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c. SCAG shall make payments to the CBOs as a reimbursement for actual costs incurred and only for work performed as part of the Scopes of Work, as outlined in the most current fully executed SOW Approval Forms, and consistent with the REAP 2.0 Goals and Objectives, REAP 2.0 Guidelines, and Program Guidelines.
d. SCAG reserves the right, in its sole discretion, to discontinue funding the Project and/or terminate this MOU as described in Section 17.
e. Any costs for which the CBOs receives reimbursement or credit that is determined by a subsequent audit or other review by either SCAG, HCD, other State authorities or federal cognizant agency to be ineligible or otherwise unallowable, shall be repaid by the CBOs within thirty (30) calendar days of the CBOs receiving notice or a written demand for reimbursement from SCAG. Such repayment may include interest, penalties or related fees, as determined by HCD or other State authorities. Should the CBOs fail to reimburse unallowable costs due to SCAG within thirty (30) calendar days of demand, or within such other period as may be agreed between both parties hereto, SCAG is authorized to withhold and/or off-set future payments to the CBOs.
In Process 6. Invoices
a. SCAG’s contribution to the Project, for the portion assigned to the CBOs, shall be made on a cost reimbursement basis to the CBOs, after the CBOs has performed the services pursuant to the Scopes of Work, as outlined in the most current fully executed SOW Approval Forms. Amounts claimed must reflect the actual incurred and paid cost of completed work. The actual incurred and paid costs may not exceed the Project’s budget set forth in this MOU and the most current fully executed SOW Approval Forms. All invoices submitted to SCAG for payment shall be e-mailed to [email protected] (file cannot exceed 10MB) and copy the SCAG Project Manager.
All invoices submitted to SCAG for the Project shall reference the OWP Project Number (OWP No. 305-4927.03).
b. By the twenty-first day following the start of a new month (i.e., January 21, February 21, March 21), the CBOs shall submit an invoice to SCAG using the electronic “Invoice Template” in accordance with the invoice submittal instructions and requirements noted in Exhibit C. Invoices must be submitted in both PDF format and Excel file format. Invoices shall contain a progress report portion which serves to confirm that the services have been performed and can be paid. All invoiced costs must be substantiated, by providing documented support for the expense incurred, such as copies of payroll reports, paid invoices, and proof of payment. The invoice progress report shall serve as the formal progress report for the Project and shall be signed by the CBOs. The progress report shall include, in narrative form, a description of services performed by the CBOs as well as progress toward completion of tasks related to the Project for the invoiced period and progress achieved toward the REAP 2.0 Goals and Objectives. SCAG shall review invoices for compliance with this MOU. If SCAG determines that an invoice is compliant with this MOU, SCAG shall approve the invoice and issue payment to the CBOs. If SCAG determines that an invoice is not compliant with this MOU or the most current fully executed SOW Approval Form, SCAG may withhold and/or off-set future payment(s) to the CBOs. c. SCAG shall reimburse the CBOs as promptly as SCAG’s fiscal procedures permit, using Electronic Fund Transfer, available at: ACH Vendor Payment Authorization Form, upon receipt
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of itemized invoices submitted in accordance with this MOU. The CBOs shall complete the ACH Vendor Payment Authorization Form and email it to [email protected], prior to executing this MOU.
d. Incomplete or inaccurate invoices may be returned to the CBOs for correction without payment until corrected and approved. SCAG may, at its discretion, disallow any unsupported costs and process the invoice. If the CBOs corrects the error, the disallowed items can be included in the next set of invoices.
e. Travel expenses and per diem rates are not to exceed the rates and policies specified by the State of California Department of Human Resources, which can be found at: https://www.calhr.ca.gov/employees/pages/travelreimbursements.aspxhttps://www.calhr.ca.gov/employees/pages/travel-reimbursements.aspx. f. The Parties acknowledge that SCAG’s fiscal year is from July 1 to June 30. The CBOs agree to submit all invoices to SCAG for services rendered through June 30th, no later than July 21st during the Term of this MOU. SCAG shall not be obligated to pay the CBOs for any invoice received In Process after such date.
g. The CBOs shall submit their final invoice to SCAG within thirty (30) days of the completion of the Project, but no later than within thirty (30) days after all Grant Funds have been expended.
SCAG shall not be obligated to pay the CBOs for any invoice received after such date.
7. Reporting
a. At any time during the term of this MOU, SCAG may request additional information, as needed, to demonstrate satisfaction of all requirements identified in the MOU and the most current fully executed SOW Approval Form.
b. By February 10 of each year following receipt of funding pursuant to this MOU, Recipients shall submit an Annual Report using the “Report Template,” attached as Exhibit D. The Annual Report shall include, in narrative form, a description of services performed by Recipients as well as progress toward completion of tasks related to the Project for the prior year, a reporting of all costs incurred for that period, and progress achieved toward the REAP 2.0 Goals and Objectives. c. When a Project is finalized, and no later than the Completion Date, Recipients shall submit a CloseOut Report for the Project. At the time of the execution of this MOU, HCD has not provided the requirements for the Close-Out Report due to HCD by all grantees at the conclusion of the grant performance period. Therefore, the Close-Out Report format required by SCAG of Recipients is not available at this time, but will be provided when it becomes available. d. All reports submitted to SCAG shall reference the OWP Project Number (OWP No. 305-4927.03).
8. Accounting
a. The CBOs shall establish and maintain accounting systems and reports that properly accumulate incurred Project costs by line. The accounting systems shall conform to Generally Accepted
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Accounting Principles (“GAAP”), enable the determination of incurred costs as interim points of completion, and provide support for payment vouchers and invoices. b. The CBOs shall establish separate ledger accounts for receipts and expenditures of Grant Funds and maintain expenditure details in accordance with the Scopes of Work, as outlined in the most current fully executed SOW Approval Forms.
c. The CBOs shall maintain documentation of their financial records of expenditures incurred during the course of the Project in accordance with GAAP.
9. Allowable Uses of Grant Funds
a. Grant Funds shall be expended in compliance with the REAP 2.0 Goals and Objectives. i. REAP 2.0 Goals (“Goals”) are to invest in housing, planning, and infill housing-supportive infrastructure across the entire state in a manner that reduces Vehicle Miles Traveled (“VMT”), increases housing affordability, and advances equity. More detailed information on the Goals In Process can be found in Section 201 of the REAP 2.0 Notice of Funding Availability (“NOFA”) and Final Guidelines for MPO Applicants and are made a part of the provisions of this MOU as if set forth in full.
ii. REAP 2.0 Objectives (“Objectives”) include: (1) accelerating infill development that facilitates housing supply, choice, and affordability; (2) affirmatively furthering fair housing; (3) reducing vehicle miles traveled. More detailed information on the Objectives can be found in Section 202 of the REAP 2.0 NOFA and Final Guidelines for MPO Applicants and are made a part of the provisions of this MOU as if set forth in full. b. Grant Funds shall only be used by the CBOs for activities approved by SCAG and included in the Scopes of Work, as outlined in the most current fully executed SOW Approval Forms. c. Grant Funds may not be used for administrative costs of persons employed by the CBOs for activities not directly related to eligible activities. d. The CBOs shall not use the Grant Funds for administrative costs related to the Project. For purposes of this MOU, administrative costs are the costs incurred in direct support of grant administration that are not included in the organization’s indirect cost pool. Additional funds may be used from other sources solely contributed by the CBOs to support the CBOs’ administration of the Projects.
i. The CBOs must clearly indicate if other funds will be used towards administrative costs on or before the Effective Date of this MOU.
ii. If applicable, the CBOs seeking reimbursement for indirect costs and/or fringe benefits costs must annually submit an Indirect Cost Allocation Plan (“ICAP”) or an Indirect Cost Rate Proposal (“ICRP”) to its cognizant agency for indirect costs and/or fringe benefits costs in accordance with Title 2 Code of Federal Regulations Part 200 (2 CFR 200) Uniform Administrative Requirements, Cost Principles, And Audit Requirements For Federal Awards.
The cognizant agency for indirect costs and/or fringe benefits costs means the federal agency
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responsible for reviewing, negotiating, and approving ICAPs or ICRPs. The CBOs must provide their approved indirect cost rate and/or fringe benefit rate and provide a copy to SCAG Project Manager of the approved negotiated indirect cost rate agreement (“NICRA”) for the current fiscal year and subsequent years throughout the performance period. iii. If the CBOs are seeking reimbursement for fringe benefits costs with absence of the approved NICRA and proposes to use a rate to allocate the fringe benefits costs on the basis of entitywide salaries and wages of the employees receiving the benefits, they must annually prepare the fringe benefits cost allocation plan in accordance with 2 CFR 200 Uniform Administrative Requirements, Cost Principles, And Audit Requirements For Federal Awards and provide a letter from the CBOs’ independent auditor confirming the compliance for the current fiscal year and subsequent years throughout the performance period. iv. If the CBOs elect a de minimis indirect cost rate as defined in 2 CFR 200 Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards, they must annually complete a certification form provided by SCAG Project Manager to confirm the eligibility and compliance with 2 CFR 200 Uniform Administrative Requirements, In Process Cost Principles, And Audit Requirements For Federal Awards and submit the signed form to SCAG Project Manager for the current fiscal year and subsequent years throughout the performance period. The de minimis rate is to be applied to modified total direct costs (MTDC) as defined by 2 CFR Part 200.1.
e. There must be a strong implementation component for the funded activity through REAP 2.0, including, where appropriate, agreement by Sub-Recipient to submit the completed planning document or effort to the applicable board, council, or other entity for adoption or approval. If Sub-Recipient does not formally request adoption or approval of the funded activity, it may be subject to repayment of the Grant Funds.
10. Work Products
a. For purposes of this MOU, “Work Products” shall mean all deliverables created or produced under this MOU including, but not limited to, all deliverables conceived or made either solely or jointly with others during the term of this MOU and during a period of six months after the termination thereof, which relates to the Project. Work Products shall not include real property or capital improvements. Work Products includes all deliverables, inventions, innovations, improvements, or other works of authorship Recipients may conceive of or develop in the course of this MOU, whether or not they are eligible for patent, copyright, trademark, trade secret or other legal protection.
b. Recipients shall submit one (1) electronic copy of all Work Products associated with the Project to the assigned SCAG Project Manager.
c. SCAG shall own all Work Products and may, at its sole discretion, grant to Recipients a perpetual royalty-free, non-assignable, non-exclusive and irrevocable license to reproduce, publish or otherwise use Work Products related to the Project and developed as part of this MOU; provided, however, that any reproduction, publishing, or reuse of the Work Products will be at Recipients’ sole risk and without liability or legal exposure to SCAG.
