Finance and Management Services
www.santa-ana.org/finance
Item # 13
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
March 18, 2025
TOPIC: Administrative Hearing Officers
AGENDA TITLE
Agreements with JL Group, LLC; Kane, Ballmer & Berkman; Michael Raneses dba Michael Raneses Administrative Hearings; Nastich Law, APC; Palacios Law Office; Robert M. Snider, Attorney at Law; Serviam by Wright, LLP; and The ADR Coach, Inc. for Administrative Hearing Officer Services (Specification 24-127) (General & Non- General Fund)
RECOMMENDED ACTION
Authorize the City Manager to execute agreements with each of the eight firms listed below for Administrative Hearing Officer services on an as-needed basis, in a total aggregate amount not to exceed $2,770,000, for an initial three-year term beginning March 18, 2025 and expiring March 17, 2028, with provisions for one, two-year extension (Core Agreement No. A-2025-XXX).
Firms Location
JL Group, LLC Laguna Niguel, CA
Kane, Ballmer & Berkman Los Angeles, CA
Michael Raneses Administrative Hearings Tustin, CA
Nastich Law, APC Berkeley, CA
Palacios Law Office Riverside, CA
Robert M. Snider, Attorney at Law Palm Desert, CA
Serviam By Wright, LLP Irvine, CA
The ADR Coach, Inc. Los Angeles, CA
GOVERNMENT CODE §84308 APPLIES: Yes
DISCUSSION
Since the 1950s, the City of Santa Ana has permitted the use of administrative hearings as a means of resolving appeals or conducting additional review on decisions made by City representatives. Hearing officers act on administrative appeals of code enforcement citations and compliance orders by serving as an impartial person who is experienced with legal processes as well as building, zoning, and other code regulations. These officers will make determinations based on the Municipal Code and have the ability to
Administrative Hearing Officers
March 18, 2025
4 8
9 7
issue or modify compliance orders to improve the rate of violation abatement. Additionally, the utilization of contracted hearing officers helps reduce conflicts of interest, warrant decisions based on knowledge and understanding of the latest codes, and ensure timely appeal hearings.
Administrative hearings have become more common within government agencies as they expand their programs and services but do not wish to inundate legislative bodies with resolving all appeals received. The City has seen an increase in demand for administrative hearings due to regulatory expansions from local or state directives.
Presently, the Santa Ana Municipal Code references administrative hearings and panels in all of the following sections:
1. Code Enforcement: SAMC § 1-18.1
2. Environmental Sanitation Violations: SAMC § 1-18.2 and SAMC § 1-21
3. Buildings and Structures: SAMC Chapter 8 (Various Subsections)
4. Rent Stabilization and Just Cause Eviction Ordinance: SAMC § 8-3145(f) (Per Ordinance No. NS-3052)
5. Refuse Violations: SAMC Chapter 16 (Various Subsections)
6. Public Safety Sensitive Business Establishments: SAMC § 18-90 through 18-105; SAMC § 22-1 through 22-16
7. Non-Regulatory Business License Tax: SAMC § 21-41
8. Cannabis Business License Tax: SAMC § 21-41
9. Hotel Visitors Tax: SAMC § 35-133
10.Utility Users Tax for Electric, Gas & Telecommunications: SAMC § 35-173
Due to the continuing increase in demand, representatives from various City agencies collaborated to consolidate their efforts for administrative hearings. Request for Proposals (RFP) 24-127 was issued on October 24, 2024 on the City’s online bid management and publication system. A summary of vendor participation and results is as follows:
Request for Proposals (RFP) 24-127 was issued on October 24, 2024 on the City’s online bid management and publication system. A summary of vendor participation and results is as follows:
440 Vendors notified
0 Santa Ana vendors notified
22 Vendors downloaded the RFP packet
8 Proposals received
0 Proposals received from Santa Ana vendors
Proposals were solicited, opened on November 12, 2024, and evaluated. Eight proposals were submitted by the RFP deadline and all eight were determined to be responsive to the specifications and met the City’s requirements. An evaluation committee reviewed Administrative Hearing Officers
March 18, 2025
4 8
9 7
and rated the proposals according to the criteria listed in the RFP. The following summarizes the responding firms and their rankings:
Firm Location Rank
Kane, Ballmer & Berkman Los Angeles, CA 1
Michael Raneses Administrative Hearings Tustin, CA 2
Palacios Law Office Riverside, CA 3
Nastich Law, APC Berkeley, CA 4
The ADR Coach, Inc. Los Angeles, CA 5
JL Group, LLC Laguna Niguel, CA 6
Serviam By Wright, LLP (TIE) Irvine, CA 7
Robert M. Snider, Attorney at Law (TIE) Palm Desert, CA 7 The evaluation committee evaluated proposals in accordance with the RFP criteria and determined that all eight firms met the City’s specifications, demonstrated vast experience working with public agencies, the capacity to provide Administrative Hearing Officer services on-site and remotely to various City Departments, and can meet the City’s needs as set forth in the RFP documents. Staff recommends awarding agreements to all eight firms (Exhibits 1-8) to ensure sufficient resources are available for all using departments.
