereto as "Exhibit D" and incorporated herein by reference, during the period of this Agreement. Said sum shall be paid after CITY receives invoices submitted by SUBRECIPIENT as provided hereinabove.
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B. Pursuant to 2 CFR §200.331(a)(4), the Indirect Cost Rate for the SUBRECIPIENT’s award shall be an approved federally recognized indirect cost rate negotiated between the SUBRECIPIENT and the Federal government, or, if no such rate exists, either a rate negotiated between the CITY and the SUBRECIPIENT, or a de minimis indirect cost rate as defined in 2 CFR §200.414(b) Indirect (F&A) costs.
C. SUBRECIPIENT has the ability to adjust line item amounts in the budget with the approval of the Executive Director, so long as the total Budget amount does not increase.
D. CITY agrees to provide for on-site monitoring reviews of said program operation at least annually. In addition, monthly desktop reviews of pertinent information will be conducted.
E. CITY has the right to de-obligate the funds hereunder, and take such funding back from SUBRECIPIENT, due to any of the following reasons: (a) lack of performance by SUBRECIPIENT; (b) lack of fiscal accountability of SUBRECIPIENT; or (c) decrease in available funding.
III.
TERM OF AGREEMENT
A. This Agreement shall commence on July 1, 2023, and all duties arising under this Agreement shall have been performed by June 30, 2024. The Term of this Agreement may be extended by a writing executed by the City Manager and the City Attorney. SUBRECIPIENT acknowledges and agrees that it must provide follow-up services for one (1) year after the Term, whether funded or not.
B. SUBRECIPIENT agrees to comply with the closeout procedures detailed in 2 CFR §200.343, including the following:
1. SUBRECIPIENT must submit, no later than ninety (90) calendar days after the end date of the period of performance, all financial, performance, and other reports as required by the terms and conditions of the Federal award;
2. Unless the CITY authorizes an extension, SUBRECIPIENT must liquidate all obligations incurred under the Federal award not later than ninety (90) calendar days after the end date of the period of performance as specified in the terms and conditions of the Federal award;
3. SUBRECIPIENT must promptly refund any balances of unobligated cash that the CITY paid in advance or paid and that is not authorized to be retained by SUBRECIPIENT for use in other projects (See OMB Circular A-129 and 2 CFR §200.345);
4. SUBRECIPIENT must account for any real and personal property acquired with Federal funds or received from the Federal government in accordance with 2 CFR §§200.310-200.316 and 200.329; and,
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5. The CITY should complete all closeout actions for the Federal award no later than one year after receipt and acceptance of all required final reports.
IV.
INDEPENDENT CONTRACTOR
Consultant shall, during the entire term of this Agreement, be construed to be an independent contractor and not an employee of the City. This Agreement is not intended nor shall it be construed to create an employer-employee relationship, a joint venture relationship, or to allow the City to exercise discretion or control over the professional manner in which Consultant performs the services which are the subject matter of this Agreement; however, the services to be provided by Consultant shall be provided in a manner consistent with all applicable standards and regulations governing such services. Consultant shall pay all salaries and wages, employer's social security taxes, unemployment insurance and similar taxes relating to employees and shall be responsible for all applicable withholding taxes.
V.
WORKER'S COMPENSATION AND EMPLOYER'S RIGHTS
A. SUBRECIPIENT shall use appropriate funds received from CITY to provide workers' compensation to all those hired by SUBRECIPIENT under this Agreement.
B. SUBRECIPIENT shall have the right to hire, dismiss, or promote its employees or contract personnel hired under this Agreement so long as its hiring or dismissal policy or standard does not violate Title VII of the Civil Rights Act of 1964, Fair Labor Standards Act of 1938, or any other applicable law, and SUBRECIPIENT maintains itself as an Equal Opportunity employer.
VI.
APPLICABLE GUIDELINES
A. The parties hereto agree that SUBRECIPIENT shall comply with all applicable federal and state laws and regulations, including, but not limited to the Performance Indicators (Exhibit B) and general program requirements described in Sections 2 and 116 of the Act, and applicable regulations, and the U.S. Department of Labor guidelines and regulations, including amendments or revisions made during the terms of this Agreement. Said applicable laws are hereby incorporated by reference and made part of this Agreement as though fully set forth herein.
B. SUBRECIPIENT also assures and certifies that:
1. SUBRECIPIENT acknowledges and confirms that the U.S. Department of Labor has established six (6) performance indicators for youth: (a) Percent of Participants who are in education/training activities, or in unsubsidized employment during the 2nd quarter after exit; (b) Percent of Participants who are in education/training, or in unsubsidized employment during the 4th quarter after exit; (c) the median earnings of Participants in unsubsidized employment during the 2nd quarter after exit; (d) Percent of Participants who obtain recognized postsecondary credential or secondary diploma during participation or within 1 year after exit; (e) Percent of Participants who, during the program, are in education or training that leads to a recognized postsecondary credential or employment and who are achieving measurable skill gains; and, (f) effective in serving employers.
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SUBRECIPIENT agrees to implement and shall meet any additional performance indicators that may be subsequently required by the Workforce Innovation and Opportunity Act or by any other Federal, State, and local law.
2. SUBRECIPIENT shall comply with Title VII of the Civil Rights Act of 1964 (P.L. 83-354) and in accordance with Title VII of the Act, requiring that no person shall, on the grounds of race, color, religion, sex, age, handicap or national origin be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination under this Agreement.
3. SUBRECIPIENT shall comply with any and all federal laws limiting the political activity of employees hired under this Agreement.
4. SUBRECIPIENT shall comply with the requirements that no program under the Act shall involve political activities.
5. RECORD INSPECTION. SUBRECIPIENT shall provide the U.S.
Department of Labor and the Controller General, by and through any authorized representative, as well as the WIB Administrative Office, access to and the right to examine all records, books, papers or documents relating to the accounting and use of funds under this Agreement for a three-year period from and after the effective date of this Agreement.
6. No person with responsibilities in the operation of any program under the Act shall discriminate with respect to any program participant or any application for participation in such program because of race, creed, color, national origin, sex, political affiliation or beliefs.
7. SUBRECIPIENT shall maintain appropriate standards for health and safety in work and training situations.
8. SUBRECIPIENT shall comply with general provisions, assurances, and execute the Assurances and Certifications attached hereto as "Exhibit I" and incorporated herein.
9. EQUAL OPPORTUNITY. Any literature distributed by
SUBRECIPIENT for the purpose of apprising businesses, Participants, or the general public of its programs under this Agreement shall state that its programs are supported by the City of Santa Ana and the Santa Ana Workforce Investment Board, and shall state that the program is an “equal opportunity employer/program” and that “auxiliary aids and services are available upon request to individuals with disabilities.”
10. Based on the population eligible to be served, or likely to be directly affected by the WIOA program or activity, the services or information may need to be provided in a language other than English in order to allow such population to be effectively informed about or able to participate in the program or activity. Pursuant to 29 CFR 37.35, SUBRECIPIENT must take reasonable steps to provide services and information in appropriate languages after considering the scope of the program or activity, and the size and concentration of the population that needs services or information in a language other than English.
11. SUBRECIPIENT certifies that all property, finished or unfinished documents, data, studies and reports prepared or purchased under this Agreement, will be disposed of EXHIBIT 1
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in accordance with the direction of the CITY. In addition, any tools and/or equipment furnished to the SUBRECIPIENT by the CITY and/or purchased by the SUBRECIPIENT with funds pursuant to this Agreement, will be limited to use within the activities outlined in this agreement and will remain the property of the United States Government and/or CITY. Upon termination of this Agreement, SUBRECIPIENT will immediately return such tools and/or equipment to the CITY or dispose of them in accordance with the direction of the CITY.
12. SUBRECIPIENT certifies that this Agreement does not provide for the advancement or aid to any religious sect, church or creed, or sectarian purpose, nor does it help to support or sustain any school, college, university, hospital or other institution controlled by any religious creed, church, or sectarian denomination, as specified by Article XVI, Section 5, of the Constitution of the State of California, regarding separation of church and state.
13. PATENT, COPYRIGHTS AND RIGHTS IN DATA. The
SUBRECIPIENT will disclose to the CITY any invention, written product, or computer program developed, or data assembled, as a result of performance of work under this Agreement, within seventy-four (74) days of invention, development or assembly. The CITY, State of California, and U.S. Department of Labor will have the right to patent any invention and copyright any written product or computer program or data generated by SUBRECIPIENT. Upon written request, SUBRECIPIENT will transfer all pertinent information, specifications and right, title and interest to the designated agency.
14. INVENTIONS, PATENTS AND COPYRIGHTS.
A. Reporting Procedure. If any project produces patentable items, patent rights, processes, or inventions in the course of work under a U.S. Department of Labor (DOL) grant or agreement, the SUBRECIPIENT shall report the fact promptly and fully to the CITY. The CITY shall report the fact to the Grant Officer, at the DOL. Unless there is a prior agreement between the CITY and the DOL and its representative on these matters, the DOL shall determine whether to seek protection on the invention or discovery. The DOL and its representative shall determine how the rightsin the invention or discovery, including rights under any patent issued thereon, will be allocated and administered in order to protect the public interest consistent with the "Governmental Patent Policy" (President's Memorandum for Heads of Executive Departments and Agencies, August 23, 1971, and Statement of Government Patent Policy as printed in 36 FR 16889).
B. Copyright Policy.
1. Unless otherwise provided in the terms of the grant or agreement, when copyrightable material is developed in the course of or under a DOL Grant or agreement, the author and the CITY which developed the work is free to copyright material or to permit others to do so. The SUBRECIPIENT and the Workforce Development Board (WDB) shall have a royalty-free, nonexclusive and irrevocable license to reproduce, publish, use and to authorize others to use all copyrighted material.
2. The DOL reserves a royalty-free, nonexclusive, and irrevocable license to reproduce, publish or otherwise use, and to authorize others to use, for Federal Government purposes:
(a) The copyright in any work developed under any grant, sub-grant, or contract under a grant or subgrant; (b) Any right of copyright to which a grantee, subgrantee or a SUBRECIPIENT purchases EXHIBIT 1
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ownership with grant support; and, (c) SUBRECIPIENT shall comply with the requirements of 29 CFR Part 97.34.
C. Rights to Data. The DOL and the CITY shall have unlimited rights to any data first procured or delivered under this Agreement.
15. CLEAN AIR / CLEAN WATER ACT. If the grant hereunder exceeds $100,000, SUBRECIPIENT must comply with Section 306 of the Clean Air Act [(42 USC 1875(h)]; Section 508 of the Clean Water Act (33 USC 1368); Executive Order 11738 and Environmental Protection Agency (“EPA”) regulations (40 CFR Part 35) as any may now exist or be hereafter amended. Under these laws and regulations, the SUBRECIPIENT assures that:
(a) No facility to be utilized in the performance of the proposed grant has been listed on the EPA List of Violating Facilities;
(b) It will notify CITY prior to award of the receipt of any communication from the Director, Office of Federal Activities, U.S. EPA, indicating that a facility to be utilized for the grant is under consideration to be listed on the EPA List of Violating Facilities; and,
(c) It will notify the CITY and the EPA about any known violation of the above laws and regulations.
16. SUBRECIPIENT agrees to adhere to the following STANDARDS OF CONDUCT:
a. General Assurance. Every reasonable course of action will be taken by SUBRECIPIENT in order to maintain the integrity of this expenditure of public funds and to avoid favoritism. This Agreement will be administered in an impartial manner, free from errors to gain personal, financial, political gain. SUBRECIPIENT, its officers and employees, in administering this Agreement, will avoid situations which give rise to a suggestion that any decision was influenced by prejudice, bias, special interest or desire for personal gain.
b. Employment of Former State or CITY Employees. SUBRECIPIENT will ensure that any of its employees who were formerly employed by the State of California or CITY, in a position that could have enabled such individuals to impact policy regarding or implementation of programs covered by this Agreement, will not be assigned to any part or phase of the activities conducted pursuant to this Agreement for a period of not less than two (2) years following the termination of such employment. c. Conducting Business Involving Relatives. No relative by blood, adoption or marriage of any executive or employee of SUBRECIPIENT will receive favorable treatment when considered for enrollment in programs provided by, or employment with, SUBRECIPIENT. d. Conducting Business Involving Close Personal Friends and Associates. Executives and employees of SUBRECIPIENT will be particularly aware of the varying degrees of influence that can be exerted by personal friends and associates and, in administering this Agreement, will exercise due diligence to avoid situations which give rise to an assertion that favorable treatment is being granted to friends and associates. When it is in the public interest for SUBRECIPIENT to conduct business with EXHIBIT 1
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a friend or associate of an executive or employee of SUBRECIPIENT, an elected official in the area or a voting or non-voting member of the Workforce Investment Board (WIB), a permanent record of the transaction will be retained.
e. Avoidance of Conflict of Economic Interest. No executive or employee of SUBRECIPIENT elected official in the area, or voting or non-voting member of a WDB, will solicit or accept money or any other consideration from a third person, for the performance of an act reimbursed in whole or part by SUBRECIPIENT or CITY. Supplies, materials, equipment or services purchased with Agreement funds will be used solely for purposes asserted or allowed under this Agreement. No voting member of the WDB will cast a vote on the provision of services or vote on any matter which would provide direct financial benefit to that member or any business or organization which the member directly represents.
f. Salary and Bonus Limitations. All Subrecipients of WIOA program funds are required to comply with federal requirements regarding the limitations on salary and bonus payments in accordance with Public Law 109-149, Section 7013.
VII.
HOLD HARMLESS
A. SUBRECIPIENT shall indemnify and save harmless CITY, its officers, agents and employees, from and against any and all damages to property or injuries to or death of any person or persons, including property and employees or agents of CITY, and shall defend, indemnify and save harmless CITY, its officers, agents and employees, from any and all claims, demands, suits, actions or proceedings of any kind or nature, including, but not by way of limitation, workers' compensation claims, resulting from or arising out of the negligent acts, errors or omission of SUBRECIPIENT, its employees or subcontractors.
B. SUBRECIPIENT shall indemnify and save harmless CITY, its officers, agents and employees, from and against any and all damages to property or injuries to or death of any person or persons, including property and employees or agents of CITY, and shall defend, indemnify and save harmless CITY, its officers, agents and employees, from and against any and all claims, demands, suits, actions or proceedings therefore, resulting from or arising out of the intentional or malicious acts of SUBRECIPIENT, its employees or subcontractors.
VIII.
INSURANCE
1. Commercial General Liability. SUBRECIPIENT agrees to obtain and keep in force during the term of this Agreement a policy of comprehensive commercial general liability insurance insuring the State of California, CITY, and SUBRECIPIENT against any liability for accident, injury or death arising out of or in consequence of this Agreement. Such insurance shall be in an amount not less than One Million Dollars ($1,000,000.00) for any injury to or death of any person or persons in any single accident or occurrence, with $2,000,000 in the aggregate coverage. Said policy of comprehensive general liability insurance shall be endorsed to provide to CITY and to the State of California, Employment Development Department, at least thirty (30) days written notice prior to cancellation; name CITY, its officers, agents, employees, and volunteers, and the State of California, its officers, employees, and volunteers as Additional Insured; and state that such coverage is primary to EXHIBIT 1
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any other coverage or self-insurance of the State of California and CITY (in substantially the form as Exhibit J , Additional Insured Endorsement, attached hereto). Governmental entities may substitute a certificate of self-insurance.
2. Automobile Liability Coverage. SUBRECIPIENT shall also obtain and maintain, during the effective period of this Agreement, broad form automobile liability coverage with at least $1,000,000 limit unless reduced by CITY, which applies to both owned/leased and non-owned automobiles used by SUBRECIPIENT employees or Participants in performance of this Agreement, or, in the event that CITY will not utilize such owned/leased automobiles but intends to require employees, Participants or other agents to utilize their own automobiles in the performance of this Agreement, SUBRECIPIENT shall secure and maintain on file from all such employees, Participants, or agents as self-certification of automobile insurance coverage. Governmental entities may substitute a certificate of self-insurance.
3. Workers’ Compensation. If SUBRECIPIENT is an “employer”, as set forth in California Labor Code Section 3300 et seq., or utilizes Participants as “employees,” as set forth in California Labor Code Section 3350 et seq., SUBRECIPIENT shall obtain and keep in force during the term of this Agreement full Workers’ Compensation insurance coverage for injuries suffered by Participants. Said insurance policy shall guarantee CITY at least thirty (30) days written notice of cancellation or modification. SUBRECIPIENT shall carry medical and accident insurance for those Participants not qualifying as “employees” for Worker’s Compensation Coverage, pursuant to California Labor Code Section 3350, et seq.
4. Equipment Coverage. SUBRECIPIENT shall purchase a policy or policies of insurance covering loss or damage to any and all Equipment provided to or purchased by SUBRECIPIENT in accordance with this Agreement. Said insurance shall be in the amount of the full replacement value thereof, providing protection against the classification of fire, extended coverage, vandalism, malicious mischief, theft, and special extended perils. Governmental entities may substitute a certificate of self-insurance.
5. Youth Protection. To maintain a safe environment, funded youth providers that serve youth under the age of 18 will need to provide a Youth Protection Policy and proof of Sexual Abuse & Molestation insurance coverage of at least $1,000,000. Youth providers will be held responsible for conducting a background clearance (live-scan) for staff that have direct interaction with youth Participants that are under the age of 18.
6. Proof of Insurance. Certificates and endorsements must be submitted and approved by CITY prior to any work under this Agreement. SUBRECIPIENT understands that CITY will make no payments under this Agreement until the required certificates and endorsements have been approved by CITY.
IX.
CORPORATE STATUS
All corporate SUBRECIPIENTs shall be in good standing, without suspension by the California Secretary of State, Franchise Tax Board or Internal Revenue Service. Any change in corporate status or suspension shall be reported immediately to CITY.
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X.
ASSIGNABILITY
None of the duties of, or work to be performed by, SUBRECIPIENT under this Agreement shall be subcontracted or assigned to any agency, consultant, or person without the prior written consent of CITY. SUBRECIPIENT must submit all subcontracts and other agreements that relate to this Agreement to CITY. SUBRECIPIENT acknowledges and agrees that it must follow procurement regulations for SUBRECIPIENTs (2 CFR §200.317). No subcontract or assignment shall terminate or alter the legal obligations of SUBRECIPIENT pursuant to this Agreement.
XI.
LAWS GOVERNING THIS AGREEMENT
In its performance under this Agreement, SUBRECIPIENT shall fully comply with the requirements of the following, whether or not otherwise referred to in this Agreement:
1. The Act and all applicable federal statutes, regulations, policies, procedures and directives, including but not limited to, 2 CFR 200 and 20 CFR. Parts 651 and 654
2. All applicable State statutes, regulations, policies, procedures and directives;
3. All applicable CITY policies, procedures and directives;
4. All applicable local ordinances and requirements, including use permits and licensing;
5. Court orders applicable to its operation; and,
6. The terms and conditions of this Agreement.
If any of the foregoing is enacted, amended, or revised, SUBRECIPIENT will comply with such or will notify CITY after enactment or modification that it cannot so comply. CITY may thereupon terminate this Agreement, if necessary.
XII.
EXCLUSIVITY AND AMENDMENT OF AGREEMENT
This Agreement supersedes any and all other agreements, either oral or in writing, between the parties hereto with respect to the employment of SUBRECIPIENT by CITY, and contains all the covenants and agreements between the parties with respect to such employment. Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any party, which are not embodied herein, and that no other agreement or amendment hereto shall be effective unless executed in writing and signed by both CITY and SUBRECIPIENT.
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XIII.
FRAUD
SUBRECIPIENT shall immediately report to CITY all instances and facts concerning possible fraud, abuse or criminal activity relating to expenditure or receipt of funds under this Agreement.
XIV.
CONTINGENCY OF FUNDS
SUBRECIPIENT acknowledges that approval of and funding for this Agreement is contingent upon State approval, and funds received or obligated from the State of California to CITY.
If such approval of funds is not forthcoming, or is otherwise limited, CITY shall immediately notify SUBRECIPIENT. Within twenty (20) days of receipt of such notice, SUBRECIPIENT shall modify or cease operations as directed by CITY and negotiate necessary modification to this Agreement and/or reimbursement of costs incurred hereunder.
XV.
TERMINATION
A. This Agreement may be terminated by either party at its sole discretion, upon thirty (30) days written notice to the other party. Notice shall be deemed served on the date of mailing. However, SUBRECIPIENT may not terminate this Agreement if undue hardship will result to any participant.
B. In the event SUBRECIPIENT defaults by failing to fulfill all or any of its obligations hereunder, CITY may declare a default and termination of this Agreement by written notice to SUBRECIPIENT, which default and termination shall be effective on a date stated in the notice which is to be not less than ten (10) days after certified mailing or personal service of such notice, unless such default is cured before the effective date of termination stated in such notice. If terminated for cause, CITY shall be relieved of further liability or responsibility under this Agreement, or as a result of the termination thereof, including the payment of money, except for payment for approved expenses incurred for services satisfactorily and timely performed prior to the mailing or service of the notice of termination, and except for reimbursement of (1) any payments made for services not subsequently performed in a timely and satisfactory manner, and (2) costs incurred by CITY in obtaining substitute performance.
XVI.
DISPUTES
Except as otherwise provided in this Agreement, any dispute concerning any question arising under this Agreement shall be decided by CITY. In such a case CITY shall reduce its decision to writing and mail or otherwise furnish a copy thereof to SUBRECIPIENT. The decision of the City shall be final and conclusive unless within thirty (30) calendar days from the mailing or delivery of such copy, CITY receives from SUBRECIPIENT written request to appeal said decision.
Procedures governing the appeal shall be prescribed by CITY and/or the State of California in accordance with the Act and all corresponding regulations and OMB circulars. Pending final disposition of the appeal, SUBRECIPIENT shall act in accordance with CITY's decision unless the dispute involves a change order.
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XVII.
BREACH - SANCTIONS
If, through any cause, SUBRECIPIENT violates any of the terms and conditions of this Agreement, and/or prior agreements whereby grant funds were received by SUBRECIPIENT pursuant to this Agreement, or if SUBRECIPIENT reports inaccurately or if any Audit Report makes disallowances, SUBRECIPIENT shall promptly remedy its acts or omissions and/or repay CITY all amounts due CITY as a result of SUBRECIPIENT's violation. For any such failures or violations, CITY shall also have the right at its sole discretion to either: (1) discontinue program support until such time as SUBRECIPIENT fulfills its obligations or remedies all violations of this Agreement or prior agreements; and/or (2) collect outstanding amounts as determined by CITY due CITY by offsetting or debiting from current claims or invoices, if after thirty (30) days' written notice SUBRECIPIENT has failed to repay same or a repayment schedule has not been made; and/or (3) terminate this Agreement by giving written notice to SUBRECIPIENT of such termination in accordance the notice provision in Paragraph XVIII herein below.
XVIII.