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11. Amendments
No amendment or variation of the terms of this MOU shall be valid unless made in writing and signed by the Parties. If an amendment is to become effective before the date of full execution by the Parties, the effective date of such amendment shall be no earlier than the date that SCAG received the request.
12. Notices
Any notice or notices required or permitted to be given pursuant to this MOU may be personally served on the other Party by the Party giving such notice, or may be served by certified mail, return receipt requested, to the following addresses:
To SCAG: Cindy Giraldo
Chief Financial Officer
Southern California Association of Governments
900 Wilshire Blvd., Suite 1700
Los Angeles, CA 90017
In Process (213) 630-1413
[email protected]
SCAG reserves the right to change this designation.
To Sub-Recipient:Siri A. Champion
Senior Planner
City of Santa Ana Planning and Building Agency, M-20
20 Civic Center Plaza - P.O. Box 1988
Santa Ana, CA 92702
(714) 667-2751
[email protected]
To Charitable Ventures: Natalie Nguyen
Senior Contracts Specialist
1505 E. 17th Street, Suite 101
Santa Ana, CA 92705
(714) 597-6630 ext. 147
[email protected]
To The Kennedy Commission: Cithlalli Ramirez
Programs Manager and Outreach Coordinator
17701 Cowan Ave., Suite 200
Irvine, California, 92614
(949) 250-0909
[email protected]
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13. Insurance
a. Recipients, at their own expense, shall procure and maintain policies of insurance, or provide evidence of self-insurance, of the types and amounts below, for the duration of the MOU. The policies shall state they afford primary coverage.
Insurance Type Requirements Limits
General Liability Commercial General Not less than $1,000,000 per occurrence, Liability insurance with $2,000,000 general aggregate, for bodily injury, coverage at least as broad as personal injury, and property damage. The policy Insurance Services Office must include contractual liability that has not form CG 00 01. been amended. Any endorsement restricting standard ISO “insured contract” language will
not be accepted.
Automobile
Liability
Automobile insurance at Covering bodily injury and property damage for least as broad as Insurance all activities of the Recipients arising out of or in Services Office form CA 00 connection with work to be performed under this In Process 01. MOU, including coverage for any owned, hired, non-owned, or rented vehicles, in an amount not
less than $1,000,000 combined single limit for
each accident.
Workers’ Workers’ Compensation Including Occupational Diseases in accordance Compensation/ insurance as required by the with California Law and Employers’ Liability Employer’s Liability State of California and Insurance with a limit of not less than $1,000,000 Employer’s Liability each accident.
Insurance. Not required for
sole proprietors or
Recipients
employees.
with no
Professional Professional Liability (Errors With limits of not less than $1,000,000 per Liability Insurance and Omissions) insurance occurrence. In addition, it shall be required that the appropriate to the Recipients’ professional liability insurance policy remain in profession. effect for three (3) years after the Completion Date of this MOU.
b. Higher Limits: no representation is made that the minimum insurance requirements of this MOU are sufficient to cover the indemnity or other obligations of Recipients under this MOU. c. The general liability and automobile liability policies are to contain, or be endorsed to contain, the following provisions:
i. SCAG, its officials, employees, and volunteers are to be covered as additional insureds, as respects to liability arising out of the activities performed by or on behalf of Recipients; products and completed operations of Recipients; premises owned, occupied or used by Recipients; or automobiles owned leased, hired or borrowed by Recipients. The coverage shall contain no special limitations on the scope of protection afforded to SCAG, its officials, and employees.
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ii. For any claims related to this Project, Recipients’ insurance coverage shall be primary insurance as respects SCAG, its officials, and employees. Any insurance or self-insurance maintained by SCAG shall be excess of Recipients’ insurance and shall not contribute with it. iii. Any failure to comply with reporting or other provisions of the policies including breaches of warranties shall not affect coverage provided to SCAG, its officials, and employees. iv. Recipients’ insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer’s liability. d. The Workers’ Compensation and Employer’s Liability policies shall include a waiver of subrogation endorsement in favor of SCAG, its, officials, employees, and volunteers. e. Any deductibles or self-insured retentions in amounts over $10,000 must be declared to and approved by SCAG.
f. Insurance is to be placed with California admitted insurers with a current A.M. Best’s rating of no In Process less than A and be admitted, unless otherwise approved by SCAG. g. Recipients shall furnish SCAG with original endorsements and certificates of insurance evidencing coverage required by this clause. All documents are to be signed by a person authorized by that insurer to bind coverage on its behalf. All documents are to be received and approved by SCAG before work commences. Upon request of SCAG at any time, Recipients shall provide complete, certified copies of all required insurance policies, including endorsements affecting the coverage required by these specifications.
h. Sub-Recipient agrees to ensure that the CBOs provide the same minimum coverage and endorsements required of Sub-Recipient. Sub-Recipient agrees to monitor and review all such coverage and assumes all responsibilities for ensuring that such coverage is provided in conformity with the requirements of this Section.
14. Indemnification
Recipients shall fully defend, indemnify and hold harmless SCAG, its members, officers, employees, and agents from any and all claims, losses, liabilities, damages, expenses, suits or actions including attorneys’ fees, brought forth or arising under any theories or assertions of liability, occurring by or resulting from or otherwise related to the Project or this MOU. Such obligations shall not, however, extend to any claims, losses, liabilities, damages, expenses, suits, or actions that arise from SCAG’s gross negligence or willful misconduct.
15. Disputes
Except as otherwise provided in this MOU, any dispute arising under this MOU which is not resolved by mutual agreement shall be decided through binding arbitration by a three (3) member panel in accordance with the rules of the American Arbitration Association and as provided in this provision.
If this provision differs from the rules of the American Arbitration Association, then this provision shall control. Recipients shall continue with the responsibilities under this MOU during any dispute
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until the dispute is resolved. A judgment upon the award rendered by arbitration may be entered into any court having jurisdiction thereof. The arbitration panel shall have the authority to grant any remedy or relief that would have been available to the Parties had the matter been heard in a court of law.
Following arbitration, the arbitration panel shall prepare a written decision containing the essential findings and conclusions on which the award is based so as to ensure meaningful judicial review of the decision. All expenses and fees for the arbitrator and expenses for hearing facilities and other expenses of arbitration shall be borne equally by both Parties unless they agree otherwise or unless the arbitrator in the award assesses such expenses against one of the parties or allocates such expenses other than equally between the Parties. Either Party may bring an action in court to compel arbitration under this MOU and to enforce an arbitration award.
16. Noncompliance
a. In the event of nonperformance or noncompliance with any requirement of this MOU, including but not limited to Project eligibility, schedule, deliverables, or milestone timelines, as outlined in the most current fully executed SOW Approval Form, SCAG may:
In Process i. Issue a written notice to stop work. If such notice is provided, Recipients shall immediately cease all work under the MOU. SCAG has the sole discretion to determine that Recipients are in compliance with the terms and conditions after a stop work order, and to deliver a written notice to Recipients to resume work under this MOU.
ii. Require repayment of the Grant Funds.
iii. Terminate this MOU pursuant to Section 17.
b. Notwithstanding the provisions set forth above, or any other provision contained in this MOU, no remedy conferred by any of the specific provisions of this MOU or the SOW Approval Form, is intended to be exclusive of any other remedy, and each and every remedy shall be cumulative and shall be in addition to every other remedy existing at law or in equity or by statute or otherwise.
17. Termination of MOU
a. Termination for Cancellation or Reduction in REAP 2.0 Funding. In the event HCD terminates or cancels funding to SCAG, this MOU is deemed to be terminated and SCAG shall be relieved of any and all obligations under this MOU as of the effective date of HCD’s termination. In the event HCD reduces funding to SCAG, SCAG shall have the unilateral right to stop work, proportionally reduce funding to Recipients or terminate this MOU.
b. Termination for Convenience. SCAG or Recipients may terminate this MOU at any time by giving written notice to the other party of such termination at least thirty (30) calendar days before the effective date of such termination. Recipients may only terminate for convenience jointly and may not terminate for convenience separately. Should SCAG terminate the MOU for convenience, upon receipt of the notice of termination, Recipients shall immediately take action to avoid incurring any additional obligation costs or expenses except as may be necessary to terminate its activities. SCAG shall pay the CBOs its reasonable and allowable costs through the effective date
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of termination and is not liable for any expenses after termination. In such event, all finished or unfinished Work Products shall be provided to SCAG.
c. Termination for Cause. If through any cause, SCAG or one of the Recipients shall fail to timely and adequately fulfill its obligations under this MOU, or if SCAG or one of the Recipients violates any of the covenants, terms, or stipulations of this MOU, the non-breaching Party shall thereupon have the right to terminate the MOU by giving not less than ten (10) calendar days written notice to the breaching Party of the intent to terminate and specifying the effective date thereof. The nonbreaching Party shall provide a reasonable opportunity for the breaching Party to cure prior to termination. In no event shall such opportunity to cure extend beyond the term of the MOU. In the event that SCAG invokes this termination for cause provision, Recipients shall reimburse SCAG for all funds provided for the Project and all finished or unfinished Work Products shall be provided to SCAG at its option.
18. Records Retention
a. Recipients shall maintain and make available, in accordance with Section 19 of this MOU, all In Process source documents, books and records connected with the Project, documentation of its normal procurement policy and competitive procurement bid process and completed procurements related to the Project, all work performed under this MOU, all evidence of environmental clearance, and evidence demonstrating the funding was used for the appropriate purposes for a minimum of five (5) years after December 31, 2026. Wherever practicable, such records should be collected, transmitted, and stored in open and machine-readable formats. b. If any litigation, claim, negotiation, audit, monitoring, inspection, or other action has been started before the expiration of the required record retention period, all records shall be retained and made available by Recipients for five (5) years after: (a) the conclusion or resolution of the matter; (b) the date an audit resolution is achieved for each annual SCAG OWP; or (c) December 31, 2026, whichever is later.
19. Monitoring and Audits
a. SCAG may monitor expenditures and activities of Recipients as SCAG deems necessary to ensure compliance with the MOU, the Statutes, the REAP 2.0 Guidelines and the Program Guidelines. b. At any time during the term of this MOU, SCAG, HCD, the California Department of General Services, the California Bureau of State Audits, or their designated representatives may perform or cause to be performed a financial audit of any and all phases of the Project. At their request, Recipients shall provide, at its own expense, a financial audit prepared by an independent certified public accountant.
c. Recipients agree that SCAG, HCD, the California Department of General Services, the California Bureau of State Audits, or their designated representatives shall have the right to review, obtain, and copy all records and supporting documentation related to the performance of this MOU.