Approval of agreements to the abovementioned recommended firms will allow the City to contract with qualified, experienced consultants for specific administrative hearings in a timely manner and ensure sufficient resources are available to hold hearings on an as- needed basis by various Agencies citywide. Staff will also be better able to respond quickly to fluctuating demands and ultimately provide better service to customers of the City of Santa Ana.
ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action.
FISCAL IMPACT
Funding for services performed by June 30, 2025 are already included in the adopted FY24-25 budget. Funding for subsequent fiscal years will be included in the appropriate proposed budget for City Council consideration.
Fiscal
Year
Accounting
Unit – Acct # Fund Description Accounting Unit,
Acct Description Amount
01110130-
62300 FMSA General Funds Contact Services
Professional $15,000
011165XX-
62300 PBA General Funds Contract Services
Professional $80,0002024-
25 01216010-
62300
PBA Enforcement
Svc
Contract Services
Professional $10,000
Administrative Hearing Officers
March 18, 2025
4 8
9 7
18518700-
62300
CDA Rent
Stabilization
Contract Services
Professional $350,000
06917640-
62300
PWA Refuse
Collection Svc
Contract Services
Professional $150,000
06817641-
62300
PWA Roadway
Cleaning
Contract Services
Professional $15,000
01114XXX-
62300 SAPD General Funds Contract Services
Professional $5,000
01110130-
62300 FMSA General Funds Contact Services
Professional $15,000
011165XX-
62300 PBA General Funds Contract Services
Professional $80,000
01216010-
62300
PBA Enforcement
Svc
Contract Services
Professional $10,000
18518700-
62300
CDA Rent
Stabilization
Contract Services
Professional $ 350,000
06917640-
62300
PWA Refuse
Collection Svc
Contract Services
Professional $100,000
06817641-
62300
PWA Roadway
Cleaning
Contract Services
Professional $15,000
2025-
26 01114XXX-
62300 SAPD General Funds Contract Services
Professional $5,000
01110130-
62300 FMSA General Funds Contract Services
Professional $15,000
011165XX-
62300 PBA General Funds Contract Services
Professional $90,000
01216010-
62300
PBA Enforcement
Svc
Contract Services
Professional $15,000
18518700-
62300
CDA Rent
Stabilization
Contract Services
Professional $ 350,000
06917640-
62300
PWA Refuse
Collection Svc
Contract Services
Professional $100,000
06817641-
62300
PWA Roadway
Cleaning
Contract Services
Professional $15,000
2026-
27 01114XXX-
62300 SAPD General Funds Contract Services
Professional $5,000
01110130-
62300 FMSA General Funds Contract Services
Professional $15,000
011165XX-
62300 PBA General Funds Contract Services
Professional $90,0002027-
28*
01216010-
62300
PBA Enforcement
Svc
Contract Services
Professional $15,000
Administrative Hearing Officers
March 18, 2025
4 8
9 7
18518700-
62300
CDA Rent
Stabilization
Contract Services
Professional $ 150,000
06917640-
62300
PWA Refuse
Collection Svc
Contract Services
Professional $100,000
06817641-
62300
PWA Roadway
Cleaning
Contract Services
Professional $15,000
01114XXX-
62300 SAPD General Funds Contract Services
Professional $5,000
01110130-
62300 FMSA General Funds Contract Services
Professional $15,000
011165XX-
62300 PBA General Funds Contract Services
Professional $90,000
01216010-
62300
PBA Enforcement
Svc
Contract Services
Professional $15,000
18518700-
62300
CDA Rent
Stabilization
Contract Services
Professional $ 350,000
06917640-
62300
PWA Refuse
Collection Svc
Contract Services
Professional $100,000
06817641-
62300
PWA Roadway
Cleaning
Contract Services
Professional $15,000
2028-
29*
01114XXX-
62300 SAPD General Funds Contract Services
Professional $5,000
*Denotes an optional extension year, not part of initial term Grand Total: $2,770,000
EXHIBIT(S)
1. Consultant Agreement for JL Group, LLC
2. Consultant Agreement for Kane, Ballmer & Berkmen
3. Consultant Agreement for Michael Raneses Administrative Hearings
4. Consultant Agreement for Nastich Law, APC
5. Consultant Agreement for Palacios Law Office
6. Consultant Agreement for Robert M. Snider, Attorney at Law
7. Consultant Agreement for Serviam By Wright, LLP
8. Consultant Agreement for The ADR Coach, Inc
.
Submitted By: Alexander Trinidad, Acting FMSA Executive Director Approved By: Alvaro Nuñez, City Manager