NOTICES
All notices, reports and correspondence between the parties hereto respecting this Agreement shall be in writing and deposited in the United States Mail, postage prepaid, addressed as follows:
CITY: City of Santa Ana
Manager, WDB Administrative Office
P.O. Box 1988 (M-76)
Santa Ana, CA 92702
CLERK: Clerk of the City Council
City of Santa Ana
20 Civic Center Plaza (M-30)
P.O. Box 1988
Santa Ana, CA 92702-1988
Telefacsimile (714) 647-6956
SUBRECIPIENT: Orange County Therapeutic Art Center
2215 N. Broadway, Santa Ana, CA 92706
Phone: (714) 547-5468
Fax: (714) 564-6990
XIX.
MERGER
This Agreement, together with the attachments hereto, expresses the total understanding of the parties. There are no oral understandings of the parties or terms and conditions other than as stated herein.
EXHIBIT 1
City Council 20 – 17 6/20/2023
XX.
VALIDITY
The invalidity in whole or in part of any provision of this Agreement shall not void or affect the validity of any other provision of this Agreement.
XXI.
MISCELLANEOUS PROVISIONS
a. Each undersigned represents and warrants that its signature hereinbelow has the power, authority and right to bind their respective parties to each of the terms of this Agreement, and shall indemnify CITY fully, including reasonable costs and attorney’s fees, for any injuries or damages to CITY in the event that such authority or power is not, in fact, held by the signatory or is withdrawn. b. All Exhibits referenced herein and attached hereto shall be incorporated as if fully set forth in the body of this Agreement.
{Signatures on following page}
EXHIBIT 1
City Council 20 – 18 6/20/2023
EXHIBIT 1
City Council 20 – 19 6/20/2023
EXHIBIT A
Workforce Innovation & Opportunity Act
Youth Program Provider
Orange County Children’s
Therapeutic Art Center
2023-2024
EXHIBIT 1
City Council 20 – 20 6/20/2023
2023-24 Orange County Children’s Therapeutic Arts Center Youth Employment Program - WIOA Proposal
1 1. Experience/Qualifications (1 page max):
A. Agency description - The Orange County Children’s Therapeutic Arts Center (OCCTAC) has been in operation for 22 years in the City of Santa Ana. Our agency has grown significantly throughout the years, and established strong community partnerships, such as the City of Santa Ana, the Santa Ana Unified School District, the Santa Ana College, the County of Orange, Social Services, and others. OCCTAC has served over 50,000 youth since the year 2000, rising from 100 students in its first year to more than 6000 youth each year! OCCTAC prioritizes on serving atrisk youth, foster youth, high school dropout students, homeless youth and youth with disabilities. Our programs integrate youth with and without disabilities in a nurturing, community-based environment, which teaches respect, disability awareness, and full inclusion.
B. List the facility address and major cross streets. OCCTAC is located at 2215 N Broadway, Santa Ana, CA. 92706. Our major cross streets are North Broadway and Buffalo.
C. Indicate hours of operation for facility - OCCTAC is opened 6 days per week (Monday - Friday), from 8:00am until 8:00 pm, and (Saturdays) 8:00am – 4pm, but closed on Sundays.
D. Briefly indicate what makes your facility youth friendly and suitable for the proposed program. OCCTAC is strategically located very close to bus terminals for the convenience of the youth; and our facility is compliant with all ADA guidelines and regulations. Our facility, location, hours of operations, and wide variety of programs makes our facility youth friendly and suitable for the proposed WIOA program.
E. Provide brief information on the following elements:
1. Average annual operating budget and sources of revenue - The average annual operating budget for the OCCTAC is approximately $1,600,000. OCCTAC’s sources of revenue come from a variety of sources, including the Santa Ana Unified School District, the County of Orange, the Regional Center of Orange County, and other grants, fee for service, private donations, public donations, and fundraising.
2. Brief description of staff – Our organization is staffed by highly qualified bilingual staff, including: credentialed teachers, artists, therapists, case managers, counselors, and others.
The WIOA Program proposal includes a full time Case Manager, a Job Developer, a Career Counselor, an Arts/Technology Mentor and a Literacy/Math Tutor.
3. Past experience with WIOA programs or other youth programs - OCCTAC has been serving the Santa Ana youth for 22 years; and we have operated WIOA programs since the year 2005! Every year our Youth Employment program grows and demonstrates positive outcomes with the participants. We are very proud of our accomplishments throughout the years.
4. What kind of impact has your organization made on the youth community - OCCTAC has had a tremendous impact on the Santa Ana youth community. We are very proud of our accomplishments throughout the years. OCCTAC’s innovative approach, which combines the arts, education, health and technology programs, provides youth a variety of programs they can engage in. Furthermore, our WIOA program participants always have successful outcomes. The only challenges we have had was during COVID19 years. Nevertheless, OCCTAC’s program has demonstrated excellent outcomes for youth, which demonstrate the commitment and dedication of our wonderful WIOA program staff.
EXHIBIT 1
City Council 20 – 21 6/20/2023
2023-24 Orange County Children’s Therapeutic Arts Center Youth Employment Program - WIOA Proposal
2 2. Proposed Program: (1 page max)
A. Provide an overview of the program’s main objectives.
The WIOA program at OCCTAC is an extension of our current educational services provided to older youth to empower and provide life-changing opportunities for all youth. OCCTAC has been working with WIOA participants since 2005. The program will continue to provide 13 out of 14 WIOA elements: educational services, job training, paid work experience, adult mentoring, literacy & math tutoring, career & educational counseling, occupational skills training and education, supportive services, certificate programs, leadership opportunities, comprehensive counseling, financial literacy, entrepreneurial skills training, labor market information, and activities to help youth prepare for post-secondary education and follow-up services. OCCTAC staff will refer participants to alternative secondary school services with College and Career Preparatory Academy (CCPA) or Santa Ana College School of Continuing Education.
The program will take place primarily at our community-based center in Santa Ana. Participants will engage in a variety of educational and job training activities, including classroom and workshop instruction. All participants will be required to meet individually with key staff, participate in daily and weekly educational trainings, and weekly workshops. In addition, WIOA participants will also engage in weekly “hands-on” work experience and job training opportunities at our agency and other offsite job trainings in the community. Please see below Table 1 for an overview of the program timeline for the entire year.
TABLE 1 – Program Timeline from July 2023 – June 30, 2024 Program Timeline Program Activities & Training
Month 1 - 2
Objectives:
Program Overview,
Assessments,
Participant Goals
Orientation of program and services with Case Manager Employability/Job Skills assessment with Case manager Basic Skills/Academic levels assessment with Literacy and Numeracy tutor Career interest assessment and survey with Career Counselor Determine Employment and Academic goals
Initiate bi-monthly meetings with Case Manager to discuss goals and service needs of participants
Months 3-8
Objectives:
Educational Guidance,
Tutoring, Vocational Training,
Job Training, Workshops &
Work Experience
Initiate paid work experience
Initiate weekly Leadership/Job/Life skills workshops
Initiate weekly tutoring of Literacy and/or Numeracy skills Continue bi-monthly meetings with Case Manager to discuss progress Continue monthly meetings with Career Counselor for academic guidance Continue monthly support group with other WIOA participants and staff Month 9-12
Objectives:
Employability/Job Skills
& Job Search
Continue bi-monthly meetings with case manager to discuss program goals, and for intense employability skills and job search training Continue tutoring, if necessary
Continue monthly life skills training
Continue weekly workshops with WIOA participants and staff B. Please see below in sections 3 – 17 a full description of the program.
EXHIBIT 1
City Council 20 – 22 6/20/2023
2023-24 Orange County Children’s Therapeutic Arts Center Youth Employment Program - WIOA Proposal
3 3. Population (2 pages max):
A. Describe the total number of youth that will be served by this grant. - The WIOA program at OCCTAC will serve a total of 20 WIOA participants. The program will serve 16 out of school youth (ages 16 – 24) and 4 in-school youth (ages 14 – 21) for a total of 20 youth.
B. Describe the age range of the youth that will be served – The WIOA program will serve participants as young as 14 and as old as 24 years of age.
C. Describe minimum requirements that youth need to have in order to be enrolled into your program. Aside from the basic WIOA requirements of being a Santa Ana Resident (16– 24 yrs.), and having a right to work documentation, our participants have to complete the following:
1) complete a background check, 2) obtain a negative TB test, and 3) attend a mandatory orientation session before completing the eligibility documentation.
D. Special consideration for organizations that can serve the following youth populations: (80% of Out-of-School youth (required); 10% of youth with disabilities; 10% of foster/emancipated youth; 10% homeless youth and 10% of youth on probation). For the past 15 years, OCCTAC has always exceeded the number of youth with disabilities served in this program. Also, in the past few years, we have also exceeded the percentage required for Foster youth in the program, thanks to our strong community partners and their referrals to OCCTAC. See below Table 2 for past Enrollment Numbers and percentages.
Table 2- Percentages of Youth Population served at OCCTAC Youth Population 2015-16 2016-17 2017-18 2018-19 2019-22 Out of School Youth 75% 75% 80% 82% 80%
Youth with Disabilities 25% 25% 50% 52% 50%
Foster Youth 15% 15% 5% 0% 15%
High School Dropouts 15% 30% 20% 9% 15%
Youth on Probation 5% 0% 0% 0% 0%
Homeless Youth 5% 5% 10% 4% 10%
As seen on Table 2 above, OCCTAC has exceeded the minimum percentage required by this grant in most youth populations/categories, except for youth on probation. Therefore, this year we will expand our network and community partnerships to ensure the minimum of 10% for this target population. One new potential partner is Project Kinship, who serves youth on probation and is located in the same facility where OCCTAC is located! We have had some preliminary conversations on the possibility of getting referrals from them. See letter of support from our key community partners, including: the County of Orange, Social Services, (Foster Youth), Santa Ana Unified School District, TPP (youth with disabilities), Santa Ana College (out of school youth), and others.
EXHIBIT 1
City Council 20 – 23 6/20/2023
2023-24 Orange County Children’s Therapeutic Arts Center Youth Employment Program - WIOA Proposal
4 E. Specify how the targeted youth populations (out-of-school, youth with disabilities, foster/emancipated, probation, homeless) will be recruited. As mentioned previously, OCCTAC has excellent community partnerships that will help us fulfill our enrollment goals and targeted youth populations. See below a summary of youth populations and partners.
1. Out of School Youth: OCCTAC has had a strong partnership with the Santa Ana College, Centennial Education Center for the past 15 years. We have received many referrals from SAC for out of school youth, as well as engage our youth in their State Certificate programs.
As seen in Table 2, OCCTAC has consistently served at least 80% of out of school youth in the program, throughout the years. See letter of support included in this proposal.
2. Youth with Disabilities: OCCTAC has had a strong partnership with the Santa Ana Unified School District, Transition Partnership Program (TPP) during the past 15 years, in order to serve youth with disabilities. As seen in Table 2, OCCTAC has exceeded the 10% minimum and has served consistently over 50% of youth with disabilities! We are grateful to our key community partner SAUSD TPP program staff for all of their referrals and support! Also, in the past 2 years, OCCTAC has a new contract with the Regional Center of Orange County and has been receiving referrals to serve young adults with disabilities. See letter of support.
3. Foster/Emancipated Youth: OCCTAC will continue to collaborate with the County of Orange, Social Services, to continue to serve foster/emancipated youth. OCCTAC has been a partner with the County since 2007. We are looking forward to continuing this partnership, and serve more foster/emancipated youth in Orange County this year! See letter of support.
4. Youth on Probation: As stated previously, OCCTAC has been in preliminary conversations with the ED at Project Kinship (Steven Kim) on the possibility of collaborating and getting referrals from their program for our WIOA program. Project Kinship operates in the same building as OCCTAC (2215 N. Broadway – second floor) where OCCTAC agency is located! The mission of Project Kinship is to provide support and training to lives impacted by incarceration, gangs, and violence through hope, healing, and transformation. OCCTAC will partner with PK to ensure at least 10% or this population in our program.
5. Homeless Youth: OCCTAC will continue to collaborate with various community agencies, including the WISEPlace, an organization that focuses primarily on serving homeless women (youth and adults).
In addition to our excellent community partnerships, OCCTAC will continue to conduct community outreach, community presentations, and participate at various community events throughout the year to promote our programs and inform the youth in the Santa Ana community about this wonderful WIOA Youth Employment program at OCCTAC. See Table 3 for more information.
F. Include a Letter(s) of Support from organizations that have agreed to refer youth to your program as Attachment D – See attached the following letters from our community partners:
EXHIBIT 1
City Council 20 – 24 6/20/2023
2023-24 Orange County Children’s Therapeutic Arts Center Youth Employment Program - WIOA Proposal
5 1) Santa Ana Unified School District, TPP – Youth with Disabilities; 2) County of Orange, Social Services – Foster Youth; 3) Santa Ana College – All Referrals, including Out of School Youth and Services provided at OCCTAC by SAC instructors.
G. Describe your recruitment plan that will fulfill the requirement of enrolling 100% of youth by the 2nd quarter of the program (December 31, 2023). In addition to referrals from our key community partners, we have established a timeline that will help us with our Community Outreach and Recruitment plan in the City of Santa Ana. Please see below Table 3 that summarizes our recruitment plan to ensure 100% of enrollment of youth by 2nd quarter.
Table 3 – Community Recruitment Plan to ensure 100% enrollment of youth by 2nd quarter Plan May June July August September October
Orientation
What is WIOA?
Last Friday of
the month
Last Friday of the
month
Last Friday of the
Month
Last Friday of the
Month
Last Friday of the
Month
Community
Presentations
All High
School
Classes –
targeting
Youth with
disabilities in
SAUSD, TPP.
All High School
Classes –
targeting
Youth with
disabilities in
SAUSD, TPP.
Target Foster,
Homeless &
Probation Youth
in the community
(County, SS
Orangewood,
WisePlace).
Target Foster,
Homeless &
Probation Youth
in the community
(County, SS
Orangewood,
WisePlace).
Target Foster,
Homeless &
Probation Youth
in the community
(County, SS
Orangewood,
WisePlace).
Present at various
Community
Centers in Santa
Ana where families
gather, including
City of Santa Ana,
Parks.
Community
Outreach
Summer
Community
Fairs and
Events Provide
Flyers to all
community
agencies in
Santa Ana
Summer
Community Fairs
and Events
Provide Flyers to
all community
agencies in Santa
Ana
Attend all back to
school events at
SAUSD and TPP
partnership
community
events.
Provide
information at
OCCTAC & SAUSD
Open Houses &
Parent/Teacher
Conferences
Provide
information at big
community events,
such as: “Noche de
altares” event &
other big
community events.
Youth
Referrals
Inform
community
partners that
we will start
taking referrals
staring July 1st.
Set appointments
with all youth
referred to
program as of
July 1st.
Set appointments
with all youth
referred to the
program
Set appointments
with all youth
referred to the
program
Set appointments
with all youth
referred to the
program
Contact Youth Contact all
youth that
where
interested in
WIOA 2021 -
2022 year after
full enrollment.
Set appointments
with youth with
prior interest
Set appointments
with youth with
prior interest
Set appointments
with youth with
prior interest
Set appointments
with youth with
prior interest
EXHIBIT 1
City Council 20 – 25 6/20/2023
2023-24 Orange County Children’s Therapeutic Arts Center Youth Employment Program - WIOA Proposal
6 4. Assessment (1 page max):
A. Youth Service Providers are required to use the Test for Adult Basic Education (TABE) assessment tool, but may use other assessment tools upon approval. – OCCTAC will continue to use TABE testing with all our WIOA participants, as in previous years. Also, we will continue to use the electronic version of the Test for Adult Basic Education (TABE on ALL youth to assess their literacy and numeracy skills. Youth who score 8.9 and below are considered “basic skills deficient”, and will be enrolled in tutoring at OCCTAC to help support both their literacy and numeracy skills, in order to help them improve their literacy and numeracy skills before they complete the program.
B. Describe how your program will conduct assessments for youth participants, elaborate on the type of assessment tools or surveys that will be used. – At intake, all participants will be given a TABE test to determine the participant’s Educational Functional Level in Literacy and Numeracy. The TABE test will determine the needs of the participants in both academic areas. Additionally, they will aid in the facilitation of the weekly tutoring sessions.
All WIOA participants will be assessed after 3 months of tutoring to see their progress in each academic/subject area. If the youth goes up by 2 grade levels or more, the youth can take the final Post Test assessment. All participants will continue with the tutoring sessions if they score under 9.1 level.
C. Describe knowledge of the barriers that youth encounter – OCCTAC has served many youth with different barriers in life throughout our 22 years of community service! The majority of the barriers include youth with disabilities, youth with basic skills deficient, English language learners, low-income youth, homeless youth, youth in foster care or emancipated, pregnant or parenting youth, high school dropouts and other barriers.
OCCTAC is very committed to serving all youth with these barriers and any others.
D. Specify how your organization will address the barriers that youth encounter - OCCTAC WIOA staff is very dedicated and committed to all the youth that we enroll in our Youth Employment (WIOA) program at OCCTAC. We have offered this WIOA program for more than 15 years to the Santa Ana youth! Our staff is comprised of a hardworking group of individuals that are passionate about making a difference in the community, and are prepared to address all of the barriers that youth encounter. Our TEAM of dedicated staff guide and mentor the youth, and assist them during the entire program year. The team is comprised of a Case manager, a Literacy/Numeracy Tutor, a Career Counselor, a Job Developer and Work Experience mentors that help youth attain their educational and career goals. All of the youth are also required to attend monthly job skills/life skills workshops, focusing anywhere from employment attainment/retention, to how to improve and change their own personal lives, and the community in which they live. In addition, to aid in academic barriers that youth experience, all participants will be assigned to an Educational counselor who will provide direction and coaching on any academic aspect, EXHIBIT 1
City Council 20 – 26 6/20/2023
2023-24 Orange County Children’s Therapeutic Arts Center Youth Employment Program - WIOA Proposal
7 such as scholarship writing and enrollment into an institution of their interest. This service is crucial for all youth participating in the program because it will allow them to learn about various academic paths, including vocational training, HS recovery programs and 4-year institutions, while narrowing down a career of interest and actually committing to a program.
Furthermore, all participants will be provided with psychological/ mental health counseling (if needed), and other important support services. OCCTA’s environment is very nurturing, fun and supportive, and provides youth opportunities to maintain a high level of involvement in our programs. WIOA youth are supported emotionally throughout the entire year at OCCTAC, and are provided with a positive and welcoming environment that also encourages youth to partake on various leadership roles within the various programs and activities at our agency. These additional activities provide youth with an opportunity to gain self-confidence, self-esteem and leadership skills. Our goal is to empower youth and provide a life changing opportunity through this WIOA program!
5. Paid & Unpaid Work Experience:
A. Describe in detail the paid and unpaid work experience opportunities that will be offered to the youth such as, Summer employment, Pre-apprenticeship programs, Internships or job shadowing, and On-the-Job training opportunities. Youth will engage in weekly “hands-on” work experience and job training opportunities at our agency and other community sites. The following tables (Tables 4, 5 & 6), demonstrate the variety of programs that we offer at OCCTAC and at offsite work experience locations. WIOA participants can choose from any of these programs/fields to fulfill their career goals and work experience. Please see below Table 4 for an overview of the various “hands-on” jobtraining programs, mentoring and work experience opportunities at OCCTAC.
TABLE 4: Mentoring & Job Training Programs at OCCTAC
Area of Training Job Title Placement &
Work Experience
Educational/Training
Curriculum
Health
& Case
Management
Case Manager Intern
Health Assistant/Aid
OCCTAC, Health Clinics
and Community Sites
SAC Curriculum
*State Certificate Program
Health/ Mental
Health (MH)
Mental Health (MH)
Paraprofessional
OCCTAC, Health Clinics
and Community sites
County of Orange, Health Care
Agency, MH Paraprofessional
Certificate
Child Care
Worker State
Certificate
Child Care Worker &
Instructional Assistant
-Rancho Santiago CC, Child
development services
-Early Start & Pre-Kinder
Arts Program at OCCTAC
SAC Curriculum
*State Certificate Program
EXHIBIT 1
City Council 20 – 27 6/20/2023
2023-24 Orange County Children’s Therapeutic Arts Center Youth Employment Program - WIOA Proposal
8 Office/Reception
Customer Service
Computers
Executive/Administrative
Assistant
OCCTAC office
& Community sites
SAC curriculum
*State Certificate Program
Education Tutor / Instructional
Assistant
Learning Academy at
OCCTAC & SAUSD After
School Program
OCCTAC & Host Curriculum
Education Teaching Assistant Early Intervention/
Early Start Program at
OCCTAC
First Five Early Childhood
curriculum, High Scope &
“Hands on Training”
Arts Education Teaching Assistant After-School Arts Program at OCCTAC and Engage
360 at various SAUSD
schools
City of Santa Ana, Parks
and Recreation
Community Sites
CA Performing Arts Standards
Curriculum and “Hands-on” Arts
Training
Technology Technology Assistant
Graphic Artist
Audio Engineer Intern
Film Production Intern
Computers/Media LAB at
OCCTAC &
Santa Ana
Business Owners in
partnership with City of
Santa Ana, Downtown.
SAC, Digital Media Center
OCCTAC curriculums &
“Hands-on” Photoshop,
Animation/ Illustration &
Graphic design training,
Recording Technology Training
Softwares, Pro-Tools & Sybellius
Furthermore, WIOA youth will be encouraged to participate in additional programs that we have at our agency to give youth more opportunities and “hands-on” experience on a variety of fields (health, education, arts and technology), so they can gain as much work experience as possible. Once they have acquired some basic work-experience, we will place them at the various community sites with our community partners.
TABLE 5: Additional Job Training Programs for WIOA Youth mentored by NON-WIOA staff PROGRAM DESCRIPTION Days/Times
Early Start Program The Early Start program is and early intervention program that integrates very young children (6 months to 3 years of age) with and without special in a natural community
environment with their parents. It aims at enhancing
students’ cognitive, language, motor and social
development.
Mondays & Tuesdays
8:30 am –11:30 am
Fridays
8:30 am – 10:30 am
Pre-Kinder Arts
Program
The Pre-Kinder Arts program is a bilingual school readiness program that serves children ages 3- 4 years old. The
parents and children work together in a creative and
nurturing environment by engaging in music, art, literacy, and parenting classes to prepare children for school.
Wednesdays &
Thursdays
8:30 am – 11:30 am
Fridays
10:30 – 12:30 pm
EXHIBIT 1
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2023-24 Orange County Children’s Therapeutic Arts Center Youth Employment Program - WIOA Proposal
9 After School Arts
Program
The ASA for Life program provides artistic training in the fields of Music, Visual Arts, Dance, Musical Theatre, and Technology training to at-risk youth, and children with disabilities in the community.