Recipients agree to provide any relevant information requested. Copies shall be made and furnished to SCAG upon request at no cost to SCAG.
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d. Recipients agree to permit SCAG, HCD, the California Department of General Services, the California Bureau of State Audits, or their designated representatives access to its premises, upon reasonable notice, during normal business hours for the purpose of interviewing employees who might reasonably have information related to such records and inspecting and copying such books, records, accounts, and other material that may be relevant to a matter under investigation for the purpose of determining compliance with this MOU, the Statutes, the REAP 2.0 Guidelines, or applicable state and federal laws, rules, and regulations. e. If there are audit findings from SCAG or HCD’s audit, Recipients must submit a detailed response acceptable to SCAG or HCD for each audit finding within ninety (90) days of the audit finding report.
20. Small Business and Disabled Veteran Business Enterprise Participation a. If for this MOU Recipients made a commitment to achieve small business participation, then Recipients must within 60 days of receiving final payment under this MOU (or within such other time period as may be specified elsewhere in this MOU) report to SCAG the actual percentage of In Process small business participation that was achieved. (Gov. Code § 14841.) b. If for this MOU Recipients made a commitment to achieve disabled veteran business enterprise (“DVBE”) participation, then Recipients must within 60 days of receiving final payment under this MOU (or within such other time period as may be specified elsewhere in this MOU) certify in a report to SCAG: (1) the total amount the Recipients received under the MOU; (2) the name and address of the DVBE(s) that participated in the performance of the MOU; (3) the amount each DVBE received from the Recipients; (4) that all payments under the MOU have been made to the DVBE; and (5) the actual percentage of DVBE participation that was achieved. A person or entity that knowingly provides false information shall be subject to a civil penalty for each violation. (M&V Code § 999.5(d); Gov. Code § 14841.)
21. Compliance with Laws, Rules, and Regulations
a. Recipients agree to comply with all federal, state, and local laws, rules, and regulations applicable to this MOU.
b. Non-Discrimination/Equal Employment Opportunity
i. During the performance of this MOU, Recipients assure that no person shall be denied the MOU’s benefits, be excluded from participation or employment, be denied Project benefits, or be subjected to discrimination based on race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, or military and veteran status, under the Project or any program or activity funded by this MOU, as required by Title VI of the Civil Rights Act of 1964, the Fair Housing Act (42 U.S.C. §§ 3601-20) and all implementing regulations, the Americans with Disabilities Act (“ADA”) of 1990 (42 U.S.C. §§ 12101 et seq.) and all applicable regulations and guidelines issued pursuant to the ADA, and the Age Discrimination Act of 1975 and all implementing
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regulations. Recipients shall ensure that the evaluation and treatment of employees and applicants for employment are free of such discrimination. ii. Recipients shall comply with the provisions of the Fair Employment and Housing Act (Gov.
Code § 12900 et seq.), the regulations promulgated thereunder (Cal. Code Regs. tit. 2, § 11000 et seq.), the provisions of Article 9.5, Chapter 1, Part 1, Division 3, Title 2 of the Government Code (Gov. Code §§ 11135-11139.5), and the regulations or standards adopted by HCD to implement such article.
iii. Recipients shall permit access by representatives of the Department of Fair Employment and Housing, SCAG, and HCD upon reasonable notice at any time during the normal business hours, but in no case less than 24 hours’ notice, to such of its books, records, accounts, and all other sources of information and its facilities as the Department of Fair Employment and Housing, SCAG, or HCD shall require to ascertain compliance with this Section.
If applicable, Recipients shall give written notice of its obligations under this Section to labor organizations with which they have a collective bargaining or other agreement. c. Recycling Certification. Recipients shall certify in writing under penalty of perjury, the minimum, if not exact, percentage of post-consumer material as defined in the Public Contract Code Section In Process 12200, in products, materials, goods, or supplies offered or sold to SCAG regardless of whether the product meets the requirements of Public Contract Code Section 12209. With respect to printer or duplication cartridges that comply with the requirements of Section 12156(e), the certification required by this subdivision shall specify that the cartridges so comply (Pub. Contract Code § 12205).
d. Anti-Trust Claims. Recipients, by signing this MOU, hereby certifies that if these services or goods are obtained by means of a competitive bid, the Recipients shall comply with Title 1, Division 5, Chapter 11 of the California Government Code (Gov. Code §§ 4550-4554). e. Child Support Compliance Act. If the Grant Funds provided under this MOU are in excess of $100,000, Recipients acknowledge in accordance with Public Contract Code 7110, that:
i. Recipients recognize the importance of child and family support obligations and shall fully comply with all applicable 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 Family Code; and
ii. Recipients, to the best of their knowledge are fully complying with the earnings assignment orders of all employees and are providing the names of all new employees to the New Hire Registry maintained by the California Employment Development Department. f. Priority Hiring Considerations. If this MOU includes services in excess of $200,000, the Recipients shall give priority consideration in filling vacancies in positions funded by the MOU to qualified recipients of aid under Welfare and Institutions Code Section 11200 in accordance with Pub. Contract Code §10353.
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g. Loss Leader. If this MOU involves the furnishing of equipment, materials, or supplies then the following statement is incorporated: It is unlawful for any person engaged in business within this state to sell or use any article or product as a “loss leader” as defined in Section 17030 of the Business and Professions Code. (PCC § 10344(e).)
22. Public Works and Construction
The Grant Funds shall not be used for public works projects. Services constituting public works are described in California Labor Code Sections 1720-1861, as may be amended or recodified by legislative action from time-to-time. The use of Grant Funds for a public works project shall be a breach of this MOU.
23. Conflict of Interest
The Parties shall comply with all applicable Federal and State conflict of interest laws, regulations, and policies.
24. Independent Contractor
Recipients shall be independent contractors in the performance of this MOU, and not officers, In Process
employees, or agents of SCAG.
25. Assignment
Neither Party shall assign any rights or interests in this MOU, or any part thereof, without the written consent of each Party to this MOU, which consent may be granted, withheld, or conditioned in the consenting Party’s sole and absolute discretion. Any assignment without such written consent shall be void and unenforceable. The covenants and agreement of this MOU shall inure to the benefit of and shall be binding upon each of the Parties and their respective successors and assignees.
26. Release of Information
a. Subject to any provisions of law, including but not limited to the California Public Records Act, any Work Product or materials deemed confidential by either Party shall be held confidential by the receiving Party who shall safeguard such confidential materials from unauthorized disclosure, using the same standard of care to avoid disclosure as the receiving Party treats its confidential information, but in no case less than reasonable care. Nothing furnished to either Party which is otherwise known or is generally known, or has become known, to the related industry shall be deemed confidential.
b. Recipients shall not release any information or Work Products to a third party or otherwise publish or utilize any information or Work Products obtained or produced by it as a result of or in connection with the performance of services under this MOU without the prior written authorization of SCAG, except as provided under this MOU or as required by law (including, without limitation, pursuant to the California Public Records Act).
Docusign Envelope ID: 6DA6840A-CBC0-4053-80F1-F219D97CE273 MOU No. :M-017-25
SCAG Project/OWP No. :305.4927.03
c. All public-facing communications materials relating to this MOU, or its subject matter, shall acknowledge SCAG. Communications materials include, but are not limited to, site signage, printed information materials, print and online publications, websites, advertisements, video, public service announcements, social media postings, events, media advisories, news releases, and all other related materials.
d. To ensure consistency of public information about SCAG programs and funded work products, Recipients are required to notify and coordinate with SCAG Project Manager who will coordinate with SCAG’s Manager of Media & Public Affairs or a specified designee on any media inquiries or plans for proactively providing information to media outlets. e. All communication materials must be provided to SCAG Project Manager prior to completion so that inclusion of this element can be confirmed.
27. Non-Exclusivity
Nothing herein is intended nor shall be construed as creating an exclusive arrangement between SCAG In Process and Recipients. This MOU shall not restrict SCAG from acquiring similar, equal or like services from other entities or sources.
28. Severability
If any provision of this MOU is held to be illegal, invalid, or unenforceable, in whole or in part, such provision shall be modified to the minimum extent necessary to make it legal, valid, and enforceable, and the legality, validity, and enforceability of the remaining provisions shall not be affected thereby.
29. Survival
The following sections survive expiration or termination of this MOU:
Section 5 (Funding)
Section 10 (Work Products)
Section 12 (Notices)
Section 13 (Insurance)
Section 14 (Indemnification)
Section 15 (Disputes)
Section 18 (Records Retention)
Section 19 (Monitoring and Audits)
Section 21 (Compliance with Laws, Rules, and Regulations) Section 22 (Public Works and Construction)
Section 23 (Conflict of Interest)
Section 26 (Release of Information)
Section 31 (Jurisdiction and Venue)
Section 32 (Waiver)
Docusign Envelope ID: 6DA6840A-CBC0-4053-80F1-F219D97CE273 MOU No. :M-017-25
SCAG Project/OWP No. :305.4927.03
30. Flow-Down Provisions
Reserved.
31. Jurisdiction and Venue
This MOU shall be deemed an agreement under the laws of the State of California and for all purposes shall be interpreted in accordance with such laws. Subject to the provisions in Section 15, the Parties hereby agree and consent to the exclusive jurisdiction of the courts of the State of California and that the venue of any action brought thereunder shall be Los Angeles County, California.
32. Waiver
No delay or failure by either Party to exercise or enforce at any time any right or provision of this MOU shall be considered a waiver thereof of such Party’s right thereafter to exercise or enforce each and every right and provision of this MOU. A Waiver to be valid shall be in writing but need not be supported by consideration. No single waiver shall constitute a continuing or subsequent waiver.
33. Standard of Care In Process
Recipients shall perform the work required for the Project under this MOU in accordance with generally accepted industry standards, practices, and principles applicable to such work.
34. Force Majeure
Neither Party shall be liable or deemed to be in default for any delay or failure in performance under this MOU or interruption of services resulting, directly or indirectly, from acts of nature, civil or military authority, acts of public enemy, war, strikes, labor disputes, pandemics, or any other similar cause beyond the reasonable control of the Parties, provided that the Party seeking to delay or excuse its performance as a result of such event shall notify the other Party in writing of such circumstances within not more than ten (10) days following the first occurrence of the event forming the basis of the delay or excuse of performance. In the event that the Party seeking to delay or excuse its performance fails to timely deliver the notice described in the previous sentence, then such event shall not relieve the Party from its timely performance.
