Planning and Building Agency
www.santa-ana.org/planning-and-building
Item # 15
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
April 2, 2024
TOPIC: Foreclosure, Abandoned Vacant Lots, and Structure Registration Program Services
AGENDA TITLE
Agreement with Hera Property Registry, LLC for Foreclosure, Abandoned Vacant Lots, and Structure Registration Program Services for Administering the City’s Property Registration Program
RECOMMENDED ACTION
Authorize the City Manager to execute an agreement with Hera Property Registry, LLC to provide foreclosure, abandoned vacant lots, and structure registration program services for a three-year term expiring April 1, 2027,with an option for two one-year extensions (Agreement No. A-2024-XXX).
GOVERNMENT CODE §84308 APPLIES: Yes
DISCUSSION
Property registry vendors offer professional services that grant cities access to real-time ownership information and data related to real estate and financial transactions. This information can potentially be relied upon to predict situations that may lead to, or result in, the abandonment or foreclosure of real properties. The data and information provided by these vendors assists the Code Enforcement Division in identifying and monitoring the ongoing maintenance of various properties, including vacant lots, structures, and historic properties. This proactive approach aims to prevent these properties from deteriorating and becoming attractive or public nuisances. Additionally, these companies play a role in program administration by notifying responsible parties about the City's program and registering such properties on behalf of the City.
In June 2023, the City received notification that the approved property registration vendor, Pro Champs Registry, had filed for bankruptcy and was no longer able to provide maintenance registration services. Pro Champ Registry had initially been selected as an approved vendor by the City on December 19, 2017 and was subsequently awarded a contract for services on December 7, 2021.
Foreclosure, Abandoned Vacant Lots, and Structure Registration Program Services April 2, 2024
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To ensure uninterrupted services, Request for Proposals (RFP) no. #23-133 was issued on October 19, 2023 on the City’s online bid management and publication system. A summary of vendor participation and results is as follows:
•657 Vendors notified
•18 Santa Ana vendors notified
•26 Vendors downloaded the RFP packet
•3 Proposals received
•0 Proposals received from Santa Ana vendors
Proposals were solicited, opened on November 17, 2023, and evaluated. Three proposals were submitted by the RFP deadline and all were determined to be responsible, responsive to the specifications, and met the City’s requirements. A selection committee consisting of Code Enforcement staff members reviewed and rated the proposals employing the following criteria:
•Responsiveness to RFP
•Experience of Firm and Personnel
•Cost of Proposal
•References
Based on the criteria outlined in the RFP, the following summarizes the responding firms and their rankings:
Firm Location Rank
Hera Property Registry, LLC Melbourne, FL 1
MuniReg, LLC Woodmere, OH 2
OpportunitySpace Inc. dba Tolemi Boston, MA 3
Staff recommends awarding an agreement with Hera Property Registry, LLC, the highest-ranked firm.
Local Outreach Efforts
The Purchasing Division advertised this project on the City’s online bid management and publication system, which notified five Planet Bid categories totaling 657 Vendors.
The bid categories consisted of Database Software (1), Database Software (2), Real Estate Management Services Program, Project Development and Management Services, and Record Management Services. Of these vendors, 18 were identified as Santa Ana firms and none submitted a proposal for these specialty services.
FISCAL IMPACT
The Foreclosure, Abandoned, and Vacant Properties Registration Program miscellaneous fee for FY 2023-24 is $1,328 per registration. Under the agreement, a service fee amount not to exceed $100 may be recovered by the vendor from each Foreclosure, Abandoned Vacant Lots, and Structure Registration Program Services April 2, 2024
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registration fee collected. The net amount remitted to the City is $1,228 (the foreclosure fee of $1,328 less the $100 service fee retained by the vendor). The funds received will be deposited in the Foreclosure Registration Program (account no. 01116002-53628).
In the last five fiscal years, this program on average, registered 328 vacant properties and collected $282,324 per year.
EXHIBIT(S)
1. Agreement with Hera Property Registry, LLC
Submitted By: Minh Thai, Executive Director of Planning and Building Agency Approved By: Tom Hatch, Interim City Manager