Monday – Friday
3:30 pm – 8:00 pm
and Saturdays
9:00 am – 4:00 pm
Therapeutic Arts
Program
This program serves children and youth with disabilities of all ages and special needs, including: learning disability, health impairments, physical disability, developmental
disabilities and others.
Monday – Friday
3:30 pm – 8:00 pm
Saturdays
9:00 am – 4:00 pm
Learning Academy &
Tutoring Program
This program provides homework support and tutoring to
students (ages 5 – 16 yrs.) in Language Arts (reading and writing), math, and other academic subjects.
Monday – Friday
4:00 – 8:00 pm
Saturdays
9:00 am – 5:00 pm
OCCTAC
Family Wellness
Program
This program provides outreach, prevention, referrals and engagement with individuals at-risk of mental health
problems. Other support services include parenting,
counseling, and support groups.
Monday – Friday
8:00 am – 8:00 pm
and weekends
Senior Socialization
Program
This program provides early intervention and socialization activities to older adults at-risk of mental health problems.
Services are provided at OCCTAC and various Senior Centers in Santa Ana.
Monday – Saturdays
8:00am – 4:00pm
B. Special consideration will be given to organizations that can prepare youth for targeted in-demand industries: 1. Manufacturing, 2.Information Technology, 3. Healthcare, 4.
Hospitality/entertainment. OCCTAC’s Youth employment program prepares youth in 3 of the 4 targeted in-demand industries identified. 1) Healthcare, 2) Technology and 3) Hospitality/Entertainment. In addition, we have an excellent community partner (Rancho Santiago Community College - See letter of commitment), that will hire our Youth Employment Program participants as “Interns” and then as Employees! The Executive Director has been working closely with RSCC district staff to create a “Pathway from NonCredit to Credit Courses” for our YEP participants so they can get their degrees, State Certificates and also get hired by RSCC to become Instructional Assistants for their Child Development Centers throughout Orange County! We are very excited about this great opportunity for our Santa Ana young adults that are eager to get jobs in the Childcare.
C. Special Consideration for organizations that offer job training/preparation in the industries of: STEAM, Data Science, Artificial Intelligence, Cloud Computing, Cyber Security. OCCTAC offers job training and preparation in technology industries mentioned above, and some of our WIOA youth have also received Google certifications to help them succeed in this competitive market. Our Technology instructor has been supporting these interests of our youth during the past couple of years.
D. Special Considerations for organizations that offer work experience related to certificated programs offered by postsecondary institutions. OCCTAC has a very strong partnership with RSCC and SAC instructors. They provide certificated programs at OCCTAC to help our youth succeed and accomplish State Certificate programs.
E. List some of the employers that will assist in the paid and unpaid work experience EXHIBIT 1
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2023-24 Orange County Children’s Therapeutic Arts Center Youth Employment Program - WIOA Proposal
10 opportunities. Please see below Table 6 for offsite job trainings for our youth.
TABLE 6: Mentoring & Job Training Programs OFF SITE
PROGRAM DESCRIPTION DAYS/TIMES
Rancho Santiago
Community College,
Child development
Services
Childcare Worker/ Preschool Teacher Assistant: Intern is responsible for assisting Preschool Teacher and conduct a variety of activities with children, including educational, arts & recreational activities, developmental assessments and
others. OCCTAC youth who intern with RSCC will be hired for the college after their internships!
Monday – Friday
8:00am- 6:00pm
Santa Ana College CDC Childcare Worker/ Preschool Teacher Assistant: Intern is responsible for assisting Preschool Teacher and conduct a variety of activities with children, including educational, arts & recreational activities, developmental assessments and
others.
Monday – Friday
8:00am- 6:00pm
Family Health Clinics
(Dr. Tajik and Dr. Shams)
Medical/Office Technical or Healthcare Assistant/Aid: Intern is responsible for assisting a Healthcare professional, such as a nurse, Physician Assistant or other, with basic Healthcare activities and case management to support the services
provided to families at a Family Health Clinic.
Monday – Friday
8:00am- 5:00pm
Santa Ana Senior Center
Santa Ana Towers
Case Manager Assistant: Intern is responsible for assisting OCCTAC Case Manager at the Senior Center or Santa Ana
Towers, and conduct a variety of activities with seniors, including health related and recreational activities, case management, interviews & assessments and others.
Monday-Saturday
8:00am – 6:00pm
State Farm Insurance Administrative Assistant/Customer Service:
Intern is responsible for answering phone calls and directing them to their designated department. Intern is also
responsible for printing, organizing, and filing documents.
Intern will be responsible for assisting clients with questions on insurance and providing an overview.
Monday-Friday
8:00am-5:00pm
Santa Ana Downtown
Businesses
Office/Reception/Customer Service: Intern is responsible for making calls to previous and interested clients and inform on merchandise. Intern is also responsible for answering phone calls and providing assistance to clients and directing them to the necessary department. Intern will also work with clients in person and assist with any questions related to business and store merchandise.
Monday-Saturday
(Days/Times vary)
Santa Ana Downtown
Businesses
Administrative Assistant/ Social Media Intern:
Intern is responsible for computer literacy, updating social media, making phone calls to participants to update contact information, and some fundraising. Intern is also responsible for clerical duties such as filing documents, answering phone calls and other tasks.
Monday-Friday
(Days/Times vary)
Santa Ana Downtown
Businesses
Graphic Arts Intern/Marketing Intern & Administrative
Assistant: Intern is responsible for assisting in the creation of logos and flyers for marketing. Intern is also responsible for updating social media and some administrative duties such a filing, organizing, and data entry.
Monday- Saturday
(Days/Times vary)
EXHIBIT 1
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2023-24 Orange County Children’s Therapeutic Arts Center Youth Employment Program - WIOA Proposal
11 F. Include Letters of Commitment from employers as Attachment E. Please see letters attached letters from the following: 1) Rancho Santiago Community College District, 2) Letters from 2 Health Clinics, 3) Letter from the City of Santa Ana, Downtown representative supporting the Business community.
G. Include a copy of the Work Experience policy as Attachment F. Please see attached OCCTAC’s Work Experience Policy.
6. Alternative Secondary School Services (3 pages max):
A. Describe in detail the alternative secondary school services or dropout recovery services that will be made available for youth. Youth will meet with the Educational Counselor at OCCTAC at least once a month to receive assistance as they decide to pursue their education.
Youth and Counselor will meet and create monthly goals, which will lead to youth obtaining their diploma/GED. Counselor will provide youth with the various options available to them and will provide guidance along the way. The Counselor and youth will write down the path youth decides to take. Counselor will check in with youth periodically to ensure that youth is fulfilling all requirements. Prior to meeting with youth, the Educational Counselor will research the alternative secondary school services available near the youth. Counselor will gather information regarding requirements, costs, rules, schedules, entrance exams, etc. and provide to youth this information. In addition, the counselor will prove youth some examples of alternative secondary school services located in Santa Ana, provided below in Table 7.
In summary, the Educational Counselor will meet with each WIOA youth to obtain a better understanding of the participants’ needs. During this meeting, the Counselor will gather more information relevant to the youth’s needs. Together, the Educational Counselor and youth will find the program that best suits the participant. Then, they will call and set up an appointment to meet with the representative of the program. The Counselor will attend this meeting with the youth to advocate for the participant’s best option. After this meeting, the participant and the counselor will strategize on how to proceed further. During this period, the youth will also be supported with additional academic /educational services, such as tutoring, study skills, time management, financial literacy and other important life skills topics.
Table 7: Alternative Secondary Schools located in Santa Ana Name Address Phone # Website Notes
College and Career
Preparatory
Academy
1699 E. Wilshire Ave.,
Ste. 605 Santa Ana,
92705
714) 796-8795 http://www.ocde.us/CC
PA/Pages/default.aspx
Community Day High
School
804 N Fairview St.
Santa Ana CA 92703
714) 796-9000 http://www.sausd.us/Page/
12603
Independent Study
Program
333 E. Walnut St.
Santa Ana, CA 92701
714) 565-5400 http://www.sausd.us//site/
Default.aspx?PageID=16692
APEX (online
classes)
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2023-24 Orange County Children’s Therapeutic Arts Center Youth Employment Program - WIOA Proposal
12 Hill view High School 154000 Lansdowne
Rd. Tustin, CA 92782
714) 730-7356 http://www.tustin.k12.ca.us
/hillviewhs
Continuation
School (Credit
Recovery)
Santa Ana College –
School of Continuing
Education
2900 W. Edinger Ave,
Santa Ana, California
92704
714) 241-5720 https://www.sac.edu/Conti
nuingEducation/Programs/P
ages/HighSchool.aspx
2 Locations – Centennial
Education Center & Santa
Ana College
Adult High School
Diploma Program
B. Describe in detail the activities that will lead youth to attainment of secondary school diploma or equivalent. All Youth will be encouraged to continue their education, since this is such an important factor in their overall improvement and success in life. Youth will work closely with the Educational Counselor at OCCTAC on a one-on-one basis, and receive encouragement and guidance. All WIOA participants will be encouraged to attend college field trips throughout the year, and be exposed to different college campuses, as well as a wide variety of majors. By visiting the various colleges, youth will understand better the application process as well as all requirements needed.
The WIOA program at OCCTAC will also assist all youth with academic skills and provide all youth with basic skills deficiency a Literacy/Numeracy Tutor to help them improve in the deficient areas. In addition, the Educational Counselor will keep in close communication with the Literacy/Numeracy Tutor, and ensure that every participant is receiving the assistance needed to pass his or her classes. Aside from tutoring, the Counselor will meet with youth during bi-weekly meetings and support youth in developing all the skills necessary to succeed. These meetings will focus on important topics, such as, time management, test-taking strategies, and study skills. Furthermore, the counselor will also map out a plan that will help youth work towards their academic/educational goals. Youth and Counselor will also set goals and will work together to achieve goals. During every meeting, Counselor will inquire about youth’s progress. Counselor will also work closely with the Case Manger, the Career Counselor and the Tutor to ensure that youth is receiving all the necessary assistance needed to improve in their academic goals.
C. Special consideration for organizations that offer dropout prevention or dropout recovery services. As mentioned previously, OCCTAC will continue to collaborate with the Santa Ana Unified School District, TPP, as well as with the Department of Pupil Support Services, headed by Heidi Cisneros. We will continue to work with key counselors at SAUSD to enroll in our program targeted Santa Ana youth, and offer dropout prevention or recovery services.
7. Preparation for Postsecondary Education and Training (3 pages max):
Note: WIOA only accepts certificates that are accredited by a State recognized educational entity or are recognized by employers. OCCTAC provides State recognized Certificate programs in partnership with the Santa Ana College. Therefore, any employer should recognize these certificate programs. We are extremely grateful for this wonderful partnership with the Santa Ana College. See letters of Support from the Santa Ana College in Attachments C and F.
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2023-24 Orange County Children’s Therapeutic Arts Center Youth Employment Program - WIOA Proposal
13 A. Special consideration for organizations that offer preparation for postsecondary education and training in high-demand industries. OCCTAC offers youth with and without disabilities preparation for postsecondary education. As state previously, OCCTAC partners with the Santa Ana College to offer youth a variety of career path options. Our WIOA team (Educational and Career Counselors, Case Manager and Literacy/Numeracy Tutor) work together to assist all of the youth enrolled in this program. Because of the certificate programs provided at OCCTAC, youth apply to the following positions and receive minimum and above wages. For example,
Micro Center $15.50 + Benefits
Daikin AC $15.50
Providence Speech $15.50 + Benefits
B. Special consideration for organizations that collaborate or partner with postsecondary institutions to enroll youth in career pathways that lead to an in-demand occupation.
OCCTAC partners with the Santa Ana College to enroll youth in career pathways of their choice. Also, we offer a variety of Santa Ana College courses at the OCCTAC facility, which is very convenient for our youth and other adults to enroll in a variety of college courses taught by SAC faculty at OCCTAC. Some of these courses include the following: Employability Skills, Business Classes, Health Education, Child Development, etc. In partnership with SAC, OCCTAC offers 2 State Certificate programs at our agency: 1) Child Worker State Certificate and the Office Clerk/Admin State Certificate), where they can earn a State Certificate in less than a year and the opportunity to find a job in one of these career pathways. This year, OCCTAC is also partnering with Janneth Linnell from Rancho Santiago Community College, Childcare Development Services to provide youth with work experience, internships and jobs in Childcare Career pathways. They are in high demand for hiring Instructional Assistants! C. Identify and/or develop a pathway for youth that can prepare them to obtain a career or occupation that provides livable wages? Please elaborate on the specific pathway(s).
Developing a pathway for youth that can prepare them to obtain a career or occupation is a high priority for OCCTAC. Our WIOA team inspires and motivate our WIOA youth to continue to enhance their educational and career goals, whether they have a disability or not, our goal is for the youth to be more successful in life! Please see below a pathway that we have created at our agency to assist and lead our WIOA participants.
Pathway for Post-Secondary Education
Participants will;
1. Meet educational counselor and identify interest and possible careers.
2. Research Necessary education and courses to reach a particular career.
3. Visit different campuses and apply to the ones they feel the most comfortable.
4. Take placement exams after being accepted to his or her school.
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2023-24 Orange County Children’s Therapeutic Arts Center Youth Employment Program - WIOA Proposal
14 5. Research major and minor requirements for achievement
6. Apply to programs that will provide additional services that youth will need while in post secondary education (FAFSA, BOG, DSPS, EOPS ect.)
7. Create educational plan and registration to courses.
D. Describe in detail how the program will prepare youth for postsecondary education and training. The WIOA case manager, career and educational counselors meet regularly with each WIOA youth to discuss job leads, employment opportunities and post-secondary education.
The case manager and career counselor helps youth with employment, and the educational counselor helps youth with entering post-secondary education. The career counselor will assess all youth using ONET to learn about their career preference, interests and skills, and then match them with carriers of their choice. Youth will then be able to obtain assistance in researching different majors, vocational training and certificate programs that will allow them to enter into post-secondary education in their field of interest. The Educational Counselor will also provide assistance to youth in completing all necessary registration and financial aid, scholarships and any important forms to minimize any stress and anxiety on registration or financial burdens.
E. How will your organization expose youth to the various post-secondary educational institutions (colleges, universities, vocational training schools, apprenticeships, etc.). All year round, the WIOA youth and staff attend field trips to the various colleges and universities so they can get motivated and encouraged to enroll in any of these institutions with the help of the case manager and the career and educational counselors at OCCTAC.
F. Describe the certificates that youth will be able to earn while in your program or within 1 year after exit. As mentioned previously, OCCTAC has a very strong partnership with the Santa Ana College and Rancho Santiago Community College. Currently, we offer 2 State Certificate programs at OCCTAC and all of the courses are taught at OCCTAC’s facility by the SAC faculty.
Please see below (Table 8) for a brief description of these certificate programs.
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2023-24 Orange County Children’s Therapeutic Arts Center Youth Employment Program - WIOA Proposal
15 Table 8 - State Certificate Programs at OCCTAC in partnership with the Santa Ana College PROGRAM Brief DESCRIPTION Days/Times
Office Clerk
State Certificate
Program
This program prepares students for an in-depth training in executive secretary/administrative assistant positions. The open-entry/open exit, competency-based format promotes success in a high employment occupational field. The program develops skills in research, report and correspondence preparation, advanced computer software applications, database management, interactive presentations, customer service and telephone techniques, and other advanced office procedures.
Keyboard 1
Intro to Windows
Intro to Word
Intro to Excel
Employability Skills
Navigating the Internet
Monday – Friday
Courses are
offered various
days/times
during the week
(morning,
afternoon and
evenings)
Child Care Worker
State Certificate
Program
This program trains students in the field of early childhood and business development. Students learn how to start their own private business or work at a childcare facility, such as preschool, etc.
Students learn business skills, early childhood care and development, health information required for licensing, and skills necessary for successful operation of a childcare business.
In order to earn their State Certificate and obtain a County of Orange license, students must take the following courses:
Early Childhood Care and Development
Health Education for Childcare Providers
Employability Skills
How to Start a Small Business
Business Practices for Family Child Care Providers
Monday - Friday
Courses are
offered various
days/times
during the week
(morning,
afternoon and
evenings)
G. Include data and research that supports the industries or pathways listed above.
According to O Net Online the following position and many other administration positions considered those with a bright outlook and rising opening. 43-4171.00 Receptionist and information clerks
43-6013.00 Medical Secretaries
43-3021.00 Billing and Positing Clerks
According to O Net online the following position and many other in child worker are considered those with bright outlook and rising opening as well.
39-9011.00 Child care worker
25- 2011.00 Preschool Teachers, except special education.
H. Include Letters of Intent from training agencies as Attachment G.
Please see letters of Support/Intent from Rancho Santiago Community College, Health Clinics and the City of Santa Ana, Downtown Businesses.
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16 In addition to our state certificate programs offered at OCCTAC in partnership with the Santa Ana College, OCCTAC is currently collaborating and with other community partners to incorporate 2 Health Certificate Programs to train our WIOA youth. 1) Mental Health Paraprofessional Certificate: In partnership with the County of Orange, Health Care Agency, OCCTAC staff is trained and certified to offer a “Mental Health Paraprofessional” Certificate.
This training is currently being offered to Religious Leaders in the community all over Orange County, and funded by the County of Orange, Health Care Agency. We are researching the possibility of offering this certificate program to our WIOA youth, if they are interested in working in this field. 2) Medical Technology Certificate: In partnership with the California School of Health Sciences, OCCTAC is currently in discussions with the owners (past board members) to train our youth in short-term Medical Technology certificates. Our youth will also attain work experience, internships and jobs at the Health Clinics that have partnered with OCCTAC.
8. Tutoring (1 page max):
Note: Youth Service Providers are required to use the Test for Adult Basic Education (TABE) on ALL youth to assess their literacy and numeracy skills. Youth who score 8.9 and below are considered “basic skills deficient” and should receive tutoring or remedial training to improve their literacy/numeracy skills. OCCTAC currently uses and will continue to use TABE test and TABE testing materials with our WIOA participants to improve their literacy and numeracy skills.
We will also use the electronic version, as required.
I. Describe in detail the tutoring resources that will be provided to youth. OCCTAC has demonstrated commitment in helping WIOA youth with and without disabilities improve their literacy and numeracy skills as evidenced every year with our participants! Every year at least 80% of all participants increase their literacy/numeracy skills! In summary, our WIOA Literacy and Numeracy tutors meet with each participant at least once a week upon the completion of the initial TABE assessment. Our agency’s goal is that each youth increases by at least two Educational Functional Levels at time of post-test. OCCTAC tutors provide individualized tutoring sessions every week throughout the year to ensure that our youth will be able to increase both their literacy and numeracy skills to be successful in life. In the past, OCCTAC has been very successful in the attainment of these goals, and thus it will continue to assist all participants with and without disabilities achieve higher educational and academic goals to be successful in their educational and career goals.
9. Mentoring (1 page max):
J. Specify how your organization will provide mentoring to youth. Our agency has wonderful staff that is dedicated to empowering and supporting our WIOA youth. Not only will our WIOA staff provide mentoring to youth, but all the other OCCTAC staff working in other programs at our agency and in the community, such as (After School Arts, Therapeutic Arts, Early Start & Pre-Kinder Arts, Learning Academy, Family Wellness Program, Senior Socialization Program etc.) Youth will have the opportunity to learn, interview, shadow and receive mentoring from EXHIBIT 1
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17 excellent professionals in the fields of Education, Arts, Technology, Health, Psychology, Counseling, Early Childhood Development, Marketing, Business and others. In addition, the youth will gain hands on work experience in these fields, as well as the opportunity to gain insight from these professionals regarding the various career and educational paths that youth are interested in pursuing.
K. Specify what types of support your organization will offer youth who are facing challenging obstacles such as family dysfunctions, mental health issues, homelessness, low self-esteem, probation, gang issues, parenting issues, etc. Two years ago, OCCTAC started a Mental Health Clinic and currently operates full-time with mental healthcare funding from the County or Orange, Health Care Services. In addition, we will continue to collaborate with all our previous community partners, including OMID Mental Health Clinic, Pepperdine University, Graduate School of Education and Psychology, California State University, Fullerton and USC, School of Social Work. All 4 institutions refer counseling, psychology and marriage and family therapy interns to OCCTAC, and provide Psychological/ Mental Health Counseling to all our WIOA youth, if needed. Participants can enroll in individual counseling at OCCTAC or in the community. In addition to the psychological counseling provided to youth, all WIOA participants must attend mandatory life skills workshops and trainings on where to obtain additional information and resources in the community. Our Case Mangers will also guide the youth and refer them to these additional community resources and specialists, if needed. Finally, parenting youth will also be able to participate in any of the parenting classes offered at OCCTAC, to help them with parenting issues, educational support etc. and gain assistance in working through all of these challenges.
L. Will your organization offer mental health services or referrals to mental health agencies? As stated above, OCCTAC runs a Mental Health Clinic now, and will continue to offer mental health services to our WIOA youth and family members, as well as refer to our community partners.
M. Describe how your organization will provide or refer youth to comprehensive guidance and counseling for drug and alcohol, etc. In partnership with the community services program, we are be able to provide youth with a workshop on drugs and alcohol, and also provide them information recourses, and referrals if needed.
10.Workshops:
O. Provide information about the following workshops and how or when the workshops will be provided to youth in the program: - All participants will be required to attend Life Skills and Job Skills training that will encompass all of the following components.
Youth will be asked to attend mandatory workshops to assist them in their overall achievement in this program, as well as their personal lives. Workshops will be weekly.
Starting in September 2023 and ending in July 2024.
OCCTAC Training Series:
Financial Literacy: This workshop series will allow WIOA participants to understand the importance of budgeting their money and savings. They will gain an insight on how to EXHIBIT 1
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18 become finically stable now in order to further assist them with their career and educational goals. See attachments section for a sample. Job Skills: This workshop series will allow youth to learn and create materials needed for employment purposes, with the ultimate goal of when completed, they are able to assemble an employment portfolio that can be presented at any job fair, interview, and new potential employer. See attachments section for a sample. Life Skills: This workshop series will help our youth with day to day life skills information to assist them in making healthy and reasonable choices in their lives. See attachments section for a sample.
1. Financial Literacy/ Budget Management – These are one of the most basic and important workshop series that we offer at OCCTAC for several years! As mentioned above, WIOA participant will learn about financial literacy and budgeting, and these workshops will allow our youth to think not only about the present, but of their future. They will learn the basic of opening a checking and savings account, and how to plan for retirement and future expenses.
2. Entrepreneur Skills Training – This workshop will be the perfect opportunity for innovative young adults in Orange County to learn what it takes to be successful when launching their entrepreneurial ventures. They will learn how to do this via three key strategies: Business plan competition, Networking and collaboration.
3. Labor Market Information – This workshop will provide youth with valuable information for today’s labor market, so that you can make an educated decision on which career path is best suited to their skills and abilities.