35. Entire MOU
This MOU, comprised of these terms and conditions, the attached exhibits, and any properly executed amendments, represents and contains the entire agreement of the Parties with respect to the matters set forth herein. This MOU supersedes any and all prior negotiations, discussions and, if any, previous agreements between the Parties with respect to the matters set forth herein.
36. Execution
This MOU, or any amendments related thereto, may be executed in multiple counterparts, each of which shall be deemed to be an original, but all of which shall constitute one and the same agreement.
The signature page of this MOU or any amendments may be executed by way of a manual or
Docusign Envelope ID: 6DA6840A-CBC0-4053-80F1-F219D97CE273 MOU No. :M-017-25
SCAG Project/OWP No. :305.4927.03
authorized digital signature. Delivery of an executed counterpart of a signature page to this MOU or an amendment by electronic transmission scanned pages shall be deemed effective as a delivery of a manually or digitally executed counterpart to this MOU or any amendment.
37. Effective Date
This MOU shall be effective as of the last date on which the document is executed by all Parties.
38. Authority
Recipients warrant and certify that they possess the legal authority to execute this MOU and to undertake the Project, and, if applicable, that a resolution, motion, or similar action has been fully adopted or passed, as an official act of Recipients' governing body, authorizing receipt of the Grant Funds, and directing and designating the authorized representative(s) of Recipients to act in connection with the Project and to provide such additional information as may be required by SCAG.
In Process [The remainder of this page is intentionally left blank. Signatures on following page.]
Docusign Envelope ID: 6DA6840A-CBC0-4053-80F1-F219D97CE273 MOU No. :M-017-25
SCAG Project/OWP No. :305.4927.03
SIGNATURE PAGE TO
MEMORANDUM OF UNDERSTANDING
NO. M-017-25
IN WITNESS WHEREOF, the Parties have caused this Memorandum of Understanding to be executed by their duly authorized representatives as of the dates indicated below:
SOUTHERN CALIFORNIA ASSOCIATION OF GOVERNMENTS (“SCAG”) By: _______________________________________________
Cindy Giraldo
_________________
Date
Chief Financial Officer
APPROVED AS TO FORM:
In Process By: _______________________________________________ _________________ Richard Lam Date
Senior Deputy Legal Counsel
City of Santa Ana (“Sub-Recipient”)
By: _______________________________________________ _________________ Alvaro Nuñez Date
City Manager
APPROVED AS TO FORM:
By: _ _________________________________ _________________ Melissa Crosthwaite Date
Senior Assistant City Attorney
Charitable Ventures (“CV”)
By: _______________________________________________ _________________ Ted Kim Date
Chief Operating Officer
Docusign Envelope ID: 6DA6840A-CBC0-4053-80F1-F219D97CE273 MOU No. :M-017-25
SCAG Project/OWP No. :305.4927.03
The Kennedy Commission (“KC”)
By: _______________________________________________
Cesar Covarrubias
_________________
Date
Executive Director
In Process
Docusign Envelope ID: 6DA6840A-CBC0-4053-80F1-F219D97CE273 Exhibit A – Scope of Work
Project Description:
In 2022, the City of Santa Ana adopted a General Plan Update that resulted from seven years of public engagement and technical planning. The General Plan Update includes a shared vision, five core values, goals, and policies to guide decision‐making. The General Plan also includes implementation actions to take place in the next one to five years to make progress toward the plan’s goals.
One of the implementation actions is a Comprehensive Zoning Code Update (ZCU). In addition to comprehensively updating and reorganizing the zoning code, the project will update standards citywide and establish new zoning districts and standards in five focus areas identified in the General Plan. The City expects that new development standards and zoning designations for the five focus areas will result in an intensification and acceleration of infill, mixed‐use, affordable housing, and/or commercial development.
In Process Through the SCP CEEEJ grant, the City will conduct grassroots engagement thereby extending the reach of the ZCU Consultant’s scope deeper into the City’s sixty‐four (64) distinct neighborhoods. The City’s community‐based organizational and community member partners will conduct the grassroots engagement activities with support from the SCP CEEEJ Consultant. Through the grassroots outreach and engagement, the City seeks feedback about proposed uses and development standards to ensure they are responsive to community needs and will realize the long‐term vision of the General Plan.
This project is a Co‐Applicant Partnership between the City of Santa Ana and two community‐based organizations (CBOs): Charitable Ventures (CV) and The Kennedy Commission (KC).
Final Deliverable: Santa Ana Zoning Code Update. The Zoning Code Update will be agendized and considered for adoption by the Santa Ana City Council.
Project Budget: $469,700.00
City Council 19 – 28 4/15/2025
Docusign Envelope ID: 6DA6840A-CBC0-4053-80F1-F219D97CE273 Regional Early Action Planning Grants of 2021 (REAP 2.0) Sustainable Communities Program Call 4
Scope of Work Approval Form ‐ Project Summary
Program: Sustainable Communities Program – Civic Engagement, Equity, and Environmental Justice (SCP CEEEJ) Primary Applicant:
Co‐Applicant 1:
Co‐Applicant 2:
Project:
☒Original Scope of Work Approval
☐Revision Requested ‐ Add, Remove, or Change Project Manager ☐Revision Requested to Project Tasks (Please check all that apply) ☐Revise/Delete a Previously Approved Task ☐ Task Budget Revision ☐Project/Task Date Change ☐Change in Deliverable (Interim) ☐Other (Please describe)
In Process SCAG Approval Date: ___________________________ Revision No. NUMBER
Revision Effective Date: _________________________
Original Approved Summary of Project Tasks (approved on DATE) Project Tasks Outline
Task Co‐Applicant 1 /
Co‐Applicant 2 /
Estimated cost Begin date End date Deliverable
Click or tap here to
enter text.
Total Co‐Applicant
Budget
1 City Council 19 – 29 4/15/2025
Docusign Envelope ID: 6DA6840A-CBC0-4053-80F1-F219D97CE273 Regional Early Action Planning Grants of 2021 (REAP 2.0) Sustainable Communities Program Call 4
Scope of Work Approval Form ‐ Project Summary
Requested Revisions to Project Tasks If a revision is requested, please also update the relevant project tasks outlined below and highlight the changes.
Revised Project Tasks Outline
Task Co‐Applicant 1 /
Co‐Applicant 2 /
Estimated cost Begin date End date Deliverable
Click or tap here to
enter text.
Total
Budget
Co‐Applicant In Process
Route all budget changes to Accounting and B&G.
Signatures below to approve revisions also indicate approval of any modifications to subsequent pages.
Revision Approval Requested By:
SCAG Project Manager
[Name / Title]
Revision Approved By:
SCAG Department Manager
[Name / Title]
_______________________________________ _______________________________________ Signature Date Signature Date
Revision Approved By:
SCAG Deputy Director
[Name / Title]
________________________________________
Signature Date
2 City Council 19 – 30 4/15/2025
Docusign Envelope ID: 6DA6840A-CBC0-4053-80F1-F219D97CE273 Regional Early Action Planning Grants of 2021 (REAP 2.0) Sustainable Communities Program Call 4
Scope of Work Approval Form ‐ Project Summary
Revision Approved By:
Subrecipient
[Name / Title]
Revision Approved By:
CBO Project Manager
[Name / Title]
________________________________________ ________________________________________ Signature Date Signature Date
In Process
3 City Council 19 – 31 4/15/2025
Docusign Envelope ID: 6DA6840A-CBC0-4053-80F1-F219D97CE273 Regional Early Action Planning Grants of 2021 (REAP 2.0) Sustainable Communities Program Call 4
Scope of Work Approval Form – New Project Sheets
Project Metrics
Each REAP 2.0 project requires metrics to quantitatively measure the outcome of the project. Project metrics selected on this form will be included in the REAP 2.0 Call 4 progress reporting form. Please select all metrics that will apply to your approved projects:
1. This section is not applicable for SCP CEEEJ and is for information purposes only. Update not required.
In Process
4 City Council 19 – 32 4/15/2025
Docusign Envelope ID: 6DA6840A-CBC0-4053-80F1-F219D97CE273 Regional Early Action Planning Grants of 2021 (REAP 2.0) Sustainable Communities Program Call 4
Scope of Work Approval Form – New Project Sheets
Project
☐ Metrics for this project have been selected in the “Project Metrics” portion of this form. (Please see note in Project Metrics section, this is not applicable for SCP CEEEJ.) _____ (Insert Number of) Procurements Expected for this Project Brief Description of Project: (Pulled from approved project scope) Alignment with SCAG Connect SoCal regional priorities:
Connection to REAP 2.0 Objectives (AFFH, Reducing VMT, Accelerating Infill Development):
In Process
Signatures on this page indicate approval of initial SAF in its entirety. Revisions do not require new signatures in this section.
Initial SAF Approved By:
SCAG Project Manager
[Name / Title]
Initial SAF Approved By:
SCAG Department Manager
[Name / Title]
________________________________________ ______________________________________ Signature Date Signature Date
Initial SAF Approved By:
SCAG Deputy Director
[Name / Title]
________________________________________
Signature Date
5 City Council 19 – 33 4/15/2025
Docusign Envelope ID: 6DA6840A-CBC0-4053-80F1-F219D97CE273 Regional Early Action Planning Grants of 2021 (REAP 2.0) Sustainable Communities Program Call 4
Scope of Work Approval Form – New Project Sheets
Initial SAF Approved By:
Subrecipient
[Name / Title]
Initial SAF Approved By:
CBO Project Manager
[Name / Title]
________________________________________ ________________________________________ Signature Date Signature Date
In Process
6 City Council 19 – 34 4/15/2025
Docusign Envelope ID: 6DA6840A-CBC0-4053-80F1-F219D97CE273 Invoice Submittal Instructions
This checklist shows the required documents that must be included when submitting an invoice.
Data input is required in all tabs.
NOTE: CBO can only claim costs incurred to date.
Invoice Attachments Cost Reimbursement
Cost Reimbursement Summary
Progress Report - CBO
(A)
(B)
(C)
(D)
(E)
(F)
Line-Item Billing - CBO
Timesheet Template - CBO
ODC Summary - CBO
Proof of Payments (no separate tab)
In Process
(A) The Cost Reimbursement Summary summarizes the charges at the task level. (B) The Progress Report shall describe the percentage and status of work completed at the task and overall level. The Progress Report should include the overall progress narrative including the work completed by the consultants. The Progress Report can be submitted in Word or PDF format, if desired.
(C) Enter all charges on the Line-Item Billing tab (other direct costs and technical assistant consultants). The CBO can only claim costs incurred to date. Reference all supporting documentation to the Line-Item Billing (in Column A). (D) If no payroll report is available, fill out the Timesheet Template for each CBO employee and Contract employee. (E) Enter all Other Direct Costs (ODCs), itemized by category, on the ODC Summary. (F) Submit proof of payments for all charges included in the Line-Item Billing.
1. Acceptable proof of payments are in the form of copy of checks or ACH payment confirmations and receipts for ODCs. Include a copy of paid invoices or receipts for any ODC charges, and payroll reports/journals for all CBO's direct labor charges. a) Include a copy of paid invoices and/or receipts to support consultant charges and ODC charges. b) Provide a Payroll/labor Report to support CBO's direct labor charges. The Payroll Report must include employee's name and title, hours, and actual pay rate by project. If Payroll Report is not available, provide timesheets segregating hours by project and payroll registers to substantiate the billed hours and actual pay rates.
2. Include a summary report from your financial accounting system showing total costs incurred to date (if available).
3. If the CBO's Billing Indirect/Overhead Rate and/or Fringe Rate changed from the original approved rates, submit supporting documentation for review and approval with the invoice.
4. Reference all supporting documentation to the Line-Item Billing. Submit proof of payments/supporting documentation in PDF file.
Must submit electronic Excel file and signed PDF file to [email protected] and cc: SCAG Project Manager. PDF file must be in Agency's letterhead.
Note: Sub-recipient is responsible for reviewing in detail all CBO's charges and verifying those charges are in compliance with the award and have been rendered in compliance with the Scope of Work. CBO's shall retain all source documentation that account for CBO's costs and payments made to consultants, contractors, vendors and subcontractors, including but not limited to, purchase orders, receipts, progress payments, subcontractor's invoices, timesheets, logs, travel requests, proof of payment, and financial reports. While some of these documents are not required to be submitted as part of the payment request, SCAG may request access to these documents at any time. CBO must retain these records as per Section 18 of the MOU and must ensure that only allowable costs are claimed.
City Council 19 – 35 4/15/2025
Docusign Envelope ID: 6DA6840A-CBC0-4053-80F1-F219D97CE273
INVOICE REPORT - EXHIBIT C
Cost Reimbursement Summary
TO: Cindy Giraldo, Chief Financial Officer
900 Wilshire Blvd.Ste 1700
Los Angeles CA 90027
Southern California Association of Governments Date:
[email protected] Invoice #:
Billing Period:
MOU #:
OWP #:
MOU Term Date:
Project Title:
Sub-recipient Name:
Agency Project Manager Name:
Project Manager Email Address:
SCAG Project Manager Name:
CBO Name:
Full Project Budget Amount
Remaining Budget
$
$
-
-
Percentage of Project Budget Spent
Overall Percentage of Work Completion
#DIV/0!
0.00%
Previously
Invoiced
YTD
Expenditure
Cost Categories Budget Current Invoice Balance
Task #1 - Input Task Name $ - $ - $ - $ - $ -
In Process
Task #2 - Input Task Name
Task #3 - Input Task Name
Task #4 - Input Task Name
Task #5 - Input Task Name
$
$
$
$
-
-
-
-
$
$
$
$
-
-
-
-
$
$
$
$
-
-
-
-
$
$
$
$
-
-
-
-
$
$
$
$
-
-
-
-
Task #6 - Input Task Name $ - $ - $ - $ - $ -
GRAND TOTAL $ - $ - $ - $ - $ -
Please send check to:
Agency Name
Address
City/State/ZIP
By signing this report under penalty of perjury, I certify to the best of my knowledge and belief that the report is true, complete, and accurate, and the expenditures, disbursements and cash receipts are for the purposes and objectives set forth in the terms and conditions of the award. I am aware that any false, fictitious, or fraudulent information, or the omission of any material fact, may subject me to criminal, civil or administrative penalties for fraud, false statements, false claims or otherwise. I will retain all supporting documentation as required and make it available upon request. I will refund any audit disallowances to SCAG.
Signature of a CBO Authorized Official Title
Full Name of an Official who is Authorized to Legally Bind the Organization (CBO) Date
Signature of Sub-recipient Authorized Official Title
Full Name of an Official who is Authorized to Legally Bind the Organization (Sub-recipient) Date
Legend: Formulas
For Input
City Council 19 – 36 4/15/2025
Docusign Envelope ID: 6DA6840A-CBC0-4053-80F1-F219D97CE273 Progress Report - CBO
Sub-Recipient Name: 0
Invoice #: 0
Billing Period: 0
MOU #: 0
CBO Name: 0
0 Overall Percentage of Work Completion: 0.00%
Task 1: Input Task Name 0.00%
●
●
●
PENDING NEXT MONTH
Task 2:
●
●
Input Task Name 0.00%
0.00%
0.00%
0.00%
0.00%
●
●
●
In Process PENDING NEXT MONTH
Task 3:
●
●
Input Task Name
●
●
●
PENDING NEXT MONTH
Task 4:
●
●
Input Task Name
Input Task Name
Input Task Name
●
●
●
PENDING NEXT MONTH
Task 5:
●
●
●
●
●
PENDING NEXT MONTH
Task 6:
●
●
●
●
●
PENDING NEXT MONTH
●
●
Legend: Formulas
For Input
City Council 19 – 37 4/15/2025
Docusign Envelope ID: 6DA6840A-CBC0-4053-80F1-F219D97CE273 Line-Item Billing - CBO
0 Sub-Recipient Name:
Invoice #:
0 0
0 0
0 Billing Period:
MOU #:
CBO Name:
In Pr
Maximum
Approved
Rates
T
o
ask #1
c
Ta
e
sk #2
s
Ta
s
sk #3 Task #4 Task #5 Task #6 Grand Total
(All tasks)
Reference
No.
Cost Categories Actual Billing
Hourly Rates Input Task Name Input Task Name Input Task Name Input Task Name Input Task Name Input Task Name Hours Amount Hours Amount Hours Amount Hours Amount Hours Amount Hours Amount Hours Amount Direct Labor Classification(s):
Input Employee Title and Name
Input Employee Title and Name
Input Employee Title and Name
$
$
$
-
-
-
$
$
$
-
-
-
$
$
$
-
-
-
$
$
$
-
-
-
$
$
$
-
-
-
$
$
$
-
-
-
$
$
$
-
-
-
0.00 0.00
0.00 $
$
$
-
-
-
Subtotal - Direct Labor 0.00 $ - 0.00 $ - 0.00 $ - 0.00 $ - 0.00 $ - 0.00 $ - 0.00 $ - Indirect/Overhead & Fringe (inc. G&A):
Indirect/Overhead
Fringe
0.00%
0.00%
$
$
-
-
$
$
-
-
$
$
-
-
$
$
-
-
$
$
-
-
$
$
-
-
$
$
-
-
Subtotal - Overhead & Fringe (inc G&A): $ - $ - $ - $ - $ - $ - $ - Other Direct Costs (ODCs)
Travel $
$
$
-
-
-
$
$
$
-
-
-
$
$
$
-
-
-
$
$
$
-
-
-
$
$
$
-
-
-
$
$
$
-
-
-
$
$
$
-
-
-
Printing - Directly Chargeable only
Other
Subtotal - ODCs: $
$
-
-
$
$
-
-
$
$
-
-
$
$
-
-
$
$
-
-
$
$
-
-
$
$
-
GRAND TOTAL -
OVERALL PERCENTAGE OF COMPLETION FROM PROGRESS REPORT 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% BUDGET $
$
$
$
$
-
-
-
-
-
$
$
$
$
$
-
-
-
-
-
$
$
$
$
$
-
-
-
-
-
$
$
$
$
$
-
-
-
-
-
$
$
$
$
$
-
-
-
-
-
$
$
$
$
$
-
-
-
-
-
$
$
$
$
$
-
-
-
-
-
PREVIOUSLY (CUMULATIVE) REIMBURSED AMOUNT AFTER DISALLOWANCES
YTD EXPENDITURES (BILLED TO DATE)
EARNED TO DATE
VARIANCE
#DIV/0!
Legend: Formulas
For input
City Council 19 – 38 4/15/2025
Docusign Envelope ID: 6DA6840A-CBC0-4053-80F1-F219D97CE273 CBO is required to provide a labor summary report/payroll report that supports the Direct Labor costs for Project Staff billed in the Line-Item Billing .
The report must include employee's name and title, hours, and actual pay rate by project.
In Process If labor report cannot be provided with the detail specified above, then also provide payroll registers and timesheets by project or fill out the timesheet template below.
CBO Name: 0
Project Title: 0
Monthly Time Record
Employee Signature: Date:
Employee Name: Insert Employee Name
insert date #VALUE! #VALUE! #VALUE! #VALUE! #VALUE! #VALUE! #VALUE! #VALUE! #VALUE! #VALUE! #VALUE! #VALUE! #VALUE! #VALUE! #VALUE! #VALUE! #VALUE! #VALUE! #VALUE! #VALUE! #VALUE! #VALUE! #VALUE! #VALUE! #VALUE! #VALUE! #VALUE! #VALUE! #VALUE! #VALUE! Totals:
Enter Task Number and Name 0.00
Enter Task Number and Name
Enter Task Number and Name
Enter Task Number and Name
Enter Task Number and Name
Enter Task Number and Name
Enter Task Number and Name
Enter Task Number and Name
Enter Task Number and Name
Enter Task Number and Name
0.00 0.00
0.00 0.00
0.00 0.00
0.00 0.00
0.00 Totals: 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 Legend: Formulas
For input
City Council 19 – 39 4/15/2025
Docusign Envelope ID: 6DA6840A-CBC0-4053-80F1-F219D97CE273 Other Direct Costs (ODC) Summary - CBO
0 Sub-Recipient Name: 0
Invoice #: 0
Billing Period: 0
MOU #: 0
CBO Name: 0
Travel
Date Type Purpose Cost
$
$
$
$
$
$
-
-
-
-
-
-
In Process Printing - Directly Chargeable only
Date Type Purpose Cost
$
$
$
$
$
$
-
-
-
-
-
-
Other
Date Type Purpose Cost
$
$
$
$
$
-
-
-
-
-
Total ODC $ -
matches
Legend: Formulas
For Input
City Council 19 – 40 4/15/2025
Docusign Envelope ID: 6DA6840A-CBC0-4053-80F1-F219D97CE273 Exhibit D – Sub-Recipient Report Template
PENDING GUIDANCE FROM HCD
In Process
City Council 19 – 41 4/15/2025
1 Sustainable Communities Program: Civic Engagement, Equity, and Environmental Justice City of Santa Ana: Transformative Engagement for Zoning Code Update Charitable Ventures – Scope of Work
INTRODUCTION
Since 2005, the Southern California Association of Governments’ (SCAG) Sustainable Communities Program (SCP) - previously known as Compass Blueprint and Sustainability Planning Grants - has provided resources and direct technical assistance to jurisdictions to complete important local planning efforts to support implementation of the Regional Transportation Plan and Sustainable Communities Strategy (RTP/SCS), also known as Connect SoCal.