4. Family Planning – A representative from Planned Parenthood will provide our WIOA youth with information on birth control methods, family planning and free healthcare services. These workshops are intended to help assist youth with their future and current family stabilities. -
5. Worker’s Rights/Labor Laws – Participants will be able to learn and understand their rights as an employee in California from things like mandatory break times and benefits. Participant will also be able to learn and understand how to ask and receive accommodations that must be provided to those who have same type of learning or physical disability. As well as questions that may not be asked in an interview or after becoming an employee.
6. Analytical Skills at the Workplace – All WIOA youth will be provided with a task analysis and literacy analysis, skills assessments, job profiling, and pre-employment work skills. Each of these sills can provide a path to improve the participant's ability to perform basic job skills in the field or job they have or may have in the future.
7. Health Resources – Participants will be given resources from our community partners, including Planned Parenthood on how to be healthy and safe, and how to obtain medical services.
Additionally, our MECCA coalition, Pepperdine University, USC, School of Social Work, and the EXHIBIT 1
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19 County of Orange, Health Agency will provide WIOA participants with other health resources and mental health specialists, if needed.
8. Professional Communication/Public Speaking Skills – All Youth will be asked to take a training that will allow them to learn the necessary skills for public speaking, including how to speak to employers and/or new offsite work placements and new potential employers. Also, youth will learn how to create and give oral presentations, as well as how to speak to people when networking for future connections.
9. Navigating the Workplace – Participants will learn how to deal with difficult workplace situations, and the importance of effective communication skills for positive professional relationships and conflict resolution. This will include learning about good and bad forms of communication, suggestions on positive and effective communication, and techniques on how to effectively respond to conflict situations. Participants will then have the opportunity to put their knowledge to the test by reviewing different workplace scenarios where they will change the outcome of the situation.
11.Civic Engagement and/or Leadership Development
A. Can your organization offer a civic engagement opportunity or leadership development opportunity for WIOA youth and other youth in the community, if so, please describe. – Yes, every year we provide our WIOA youth many opportunities for civic engagement and/or leadership development. For example, All WIOA youth are asked to attend and participate in the youth council meetings, so they can share their personal experiences with the program and contribute ideas/information on how to better serve the youth in Santa Ana. Also, Youth attend other important community events representing OCCTAC and the Santa Ana community. Finally, they are also asked to do presentations to other youth in the community to inspire and share their experience with other youth in Santa Ana and contribute to a better future for our community!
B. Indicate the number of youth that will participate in the civic engagement or leadership development opportunity – All WIOA youth are encouraged to participate in our leadership development opportunities at OCCTAC and the community, through civic engagement and leadership opportunities throughout the year!
12. Supportive Services:
A. Will your organization provide supportive services to youth such as gas cards, bus pass, childcare assistance, etc. If so, please describe. – Yes. All youth will be provided with supportive services during all phases of the WIOA program. Supportive services are available to those youth approved for the program that show limited resources to meet basic needs, and have expressed to our case manager or educational/career counselor the need for additional support services.
WIOA Youth enrolled at OCCTAC are eligible for the following (as long as funds are available):
1. 30 day bus passes: Every month as long as they provide proof of a steady attendance EXHIBIT 1
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2023-24 Orange County Children’s Therapeutic Arts Center Youth Employment Program - WIOA Proposal
20 to all WIOA activities and or accomplish employment or educational goals
2. ACCESS Coupon Books: Every other week as long as they provide proof of a steady attendance to all WIOA activities and or accomplish employment or educational goals
3. Gas Cards: Every month as long as they provide proof of a steady attendance to all WIOA activities and or need to accomplish employment or educational goals. As well as proof of their license.
4. Academic Supplies: All WIOA participants are eligible for academic supplies, such as:
planners, USB drives and backpacks. For students who have entered post-secondary education we are able to purchase some, if not all, of their college course books. For those who have entered a credential program some if not all fees can be paid off.
5. Work Related: All participants are eligible for work related material when needed, to help obtain or keep employment such as portfolios, clothing etc.
6. Child/Dependent Care: Participants may receive assistance with childcare or dependent care through the provision of $50 payment to institution/childcare provider of their choice. This will enable them to participate in WIOA activities and/or accomplish employment or educational goals.
B. Include the Supportive Service Policy as Attachment I.
Please see attached OCCTAC Supportive Services Policy for more specific details.
13. Incentives (1 page max):
A. Will your organization provide incentives to youth for accomplishing program benchmarks or personal goals, if so, please describe. – Yes, WIOA staff will be providing youth with incentives that will encourage them to accomplish their program benchmarks and personal goals, in order to move forward in employment and education.
B. Include the Incentive Policy as attachment H.
Please see Incentive Policy as attachment H.
14.Follow-Up Services (3 pages max):
Youth Service Providers are required to provide follow-up services to youth participants 12 months after exit. Follow-up documentation will be required 30 days after exit, 60 days after exit, and 1st, 2nd, 3rd, and 4th quarter after exit. Yes, OCCTAC staff will comply with all WIOA regulations and program requirements. Please see below Table 9 that delineates all follow-up services.
A. Elaborate on the types of services that will be provided to youth during each quarter during the 12-month follow-up period. The following table describes the services that can be obtained and provided to youth during any part of their 12-monthfollow up period. Please see below Table 9 for follow-up services.
TABLE 9 – Follow Up Services
Services Follow-Up Period
30 day 60 day 1
st Quarter 2
nd Quarter 3
rd Quarter 4th Quarter
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21 Case
Management
(Updates and
Meetings)
Monthly
and as
needed
Monthly
and as
needed
Monthly
and as
needed
Quarterly
and as
needed
Quarterly
and as
needed
Quarterly
and As
needed
Educational
Counseling
(Updates and
Meetings)
Monthly
and as
needed
Monthly
and as
needed
Monthly
and as
needed
As needed As needed As needed
Employment
Services (Job
Development
(Meetings)
As Needed As Needed As Needed As Needed As Needed As
Needed
Credential Services
(Registration)
As Needed As
Needed
As
Needed
As Needed As Needed As
Needed
Supportive Service
(Transportation)
As funds
Allow
As funds
Allow
As funds
Allow
As funds
Allow
As funds
Allow
As funds
Allow
Supportive Services
(School Materials)
As funds
Allow
As funds
Allow
As funds
Allow
As funds
Allow
As funds
Allow
As funds
Allow
Referrals (Housing,
Mental Health, Food
Distributions, Health,
Counseling, other )
As Needed As
Needed
As
Needed
As Needed As Needed As Needed
B. Describe how your organization will provide case management, job retention services, mentoring, and ensure the participants attain their goals. – All participants are asked to meet with the case managers and the career/educational counselor at least once a month during the first quarter after exit, in order to ensure that youth accomplish and continue meeting their goals. Youth have the option of meeting with the job developer and case manager to gain additional skills and training if needed, and to obtain employment or retain employment after exit. Participants are also contacted via phone or/and e-mail during the 2nd, 3rd, and 4th quarters to get updates from youth on post-secondary education and employment. Furthermore, all Youth are encouraged to come in person to meet with the WIOA staff, attend meetings, and receive additional tutoring, training, and or any other services at OCCTAC, to ensure that youth keep a good GPA in school, and continue to move forward in their employment.
C. Describe how your organization will ensure that youth meet the Performance Indicators during the follow-up period. – The following Table 10 indicates how often the WIOA staff will contact youth, and set up meetings/appointments to provide them with additional assistance, and support their goals to retain employment and stay in post-secondary education.
TABLE 10 – Frequency of Follow up Services
Services Follow Up Period
30 day 60 day 1
st Quarter 2
nd Quarter 3
rd Quarter 4th
Quarter
Follow Up Case Manager
Meetings
Monthly and
as needed
Monthly and
as needed
Monthly and
as needed
As Needed As Needed As Needed
Follow Up Calls/Emails Monthly and
as needed
Monthly and
as needed
Monthly and
as needed
Quarterly and
as needed
Quarterly
and as
Quarterly
and as
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22 needed needed
Follow Up Job Developer
Meeting
As
Needed
As Needed As Needed As Needed As Needed As Needed
Follow Up Educational
Counselor Meetings
Monthly and
as needed
Monthly and
as needed
Monthly and
as needed
As Needed As Needed As Needed
Job development trainings
(Resume, cover letter,
applications, follow calls,
Interview assistance etc.)
As Needed As Needed As Needed As Needed As Needed As Needed Post Secondary Trainings
(Study Skills, FASFA,
registration, transferring etc.)
No service at
this time
No service at
this time
No service at
this time
As Needed As Needed As Needed
D. Describe if your organization will provide youth with incentives or supportive services during follow-up period to assist youth retention. Yes! OCCTAC will provide youth with both supportive services and incentives while in the process of completing their goals, and after accomplishing an important benchmark. The following table 11 explains when they are eligible to obtain supportive services and/or incentives. Please see Incentives Policy for details on how many incentives participants can earn for each category.
TABLE 11 – Support Services/Incentives for WIOA participants during Follow-up:
Incentives Benchmarks
Post Secondary
Education
Earning Accredited
credential
Job Search Obtaining
Employment
Retaining
employment
Supportive
Service
30 day Buss pass,
ACCESS Coupons,
Gas card – Academic
Supplies
30 day Buss
pass or Gas
card
Education
$25 for registering
to fall or spring
classes
$25 for obtaining
Post-secondary
credential.
$50 for obtaining
secondary school
credential.
Employment
$25 for
scheduling and
attending
Interview.
Portfolios,
professional
attire.
$50 for
obtaining
employment.
Work related
clothing and
tools
$50 for every quarter
they are employed as
funds allow
E. How often will the youth be engaged or receive service during the follow-up period. – All Youth will be asked to keep in contact with the WIOA team, and meet regularly with the case managers and the educational/career counselors during the entire follow-up period, especially during the 1
st quarter. After the first quarter, participants will be asked to contact and speak with the case managers and counselors on a quarterly basis.
However, youth are encouraged to engage as frequently as possible with the WIOA staff! Depending on the youth’s needs, they are able to meet with any WIOA Staff as often as needed. In addition, all youth are given the opportunity to take any credential programs offered at our agency, Life Skills classes, counseling and any workshops/trainings offered EXHIBIT 1
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23 during any of their follow up periods. This will provide our youth the opportunity to continue to be engaged in our center, on a weekly basis.
15.WIOA Performance Indicators
A. Include a flow chart or visual aid or brief explanation of how your organization will meet the following WIOA Performance Indicators:
1. How OCCTAC will meet the % of participants who are in education or training or unsubsidized employment during the 2nd quarter after exit.
Month Employment Education
May Mock Interview Session – Start
Job Search
Research classes to register for
Summer – Meet With Educational
Counselor
June Start Appling to different
positions – Meet with case
manager
Register for summer classes – Meet
with Educational Counselor
July Apply to different positions and
follow up calls – Meet with Case
Manager
Research classes to register for Fall
Session – Meet With Educational
Counselor
August Set up Interviews and continue to
send out Applications – Meet with
Case Manager – provide
Incentives to those who set up
interviews
Register for Fall Classes – Meet With
Educational Counselor - incentives
provided to youth who register for
classes
September Practice interview Skills and meet
with Case Manager – Incentives
provided to those who obtain
employment
Register for 8 week courses – Meet
With Educational Counselor -
incentives provided to youth who
register for classes
October Continue to meet with Case
Manager & job Developer as
needed
Classes in session
November Continue to meet with Case
Manager & job Developer as
needed
Research classes to register for
Intersession – Meet with educational
counselor as needed
December Provide Incentives to those who
have 3 consecutive months on the
job
Research classes to register for
Spring – Meet with educational
counselor as needed
2. How OCCTAC will meet the % of participants who are in education or training or unsubsidized employment during the 4th quarter after exit.
Month Employment Education
January Set appointments with Case
Manager and Job Developer as
Needed
Assist Youth in Registering to Spring
Classes- incentive provided to youth
who register for classes
February Set appointments with Case
Manager and Job Developer as
Needed
Assist youth in registering to 8 week
courses - incentive provided to youth
who register for classes
EXHIBIT 1
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2023-24 Orange County Children’s Therapeutic Arts Center Youth Employment Program - WIOA Proposal
24 3. Document the median earnings of participants in unsubsidized employment during the 2nd quarter after exit. During the second quarter after exit, all youth will be asked to fill out a follow-up form which contains information on wages, location of hire, and length of employment. The information on wages will be extracted from all currently employed youth to determine the median earnings of participants during the second quarter.
4. Percent of participants who obtain recognized postsecondary credential or Secondary diploma during participation or within 1 year after exit.
At the beginning of the program, the Educational/Career Counselors and the Case Managers will enroll all of the participants in a recognized credential programs. Every month, the Counselors will check on the students’ progress. Moreover, the Educational Counselor will build a relationship with the Postsecondary Credential Instructors, and receive a monthly progress report. The Counselors will then schedule a meeting with those students who have not advanced. For those students who did not complete a credential during the 1st year of the program, the Counselors will meet with the participants, and re-enroll in a credential program during the 1st quarter follow-up. The Counselor will once again check on the participant’s progress, and encourage and support participants to complete credentials. When participants complete their credentials, they receive an incentive during the 2nd quarter of the follow up. During the 3rd quarter follow up, the Counselors will once again check on the participant’s progress. The Counselors will meet with the participants bi-weekly, and make any scheduled changes that will benefit the participants. If participants complete a credential, they will receive an incentive during the 4th quarter follow up.
5. Percent of participants who, during the program, are in education or training that leads to a recognized postsecondary credential or employment AND who are achieving measurable skills gains. Participants will meet with the educational counselor every month to discuss their educational goals. They will take an ONET assessment that will guide them in figuring out their strengths and weaknesses, as well as potential careers that fall in that category. Furthermore, meetings will be tailored to research majors and schools that contain the adequate resources to be successful. All participants will be enrolled in a credential program at the beginning of the program. The Counselor will meet with participants to receive monthly March Provide youth Incentives for
having been employed for 3
consecutive months
Classes in Session
April Set appointments with Case
Manager and Job Developer as
Needed
Classes In Session
May Set appointments with Case
Manager and Job Developer as
Needed
Assist youth in researching possible
summer registrations
June Provide youth Incentives for
having been employed for 3
consecutive months
Assist youth in registering for
summer classes
EXHIBIT 1
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2023-24 Orange County Children’s Therapeutic Arts Center Youth Employment Program - WIOA Proposal
25 updates, and verify the participant’s progress with the teacher.
6. Effectiveness in serving employers. WIOA Participants are eligible to continue to meet with the Case Manager and Job developer though out the year, and as necessary, to continue to gain employment training to improve their work ethics, and job skills to keep moving forward and improving at their current work sites.
16. Prior Outcomes
A. If your organization was previously awarded a WIOA contract through the Santa Ana Workforce Investment Board, OC Workforce Investment Board or Anaheim Workforce Investment Board please disclose your organization’s past performance outcomes for the past 1-2 years from each WIB if applicable: OCCTAC has been providing the WIOA program to Santa Ana youth for more than 15 years! Please see below our outcomes for years 2012- 2018. During COVID19 years, OCCTAC had great challenges with our Youth with disabilities.
However, this past year we were able to recruit as many youth as in previous years now that the pandemic has been more under control. OCCTAC is committed to continuing to provide excellent programs as in previous years. We do not have current outcomes, but can provide to the Grants Committee, if required.
OCCTAC PERFORMANCE OUTCOMES (Santa Ana WIOA)
17.Fiscal Competency
A. Describe the process used to capture and report fiscal data. All invoices or vendor statements will be initialed by the Executive Director prior to signing the check to pay that bill or invoice.
After checks are printed and signed, the accountant shall mark "Paid" with the date of payment and check number utilized for payment. All disbursements shall be reviewed and approved by the Executive Director. A monthly review of all disbursements shall be conducted by the Accounting clerk and reviewed by the Executive Director and the Finance Committee for verification of accuracy, documentation and appropriate approval. The Executive Director shall be authorized to expend funds as approved by the Board of Directors under the organization's annual operating budget.
B. Attach a copy of the organization’s procurement policies and procedures as Attachment I. Please see attached OCCTAC’s Procurement Policies and procedures.
Common Measures 2012-13 2013-14 2014-15 2015-16 2016-17 2017- 18 Increased Literacy/
Numeracy Skills
74% 95% 100% 100% 89% 73%
Entered Employment or
Post-Secondary
95% 73% 72% 75%? 80% 89%
Attained Credential/
Diploma/Certificate
82% 67% 93% 100% 65% 89%
EXHIBIT 1
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2023-24 Orange County Children’s Therapeutic Arts Center Youth Employment Program - WIOA Proposal
26 C. What systems are used to ensure fiscal accountability, appropriate expenditures, and planned costs. All requests for reimbursement shall be reviewed and approved by the Executive Director and Finance Committee. All reimbursements are subject to budgetary limitations as established in the organization's approved operating budget. No reimbursements are made without appropriate backup documentation. Please see details below of the accounting system used at OCCTAC:
Accounting Method: OCCTAC utilizes a modified accrual-based account methodology. Cost Allocation Method: Costs are allocated using the Direct Cost Allocation Method (OBM Circular A-122). OCCTAC classifies each item to a specific program, department, site, grant or contract that it directly relates to. Indirect expenses like general administration and general expenses are allocated based on the allowable budgeted portion of each program with the remaining portion to the center’s administrative category. OCCTAC shall produce financial reporting for each of the Center’s program functions. In consolidation, these programs shall make up the overall financial position of OCCTAC. All transactions (Payments and cash receipts) that occur at the center shall be classified under identified categories and programs. When program funding is split between two or more sources, the cost allocation for this program shall conform to the budget allocations established in the program. Budgets: Under the guidance of the Finance Committee and prior to the beginning of each fiscal year, the Executive Director prepares an Operational Budget, including Program Budgets. Tuition fees, Service fee rates, etc., shall be approved by the Board. Any gifts (monetary or otherwise) resulting from fund-raising activities, solicitations and acceptance of gifts or contributions that are presented with restrictions of use shall be approved by the Board of Directors and submitted to the finance committee to verify the appropriate method of accounting and reporting.
Receivables: Receivables shall be aged monthly and delinquent accounts shall be followed up for collection. Receivables from miscellaneous sources shall be reviewed periodically by the Treasurer and significant amounts shall be reported to the Board of Directors. All write-offs shall require approval from the Finance Committee prior to implementation. The Board shall review all write-offs from uncollectible accounts receivables. Deposits and Receipt of Monies: Deposit of monies are made on a weekly basis, or whenever more than one thousand dollars (in either cash or check) has been received and recorded by the OCCTAC office. All items to be deposited are and shall be stamped "For Deposit Only” to the Account of OCCTAC with the appropriate bank account number. A deposit form for established OCCTAC accounts shall be completed with deposit slip details for cash or multiple checks. A copy of the deposit form, slip and all items to be deposited shall be made for accounting purposes and upon completion of the deposit attached to the deposit slip and turned into the accounting revenue in-box. To ensure appropriate financial controls, the individual making deposits shall not be the same person reconciling the OCCTAC account. All funds received shall be recorded in the accounting system and filed in the locked accounting file cabinet.
Disbursements: All disbursements are and shall be made by checks drawn on the established operating checking account for the OCCTAC. All disbursements shall utilize pre-numbered EXHIBIT 1
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2023-24 Orange County Children’s Therapeutic Arts Center Youth Employment Program - WIOA Proposal
27 checks used in sequence. Any and all "voided" checks are and shall be mutilated and notes on the voided check stub. At no time shall disbursements be made to "bearer" or to "cash".
All banking materials, records, blank checks, and deposit books are and shall be maintained in secure cabinets in the OCCTAC office under the supervision of the Executive Director and Accounting clerk. Only those individuals authorized to handle check stock as their part of their accounting duties for OCCTAC account shall have access to these banking materials.
Disbursements are prepared from original invoices. Each disbursement shall require submission of a purchase request form and appropriate backup documentation. Invoices shall be date stamped upon receipt and marked "approved for payment." Reconciliation of Accounts: All OCCTAC bank accounts are reconciled monthly. A monthly review of all accounts and financial reports are prepared by the Board Treasurer or designated Finance Committee Member.
Files and Records: OCCTAC shall maintain hard copy files for all operational and business transactions that occur. Files shall be separated into the following categories: a) Accounting records, b) Grant documentation, c) Tax filings; Donors, d) Legal/Insurance/License /Permits, e) OCCTAC Programs, f) Personnel documents and files, g) Vendor and Client contracts and other documents. OCCTAC maintains electronic and hardcopy records of all accounting transactions and financial reporting. All electronic records are be copied and stored in a secure, off site location or in a web based file storage system, which is the server. All financial and accounting hardcopy files are stored in secure--lockable file cabinets. Requests for financial documentation get processed through the accounting staff i.e. copy of original document. Original financial documentation remains in the file/s cabinet at all times.
D. Describe invoicing process and list qualifications of staff assigned to task. OCCTAC accounting clerk creates monthly WIOA invoices to submit to the City based on expenses incurred during the month. After the Coordinator and the Executive Director review and approve the program expenses, the Accounting clerk enters the data from the participants’ stipends and/or time sheets, program staff as well as related expenses into the accounting system to generate an invoice. The invoice will be on the appropriate form provided by the WIOA Contract and submitted for reimbursement.
E. Describe how your organization’s financial stability is not dependent on WIOA funds. The Orange County Children’s Therapeutic Arts Center has a variety of funding sources, including:
(1) contracts, (2) grants, (3) donations, (4) fee for service, and (5) fundraising. OCCTAC continues to maintain current contracts, as well as enter into new contracts with key community partners. Three years ago, OCCTAC started a new contract with the Santa Ana Unified School District and five years ago with MECCA and the County of Orange, Health Care Agency to provide prevention and family wellness programs. We anticipate a steady revenue increase, as we continue to grow each year with SAUSD and our MECCA and County partners.
In addition, and as part of the OCCTAC’s long-term sustainability plan, the Executive Director and our board of directors have agreed to continue to diversify OCCTAC’s funding sources by focusing some more on (1) donor solicitation, and (2) fundraising, and (3) social enterprise ventures.
EXHIBIT 1
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2023-24 Orange County Children’s Therapeutic Arts Center Youth Employment Program - WIOA Proposal
28 F. Identify the percentage of budget that will go directly to youth (i.e.: work experience payments, direct training, supportive services, incentives, etc.) versus the percentage of overhead and administrative costs.
46% of budget will be directly spent on the youth in the form of work experience, stipends, salaries, direct training, support services, incentives, etc. for the year 2019- 2020.
G. Submit most recent 2 years of audited financial statements as Attachment T & U with the Audited Financial Statement Form signed (Attachment S).
Please see Financial Audit for year ending 2018.
18. Additional Attachments
A. You may include additional documents such as flyers, brochures, training descriptions, and/or testimonials that support your proposal and/or further describe the program, as Attachment W.
Please see additional attachments included. Attachments Include WIOA Youth Brochures, Youth Testimonials and other Youth Employment Program forms.