On January 5, 2023, the Regional Council approved the 2020 Sustainable Communities Program – Civic Engagement, Equity, and Environmental Justice (SCP CEEEJ) guidelines. The four main goals of SCP CEEEJ are to: (1) Support the development of plans to close the racial equity gap; (2) Support a range of land use and transportation planning activities, as well as housing supportive infrastructure projects; (3) Prioritize efforts that directly benefit priority populations, and (4) Encourage equitable partnerships between community-based organizations (CBOs) and local agencies.
SCP CEEEJ is funded by a combination of two funding sources including $2 million from Senate Bill 1 (SB 1) and $3 million from the California Regional Early Action Planning Grant Program of 2021 (REAP 2.0), for a total budget of approximately $5 million. Housing & Land Use Strategies projects funded through SCP CEEEJ will be funded with REAP 2.0, which funds transformative planning and implementation activities. All projects funded with REAP 2.0 must be located in an infill area and achieve the following funding objectives:
• Accelerate infill development
• Affirmatively further fair housing (AFFH)
• Reduce vehicle miles traveled (VMT)
PROJECT BACKGROUND
In 2022, the City of Santa Ana (“SA” or “the City”) adopted a General Plan Update known as “Golden City Beyond” that resulted from seven years of public engagement and technical planning. The General Plan Update includes a shared vision, five core values, goals, and policies to guide decision-making. The General Plan also includes implementation actions to take place in the next one to five years to make progress toward the plan’s goals.
One of the implementation actions is a Comprehensive Zoning Code Update (ZCU). In addition to comprehensively updating and reorganizing the zoning code, the project will update City Council 19 – 42 4/15/2025
2 standards citywide, and establish new zoning districts and standards in five focus areas identified in the General Plan. The City expects that new development standards and zoning designations for the five focus areas will result in an intensification and acceleration of infill, mixed-use, affordable housing, and/or commercial development.
Through the SCP CEEEJ grant, the City will include grassroots engagement thereby extending the reach of the ZCU Consultant’s scope deeper into the City’s sixty-four (64) distinct neighborhoods. The City’s partners will conduct the grassroots engagement activities with support from the SCP CEEEJ Consultant. Through the grassroots outreach and engagement, the City seeks feedback about proposed development standards to ensure they are responsive to community needs and will realize the long-term vision of the General Plan.
The City selected a consultant and kicked off the ZCU update in November 2023. The City anticipates completing the effort by November 2025. The ZCU Consultant’s public engagement scope includes stakeholder interviews, eighteen (18) community workshops with six (6) taking place during each of the three rounds of engagement, and two (2) business community workshops. The first round of community workshops took place in July 2024. The SCP CEEEJ funded engagement will enhance Round 2 and Round 3.
Each round of engagement in this Scope of Work will include grassroots activities and a series of six (6) community workshops (12 total). The grassroots activities will serve as an opportunity to gather input and to encourage participation in the community workshops. Round 2 of grassroots outreach and engagement will cover key topics that emerged during Round 1 by presenting draft Articles pertinent to those topics. Round 3 grassroots outreach and engagement will parallel the release of the public draft Comprehensive ZCU.
This project is a Co-Applicant Partnership between the City and two community-based organizations (CBOs): Charitable Ventures (CV) and The Kennedy Commission (KC).
CV is a non-profit CBO that offers social impact consulting to support community programs, bolster organizational capacity, and strengthen collaboration. The role of Charitable Ventures in the Comprehensive Zoning Code Update is to consult with the City and neighborhood organizations, facilitate onboarding of individuals who will participate in grassroots engagement, and manage payment compensation to individuals who implement planned grassroots engagement activities.
KC is a non-profit CBO that works with community organizations to increase the production of affordable homes through policy, advocacy, and community engagement. The role of The Kennedy Commission in the Comprehensive Zoning Code Update is to convene focus groups and assist with community organizing. In addition, the CBO will support training activities, and implement grassroots outreach and engagement activities.
City Council 19 – 43 4/15/2025
3 OVERALL PROJECT OBJECTIVES
• Objective 1: Transform community engagement planned for the City’s Comprehensive Zoning Code Update by involving CBOs and neighborhood leaders in development and delivery of grassroots public engagement.
• Objective 2: Obtain input for the Comprehensive Zoning Code Update and encourage participants to attend the twelve (12) remaining workshops included in the Comprehensive Zoning Code Update scope of work.
• Objective 3: Support and resource grassroots public engagement efforts of CBOs and community members.
• Objective 4: Offer equitable, inclusive and consistent opportunities for public engagement.
• Objective 5: Build on efforts of the 2022 General Plan Update, focusing on implementation of what the City adopted.
• Objective 6: Provide opportunities for environmental justice or disadvantaged communities which have historically been disenfranchised to participate in the planning and decision-making process.
The CBO Partner, Charitable Ventures (CV), shall perform the following Tasks:
TASK 1: PROJECT MANAGEMENT AND COORDINATION
Task 1.1: Project Kickoff Meeting
Within the first month from issuance of the Notice to Proceed, the CV Project Manager shall participate in a virtual kickoff meeting with the Project Management Team (PMT). Members of the PMT include the City of Santa Ana Project Manager, the SCP CEEEJ Consultant, the ZCU Consultant, the CV Project Manager, the KC Project Manager, the SCAG Project Manager, and other relevant staff. The goal of the project kickoff meeting is to review the project vision and objectives and to initiate coordination of the technical approach to the grassroots public engagement efforts.
During the kickoff meeting, participants will:
• Review the draft SCP CEEEJ Project Management Plan (PMP, Task 1.2 of the SCP CEEEJ Consultant),
• Ensure alignment between the SCP CEEEJ PMP and the overall ZCU project milestones and timeline,
• Review the project scopes of work (including those of the SCP CEEEJ Consultant, the ZCU Consultant, and the two (2) CBOs),
• Review the project schedules and budgets,
City Council 19 – 44 4/15/2025
4 • Establish a schedule for the PMT meetings (Task 1.3), • Confirm communication protocols,
• Review the Public Involvement Plan prepared by the ZCU Consultant, • Discuss the objectives and the potential strategies for the Grassroots Engagement Plans (Task 2.2), and
• Discuss the specific metrics and plan for the baseline and reporting on measurable outcomes for each of the three REAP 2.0 funding objectives (Accelerating infill development; Affirmatively furthering fair housing; Reducing vehicle miles traveled).
Task 1.1 Deliverables: Attendance at kickoff meeting.
Task 1.2: Project Management Plan and Schedule
This task left intentionally blank (see SCP CEEEJ Consultant SOW for information about Task 1.2) Task 1.2 Deliverables: No deliverables for CV.
Task 1.3: Project Management Team Meetings
The CV Project Manager shall participate in monthly PMT check-in meetings (up to 6, each onehour long). During the meetings, CV will participate in ongoing discussions and management of the Grassroots Engagement Plans (Task 2.2). In addition, the team will use the meetings to provide updates on project progress, identify and plan for upcoming tasks, and anticipate any concerns or challenges. The SCP CEEEJ Consultant will conduct the meetings.
Task 1.3 Deliverables: Attendance at up to six (6) PMT meetings.
Task 1.4: Monthly Invoicing and Reporting
CV shall prepare monthly invoices and reports in accordance with SCAG invoicing and reporting methodologies. Each report will follow a format approved by the SCAG Project Manager. CV will track and report critical path activities and milestones, and prepare and submit monthly progress reports to SCAG. Monthly progress reports shall detail the work performed and deliverables completed during the previous month, identify any issues encountered, and provide proposed solution(s) to address said concerns.
Each monthly progress report will, at a minimum, include:
• Summary
• Progress narrative
• Description of tasks completed
• Project schedule describing the percentage of each task/deliverable/milestone City Council 19 – 45 4/15/2025
5 • Summary of costs incurred per task/milestone
• Schedule and schedule tracking narrative
• List of deliverable items
• Management issues
• Needed corrective actions
• Statement of resolution of problems
• 30-day look ahead
• Confirmation from City Project Manager that CV’s deliverables for the reporting period are satisfactory
Task 1.4 Deliverables: Monthly invoices (through project completion); Progress reports (through project completion).
Task 1.5: Project Closeout Files
CV shall provide all deliverables in accordance with the Project Schedule. At the end of the project, CV shall coordinate with the SCP CEEEJ Consultant to document and assemble all project deliverables and provide them in accordance with SCAG’s project closeout procedures.
The SCP CEEEJ Consultant shall collect and compile all deliverables from all parties and deliver as one complete package to the City and SCAG.
Task 1.5 Deliverables: Project closeout files with accompanying Excel file.
TASK 1 SUMMARY OF DELIVERABLES
Task 1.1 Attendance at kick-off meeting
Task 1.2 No deliverables for CV
Task 1.3 Attendance at monthly PMT meetings (up to 6)
Task 1.4 Monthly invoices (through project completion)
Monthly progress reports (through project completion)
Task 1.5 Project close-out files with accompanying Excel file City Council 19 – 46 4/15/2025
6 TASK 2: GRASSROOTS ENGAGEMENT
The grassroots engagement structure for Round 2 and 3 will include a Community Planning Collaborative (CPC) and a CPC Advisory Committee. The CPC will consist of community members, CBO representatives, neighborhood leaders, and others with ties to residents and resident organizations. The CPC Advisory Committee will consist of five CBO partners based or working in Santa Ana. CPC members and the CPC Advisory Committee CBOs will implement the Grassroots Engagement Plans developed through this Scope of Work.