EXHIBIT 1
City Council 20 – 48 6/20/2023
EXHIBIT B 1
AGENCY PERFORMANCE PLAN 2023-2024
Orange County Children’s Therapeutic Arts Center
WIOA YOUTH POPULATION
Youth Population Ages # of Youth to be Served
In-School 16-18 4
Out-of-School (80% minimum) 16-24 16
TOTAL NUMBER OF YOUTH TO BE SERVED 20
PROJECTED ENROLLMENTS & EXPENDITURES
(NOTE: 80% OF YOUTH MUST BE ENROLLED BY 2ND QUARTER-DECEMBER 31, 2023) Quarter # of Enrollments
per Quarter Estimated Expenditures per Quarter
1 st $30,000
2 nd
(100% Enrollment Required) $40,000
3 rd $50,000
4 th $60,000
TOTAL $200,000
14 WIOA ELEMENTS
mark a “x” next to the elements provided in your
program
PERFORMANCE MEASURES
(Projected Benchmarks subject to change
Baseline=BL )
1. Tutoring, study skills training, dropout prevention
strategies
1. % of Participants who are in education/training,
or in unsubsidized employment during the 2nd
quarter after exit
Benchmark: 71%
2. Alternative secondary school services or dropout
recovery
3. Paid & unpaid work experience that have
academic and occupational components, which may
include: summer employment, pre-apprenticeship,
internships & job-shadowing, or On-the-Job training
(20% of funds must be used for this element)
2. % of Participants who are in education/training,
or in unsubsidized employment during the 4th
quarter after exit
Benchmark: 80%
4. Occupational skills training—priority for
recognized credentials aligned with sectors indemand
3. The median earnings of Participants in
unsubsidized employment during the 2nd quarter
after exit
Benchmark: $4,400
5. Education offered concurrently with workforce
preparation activities
4. % of participants who, during the program, are in
education or training that leads to a recognized
postsecondary credential or employment AND
who are achieving measurable skill gains
Benchmark: 75%
6. Leadership development-community service &
peer centered activities
7. Supportive Services
8. Adult mentoring
9. Follow-up services for not less than 12 months
after exit (required)
5. % of Participants who obtain a recognized
postsecondary credential or secondary diploma
during participation OR within 1 year after exit
Benchmark: 64.2%
10. Comprehensive guidance & counseling drug &
alcohol, etc.
11. Financial literacy 6. Effectiveness in serving employers Benchmark: BL*
*Pending further State and Federal guidance.
12. Entrepreneurial skills training
13. Labor marker information-career awareness and
exploration
14. Activities to help youth prepare for and
transition to postsecondary education
X
X
X
X
X
X
X
X
X
X
X
X
X
EXHIBIT 1
City Council 20 – 49 6/20/2023
2215 N Broadway Santa Ana, CA 92706 714.547.5468 Fax 714.564.9690 www.occtac.org 1 Attachment C Revised: 01/07/2022
Work Experience Policy
WIOA Program 2023 – 2024
Purpose:
To establish guidelines for the WEX youth paid work experience placements while enrolled in OCCTAC’s Youth Employment Program funded through Workforce Innovation and Opportunity Act (WIOA).
Eligibility & Customer Profile:
WEX youth participating in work experience must have unexpired right to work documents and qualify for the youth employment program by meeting the requirements as outlined in the Youth Program Eligibility and Application Policy. WEX youth will make a plan with case manager in order to assess the developmental needs and place youth in worksite that best fits the WEX youth’s experience and interests.
Depending on the program that they work for, WEX youth will be working with children age 6 months to adults 65+ if their worksite is OC Children’s Therapeutic Art’s Center. Customer profile will vary if WEX youth are placed off-site.
General Information:
Lunch and Breaks: WEX youth must take a ½ hour unpaid break after no more than 5 hours of work. They are also entitled to a paid 10- minute rest period every 4 hours.
Unable to attend worksite: WEX youth must notify the worksite supervisor and case manager a minimum of two hours before his/her shift begins if unable to report to work.
W-2: To be available for all youths that participated in WEX by January 31 for the hours completed the year before. Youth are EXHIBIT 1
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responsible for providing OCCTAC staff with the most up to date address so that their W-2 gets mailed out to the correct address.
Worker’s Compensation: WEX Youth are all covered under OCCTAC’s insurance. If they are ever to become injured or hurt on the job they will call the insurance company and go to the provider covered by the insurance.
Work Hours: On average WEX youth will work between 10-20 hours a week. Below are the maximum hours the WEX youth may complete based on California labor laws. WEX youth are not authorized to work overtime.
Ages 14-15 Ages 16-17 Ages 18+
Work Hours 7am-7pm from
Labor Day to June 1
Not during school
hours
7am-9pm, from June
1 to Labor Day
5am-10 pm when
there is school the
next day
5am-12:30am when
there is no school
the next day
Any time
Maximum hours
when school in
session
18 hours a week but not
over:
3 hours a day on
school days
8 hours a day
Saturday-Sunday
and holidays
40 hours a week, but
not over:
4 hours a day
Monday- Thursday
8 hours a day
Friday-Sunday and
holidays
40 hours
Maximum hours
when school not in
session
40 hours a week
8 hours a day
40 hours a week
8 hours a day
40 hours
EXHIBIT 1
City Council 20 – 51 6/20/2023
2215 N Broadway Santa Ana, CA 92706 714.547.5468 Fax 714.564.9690 www.occtac.org 3 Attachment C Revised: 01/07/2022
Timecards and Sign in Sheets: Worksite will have a binder or designated location on-site where WEX youth will sign in and out. In order for the timesheets to be valid, youth must have the supervisor initial after every shift.
Youth will then complete timesheets to the best of their knowledge and sign them. Signatures may be completed in-person or through a pre-approved electronic signature program.
At the end of every month, youth must turn in sign-in sheets and signed timesheets to coordinator. If WEX youth is unable to collect sign in sheets, OCCTAC staff may retrieve the sign in sheets from worksite.
Paycheck Information: WEX youth will receive payment on the 15 th
of every month.
Duration and Length of WEX Activity:
Based on the availability and needs of WEX youth, work experience should be a minimum of 6 weeks and not exceed 45 weeks or 900 hours unless approved by Program Manager.
Staff of Santa Ana Workforce Development Board may approve WEX waivers of the 900-hour limitation policy. Waiver requests must be submitted in writing. Youth may not exceed the 900-hour limit prior to the date of waiver approval.
Rate of Pay and Payment:
During Stipend WEX youth will receive $125.00 for every 10 hours completed for the first 40 hours of work experience. Immediately after that, youth will be compensated at the current California minimum wage for every hour worked.
EXHIBIT 1
City Council 20 – 52 6/20/2023
2215 N Broadway Santa Ana, CA 92706 714.547.5468 Fax 714.564.9690 www.occtac.org 4 Attachment C Revised: 01/07/2022
Worksite Review:
Worksite review will occur during their WEX training. Worksite will be monitored for compliance of worksite agreement and safety standards. The purpose will be to ensure that WEX youth is receiving quality training while working in a safe and comfortable environment.
OCCTAC staff member is to visit the worksite before training begins to meet with the WEX youth’s supervisor and monitor the worksite.
Staff is to do one visit halfway through training.
If corrective action is required, worksite supervisor will be informed by OCCTAC staff of any inconsistencies in the worksites operations. A follow-up visit will be made within three to five working days after the findings have been identified, to review corrective action taken by worksite.
Allowable Expenditures:
WEX funds may be used to pay participant’s wages and related benefits for work experience in the public, private, for-profit or nonprofit sectors when the participant’s objective assessment and individual service strategy indicate that work experience is appropriate.
Allowable expenditures beyond wages may include the following:
Classroom training or the required academic education component directly related to the work experience.
Professional development training related to work experience. Orientation sessions for WEX youth and employers.
Tutoring with OCCTAC tutor in order to improve skills or meet ISS Goals.
Meeting with supervisors or employers outside of scheduled work hours for planning, training, or evaluating progress.
EXHIBIT 1
City Council 20 – 53 6/20/2023
2215 N Broadway Santa Ana, CA 92706 714.547.5468 Fax 714.564.9690 www.occtac.org 5 Attachment C Revised: 01/07/2022
Worksite approval Procedures:
Worksite approval procedures ensure that the worksite fits the WEX youth’s developmental needs, is a safe environment for them to work in, and provides valuable training.
OCCTAC staff will visit the worksite, and fill out a worksite safety report depending on the youth’s age. They should also present the worksite supervisor with the worksite training agreement and contract outlining the training/ learning objectives for WEX youth.
1. The worksite location must be safe, appropriate to the WEX youth’s age, ADA compliant and EEO compliant.
2. The on-site supervisor must agree to abide by the rules indicated in the worksite training agreement
3. The on-site supervisor must outline training objectives that coincide with the WEX youth’s development and capabilities on the Training Plan. OCCTAC staff will evaluate the proposed Training Plan and suggest appropriate learning objectives when necessary. On-site supervisor must agree to any edits suggested by OCCTAC Staff.
4. Approved: Once the worksite complies by the three conditions stated above the worksite will be approved for paid WEX.
5. Not Approved: If the worksite or the on-site supervisor do not comply to the following: safety, ADA and EEO compliance, worksite agreement and appropriate objectives; the worksite will not be approved for paid WEX.
Agency Worksite Agreement Procedures:
The worksite agreement procedures ensure that all worksites are evaluated equally and follow the same procedure.
Once Staff deems the worksite safe the staff will meet with the supervisor to explain the different parts of the worksite agreement and complete the documents before the WEX youth’s first day of training.
EXHIBIT 1
City Council 20 – 54 6/20/2023
2215 N Broadway Santa Ana, CA 92706 714.547.5468 Fax 714.564.9690 www.occtac.org 6 Attachment C Revised: 01/07/2022
Worksite training agreement includes:
a) Letter from executive director introducing the objective of our Youth Employment Program funded by WIOA
b) Worksite training agreement
c) WEX youth responsibilities
d) Training plan and worksite schedule.
Staff Roles and Responsibilities:
A. Complete Worksite safety report to best of knowledge and ensure that worksite is ADA and EEO compliant.
B. Complete Agency Worksite Agreement with worksite
supervisor. See Agency Worksite Agreement Procedures (page 6).
C. Complete all parts of Worksite Approval Procedures (page 5) to ensure that the worksite is the best fit for WEX youth.
D. Complete a minimum of three worksite reviews as outlined in Worksite review (page 4).
E. Provide age appropriate work sites.
F. Meet with worksite supervisors to evaluate WEX youth’s work performance and distribute evaluations
G. Meet with WEX youth to evaluate the worksite and make plan for developing job skills when necessary
H. Assist with job placement at conclusion of WEX training.
I. Educate WEX youth on health and safety and make safety plan in case of injury.
WEX Youth Roles and Responsibilities:
A. Be willing to commit to learning and working hard
B. Be willing to follow work hours, instructions, work policies and rules
C. Keep accurate timesheets and submit timesheet to the OCCTAC Youth Employment Program office at the end of each month.
EXHIBIT 1
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D. Immediately report any work related incidents to both the worksite supervisor and the OCCTAC staff
E. Communicate any inappropriate behavior of work related issues to OCCTAC staff
F. The WEX youth agrees to call the worksite supervisor a minimum of two hours before his/her shift begins if unable to report to work.
G. The WEX youth is required to stay in his/her assigned placement for a period of 2-3 months. After a period of three months, if the WEX youth chooses to continue at the worksite he/she may do so with the approval of the work site supervisor and OCCTAC staff. If participation is extended additional duties and opportunities to acquire new skills should be included, in order, to further enrich the WEX youth’s experience at
worksite.
H. Abide by responsibilities outlined in the worksite training agreement.
Worksite Supervisor Roles and Responsibilities:
A. Be willing to train and mentor the WEX youth
B. Be willing to complete quarterly evaluations of WEX youth performance.
C. The worksite supervisor understands this to be an entry level position and the responsibilities assigned shall be entry level.
D. Be willing to provide to OCCTAC staff and to the WEX youth a Job Description indicating WEX youth job responsibilities at worksite.
E. Give WEX youth appropriate safety training for the worksite F. Give WEX youth timely breaks when appropriate as outlined in the worksite training agreement.
G. Abide by the work hours and responsibilities outlined by the worksite training agreement. If any changes are made first they must be approved by OCCTAC staff and stay within the EXHIBIT 1
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2215 N Broadway Santa Ana, CA 92706 714.547.5468 Fax 714.564.9690 www.occtac.org 8 Attachment C Revised: 01/07/2022
hours outlined above in “general information” section (page 1).
H. Be ADA compliant
I. Adhere to the Equal Opportunity Grievance Procedures J. Observe California State and Federal Child Labor Laws EXHIBIT 1
City Council 20 – 57 6/20/2023
2215 N Broadway Santa Ana, CA 92706 714.547.5468 Fax 714.564.9690 www.occtac.org 1 Attachment C Revised: 05/09/2023
Supportive Services Policies and Procedures
WIOA Program 2023– 2024
Purpose: To establish guidelines for the issuance of supportive services to participants who are identified in need of such services. Goal is to aid participants with their successful completion of their WIOA goals and OCCTAC’s WI OA program.
Procedures:
Eligibility:
Supportive services are available to those identified as approved WIOA participants; have limited resources to meet basic needs; and have expressed the need of additional support to OCCTAC’s WIOA Program staff.
Supportive services will be made available to participants while they are enrolled in all phases of the WIOA program. These services are contingent upon approval by the Program Coordinator and OCCTAC Director. Provision of supportive service is not an entitlement.
Delivery of supportive services will be made in-person or to the WIOA parti or mailing address if available and in cases where in-person delivery is shown to be difficult for the WIOA participant and staff.
Availability of Funds and Assessment of Need:
The fiscal advisor or the accounting clerk and the Executive Director will verify the availability of funds and notify the Program Coordinator. Supportive services are delivered contingent upon availability of funds, the need of the participant and given on a first come, first serve basis.
Initial assessment on need will be determined by the Case Manager and will be reviewed regularly.
Logs of services will be kept on a regular basis and service(s) will also be case noted for documentation purposes.
Transportation Assistance Guidelines:
After identifying the need for transportation assistance and eliminating other resources, the case manager and the participant will develop a service plan (ISS) and update progress in the case notes.
Transportation assistance is defined as the provision of a gas card; bus pass or ACCESS coupon book. No replacement bus pass, gas card or ACCESS coupon book will be issued in the event the participant loses his/her bus pass, gas card or ACCESS coupon book.
EXHIBIT 1
City Council 20 – 58 6/20/2023
2215 N Broadway Santa Ana, CA 92706 714.547.5468 Fax 714.564.9690 www.occtac.org 2 Attachment C Revised: 05/09/2023
Documentation and Receipt Requirement for gas cards:
1. The participant must provide itemized receipt(s) totaling the amount provided within 30 days that the gas card is provided and/or before receiving additional gas cards, and the itemized receipt(s) must then be included in the participant’s filrtive services may be provided.
2. The case manager must perform and record in CalJOBS case note if a participant fails to return the receipts for the gas cards; the case manager must contact the participant requesting the missing receipts and explain that no further supportive services will be provided until the missing receipts are received in full; and
3. If the receipts are not provided, send a follow-up letter within five (5) business days to the participant requesting the receipts and notifying the participant that no further supportive services will be provided until all receipts are receiv
file.
Fingerprinting—Live Scan and TB Test:
Participants who work with children and are placed in an educational setting will be required to undergo Fingerprinting—Live Scan through the Department of Justice and show a cleared TB Test.
This supportive service will be available for participants on a case-by-case basis and determined by the case manager.
Work and School Related Materials:
A participant may need to purchase books, fees, school supplies and/or other necessary materials to enable him/her to participate in activities leading to a credential. A participant may need to purchase work related equipment, attire, tools, or certification for the purpose of obtaining employment and to enable him/her to be successful in employment.
Laptops and Technology: A participant may need to use technology such as a laptop, tablet, or WiFi /hotspot in order to complete a WIOA program goal, including job applications online, college preparation, academic support to enhance basic skills deficiency, etc. WIOA participants may be eligible for this supportive service on a case-by-case basis. This service is contingent upon approval by the Program Coordinator and OCCTAC Director. (Follow micro-purchase procedures outlined in WSD 17-08 when purchasing these items.)
EXHIBIT 1
City Council 20 – 59 6/20/2023
2215 N Broadway Santa Ana, CA 92706 714.547.5468 Fax 714.564.9690 www.occtac.org 3 Attachment C Revised: 05/09/2023
Child/Dependent Care:
After identifying the need for assistance and eliminating other resources, the case manager and the participant will develop a service plan (ISS) and update progress in the case notes.
Childcare assistance is defined as the provision of $75 payment to institution/daycare/childcare provider upon receiving an invoice.
Participants may receive assistance with childcare or dependent care, which will enable them to participate in activities. Childcare will be limited to a maximum of $75.00 per month per child/dependent. Supportive service available to all youth that enrolled in the program as pregnant or parenting youth.
Other:
Any other miscellaneous type expenses not mentioned above may be considered with proper authorization. The request must be fully documented and all receipts in proper order.
EXHIBIT 1
City Council 20 – 60 6/20/2023
2215 N Broadway Santa Ana, CA 92706 714.547.5468 Fax 714.564.9690 www.occtac.org 1 Attachment C Revised: 01/07/2023
Incentive Policy and Procedures
WIOA Program 2023 – 2024
Purpose: To establish guidelines for providing incentives to participants who successfully commit, and complete goals establish during program participation. Goal is to aid enrolled youth with their successful completion of OCCTAC’s WIOA program.
Procedures:
All incentives are available to those identified as approved WIOA participants.
WIOA participants must provide documented proof of their eligibility for the listed incentives provided in this policy. Incentives will be provided in the form of a Target gift card. Delivery of supportive services will be made in-person or to the WIOA participant’s personal email or mailing address if available and in cases where in-person delivery is shown to be difficult for the WIOA participant and staff.
All incentives are based on availability of funding and are processed on a first come first serve basis. Logs of incentives will be kept on a regular basis and will also be case noted for documentation purposes.
Summary of incentives:
Current
Every two Secondary School Subjects Completed $50
Secondary School Perfect Attendance $50
Credential: Current Enrolled Youth $100
Post-Secondary: Current Enrolled Youth $100
Basic Skills Deficient: Increase in EFL $30
Employment: Job Search $25
Employment: Obtaining/Retaining employment $50
Follow-Up
Secondary School Credential: $50
Post-Secondary $25
Employment: Job Search $25
Employment: Obtaining/Retaining Employment $50
EXHIBIT 1
City Council 20 – 61 6/20/2023
2215 N Broadway Santa Ana, CA 92706 714.547.5468 Fax 714.564.9690 www.occtac.org 2 Attachment C Revised: 01/07/2023
Incentive descriptions:
HS Dropouts:
Individuals who are HS dropouts at time of enrollment will be encouraged to attain a HS diploma or GED. Those who enroll into an institution yielding to a HS diploma or GED will be eligible to receive a $50.00 Gift Card for every two (2) subjects they complete while enrolled in all phases of the WIOA program. Doing so will encourage these WIOA participants to commit to their educational goal and thus attain a secondary credential within a reasonable amount of time. Case Manager, Career Counselor and school representatives will communicate regularly to ensure that students enrolled into their institution commit to their schedule to complete missing credits on a timely manner.
Youth in Secondary Education:
Obtaining Credential: Any youth in secondary education that obtains their High School Diploma or GED during current year or follow up will receive a Gift Card incentive. This is to encourage youth for completing their educational goal of obtaining a credential for finishing their secondary education in a timely manner.
Because this is a high demand credential by employers, we want to use this incentive as a way to help them secure and achieve employment goals.
For Current youth: Gift Card incentive will be $100
For Follow-up youth: Gift Card incentive will be $50. Must be completed before the last day of the 4
th quarter after Exit.
Attendance: Youth in secondary education will receive a $50 Gift Card incentive for every month of perfect attendance up to a total of $150. This is to encourage school attendance and progress towards obtaining their HS Diploma.
Basic Skills Deficient (BSD) Youth:
WIOA participants that are identified as basic skills deficient upon enrollment will receive weekly tutoring in Math and/or Literacy (see Work Based Learning Policy). To encourage tutoring participation and motivation to improve their Literacy and Numeracy skills, youth will receive a $30 gift card per subject when they increase by at least one EFL (Educational Functioning Level). Limit to one gift card per subject.
EXHIBIT 1
City Council 20 – 62 6/20/2023
2215 N Broadway Santa Ana, CA 92706 714.547.5468 Fax 714.564.9690 www.occtac.org 3 Attachment C Revised: 01/07/2023
Employment for Currently Enrolled Youth:
To motivate youth to complete their employment goals participants will receive an incentive when they meet at least one of the following goals and provide supporting documentation of completion:
Turn in application for a job and get an interview: $25 Gift Card incentive Obtain employment: $50 Gift Card incentive
Employed for 3 consecutive months: $50 Gift Card incentive Employment for Youth in Follow-Up:
Turn in application for a job and get an interview: $25 Gift Card incentive Obtain employment: $50 Gift Card incentive
For each quarter employed: $50 Gift Card incentive
Post-Secondary Education for Currently Enrolled Youth:
Participants are encouraged to complete their goals toward post-secondary education so that they may advance in their careers and increase their chances of earning higher hourly wages. Participants will be eligible for a $100 Gift Card incentive if they have achieved one of the following goals toward post-secondary education and provide supporting documentation of completion. Obtaining a Credential such as: Associates Degree or Certificate Registering for classes for spring or fall semester and FAFSA/Dream Act Application
Post-Secondary Education for youth in Follow up:
Obtaining a Credential: $25 Gift Card incentive
Registering for Fall or Spring classes: $25 Gift Card incentive EXHIBIT 1
City Council 20 – 63 6/20/2023
Orange County Children's Therapeutic Arts Center
Procurement Policy
2023 - 2024
Orange County Children's Therapeutic Arts Center (OCCTAC) has established this policy to guide its procurement ofsupplies, equipment, and services. The purpose of this policy isto insure that OCCTAC makes procurement decisions and payments in an open and fair manner and to document all purchases whenappropriate.
A. Code of Conduct
No employee, officer, or agent of Orange County Children's Therapeutic Arts Center (OCCTAC) shall participate in the selection or in the award or administration of any procurement if a conflict of interest, real or apparent, would be involved. Such a conflict could arise if the employee, officer, or agent: any member of her/his immediate family; his/her partner; or an organization which employs or is about to employ any of the above has a financial or other interest in the firm selected for award.
No officer, employee, or agent of OCCTAC shall solicit or accept gratuities, favors, or anything of monetary value form contactors, potential contractors, or parties to sub- agreements, except where the financial interest is not substantial or the gift is an unsolicited item of nominal intrinsic value.
Any alleged violations of these standards of conduct shall be referred to the Executive Director. Where violations appear to have occurred, the offending employee, officer, or agent shall be subject to disciplinary action, including but not limited to: dismissal or transfer; when violations or infractions appear to be substantial in nature, the matter may be referred to appropriate officialsfor criminal investigation and possible prosecution.
B. Procurement Procedures
The officer, employee, or agent responsible for procurement of services, supplies, equipment or construction shall review all proposed procurement actionsto avoid the purchase of unnecessary or duplicative items.
All services and items will be purchased with consideration of these priorities:
1. Best price
2. Features and quality of the item
3. Willingness to meet billing, delivery, and service needs
4. Minority or Women-owned supplier
Services and items less than $500:
Comparisons of prices, quality, and features can be made by visit, telephone, or by consulting advertisements and catalogues. All purchases must be made within budget EXHIBIT 1
City Council 20 – 64 6/20/2023
guidelines.Writtenauthorizationandsalesreceiptconfirmingpaymentmustbekepton file.
Service and items costing more than $500 (routine purchases):
a. Adesignated staffmembershallidentifytwo orthreevendorswhoofferdiscount or competitively pricedsupplies.Staffshallroutinely"shop" thosevendors,looking forthe bestoverall price oneach order--though not necessarily on anitem-by-item basis.Once each year,thestaffshalldetermine whichtwoorthree vendorsinthearea offer the most competitive prices. Written documentation of the research shall be maintained. b. Nothingintheparagraphaboveshallpreventstafffromtakingadvantageoflower prices from other vendors whenever better prices are available. c. Whenpossible,staffshallattempttonegotiatediscountsforlargervolume purchases, and should inquire about discountsfor paying cash. d. Allpurchasesmustbemadewithinbudgetguidelines.Writtenauthorizationand salesreceipt confirming payment must be kept on file.
Service and items costing more than $500 (infrequent purchases):
a. A designated staff member shall obtain written quotes or advertisementsfrom three vendors. Purchase decisions shall be made on the basis of the most advantageous purchase for OCCTAC, based on the above criteria.
b. Nothingintheparagraphaboveshall preventstafffromtakingadvantageof lower pricesfrom other vendors whenever better prices are available. c. Whenpossible,staffshallattempttonegotiatediscountsforlargervolume purchases, and should inquire about discountsfor paying cash. d. All purchases must be made within budget guidelines. Written authorization and sales receipt confirming payment must be kept on file.
SoleSourceProcurement
••
The useof a sole supplieris discouraged, and requiresthewritten authorization ofthe ExecutiveDirector.Requestsforsolesourceprocurementmustincludethereasonforthe lack of competitive information and justification forthe selection.
C. Authorization
a. StaffAuthorization:TheExecutiveDirectorymayatherorhisdiscretion,giveone or more staff members purchase authority for purchases.
EXHIBIT 1
City Council 20 – 65 6/20/2023
b. Fundsfor all purchases must appear inthe current board-approved budget.
D. Unauthorized Purchases
Thepurchaseofsuppliesforpersonal useisprohibited,asisanypurchasemadewithout the approvalofastaffmember havingpurchase authority.Inadditiontobeingsubjectto disciplinaryactionunderthepersonnelpolicyandanyremediesavailableunderthelaw, an unauthorizedpurchaserwillbeheldpersonallyliableforthecostoftheunauthorized purchase.
EXHIBIT 1
City Council 20 – 66 6/20/2023
Budget Form 2023-2024
Organization Name:
OC Children’s Therapeutic Arts
Administrative
Cost (Not to
Exceed 10%)
Total
Program
Cost
Total WIA Cost Match/In Kind
Personnel Salaries
1. Program Coordinator .88 FTE
47 weeks $21/hr. 35 hrs. per wk. $34,545.00 $34,545.00
Exe. Director
$80,000
2. Job Developer & Case Manager .63 FTE
47 weeks $20/hr. 25 hrs. per wk. $23,500.00 $23,500.00 Acct. Clerk $20,000
3. Career Counselor & Job Developer .50 FTE
43 weeks $20/hr. 20 hrs. per wk. $17,200.00 $17,200.00
Office Mgr. $30,000
4. Technology Instructor .25 FTE
32 weeks $25/hr. 10 hrs. per wk. $8,000.00 $8,000.00
5. Arts Instructor .20 FTE
32 weeks $25/hr. 10 hrs. per wk. $8,000.00 $8,000.00
Program Staff
$80,000
6. Literacy Coach .25 FTE
32 weeks $19/hr. 10 hrs. per wk. $6,080.00 $6,080.00
SAC Instructors
$80,000
7. Numeracy Coach .25 FTE
32 weeks $19/hr. 10 hrs. per wk. $6,080.00 $6,080.00
Child Dev. Certificate
$60,000
Personnel Benefits
1. Program Coordinator $3,454.50 $3,454.50 $8,000
2. Job Developer $2,350.00 $2,350.00 $2,000
3. Career Counselor $1,720.00 $1,720.00 $3,000
4. Technology Instructor $800.00 $800.00
5. Arts Instructor $800.00 $800.00 $8,000
6. Literacy Coach $608.00 $608.00 $8,000
5. Numeracy Coach $608.00 $608.00 $6,000
Total Personnel Salaries & Benefits $0.00 $113,745.50 $113,745.50 $385,000 Operating Expenses
Rent $105,000
Utilities $11,200
Phones $13,000
Internet Fees see phone
Parking Fees $50.00 $50.00 N/A
Security N/A
Maintenance $12,000
Insurance $11,500
Equipment rental fees* N/A
Equipment rental fees* N/A
Vehicle lease* $500.00 $500.00 N/A
Office expenses (consumables) $1,800.00 $1,800.00 $15,000 Accounting Services $58,000
Legal Services N/A
Auditing Services 12,000
Indirect Cost* $12,408.05 12,408.05 N/A
Staff Training N/A
Staff Conferences $630.00 $630.00 N/A
Staff Travel/Mileage $200.00 $200.00 N/A
Participant Wages* $50,000.00 $50,000.00 N/A
Supportive Services* $12,916.45 $12,916.45 N/A
Participant Incentives* $3,750.00 $3,750.00 N/A
Youth Conferences $1,000.00 $1,000.00 N/A
Follow up 3,000.00 3,000.00
Total Operating Expenses $12,408.05 $73,846.45 $86,254.50 $237,700 GRAND TOTAL (Personnel + Operating) $12,408.05 $187,591.95 $200,000.00 $622,700
EXHIBIT D
EXHIBIT 1
City Council 20 – 67 6/20/2023
EXHIBIT D
WIOA 2023-2024 Grant
Personnel______________________________________ ____________________ _$ 113,745.50 Coordinator – .88 FTE for 47 weeks: (Benefits Included) 35 hours a week for 47 weeks @ $21.00 per hour
The Coordinator will work 35 hours a week for 47 weeks providing: recruitment & eligibility intake, assessment, documentation & case notes; identify barriers and goals; monitor progress & goals; meet regularly with individual WIA participants to train on employment and job skills; represent OCCTAC in provider network and youth council meetings; organize and attend OCCTAC – WIA Staff Meetings and document input; organize relative activities. Distribute WEX hours to youth and keep track of all paid hours and supportive service activities.
Also, the coordinator will provide assistance to youth during follow-ups, and complete any related documentation.
Job Developer / Case Manager – .63 FTE for 47 weeks (Benefits Included) 25 hours a week for 47 weeks @ $20.00 per hour
The Job developer is responsible for creating job opportunities for clients by researching, identifying and soliciting commitments from possible sources of employment; and provide clients with soft skills and job search training. Job developer will also locate employment opportunities that fit each individual youth depending on barrier such as Disability, probation, or parenting youth. The Case manager portion of this position includes providing documentation & case notes; identify barriers and goals; monitor progress & goals; meeting regularly with individual WIA participants to train on employment and job skills; represent OCCTAC in provider network ad youth council meetings; organize and attend OCCTAC- WIA Staff meetings and document input; organize related activities, such as: workshops, mock interviews etc.
Career Counselor & Job Developer – .50 FTE for 43 weeks: (Benefits Included) 20 hours a week for 43 weeks @ $20.00 per hour:
The respective position will be responsible for providing educational and career training to all WIA participants; mentoring and assisting with related work experience placement; observing and monitoring participants with technical/artistic skills; documenting progress throughout the program; meeting regularly & individually with WIA participants to train on related curriculum; and attending regular team meetings. The Job developer is responsible for creating job opportunities for clients by researching, identifying and soliciting commitments from possible sources of employment; and provide clients with soft skills and job search training. Job developer will also locate employment opportunities that fit each individual youth depending on barrier such as Disability, probation, or parenting youth.
Technology Instructor – .25 FTE for 32 weeks: (Benefits Included) 10 Hours a week for 32 weeks @25.00 per hour:
The respective position will be responsible for providing educational and career training to all WIA participants as it relates to the technology field; mentoring and assisting participants with related work experience placements; observing and monitoring participants with technical skills; documenting progress throughout the program; meeting regularly & individually with WIA participants to train on related curriculum; and attending regular tem meetings.
Arts Instructor – .25 FTE for 32 weeks: (Benefits Included) 10 Hours a week for 32 weeks @25.00 per hour:
The respective position will be responsible for providing educational and career training in the Arts to all WIA participants; mentoring and assisting participants with related work experience placements; observing and monitoring participants with artistic skills; documentation progress throughout the program; meeting regularly & individually with WIA participants to train on related curriculum; and attending regular team meetings.
EXHIBIT
EXHIBIT D
1 City Council 20 – 68 6/20/2023
EXHIBIT D
Literacy/Instructor – .25 FTE for 32 weeks: (Benefits Included) 10 hours a week for 32 weeks @$19.00
The respective position is responsible for assessing the literacy and basic skills of all WIA participants; teaching WIA participants learning and literacy strategies; monitoring & documenting literacy progress throughout the program; meeting regularly with WIA participants and attending regular team meeting.
Numeracy Coach/Instructor – .25 FTE for 32 weeks: (Benefits Included) 10 hours a week for 32 weeks @$19.00
The respective position will be responsible for assessing the numeric and basic skills of all participants; teaching WIA participant’s learning and mathematical problem solving strategies; monitor & documenting progress throughout the program; meeting regularly & individually with WIA participants to train on related curriculum; and attending regular team meetings.
Rent ________ ___ _______ ______ ___ _ $0.00
Utilities _______ _ __________ $0.00
Phones ________________ ___________ $0.00
Internet ________ _
$0.00
Parking Fees _________ _______ ____________________ $_ 50.00 Funds allocated for parking fees at CWA Conference, Trainings, and Campus visits.
Security _________ _______ ___________________ $0.00
Maintenance _________ _______ ___________________ $ 0.00 Insurance ________ _
$0.00
Equipment rental Fees__ _________ _______ __________________ $0.00 Accounting Services
_$0.00
Vehicle Lease _________ ______ ____________ _______$_500.00 Funds Allocated for the rental of 1-2 buses for Field trips Bus Rental $250 each
Office Expenses___________________ _____________________________________ $1,800.00 Office Supplies: as needed for 1 year $950
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City Council 20 – 69 6/20/2023
EXHIBIT D
Office supplies (copy paper, files, folders, pens, highlighters, paper clips etc.) will be purchased as need by WIOA staff members though out the year in order to assist in administration work, resource information, youth, workshops, meetings, and classes.
Food: as needed for Field Trip and Conference: $450
2 field trips: 2 X $100 = $200
2 conference trainings $250
TABE Test Material $400
Purchase necessary TABE Test score sheets to asses’ students before and after program session Legal Assistance _________ _______ ___________________ $0.00 Auditing Services _ _________ _____ __ ___________________ $0.00 Staff Training ________________________________________ ____________________ $0.00 Staff Conferences_________________________________________ _________ ______ $630.00 CWA conference registration fee for 1 or 2 case managers Staff Travel/Mileage ____ $200.00
Mileage for WIA Staff as needed for 1 year $200
Mileage reimbursement will be made for WIA Staff for driving to WIA required events. Such as YSPN meetings, Staff trainings, driving youth to necessary events (fields trips, Youth council meetings, City Council Meetings, WEX placements, resource or referral appointments) Stipends and Wages for 20 Participants_______________ ______$_50,000.00 Training Stipends (in school – out of school youth) – 20participants First 10 hours: participants given $125 stipend to participate in program Second 10 hours: participants given $125 stipend to participate in program Third 10 hours: participants given $125 stipend to participate in program Fourth 10 hours: participants given $125 stipend to participate in program After stipends completion Months 3 – 11: participants paid the California minimum wage – currently $15.00 per hour for Work based learning (5 -10 hours per week or as funds become available) Supportive Service_________________________________________ ___________ $12,916.45 Buss Pas/Gas Voucher: As needed for 20 participants $7,616.25 15 bus passes @65.55each for 5 months $4,916.25
6 gas cards @$50.00 Each month for 9 months $2,700.00
Funds are allocated for youth who are in need of transportation related support Work Related supplies: As needed for 20 participants $2,000.00 Work related and Skills building tools, book, portfolios. Items needed for job interviews, Employment opportunity, employment enhancement trainings and clothing, supplies.
Academic Support: As needed for 20 – participants $2,470.20 EXHIBIT 1
City Council 20 – 70 6/20/2023
EXHIBIT D
Tuition Support for certificates or other related academic programs for 20 participants; books for related course work, laptops, tutoring supplies, and college field trips and other academic supplies.
Fingerprinting/TB Test; as needed for 20 participants $830.00 20 fingerprinting @$19.00 each $380.00 and 15 TB test @$30 each $450.00 Funds allocated for Dept. of Justice Clearance & TB test for employment.
Program Incentives __________________________________________________ $3,750.00 High School Drop Outs
$50 incentive for every two modules or classes completed leading to a High School Diploma 2 Youth x 5 (10 modules) = 10 x $50 = $ 500.00
High School Diploma or Post-Secondary Education
$100 incentive for obtaining high school diploma; registering for Fall or Spring Semester at post-secondary institution; or obtaining a credential.
15 youth = $1,500
Basic Skills Deficient (BSD) Youth
$25 incentive for increasing their EFL score by at least one level in either Math or Reading subjects for participants that are identified as basic skills deficient upon enrollment. 40 youth = $1,000
Employment
$25 incentive for submitting a job application and obtaining a job interview. 10 youth = $250
$50 incentive for obtaining employment.
10 youth = $500
Youth Conferences $1,000.00
CWA conference registration fee for 1-2 currently enrolled youth Follow up $3,000.00
Indirect Cost ______________________ _______ ________________ ______$12,408.05 10% de Minimis
Program Documents:
a. WIA Youth Sign in Sheet: Participants will log and track all activities and hours accumulated on a dayby-day basis and have supervisor sign to confirm time of arrival and departure to their activities.
Activities can include Work Base Learning Hours, Class training, case management and education counseling meetings, Math/English tutoring session etc.
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City Council 20 – 71 6/20/2023
EXHIBIT D
b. WIA Youth Time Sheet: Participant will turn in a weekly time sheet with all hours accumulated throughout the weeks in activities attended. Youth will be asked to log their tasks in detail in order to provide proof of activities attended. Activities can include Work Base Learning Hours, Class training, case management and education counseling meetings, Math/English tutoring session and any other supplemental hours approved by supervisor.
c. WIA Staff Time sheet: Staff will turn in a weekly time sheet with hours worked for meetings with WIA youth, WIA administration, teaching a WIA class or Workshop, or Tutoring and preparing for youth appointments, as well as any additional supplemental hours approved by WIA staff supervisor and administrator intended for WIA program purposes only. 67% of budget will be directly spent on youth in the form of paid work experience, stipends, certificates training, college tuition support and other support services.
EXHIBIT 1
City Council 20 – 72 6/20/2023
EXHIBIT E
COMPLAINT HANDLING
UNDER THE
Workforce Innovation Opportunity Act
Santa Ana Local Workforce Development Area
Revised March 9, 2023
EXHIBIT 1
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2 EXHIBIT E
Table of Contents
I. Information Regarding Complaints 3
A. Nondiscrimination and Equal Opportunity Complaints 3
1. Policy Statement 3
2. Civil Rights 4
3. Nondiscrimination laws under WIOA 4
4. How to File Your Complaint 5
B. Criminal Complaints 6
II. General Procedures for Handling Non-Criminal Violations of the Act 6 III. Procedures for Handling Complaints at the LWDA Level 8 IV. Procedures for Handling Complaints at the State Level 12 V. Procedures for Handling Discrimination Complaints by Participants 15 VI. Procedures for Handling Disability Complaints by Participants 17 GLOSSARY OF WIOA TERMS 20
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3 EXHIBIT E
I. Information Regarding Complaints
A. Nondiscrimination and Equal Opportunity Complaints
1. Policy Statement
In carrying out the purpose of the Workforce Innovation Opportunity Act (WIOA), the City of Santa Ana Local Workforce Development Area (LWDA) will establish programs to prepare youth and unskilled adults for entry into the labor force and to afford job training to those individuals facing serious barriers to employment. Every effort will be made to provide services necessary for eligible individuals to obtain productive employment.
In implementing WIOA, all contractors in the Santa Ana LWDA will foster equal opportunity and non-discrimination, as provided in State and Federal equal opportunity and non-discrimination laws including, but not limited to:
• Title VI of the Civil Rights Act of 1964
• Title VII of the Civil Rights Act of 1964
• The Age Discrimination Act of 1975, as amended
• Section 503 of the Rehabilitation Act of 1973
• Section 504 of the Rehabilitation Act of 1973
• Title IX of the Education Amendments of 1972
• Section 188 of the Workforce Innovation Opportunity Act of 2014 In keeping with our commitment, no individual shall be excluded from participation in, denied benefits of, subjected to discrimination under, or denied employment, in the administration or of in connection with any WIOA funded program because of race, color, religion, sex, national origin, age, disability, or political affiliation or belief.
Participation in programs and activities financially assisted in whole or in part under WIOA shall be open to citizens and nationals of the United States, lawfully admitted permanent resident aliens, lawfully admitted refugee, parolees, and other individuals authorized by the Attorney General to work in the United States.
No individual will be intimidated, threatened, coerced, or discriminated against because of filing a complaint, furnishing information, or assisting or participating in any manner in an investigation, compliance review, hearing or any other activity related to the administration of WIOA.
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4 EXHIBIT E
Administration responsibility for this Equal Opportunity/Affirmative Action (EO/AA) Program is delegated to the Equal Employment Opportunity (EEO) Officer for the Santa Ana local Workforce Development Area. Equal opportunity and nondiscrimination, however, will only be achieved through leadership and implementation of a viable Affirmative Action Equal Opportunity Program.
2. Civil Rights
No one applying for or enrolled in the Workforce Innovation Opportunity Act (WIOA) programs may be discriminated against because of race, color, creed, disability, national origin, sex, age, political affiliation, or beliefs.
This means that – for any of the characteristics listed above:
• You may not be denied the opportunity to enroll in WIOA. • No benefits or services may be denied you for discriminatory reasons. • You may not be segregated or treated any differently from other applicants or participants, while you are being registered, interviewed, counseled or tested; or while you are working or attending classes as part of the program. • You must be provided an equal chance to use all facilities available in the program.
• Fair employment practices must be provided to all staff with regard to recruiting, hiring, transferring, promotions, training, compensation, benefits, layoff, and termination.
You have the right to make a complaint if you feel you have been denied any of the above opportunities. You cannot in any way be penalized for filing a complaint. Your WIOA sponsor has established a mechanism for handling complaints and grievances.
Your complaint must be filed within 180 days. All complaints will be handled confidentially.
3. Nondiscrimination Laws under WIOA
Title VI of the Civil Rights Act of 1964
Prohibits discrimination on the basis of race, color, national origin, or religion.
The Age Discrimination Act of 1975
Prohibits arbitrary discrimination against persons’ age 40-70.
The Rehabilitation Act of 1973
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5 EXHIBIT E
Prohibits discrimination based on disability.
Title IX of the Education Amendments of 1972
Prohibits discrimination in any education or training program or activity receiving federal financial assistance.
OTHER CIVIL RIGHTS LAWS:
Title VII of the Civil Rights Acts of 1964
Prohibits discrimination in employment based on race, color, religion, sex, or national origin in all terms and conditions of employment and establishes the Equal Employment Opportunity Commission as the administrative agency.
White House Executive Order no. 11246 as Amended by Executive Order No. 11375
Creates the office of Federal Contract Compliance and prohibits discrimination based on race, color, sex, religion, or national origin.
Department of Labor Secretary’s Order no. 4-73
Prohibits discrimination based on sex.
Equal Pay Act of 1963
Prohibits pay differential solely because of sex.
Emergency Employment Act of 1971
Prohibits discrimination based on race, creed, national origin, political affiliation, or beliefs.
4. How to File Your Complaint
a. Put your complaint in writing.
b. Have it sworn to before a notary public, if possible. c. Provides details that tell what happened, where it happened and when it happened.
d. Give the name and addresses of all persons who were present or who had anything to do with the matter.
...Complaints on the basis of race, color, or national origin, age, sex, religion, political affiliation or belief, retaliation and citizenship, must be filed within 180 days of the alleged occurrence directly with:
EXHIBIT 1
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6 EXHIBIT E
Director
Civil Rights Center
U.S. Department of Labor, Room N-4123
200 Constitution Ave., NW
Washington, D.C. 20210
Complaints on the basis of disability must be filed within 180 days of the alleged occurrence. These complaints must be filed directly with the WIOA administrative entity. The WIOA administrative entity shall issue a written decision within 30 days of the filing of the complaint. If the complaint is still unresolved, an appeal may be made to the Chief of State Workforce Investment Division Office.
The Department of Labor, the Civil Service Commission, the Equal Employment Opportunity Commission, and many other offices and agencies are committed to assuring equal employment opportunities for all persons. They will protect you.
A case may be taken to court if the other processes do not yield satisfactory results.
You may hire your own lawyer, or if you cannot afford one, the court may appoint one for you.
It is unlawful for an employer, union, or employment agency to punish you or any witness for attempting to present the facts in a case.
YOUR CIVIL RIGHTS UNDER THE
WORKFORCE INNOVATION OPPORTUNITY ACT
Santa Ana Local Workforce Development Area
801 W. Civic Center Drive, Suite 200
Santa Ana, CA 92701
(714)565-2600
B. Criminal Complaints
In accordance with the WIOA and the implementing code of Federal section 667.600....
Federal handling of criminal complaints and report fraud, abuse and other criminal activity. “All information and complaints involving fraud, abuse or other criminal activity shall be reported directly and immediately to the City of Santa Ana and the Secretary of Labor.”
II. General Procedures for Handling Non-Criminal Violations of the Act The following procedure is promulgated to meet the requirements of Title 20, of the Code of Federal Regulations, Section 186 through 188 of the WIOA regulations, and Section 181 of the Act (Public Law 105.200: 29 U.S. Code Sec. 2931 et seq.) at the State and LWDA level for the receipt, investigation, hearing, and resolution of complaints by WIOA participants, sub EXHIBIT 1
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recipients, applicants for participation, or financial assistance, labor unions, community based organizations, or any other persons.