Task 2.1: Form the Community Planning Collaborative Advisory Committee The CPC Advisory Committee will guide development of the Grassroots Engagement Plans, participate in recruitment and selection of members of the CPC, conduct grassroots engagement, co-host community workshops, and support CPC members as they conduct grassroots outreach activities.
Through a non-competitive process, the City will recruit and select three (3) CBOs to join KC and CV as the five (5) CBOs to serve as the CPC Advisory Committee. Each CBO will choose two (2) representatives to participate on the CPC Advisory Committee and serve as local leaders and community experts.
The SCP CEEEJ Consultant will draft a micro-purchase agreement and brief Scope of Work for the three (additional) CPC Advisory Committee CBOs in conformance with SCAG’s requirements.
SCAG, SA, KC, and CV shall review the micro-purchase agreement and Scope of Work at a regularly scheduled PMT meeting. After incorporating comments from SA, KC, and CV, the SCP CEEEJ Consultant will deliver the final draft to CV who shall secure signatures from the three (3) CBOs.
The City and CV shall determine deliverable and payment amounts up to $5,000 for each of the three (3) CBOs, excluding KC and CV who will be directly compensated by SCAG. Task 2.9 addresses coordination of documents and payments, which CV shall make directly to the CBOs and thereafter be reimbursed by SCAG.
Task 2.1 Deliverables: Review the micro-purchase agreement and Scope of Work for CPC Advisory Committee CBOs; Obtain three (3) signed micro-purchase agreements with Scopes of Work attached.
Task 2.2: Develop Key Messaging, Grassroots Engagement Plans, and Toolboxes Key Messaging
In concert with the ZCU Consultant and for Round 2 and Round 3 of grassroots engagement, the SCP CEEEJ Consultant will develop key messaging that humanizes the Zoning Code Update City Council 19 – 47 4/15/2025
7 and communicates why it should be important to various stakeholders including residents, property owners, and business owners. KC and CV shall provide comments on the key messaging during a regularly scheduled PMT meeting. The SCP CEEEJ Consultant will integrate key messaging into the Grassroots Engagement Plans and Grassroots Engagement Toolboxes.
Grassroots Engagement Plans
The SCP CEEEJ Consultant will work closely with SA, SCAG, the ZCU Consultant, and the CPC Advisory Committee to develop two (2) Grassroots Engagement Plans. The primary purpose of the Grassroots Engagement Plans is to detail grassroots outreach and engagement activities and the roles of each party. The SCP CEEEJ Consultant will prepare one (1) Grassroots Engagement Plan for Round 2 and one (1) Grassroots Engagement Plan for Round 3. The plans will be living documents. CPC Advisory Committee CBOs and CPC members shall implement the Grassroots Engagement Plans with support from the SCP CEEEJ Consultant and SA.
The Grassroots Engagement Plans shall establish goals for each round of grassroots activities and identify the most important questions to address through engagement efforts with input from the ZCU Consultant. The plans will also establish culturally relevant, equitable, and accessible methods for engagement. The plans shall identify the timing, purpose, potential location, and audience for all outreach and engagement efforts. The plans shall also identify relevant audiences, stakeholders, and community groups and reference the stakeholder list created and maintained by SA. The Grassroots Engagement Plans will detail the outreach and engagement strategies for CPC Advisory Committee CBOs and CPC members to use during grassroots engagement (Task 2.6).
The SCP CEEEJ Consultant will develop the Grassroots Engagement Plans through an iterative process beginning with a menu of options for consideration by SA, KC, and CV who shall share verbal comments to the project team at a regularly scheduled PMT check-in call. The menu may include, but is not limited to the following:
• Community Organizing: Door-to-door canvassing, phone-banking, text messaging, listening sessions, and/or one-on-one meetings/phone calls with influencers • Social Media: Posting, liking, and/or sharing stories or videos on various platforms such as Facebook, Instagram, and Nextdoor
• Traditional Media: E-blasts, newsletters, press releases, and mailers • Pop-Up Events: Mobile or pop-up stations at community events like fairs, open street events, farmers markets, etc.
• Focus Groups: Assembling small groups of stakeholders based on interest topics • Office Hours/Coffee Hour: Opportunities for in-person updates and discussions in an informal setting
• Community Walkshop: An interactive way for stakeholders to view development standards in the neighborhood context
City Council 19 – 48 4/15/2025
8 • Workshop-in-a-Box: Workshops hosted by CPC Advisory Committee CBOs and/or CPC members that mirror the workshops hosted by the City
• Capacity Building: Training workshop, study session, and/or webinar (included in KC’s Scope of Work)
• Panel Discussion: A moderated meeting where a group of experts talk about a set topic or topics in front of an audience with opportunities for the audience to ask questions of the panelists (included in KC’s Scope of Work)
Based on verbal input received from the City and the CBO partners at a regularly scheduled PMT check-in meeting, the SCP CEEEJ Consultant will refine the menu of options and incorporate them into the draft Grassroots Engagement Plans for review by SA, KC, and CV. KC and CV shall prepare written comments and provide them to SA. SA will compile KC, CV, and city staff comments and submit them to the SCP CEEEJ Consultant who will revise the draft Grassroots Engagement Plans to present to the CPC Advisory Committee. Once the CPC Advisory Committee has reviewed the Grassroots Engagement Plans, the SCP CEEEJ Consultant will prepare a final draft of the Grassroots Engagement Plans for delivery to the CPC at the first training of the second and third rounds of engagement.
To ensure consistency of public information about SCAG programs and funded work products, the SCP CEEEJ Consultant is required to notify and coordinate with SCAG Project Manager who will coordinate with SCAG’s Manager of Media & Public Affairs or a specified designee on any media inquiries or plans for proactively providing information to media outlets.
The SCP CEEEJ Consultant is also responsible for crediting SCAG as a funder. All public-facing communications materials produced under this contract shall acknowledge and give credit to SCAG, whether with a logo or language. Communications materials include, but are not limited to, site signage, printed information materials, print and online publications, presentations, websites, advertisements, video, public service announcements, social media postings, events, media advisories, news releases and all other related materials.
Grassroots Engagement Toolboxes
The SCP CEEEJ Consultant will be responsible for developing all materials required to execute the activities included in the Grassroots Engagement Plans, unless otherwise noted therein. The toolboxes may include, but need not be limited to: a thumb drive with scripts, social media templates, e-blast templates, newsletters, press releases, presentations, videos, physical copies of a guide to the project, physical copies of the flyers for the Community Workshops, and a button to be worn by CPC members when they are doing grassroots outreach and engagement.
The SCP CEEEJ Consultant will package the materials in one (1) Grassroots Engagement Toolbox for each round of engagement. CPC Advisory Committee members shall review the draft Grassroots Engagement Toolboxes and provide comments at regularly scheduled CPC Advisory City Council 19 – 49 4/15/2025
9 Committee meetings. Once the SCP CEEEJ Consultant has incorporated feedback from the CPC Advisory Committee, they will present the Grassroots Engagement Toolboxes to the CPC members.
Task 2.2 Deliverables: Review key messaging; Review Round 2 draft Grassroots Engagement Plan; Review Round 2 Grassroots Engagement Toolbox; Review Round 3 Grassroots Engagement Plan; Review Round 3 Grassroots Engagement Toolbox.
Task 2.3: Community Planning Collaborative Advisory Committee Meetings The grassroots engagement program will include a minimum of four (4) CPC Advisory Committee meetings in preparation for the CPC member trainings. Two (2) will take place as part of the second round of grassroots outreach and engagement and two (2) will take place as part of the third round of grassroots outreach and engagement. The SCP CEEEJ Consultant shall lead the CPC Advisory Committee meetings and involve SA, SCAG, the ZCU Consultant, and CPC Advisory Committee CBOs (including CV).
Tentative agenda topics for each meeting include:
Round 2 Community Engagement
• Meeting #1: Status of the Zoning Code Update, discussion of key zoning issues, draft Round 2 Grassroots Engagement Toolbox, draft Round 2 grassroots engagement micro-purchase agreement and scope of work form, and CPC invitations/process.
• Meeting #2: Invitation status updates, revised Round 2 Grassroots Engagement Toolbox, revised Round 2 grassroots engagement micro-purchase agreement and scope of work form, Round 2 reporting form, and approach to CPC training #1.
Round 3 Community Engagement
• Meeting #4: Introduction to the public draft Zoning Code Update, draft Round 3 Grassroots Engagement Toolbox, draft Round 3 grassroots engagement micropurchase agreement and scope of work form, and CPC invitations/process. • Meeting #5: Invitation status updates, revised Round 3 grassroots engagement micro-purchase agreement and scope of work form, revised Round 3 Grassroots Engagement Toolbox, Round 3 reporting form, and approach to CPC training #2.
All meetings will be virtual.
Task 2.3 Deliverables: Participation in four (4) CPC Advisory Committee meetings by two (2) CV staff.
City Council 19 – 50 4/15/2025
10 Task 2.4: Recruit, Select, and Contract Community Planning Collaborative Members CPC Advisory Committee CBOs and CPC members shall implement Grassroots Engagement Plans for Round 2 and Round 3 as defined in their respective Scopes of Work and with coordination and support from the SCP CEEEJ Consultant and SA. The CPC Advisory Committee CBOs and SA shall promote the opportunity to become CPC members to a broad base of stakeholders including, but not limited to, members of community-based organizations, neighborhood association leaders, residents, students, and business owners.
Through a non-competitive process, SA and the CPC Advisory Committee CBOs shall recruit CPC members, who are local leaders and community experts with ties to community members. In addition, they shall determine deliverable and payment amounts not to exceed $599 each. CPC members will be compensated at a flat rate associated with the tasks included in their Scope of Work. CV shall coordinate required documents and administer payments directly to CPC members through micro-purchases that will be reimbursed by SCAG. After CPC members complete their work, CV shall collect all documentation and directly compensate partners (Task
2.9).
The City will draft an invitation to accompany an RSVP form prepared by the SCP CEEEJ Consultant. KC and CV will review and provide feedback on the RSVP form at a regularly scheduled PMT meeting. Following receipt of comments from SA, KC, and CV, the SCP CEEEJ Consultant shall prepare a final RSVP form. The SCP CEEEJ Consultant will be responsible for translating the invitation and RSVP form into Spanish, Vietnamese, and Khmer. The City will disseminate both the invitation and the RSVP form. To support the effort, CV shall encourage potential CPC members to RSVP by email and phone calls. In addition, CV shall repost up to ten (10) social media blasts released by the City. CV’s invitees will include neighborhood leaders with active Santa Ana Blocks for Grants programs and other Santa Ana based non-profits for which CV is a fiscal sponsor.