These procedures provide for resolution of non-criminal complaints arising from the operation of the Santa Ana LWDA.
A complaint is defined here as a written expression by a party alleging a violation of the Act, regulations promulgated under the Act, recipient grants, sub agreements, or other specific agreements under the Act, including terms and conditions of employment of such participants in employment training programs. All complaints, amendments and withdrawals shall be in writing. These procedures are intended to resolve matters which concern policies, procedures or action(s) arising in connection with WIOA programs operated by each LWDA grant recipient and sub recipient under the Act.
These procedures shall not be construed as affecting any other available legal remedy outside of the WIOA complaint process (i.e., disputes regarding terms and conditions of employment of any employee who is not a participant), either separately or simultaneously, that a person may wish to pursue in the resolution of a non-WIOA complaint. Also, these procedures do not restrict the LWDA grant recipient staff in carrying out informal discussion Procedures do not restrict the LWDA grant recipient staff in carrying out informal discussion and resolution of any problems outside of and without resort to the formal complaint procedure.
A. The following principles and rules apply to all complaints at all steps of the complaint procedures:
1. All complaints must be made in writing within 180 days of the alleged occurrence, except complaints alleging fraud or criminal activity.
2. All persons filing a complaint shall be free from restraint, coercion, reprisal, or discrimination. Good faith efforts shall be made to informally resolve the complaint prior to the scheduled hearing. Complainants have the right to withdraw their complaints (in writing) at any time prior to the hearing. A complainant may amend his/her complaint to correct technical deficiencies but not to add issues.
3. Complainants shall have the right to be represented at their own expense by person(s) of their choosing at all levels of the complaint process.
4. Upon enrollment into employment or training, participants shall be provided with a written description of these procedures, including notification of their right to file complaints and instructions for filing.
An employer of participants, including private-for-profit employers of participants, may use this or other complaint resolution procedures so long as the participant is informed of the complaint resolution procedure they are to follow and the time frames governing review of complaints are met.
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A “participant”, within the meaning of these procedures, is an individual who receives employment-training services under a program funded by Santa Ana LWDA. The Complaint Resolution Procedures contained herein (or the alternative procedures which an employer may use) shall be available to participants to resolve disputes regarding items and conditions of employment of such participants in employment training programs. However, such procedures shall not be used to resolve disputes regarding terms and conditions of employment of any employee who is not a participant, as defined herein.
5. If a complaint does not receive a decision at the LWDA grant recipient level within 60 days of filing the complaint or receives an unsatisfactory decision, the complainant then has a right to request a review of the complaint by the Governor.
6. Complainants must initially file and exhaust LWDA grant recipient/hearing procedures prior to appealing to the State except where the State determines that the LWDA grant recipient’s procedures are not in compliance with the State’s procedures.
III. Procedures for Handling Complaints at the LWDA Level A. Receipt Complaints
Pursuant to the WIOA regulations found at 20 CFR, Section 683.600, the LWDA administrative entities have the responsibility to conduct hearings and resolve complaints made by individuals about the administration of programs in the LWDA. “LWDA level” encompasses LWDA administrative entity and employers to which the administrative entity has delegated the complaint resolution process. The following comprise the guidelines for resolving issues arising in connection with WIOA programs operated by the Santa Ana LWDA including resolutions of complaints arising from actions, such as audit disallowances or the imposition of sanctions taken by the Governor with respect to audit findings, investigations or monitoring reports.
1. Form and Filing of Compliant
Official filing date of the compliant is the date the written complaint is received. The filing of the complaint with the Santa Ana LWDA Equal Employment Opportunity Officer shall be considered as a request for hearing and a decision must be issued within 60 days.
The complaint must be in writing and must be signed and dated. The complaint should also contain the following information:
a. Full name, telephone number, if any, and mailing address of the complainant; b. Full name, telephone number, and mailing address of the agency involved (respondent); c. Clear and concise statement of facts including dates constituting alleged violation; d. What provisions under the Act, regulations, grant or other agreements under the Act, are believed to have been violated;
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e. Remedy sought by the complainant; and
f. If the complainant is a private or public entity or corporation, and not a natural person, the filing of the complaint must be duly authorized by the governing body of such entity or corporation.
The absence of any of the requested information shall not be a basis for dismissing the complaint.
A copy of the complaint must be sent to the respondent and both parties notified of the opportunity for an informal resolution. At each step of the complaint process, the complainant must be notified in writing of the next procedural step.
2. Informal Conference
Informal conferences will be utilized by the Santa Ana LWDA to resolve complaints; however, such informal conferences shall not extend the time within which a decision must be issued after receipt of a complaint. Attempts at informal resolution will commence with two (2) weeks of the date of filing of the complaint. a. The EEO Officer will review the case and ascertain facts prior to the conference so that appropriate resolution can take place at the time of this meeting whenever possible. b. Although the complainant should be encouraged to attend this conference, his/her failure to do so should not preclude his/her right to request a hearing on the matter. c. If mutually satisfactory resolution results and the Santa Ana LWDA concurs, the EEO Officer will write a brief report for the file stating the issues and resolution. The matter shall then be considered closed.
d. If resolution does not result, the complainant shall be provided the necessary information and assistance to request a hearing if he/she so desires.
3. Request for Hearing
a. As in the case of the complaint, the request for a hearing should be put in writing and be filed in person or by mail. A governing board resolution of authorization to appeal should also be submitted when appropriate. The request should be filled with:
Daniel Durham
Sr. Personnel Analyst – EEO Officer
20 Civic Center Drive, M-24
Santa Ana, CA 92701
(714) 647-5330
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b. A hearing will be scheduled by the EEO Officer within thirty (30) days of the date of filing of the complaint.
4. Notice of Hearing
Upon receipt of the request for hearing, the complainant and the respondent will be notified in writing of the hearing ten (10) calendar days prior to the date of the hearing.
The ten-day notice may be shortened with the written consent of the parties. A decision will be issued by the Santa Ana LWDA within sixty (60) days of the date of filing of the complaint.
The hearing notice shall be in writing and contain the following information:
a. The date of notice, name of the complainant, and the name of the party against whom the complaint is filed.
b. The date, time and place of hearing before an impartial hearing officer. c. A statement(s) of the alleged violation(s)
d. Advise as to where information or assistance may be obtained, and the name, address, and telephone number of the Santa Ana LWDA Equal Employment Opportunities (EEO) Officer who can answer inquiries.
B. Conduct of Hearing
The hearing shall be conducted in an informal manner with strict rules of evidence not applicable. Unnecessary technicalities should be avoided. It should provide the flexibility to enable adjustment to the circumstances presented.
1. The hearing officer shall have complete independence to obtain facts and make decisions. The hearing officer shall be in a position to render impartial decisions and thus should not be subordinate to the Santa Ana LWDA or its sub recipients. The hearing officer will be selected from a list of names on file with the EEO Officer.
2. Full regard must be given to the requirements of due process to insure a fair and impartial hearing.
3. The hearing office designated by the EEO Officer to function in a quasi-judicial capacity should begin the hearing by summarizing the record and the issue and should explain the manner in which the hearing will be conducted, making sure that everyone involved understands the proceedings. Such explanations should be adapted to the needs of the specific situation. The hearing officer might take testimony under oath or affirmation to give some assurance of veracity to the hearing.
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4. The burden of proof should be reasonable and flexible, dependent upon the circumstances of the case involved. The hearing officer determines the order of proof.
Generally, the party making the complaint has the obligation of establishing his or her case and should be examined first.
5. The party involved should have the right to be represented (at their own expense) if he/she so desires. Other he/she is limited to his/her own abilities and those to the hearing officer in obtaining testimony in the case.
6. It is important that the hearing officer obtain the fullest information for the record. If the parties involved, or their representatives, do not know how to ask the right or pertinent questions in pursuing their right to due process, it shall be necessary for the hearing officer to step in to have all the materials and relevant facts elicited.
7. The practice in informal hearings is generally not to apply strict rules of evidence in obtaining facts. However, the quantity of evidence required to support a decision on an issue should be sufficiently credible that the state (or other appropriate agency), upon reviewing the decision, would conclude that the decision is supported by substantial evidence.
8. The hearing officer should attempt to negotiate a resolution of the issue at any time prior to the conclusion of the hearing.
9. Within ten (10) days of the conclusion of the hearing, the hearing officer will issue a recommended decision to the LWDA for final determination. The recommended decision shall be in writing and may be accepted, rejected or modified by the Santa Ana Workforce Development Board.
C. Issuance of Decision
Within sixty (60) calendar days of filing of the complaint, the Santa Ana LWDA shall issue a written decision to all parties by first class mail. The final decision shall contain the following information:
1. The name of the parties involved.
2. A statement of the alleged violation and issues related to the alleged violation.
3. A statement of the facts.
4. The decision and the reasons for the decision.
5. A statement of corrective action, if any, to be taken.
6. Notice of the right to request, within ten (10) calendar days of receipt of the decision, a review of the decision by the State Review Panel.
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D. Record of Hearing
An administrative file containing support documents on the complaint resolution process hearing conducted will be retained by the Santa Ana LWDA. The purpose of a record is to serve as substantiation of the process followed by the Santa Ana LWDA on the resolution of the issues and the results. This information would then be available for subsequent review in the event the matter is raised with the State. Such records must be retained for a threeyear period after the grant has been officially closed out.
The Santa Ana LWDA’s written decision will be included in the record. Evidence received at the hearing, notes by the hearing officer, stenographer’s notes and tape recordings may also be used.
E. Establishment of Complaint Procedures
In accordance with Section 683.600, each employing agency including private-for-profit employers of participants under the Act is required to establish a complaint procedure for resolving matters relating to the terms and conditions of employment. Employers may operate their own grievance system or may utilize the Santa Ana LWIDA’s established procedures under Section 683.600. At a minimum these procedures must include:
1. Written notice, upon enrollment into employment training services, of the scope and availability of such procedures. Employer’s grievance procedures shall be set forth in a written document and must meet the regulation mandate that a complaint will be resolved with sixty (60) days from the date the complaint was filed. A copy of employer’s grievance procedure shall be provided to each participant upon enrollment in employment training.
2. Written notice, at the time the grievance is filed, of the procedures under which the grievance will be processed.
3. Written notification of the disposition of the grievance and a written decision shall be issued within thirty (30) days of the filing of the grievance unless a present and long established grievance specifically provides other limits; and
4. Written notification of the participant’s right to request a review of the employer’s decision by the Santa Ana LWDA and the State Review Panel in accordance with Section 683.600.
IV. Procedures for Handling Complaints at the State Level Section 181 (c) of the Act and the WIOA regulations at 20 CFR, Section 683.600 (d) requires the Governor to establish a State Review process of complaints filed at the LWDA grant recipient level and of complaints initially filed at the State level.
Appeals of decisions issued at the LWDA level including audit disallowances and sanctions shall be reviewed by the State Review Panel. The State Review Panel shall review the record EXHIBIT 1
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established at the LWDA level and shall issue a decision based on the information contained therein.
Complaints which may be initially filed at the State level will be heard by an independent hearing officer designated by the State Workforce Investment Division (WID). The hearing officer shall conduct a hearing and issue a recommended decision to the State Panel. The recommended decision shall be in writing and may be accepted, rejected or modified by the State Review Panel.
A. Form and Filing of Complaint.
1. Request for State Review of LWDA Level Decisions
On receipt of a complainant’s request for review because of an unsatisfactory decision, the State shall provide for an independent state review.
2. Filing of Requests for State Review
The State Review Panel shall review all LWDA level decisions when a request for review is filed within 10 days of receipt of the adverse decision. Such requests must be filed in writing with the Chief of the WID Office. The request for review should contain the following information:
a. Full name, address, and telephone number of the party requesting the review b. Full name, address, and telephone number of the other party c. A copy of the decision
d. Brief statement of reasons for review or the section of the LWDA decision to be reviewed including regulatory and statutory citations
e. A statement of the relief sought.
3. Complainant Responsibility
It is the responsibility of the complainant to include in the request for review a written statement setting forth the facts presented at the LWDA hearing which support the requested relief.
The Chief, WID, shall mail a copy of the request for review to the other party and to the LWDA. It shall be the responsibility of the LWDA to submit the complete record including a typed record of the hearing to the Chief, WID, within ten (10) days.
B. Conduct of Hearings.
1. Request for Hearing at the State Level
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If no decision has been issued at the LWDA level or the State has determined an audit disallowance or imposed sanctions, the complainant may request a hearing. The hearing officer will then issue a recommended decision to the State’s Review Panel for final determination.
2. Filing for Request for Review
The request for a State hearing shall be filed within ten (10) days after LWDA should have issued a decision or ten (10) days after the issuance of the audit disallowance or sanction. The request shall be filed directly with the Chief of the WID in writing and should include the following:
a. Full name, address, and telephone number of the LWDA b. Name, address, and telephone number of the LWDA
c. Copies of complaints made at LWDA level from which no decisions were issued or sanctions and imposed.
d. A statement of basis for the request for hearing.
3. Evidentiary Hearing
Upon receipt of the request for a State level hearing, a hearing before a designated hearing officer will be scheduled.
The hearing will be recorded mechanically or by court reporter.
Both parties concerned will have the opportunity to present oral and written testimony under oath, to call and question witnesses in support of his/her position, to present oral and/or written arguments, to examine records and documents relevant to the issue(s), and to be represented.
The hearing officer shall issue a written decision, which shall be forwarded to the State Review Panel for final determination.
The State Review Panel may accept, reject or modify this recommendation. The decision of the State Review Panel is final except for audit disallowances, which must be approved by the Secretary of Labor
C. State Review Panel
The State Review Panel will consist of a panel of three representatives from the Employment Development Department: one from the Legal Offices, one from the WID, and one from the Director’s office. The panel will issue a written decision, which will be sent to the appropriate parties within thirty (30) days of receipt of the request for State review.
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Decisions issued by this panel, under the authority of the Governor, are final.
D. Issuance of State Review Decision.
The State review will be limited to violations of the WIOA, implementing WIOA regulations or the grant agreement. This review shall be limited to the record established at the LWDA hearing.
V. Procedures for Handling Discrimination Complaints by Participants.
A. Complaints on the basis of race, color, or national origin, age, sex, religion, political affiliation or belief, retaliation, and citizenship, where appropriate, must be filed within 180 days of the alleged occurrence.
1. It is the responsibility of the Santa Ana LWDA’s Equal Employment Opportunity (EEO) Officer to determine jurisdiction and to make the complainant aware of and provide assistance in filing a complaint in accordance with the Santa Ana LWDA’s procedure under Section II (A).
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PROCEDURES FOR HANDLING NON-CRIMINAL COMPLAINTS
˚
˚
Informal Resolution Process
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˚
˚
Unsatisfactory Decision or LWDA Decision not issued within 60 days ˚
˚
˚
˚
˚
˚
If no decision issued by State Review Panel
˚
˚
Appeal to DOL
60 Days
30 Days
30 Days
No later than
180 days of
alleged
discrimination
Handling of complaints filed at LWDA level arising in connection with WIOA programs operated by LWDAs
Filing of Complaint/Request for Hearing
Notice of Hearing issued by LWDA
Hearing Conducted
LWDA Decision within 60 days
Within 10 days of
receipt of
unsatisfactory
decision or 10
days from date
LWDA decision
should have been
issued.
Request for State Review
Governor’s Decision issued by State Review Panel
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2. In cases where areas of authority overlap, it is the responsibility of the EEO Officer to advise the complainant of the existence of State, Federal and other proper action agencies, which may also have a bearing.
3. Complainants alleging discrimination under this part will be made aware of their right to file directly with the Office of Civil Rights (OCR), U.S. Department of Labor and applicable procedures.
4. Complainants must file their complaint directly with:
Jennifer Sommers
Sr. Personnel Analyst – EEO Officer
20 Civic Center Drive, M-24
Santa Ana, CA 92701
(714) 647-5348
VI. Procedures for Handling Disability Complaints by Participants Complaints alleging discrimination on the basis of disability will be filed and processed under the Department of Labor regulations implementing Section 504 of the Rehabilitation Act of 1973 at 29 Code of Federal Regulations Section 32.
1. Complaints must exhaust the Santa Ana LWDA’s informal resolution procedures before filing their complaint with OCR.
2. Complainants will be made aware of the 180 days requirement in which to file his/her complaint.
A. Procedures at the LWDA Level
1. The complainant shall file his/her complaint directly with the Santa Ana LWDA. Upon receipt of the complaint, the EEO Officer shall investigate and gather information concerning the complaint.
2. An informal conference will be held with the parties concerned in an effort to resolve the issue(s). The complainant has the right to be present and may be represented during the conference.
3. The Santa Ana LWDA shall issue in writing its decision to the complainant no later than thirty (30) days after the filing of the complaint.
B. Procedures at the State Level
1. The complainant may appeal to the State if he/she is not satisfied with the decision of the Santa Ana LWDA.
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2. The Complainant must file his/her appeal as a request for review directly with the Chief WID within ten (10) calendar days after the receipt of the Santa Ana LWDA’s decision.
3. The Chief-WID, shall issue a decision no later than thirty (30) calendar days after receipt of the request for review.
4. After the complainant has received a decision or no decision has been received from the Director of Employment Development Department (on behalf of the Governor), the complainant has the right to appeal his/her complaint within thirty (30) calendar days to the Office of Civil Rights (OCR) with the Department of Labor.
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PROCEDURES FOR HANDLING COMPLAINTS ON BASES OF DISABILITY ˚
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˚
˚
If no resolution reached
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Unsatisfactory Decision or No Decision
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˚
˚
˚
No later than
180 days of
alleged
discrimination
Filing of complaint on the basis of Disability with LWDA Filed within 30
days of
LWDA/State
Decision or 90
days from date of
initial filing of
complaints
Informal Resolution
Request for Hearing
Notice of Hearing
Hearing Conducted
LWDA Decision
State Review
Governor’s Decision
Appeal to Assistant Secretary Department of Labor
Day 1
Day /45 Day
60 Days
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GLOSSARY OF WIOA TERM
AGE DISCRIMINATION ACT – A law passed by Congress in 1975 which prohibits discrimination on the basis of age by any program or activity receiving Federal Funds.
APPLICANT – An individual who applies to a subrecipient or contract for services provided under WIOA and who has not yet transitioned to the status of participant.
ASSESSMENT – Services designed to determine each participant’s employability, aptitudes, abilities and interests and to develop a plan to achieve the participant’s employment and related goals; also to identify the available employment and traning activities appropriate for the participant. Testing and counseling may also be used during assessment process.
CHARGING PARTY (CP), COMPLAINANT, GRIEVANT, OR AGGRIEVED PERSON – The person who charges that he/she has been discriminated against under Department of Justice nondiscrimination and civil rights regulations and/or guidelines.
DISCRIMINATION – In general, a failure to treat all equally, whether intentional or unintentional; the effect of an action, policy or practice which selects an individual or class of persons to receive unequal treatment.
ELIGIBLE NON-CITIZEN – Lawfully admitted permanent resident, aliens, lawfully admitted refugees, and parolees and other individuals authorized by the Attorney General to work in the United States.
EMPLOYER – An employer subject to the provisions of the Civil Rights Act of 1964, as amended, including state and local governments and any Federal agency subjects to the provisions of Section 717 of the Civil Rights Act, as amended; and any Federal contractor or subcontractor covered by executive Order 11246, as amended.
GRIEVANCE – An allegation that something imposes an illegal obligation or burden or denies some equitable or legal right, or causes injustice .
INDIVIDUAL WITH A DISABILITY – Any individual who has a physical or mental disability that constitutes or results in a substantial challenge to employment.
INTAKE – Includes screening to determine eligibility; to select from eligible applicants those individuals who are most in need and can benefit from program services; to complete procedural requirements necessary to enroll an individual into the program and to refer those not enrolled to other programs.
JOINT COMPLAINT – A complaint of employment discrimination covered by Title VII or the Equal Pay Act and by Title VI or Title IX. Individual “joint complaints” are normally investigated by EEOC unless OCR has a compelling reason to investigate. “Joint complaints” alleging discrimination in employment and other practices and pattern or practice “joint complaints” are normally investigated by OCR.
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JURISDICTION – Authority to investigate and resolve complaints against an institution subject to a law or statute which has been assigned to OCR for enforcement, i.e., Title VI, Title IX, etc.
PARTICIPANT – Any applicant who has: (1) Been determined eligible for participation upon intake; and (2) Who is receiving subsidized employment, training or services (except post-termination services) funded under the Act, following intake, except for an individual who receives only outreach and/or intake and assessment services.
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CITY OF SANT A ANA
EXHIBIT F
CERTIFICATION REGARDING LOBBYING
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 any organization, 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 organization, 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 langua�e of this certification be included in the award documents for all subawards at all tiers (including agreements) and that all subrecipient's 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 31 U.S.C. 1352.
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 occurring on or before October 23, 1996, and of not less than $11,000 and not more than $110,000 for each such failure.
Qro--�-t- Cav c"'.,a�•s �e- Ac"=.,�
rantee/
O l / oq / -uri 3
Signature Date
Dr- � ---s-,���, �-,
Name of Certifying Official Signature
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EXHIBIT G
Certification Regarding Drug-Free Workplace Requirements The certification set out below is a material representation upon which reliance is placed by the U.S. Department of Housing and Urban Development in awarding the grant. If it is later determined that the contractor knowingly rendered a false certification, or otherwise violates the requirements of the Drug-Free Workplace Act, the U.S. Department of Housing and Urban Development, in addition to any other remedies available to the Federal Government, may take action authorized under the Drug-Free Workplace Act.
CERTIFICATION
A. The contractor certifies that it will provide a drug-free workplace by:
(a) Publishing a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession or use of a controlled substance is prohibited in the contractor’s workplace and specifying the actions that will be taken against employees for violation of such prohibition;
(b) Establishing a drug-free awareness program to inform employees about:
(1) The dangers of drug abuse in the workplace;
(2) The contractor’s policy of maintaining a drug-free workplace; (3) Any available drug counseling, rehabilitation, and employee assistance program; and
(4) The penalties that may be imposed upon employees for drug abuse violations occurring in the workplace;
(c) Making it a requirement that each employee who will be engaged in the performance of the grant be given a copy of the statement required by paragraph (a);
(d) Notifying the employee in the statement required by paragraph -(a) that, as a condition of employment under the contract, the employee will -
(1) Abide by the terms of the statement; and
(2) Notify the employer of any criminal drug statute conviction for a violation occurring in the workplace no later than five days after such conviction.
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(e) Notifying the U.S. Department of Housing and Urban Development within ten days after receiving notice under subparagraph (d)(2) from an employee or otherwise receiving actual notice of such conviction; (f) Taking one of the following actions, within 30 days of receiving notice under subparagraph (d)(2), with respect to any employee who is so convicted -
(1) Taking appropriate personnel action against such an employee, up to and including termination; or
(2) Requiring such employee to participate satisfactorily in a drug abuse assistance or rehabilitation program approved for such purposes by a Federal, State, or local health, law enforcement, or other appropriate agency;
(g) Making a good faith effort to continue to maintain a drug-free workplace through implementation of paragraphs (a), (b), (c), (d), (e) and (f).
B. The contractor shall insert in the space provided on the attached “Place of Performance” form the site(s) for the performance of work to be carried out with the grant funds (including street address, city, county, state, and zip code) .the contractor further certifies that, if it is subsequently determined that additional sites will be used for the performance of work under the contract, it shall notify the U.S. Department of Housing and Urban Development immediately upon the decision to use such additional sites by submitting a revised “Place of Performance” form.
___1-9-2023___________ __________________________
Date Program Operator Signature
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EXHIBIT G
DIVISION OF EMPLOYMENT SERVICES
PLACE OF PERFORMANCE
FOR CERTIFICATION REGARDING DRUG-FREE WORKPLACE
REQUIREMENTS
Name: OC Children’s Therapeutic Arts Center
Name of Contractor: OCCTAC- Dr. Ana Jimenez-Hami E.D.
Contractor Number: A-2023-
Date: July 1, 2023 - June 30, 2024
The Contractor shall insert in the space provided below the site(s) expected to be used for the performance of work under the contract covered by the certification:
Place of Performance (include street address, city, county, state, zip code for each site):
OC Children’s Therapeutic Arts Center
2215 North Broadway, Santa Ana, CA 92706
Address
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CITY OF SANT A ANA
EXHIBIT H
C'ERTIFICATION REGARDING DEBARMENT
This certification is required by the regulations implementing Executive Order 12549, Debarment and Suspension, 29 CFR Part 98, Section 98.510, Participants' Responsibilities. The regulations were published as Part VII of the May 16, 1988, Federal Register (Pages 19160-19211). (Before completing certification, read instructions which are an integral part of certification)
1. The prospective primary participant, (i.e. grantee) certifies to the best of its knowledge and belief, that it and its principals:
a. Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by any federal department or organization; b. Have not within a three-year period preceding this proposal been convicted 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 statues 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 the offenses enumerated in paragraph (1 )(b) of this certification; and
d. Have not within a three-year period preceding this application/proposal had one or more public transactions (federal, state or local) terminated for cause or default.
2. Where the prospective primary participant is unable to certify to any of the statements in this certification, such prospective participant shall attach an explanation to this proposal.
Dr. h.�, t1\V\'t-r
Name and Title of Official
-\�\
Authorized
, E�-e�ve...
to Certify
D .�
On Behalf of the Grantee
01 /o'(/ 7<JZ3
Date
74 EXHIBIT 1
City Council 20 – 98 6/20/2023
EXHIBIT 1
City Council 20 – 99 6/20/2023
CITY OF SANT A ANA
EXHIBIT I
ASSURANCES & CERTIFICATIONS
Selected providers will be required to sign and submit "actual" assurances and certificates as required by the City of Santa Ana and the Workforce Development Board on all contracts.
I recognize that I must give assurances for each item below. If I cannot, this proposal will be automatically rejected. Please initial each box.
I am authorized by my Board of Directors, Trustees, other legally qualified officer, or as the owner of this organization or business to submit this proposal.
We are not currently on any Federal, State of California, or local Debarment list.
We will provide records to show that we are fiscally solvent, if needed.
We have, or will have, all of the fiscal control and accounting procedures needed to ensure that WIOA funds will be used as required by law and contract.
We have additional funding sources and will not be dependent on WIOA funds alone.
We do or will meet the applicable Federal, State, and local compliance requirements.
These include, but are not limited to:
� Records that accurately reflect actual performance.
� Maintain record confidentiality, as required.
� Reporting financial, participant, and performance data, as required. � Comply with State and Federal fiscal and program activity audits. � Comply with Federal and State non-discrimination provisions. liJj, Meet requirements of Section 504 of the Rehabilitation Act of 1973. � Meet requirements of the American's with Disabilities Act of 1990 � Meet all applicable labor law, including Child Labor Law standards.
Q- Agree to provide a drug free workplace.
fjjj- Agree to insure the City of Santa Ana through General Liability Insurance and Automobile Liability. Coverage in the amount of $1,000,000.00.
� Agree to provide all participants with Grievance Procedures. it Agree to insure proposer's employees through Workers Compensation Insurance (including part-time employees)
� Procurement policies and procedures are in place and meet federal guidelines. iii Youth Protection Policy and Sexual Abuse & Molestation insurance of $2,000,000 Wewlll not:
«ii Place a youth in a position that will displace a current employee. ifMt- Use WIOA money to assist, promote, or deter union organizing.
Wit Use funds to employ or train of persons in sectarian activities. fji-' Use funds for youth in the construction, operation, or maintenance of any part of a facility to be used for sectarian instruction or religious worship. 0,--- Use WIOA funds for activities that would interfere with or replace regular academic requirements for eligible youth who are not dropouts.
Use WIOA funds to carry out programs funded under the School-to-Work Opportunities Act of 1994 unless the program(s) are only for youth eligible to participate under WIOA.
Use WIOA money under this contract to purchase any equipment.
Name Title
OI/0q/ttrZ3
Date
73 EXHIBIT 1
City Council 20 – 100 6/20/2023
From: City of Santa Ana
To: Goodson, Audrey; [email protected]; [email protected]; Frankston, Emerson; Hernandez, Erendira; Arroyo, Francisco; [email protected]; [email protected] Subject: Internal Notice of Compliance
Date: Friday, December 16, 2022 2:57:57 PM
NOTICE OF COMPLIANCE
CITY STAFF: PRINT THIS PAGE AND INCLUDE WITH AGREEMENT TO THE CLERK OF THE COUNCIL Contractor
Name: Orange County Children's Therapeutic Arts Center
Project
Number: A-2022-126
Project
Name:
Agreement Under The Workforce Innovation And
Opportunity Act
The Certificate of Insurance (COI) submitted indicates that the coverages are in compliance with the insurance requirements. No further action is required at this time.
The compliant coverage(s) are:
TYPE OF INSURANCE POLICY
NUMBER
EXPIRATION
DATE COI DATE FILE NAME
AUTOMOBILE LIABILITY 202209201 12/21/2023 11/21/2022 OCCTAC 12212023.pdf
GENERAL LIABILITY 202209201 12/21/2023 11/21/2022
City of Santa
Ana 22 -23
ACORD.pdf
IMPROPER SEXUAL CONDUCT
LIABILITY 202209201 12/21/2023 11/21/2022 OCCTAC12212023.pdf PROPERTY 202109201PROP 12/21/2022 12/15/2022
Prop 21-22
ACORD
Form
20221215-
081035.pdf
SOCIAL SERVICE
PROFESSIONAL LIABILITY
IMPROPER SEXUAL CONDUCT
LIABILITY
202209201 12/21/2023 11/21/2022
City of Santa
Ana 22 -23
ACORD.pdf
EXHIBIT 1
City Council 20 – 101 6/20/2023
WORKERS COMPENSATION
AND EMPLOYERS' LIABILITY 925517122 06/05/2023 11/21/2022 City of Santa
Ana 22 -23
ACORD.pdf
Thank you,
City of Santa Ana
Risk Management Division
in partnership with
CTrax Plus Services Team
12/16/2022 5:57 PM
EXHIBIT 1
City Council 20 – 102 6/20/2023
11/21/2022
Comprehensive Insurance Services
26429 Rancho Parkway South
Suite 120
Lake Forest CA 92630
Certiificate Issuance Team
(949) 709-8800
[email protected]
Orange County Children's Therapeutic Arts Center
2215 N. Broadway
Santa Ana CA 92706
Nonprofits Insurance Alliance of California 10023
State Compensation Insurance Fund 35076
All
A Y Y 2022-09201 12/21/2022 12/21/2023
1,000,000
500,000
20,000
1,000,000
3,000,000
3,000,000
$0 Deductible
A 2022-09201 12/21/2022 12/21/2023
1,000,000
$0 Deductible
A
10000
2022-09201-UMB 12/21/2022 12/21/2023
1,000,000
1,000,000
B N 9255171-22 06/05/2022 06/05/2023
$0 Deductible
1,000,000
1,000,000
1,000,000
A
Social Service Professional Liability
Improper Sexual Conduct Liability 2022-09201 12/21/2022 12/21/2023 $1,000,000/1,000,000 Aggregate/Occurr
$2,000,000/1,000,000 Aggregate/Occurr
$0 Deductible
The City of Santa Ana, its officers, officials, employees, and volunteers are included as Additional Insured per attached endorsement CG2026. With respect to claims arising out of the operations and uses performed by or on behalf of the named insured, such insurance as is afforded by this policy is primary and is not additional to or contributing with any other insurance carried by or for the benefit of The City of Santa Ana, its officers, officials, employees, and volunteers per attached endorsement NIAC E61. 30 day notice of cancellation with 10 day notice of cancellation for non-payment of premium per policy provision. See attached forms list. Waiver of Subrogation applies per attached endorsement NIAC E26.
City of Santa Ana
Risk Management Division
20 Civic Center Plaza
Santa Ana CA 92702
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE
THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS.
INSURER(S) AFFORDING COVERAGE
INSURER F :
INSURER E :
INSURER D :
INSURER C :
INSURER B :
INSURER A :
NAIC #
NAME:
CONTACT
(A/C, No):
FAX
E-MAIL
ADDRESS:
PRODUCER
(A/C, No, Ext):
PHONE
INSURED
COVERAGES CERTIFICATE NUMBER: REVISION NUMBER:
IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed.
If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s).
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS
CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER.
OTHER:
(Per accident)
(Ea accident)
$
$
N / A
SUBR
WVD
ADDL
INSD
THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS
CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. $
$
$
$
PROPERTY DAMAGE
BODILY INJURY (Per accident)
BODILY INJURY (Per person)
COMBINED SINGLE LIMIT
AUTOS ONLY
AUTOS ONLY AUTOS
NON-OWNED
OWNED SCHEDULED
ANY AUTO
AUTOMOBILE LIABILITY
Y / N
WORKERS COMPENSATION
AND EMPLOYERS' LIABILITY
OFFICER/MEMBER EXCLUDED?
(Mandatory in NH)
DESCRIPTION OF OPERATIONS below
If yes, describe under
ANY PROPRIETOR/PARTNER/EXECUTIVE
$
$
$
E.L. DISEASE - POLICY LIMIT
E.L. DISEASE - EA EMPLOYEE
E.L. EACH ACCIDENT
ER
OTHSTATUTEPER
(MM/DD/YYYY) LIMITS
POLICY EXP
(MM/DD/YYYY)
POLICY EFF
LTR TYPE OF INSURANCE POLICY NUMBER
INSR
DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required)
EXCESS LIAB
UMBRELLA LIAB EACH OCCURRENCE $
AGGREGATE $
$
OCCUR
CLAIMS-MADE
DED RETENTION $
PRODUCTS - COMP/OP AGG $
GENERAL AGGREGATE $
PERSONAL & ADV INJURY $
MED EXP (Any one person) $
EACH OCCURRENCE $
DAMAGE TO RENTED
PREMISES (Ea occurrence) $
COMMERCIAL GENERAL LIABILITY
CLAIMS-MADE OCCUR
GEN'L AGGREGATE LIMIT APPLIES PER:
POLICY
PROJECT LOC
CERTIFICATE OF LIABILITY INSURANCE DATE (MM/DD/YYYY)
CANCELLATION
AUTHORIZED REPRESENTATIVE
ACORD 25 (2016/03)
© 1988-2015 ACORD CORPORATION. All rights reserved.
CERTIFICATE HOLDER
The ACORD name and logo are registered marks of ACORD
HIRED
AUTOS ONLY
EXHIBIT J
EXHIBIT 1
City Council 20 – 103 6/20/2023
POLICY NUMBER: 2022-09201 COMMERCIAL GENERAL LIABILITY
CG 20 26 12 19
THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY.
ADDITIONAL INSURED - DESIGNATED
PERSON OR ORGANIZATION
This endorsement modifies insurance provided under the following:
COMMERCIAL GENERAL LIABILITY COVERAGE PART
SCHEDULE
Name Of Additional Insured Person(s) Or Organization(s) CG 20 26 12 19 © Insurance Services Office, Inc., 2012 Page 1 of 1 A. Section II — Who Is An Insured is amended to
include as an additional insured the person(s) or
organization(s) shown in the Schedule, but only
with respect to liability for "bodily injury", "property damage" or "personal and advertising injury"
caused, in whole or in part, by your acts or
omissions or the acts or omissions of those acting
on your behalf:
1. In the performance of your ongoing operations;
or
2. In connection with your premises owned by or
rented to you.
However:
1. The insurance afforded to such additional
insured only applies to the extent permitted by
law; and
2. If coverage provided to the additional insured is
required by a contract or agreement, the
insurance afforded to such additional insured
will not be broader than that which you are
required by the contract or agreement to
provide for such additional insured.
B. With respect to the insurance afforded to these
additional insureds, the following is added to
Section III – Limits Of Insurance:
If coverage provided to the additional insured is
required by a contract or agreement, the most we
will pay on behalf of the additional insured is the
amount of insurance:
1. Required by the contract or agreement; or
2. Available under the applicable Limits of Insurance shown in the Declarations; whichever is less.
This endorsement shall not increase the
applicable Limits of Insurance shown in the
Declarations.
Name Of Additional Insured Person(s) Or Organization(s):
Any person or organization that you are required to add as an additional insured on this policy, under a written contract or agreement currently in effect, or becoming effective during the term of this policy. The additional insured status will not be afforded with respect to liability arising out of or related to your activities as a real estate manager for that person or organization.
Information required to complete this Schedule, if not shown above, will be shown in the Declarations.
EXHIBIT
EXHIBIT J
1 City Council 20 – 104 6/20/2023
NIAC-E61 02 19 Page 1 of 2
POLICY NUMBER: 2022-09201
THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY.
ADDITIONAL INSURED
PRIMARY AND NON-CONTRIBUTORY
ENDORSEMENT FOR PUBLIC ENTITIES
This endorsement modifies insurance provided under the following:
COMMERCIAL GENERAL LIABILITY COVERAGE PART
___________________________________________________________________________________________
SCHEDULE
Name of Person or Organization:
A. SECTION II – WHO IS AN INSURED is amended to include:
4. Any public entity as an additional insured, and the officers, officials, employees, agents and/or volunteers of that public entity, as applicable, who may be named in the Schedule above, when you have agreed in a written contract or written agreement presently in effect or becoming effective during the term of this policy, that such public entity and/or its officers, officials, employees, agents and/or volunteers be added as an additional insured(s) on your policy, but only with respect to liability for "bodily injury'', "property damage" or "personal and advertising injury'' caused, in whole or in part, by:
a. Your negligent acts or omissions; or
b. The negligent acts or omissions of those acting on your behalf; in the performance of your ongoing operations.
No such public entity or individual is an additional insured for liability arising out of the sole negligence by that public entity or its designated individuals. The additional insured status will not be afforded with respect to liability arising out of or related to your activities as a real estate manager for that person or organization.
B. SECTION III – LIMITS OF INSURANCE is amended to include:
8. The limits of insurance applicable to the public entity and applicable individuals identified as an additional insured(s) pursuant to Provision A.4. above, are those specified in the written contract between you and that public entity, or the limits available under this policy, whichever are less. These limits are part of and not in addition to the limits of insurance under this policy.
C. With respect to the insurance provided to the additional insured(s), Condition 4. Other Insurance of SECTION IV - COMMERCIAL GENERAL LIABILITY CONDITIONS is replaced by the following:
4. Other Insurance
a. Primary Insurance
This insurance is primary if you have agreed in a written contract or written agreement:
(1) That this insurance be primary. If other insurance is also primary, we will share with all that other insurance as described in c. below; or
EXHIBIT
EXHIBIT J
1 City Council 20 – 105 6/20/2023
NIAC-E61 02 19 Page 2 of 2
POLICY NUMBER: 2022-09201
(2) The coverage afforded by this insurance is primary and non-contributory with the additional insured(s)' own insurance.
Paragraphs (1) and (2) do not apply to other insurance to which the additional insured(s) has been added as an additional insured or to other insurance described in paragraph b. below. b. Excess lnsurance
This insurance is excess over:
1. Any of the other insurance, whether primary, excess, contingent or on any other basis:
(a) That is Fire, Extended Coverage, Builder's Risk, Installation Risk or similar coverage for "your work";
(b) That is fire, lightning, or explosion insurance for premises rented to you or temporarily occupied by you with permission of the owner;
(c) That is insurance purchased by you to cover your liability as a tenant for "property damage" to premises temporarily occupied by you with permission of the owner; or (d) If the loss arises out of the maintenance or use of aircraft, "autos" or watercraft to the extent not subject to Exclusion g. of SECTION I - COVERAGE A- BODILY INJURY AND PROPERTY DAMAGE.
(e) Any other insurance available to an additional insured(s) under this Endorsement covering liability for damages which are subject to this endorsement and for which the additional insured(s) has been added as an additional insured by that other insurance.
(1) When this insurance is excess, we will have no duty under Coverages A or B to defend the additional insured(s) against any "suit" if any other insurer has a duty to defend the additional insured(s) against that "suit". If no other insurer defends, we will undertake to do so, but we will be entitled to the additional insured(s)' rights against all those other insurers.
(2) When this insurance is excess over other insurance, we will pay only our share of the amount of the loss, if any, that exceeds the sum of:
(a) The total amount that all such other insurance would pay for the loss in the absence of this insurance; and
(b) The total of all deductible and self-insured amounts under all that other insurance.
(3) We will share the remaining loss, if any, with any other insurance that is not described in this Excess Insurance provision and was not bought specifically to apply in excess of the Limits of Insurance shown in the Declarations of this Coverage Part. c. Methods of Sharing
If all of the other insurance available to the additional insured(s) permits contribution by equal shares, we will follow this method also. Under this approach each insurer contributes equal amounts until it has paid its applicable limit of insurance or none of the loss remains, whichever comes first.
If any other the other insurance available to the additional insured(s) does not permit contribution by equal shares, we will contribute by limits. Under this method, each insurer's share is based on the ratio of its applicable limit of insurance to the total applicable limits of insurance of all insurers.
EXHIBIT J
EXHIBIT 1
City Council 20 – 106 6/20/2023
NIAC-E26 11 17 Page 1 of 1
THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY.
WAIVER OF TRANSFER OF RIGHTS OF RECOVERY AGAINST
OTHERS (WAIVER OF SUBROGATION)
This endorsement modifies insurance provided under the following:
COMMERCIAL GENERAL LIABILITY COVERAGE PART
SOCIAL SERVICE PROFESSIONAL LIABILITY COVERAGE FORM
SCHEDULE
Name of Person or Organization:
Where you are so required in a written contract or agreement currently in effect or becoming effective during the term of this policy, we waive any right of recovery we may have against that person or organization, who may be named in the schedule above, because of payments we make for injury or damage.
Policy Number: 2022-09201
EXHIBIT J
EXHIBIT 1
City Council 20 – 107 6/20/2023
I.
11. Ill.
IV.
V.
VI.
VII.
VIII.
IX.
X.
CITY OF SANTA ANA
AMERICANS WITH DISABILITY ACT (ADA) AND EQUAL OPPORTUNITY (EO) LAW SURVEY
Is there a minimum of 2 designated disabled parking slots? / Per Dept. of Rehab Sect. 504 YESBNOO
Are individuals able to reach the building's entrance for individuals with a disability without having to go behind any other cars, or any other barriers (curb, sidewalks, etc.).
Per Dept. of Rehab. Sect. 504 YE�O□
Is there a front door labeled with the international wheelchair access sign? Per Dept. of Rehab. Sect. 504 YES�O□
Is the labeled entrance's threshold not higher than ½ inch to allo� ¥ wheelchair access? Per Dept. of Rehab. Sect. 504 YES�O□
Is the door-handle to the labeled wheelchair entrance door, a lever handle (not a round doorknob)? /
Per Dept. of Rehab. Sect. 504 YESB"'NO□
If any services are available on the second floor, does the building have an el� v�
Per Dept. of Rehab. Section 504 YES□ NO□ NAB'
Does the classroom, working area, and break-room have enough room to maneuver a wheelchair and/or crutches?
Per Dept. of Rehab. Sect. 504 YES�O□
Does the provider catalog I employee manual, contain the organiza�s Grievance Policy? Per WIOA Section 188 & 29 CFR Part 38 YES[BNO□
Is Grievance Procedure and contact person made available in writing to the participant on or before the first day of program participation. /
Per WIOA Section 188 & 29 CFR Part 38 YES[!?NO□
If serving any Limited English individuals is the grievance procedure and procedures available in their language. /
Per Title 29 CFR Section 38.36(b) YES�NO□
Is there at least one internationally labeled accessible restroom for t� disabled.
Per Dept. of Rehab. Sect. 504 YES�OD
77 EXHIBIT 1
City Council 20 – 108 6/20/2023
EXHIBIT 1
City Council 20 – 109 6/20/2023
Community Development Agency
www.santa-ana.org/community-development
Item # 21
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
June 20, 2023
TOPIC: Real Property Purchase Agreement: 1815 East Carnegie Avenue
AGENDA TITLE
Approve Purchase and Sale Agreement with Property Owner Dyer 18 LLC for the Acquisition of Real Property and Improvements located at 1815 East Carnegie Avenue, Santa Ana, CA 92705 (APN 430-021-02)
RECOMMENDED ACTION
1. Authorize the City Manager to execute a Purchase and Sale Agreement with Property Owner Dyer 18 LLC for the Acquisition of Real Property and Improvements located at 1815 East Carnegie Avenue, Santa Ana, CA, 92705, also identified as APN 430-021-02 (Property), in the amount of $12,750,000, subject to non-substantive changes approved by the City Manager and City Attorney.
2. Approve an appropriation adjustment to recognize $1,100,000 in Opioid Settlement Funding from the State of California’s Department of Health Care Services and appropriate the same amount into the Community Development Agency, Buildings and Building Improvement expenditure account. (Requires five affirmative votes)
3. Approve an appropriation adjustment to utilize prior year fund balance in the amount of $3,753,571 to the Inclusionary Housing Fund, Buildings and Building Improvement expenditure account. (Requires five affirmative votes)
DISCUSSION
On March 1, 2021, the City entered into a 15-year Lease Agreement with the Property Owner for the Property located at 1815 East Carnegie Avenue. The Property is approximately 1.7 acres in size and is improved with a 30,000 square foot industrial building. The building contains the City’s 200-bed homeless shelter, known as the Carnegie Navigation Center. Pursuant to the Lease Agreement, the Property Owner completed all the tenant improvements necessary for the City to operate a homeless shelter on the Property. The City has operated and continues to operate its homeless shelter on the Property under the Lease Agreement.
City Council 21 – 1 6/20/2023
Real Property Purchase Agreement: 1815 East Carnegie Avenue