The invitation will detail the requirements for being a CPC member and request an RSVP including a checklist confirming that the stakeholders meet the requirements. Such requirements may include being a Santa Ana resident, working in Santa Ana, or volunteering in Santa Ana. The RSVP form will also include sections for contact and demographic information and questions about relationships to existing neighborhoods or community organizations, language(s) spoken, and target audiences.
Following receipt of RSVPs, the SCP CEEEJ Consultant will send calendar invites.
The SCP CEEEJ Consultant will also draft a micro-purchase agreement and a Scope of Work form, which will include a menu of optional strategies that correspond to the Grassroots Engagement Plan Plans. CV and other CPC Advisory Committee CBOs shall review the micropurchase agreement and Scope of Work form and provide comments at a regularly scheduled CPC Advisory Committee meeting. Each CPC member will choose a subset of optional strategies City Council 19 – 51 4/15/2025
11 that are suitable to their skills and their target audience. They will then sign the micro-purchase agreement with the Scope of Work attached at a CPC training (Task 2.5). The SCP CEEEJ Consultant shall translate the micro-purchase agreement and Scope of Work form into Spanish, Vietnamese, and Khmer.
Task 2.4 Deliverables: Review the draft CPC member RSVP form; Documentation of communication with invitees; Reposting up to ten (10) social media blasts; Review the draft micro-purchase agreement and accompanying Scope of Work form for CPC members.
Task 2.5: Community Planning Collaborative Trainings
In total, the program includes four (4) CPC training sessions, one (1) training offered twice in Round 2 and one (1) training offered twice in Round 3. The goal is to accommodate up to fifty (50) CPC members per training, for up to one hundred (100) people per round of engagement.
The SCP CEEEJ Consultant will host the CPC trainings in partnership with SA and the CPC Advisory Committee CBOs. Staff from the CPC Advisory Committee CBOs, including CV, shall attend each training session. CV shall present the micro-purchase forms and coordinate the signing of the agreements. KC staff will support the trainings by welcoming guests, assisting with food and refreshments, and/or acting as small group guides.
The SCP CEEEJ Consultant will design and lead the trainings to equip the CPC members with the tools needed to implement the Grassroots Engagement Plans. The trainings may include, but need not be limited, to:
• Training #1:
o Status of the Zoning Code Update
o Discussion about how zoning tools may be used to address key issues o Round 2 Engagement Toolbox (to promote the community workshops) o Filling out the Scope of Work forms and signing micro-purchase agreements o Distributing reporting forms
• Training #2
o Status of the Zoning Code Update
o Introduction to the public draft Zoning Code Update
o Round 3 Engagement Toolbox (to promote the community workshops) o Filling out Scope of Work forms and signing micro-purchase agreements o Distributing reporting forms
The SCP CEEEJ Consultant will provide translation and interpretation services. Each training will include real-time Spanish, Vietnamese, and Khmer interpretation. In addition, the agenda and meeting materials will be available in English, Spanish, Vietnamese, and Khmer. Prior to City Council 19 – 52 4/15/2025
12 finalizing the agenda and materials, the SCP CEEEJ Consultant will provide the translated materials for City review.
The SCP CEEEJ Consultant will prepare logistics plans and be responsible for setting the date and time, securing event venues, event logistics, providing food and refreshments, and facilitating all CPC trainings. The SCP CEEEJ Consultant will also draft an agenda and accompanying materials and provide them to SA and the ZCU Consultant three weeks in advance to allow time to review and revise. The SCP CEEEJ Consultant will finalize the agenda and meeting materials and send for translation at least two weeks in advance of the meeting.
Task 2.5 Deliverables: Participation in four (4) CPC trainings by a minimum of four (4) CV staff, including a presentation of the micro-purchase agreement and coordination of signatures on up to two hundred (200) micro-purchase agreements.
Task 2.6: Grassroots Outreach, Engagement, Community Organizing, and Capacity Building
CPC Advisory Committee CBOs (with the exception of CV) and CPC members will implement the Grassroots Engagement Plans established in Task 2.2 for both Round 2 and Round 3 of community engagement.
Task 2.6 Deliverables: No deliverables for CV.
Task 2.7 Grassroots Engagement Reporting
Reporting the results of grassroots outreach and engagement is necessary to verify that CPC Advisory Committee CBOs and CPC members fulfill the commitments of their micro-purchases and accompanying Scopes of Work prior to receiving their honorariums. In addition, reporting is an opportunity to record input from stakeholders about the Zoning Code Update. To that end, the SCP CEEEJ Consultant will prepare a Grassroots Engagement Reporting Tool to use in both Round 2 and Round 3 of community outreach and engagement. The Reporting Tool will be a form for the CPC Advisory Committee CBOs and CPC members to fill out during Task 2.6 to document their grassroots outreach and engagement efforts as well as any input on the Zoning Code Update received from stakeholders during those activities. The SCP CEEEJ Consultant will use the Reporting Tool to summarize grassroots engagement activities, input, and measurable results (Task 2.8).
After receiving input from SA, KC, and CV at a regularly scheduled PMT meeting, the SCP CEEEJ Consultant will revise the Reporting Tool.
City Council 19 – 53 4/15/2025
13 CV shall monitor reports once submitted by the CPC Advisory Committee CBOs and CPC members. In addition, CV shall schedule one-hour phone calls during each round of community engagement with each of the CPC Advisory Committee CBOs. CV will also host half hour phone calls with CPC members, up to one hundred (100), during each round of community engagement. Through monitoring reports and phone calls, CV will examine proof of deliverables prior to issuance of honorariums (Task 2.9).
Task 2.7 Deliverables: Review draft Reporting Tool; Monitor up to two hundred and six (206) reports and accompanying deliverables; Make up to six (6) one-hour phone calls with the three CPC Advisory Committee CBOs and up to two hundred (200) half-hour phone calls with CPC members.
Task 2.8: Grassroots Engagement Summary Memo
Task left intentionally blank (see SCP CEEEJ Consultant SOW for more information on Task 2.8).
Task 2.8 Deliverables: No deliverables for CV.
Task 2.9: Manage Payment of Honorariums:
CV will secure required documents (Task 2.7) and administer payments directly to the three CPC Advisory Committee CBOs, (not including CV or KC), as well as the CPC members through micropurchases that will be reimbursed by SCAG. After the collection of invoices and deliverables, CV shall organize all materials and directly compensate up to three (3) CPC Advisory Committee CBOs and up to 200 CPC members at rates to be determined by CV.
Task 2.9 Deliverables: Payment of up to six (6) CPC Advisory Committee CBO honorariums and up to two hundred (200) CPC honorariums.
TASK 2 SUMMARY OF DELIVERABLES
Task 2.1 Review the micro-purchase agreement and Scope of Work for CPC Advisory Committee CBOs
Obtain three (3) signed micro-purchase agreements with Scopes of Work attached for CPC Advisory Committee CBOs
Task 2.2 Review key messaging
Review Round 2 draft Grassroots Engagement Plan
Review Round 2 Grassroots Engagement Toolbox
Review Round 3 Grassroots Engagement Plan
City Council 19 – 54 4/15/2025
14 Review Round 3 Grassroots Engagement Toolbox
Task 2.3 Participation in four (4) CPC Advisory Committee meetings by two (2) CV staff Task 2.4 Review CPC member RSVP form
Documentation of communication with invitees
Reposting up to ten (10) social media blasts
Review draft micro-purchase agreement and accompanying Scope of Work form for CPC members
Task 2.5 Participation in four (4) CPC trainings by a minimum of four (4) CV staff, including a presentation of the micro-purchase agreement and coordination of signatures on up to two hundred (200) micro-purchase agreements
Task 2.6 No deliverables for CV
Task 2.7 Review draft Grassroots Engagement Reporting Tool Monitor up to two hundred and six (206) reports and accompanying deliverables Make up to six (6) one-hour phone calls with three CPC Advisory Committee CBOs
Make up to two hundred (200) half-hour phone calls with CPC members Task 2.8 No deliverables for CV
Task 2.9 Payment of up to six (6) CPC Advisory Committee CBO honorariums Payment of up to two hundred (200) CPC member honorariums TASK 3: COMMUNITY WORKSHOPS
Grassroots Engagement activities in Task 2 are intended to promote participation in Community Workshops planned for Round 2 and Round 3. The Community Workshops are the primary vehicle through which the City intends to solicit and receive input on draft regulations and the Public Draft Zoning Code Update. With help from the CPC Advisory Committee and CPC members, the City will promote Community Workshop participation from a diverse set of stakeholders representing residents, community-based organizations, property owners, business owners, and others.
Task 3.1: Community Workshops
Task left intentionally blank (see SCP CEEEJ Consultant SOW for more information on Task 3.1).
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15 Task 3.1 Deliverables: No deliverables for CV.
TASK 3 SUMMARY OF DELIVERABLES
Task 3.1 No deliverables for CV
TASK 4: FUNDING OBJECTIVES AND MEASURABLE OUTCOMES
Task 4.1: Funding Objectives and Measurable Outcomes
Task left intentionally blank (see SCP CEEEJ Consultant SOW for more information on Task 4.1).
Task 4.1 Deliverables: No deliverables for CV.
TASK 4 SUMMARY OF DELIVERABLES
Task 4.1 No deliverables for CV
SUMMARY OF ALL CHARITABLE VENTURES DELIVERABLES
Task 1.1 Attendance at kick-off meeting
Task 1.2 No deliverables for CV
Task 1.3 Attendance at monthly PMT meetings (up to 6)
Task 1.4 Monthly invoices (up to 6)
Monthly progress reports (up to 6)
Task 1.5 Project close-out files with accompanying Excel file Task 2.1 Review the micro-purchase agreement and Scope of Work for CPC Advisory Committee CBOs
Obtain three (3) signed micro-purchase agreements with Scopes of Work attached for CPC Advisory Committee CBOs
City Council 19 – 56 4/15/2025
16 Task 2.2 Review key messaging
Review Round 2 draft Grassroots Engagement Plan
Review Round 2 Grassroots Engagement Toolbox
Review Round 3 Grassroots Engagement Plan
Review Round 3 Grassroots Engagement Toolbox
Task 2.3 Participation in four (4) CPC Advisory Committee meetings by two (2) CV staff Task 2.4 Review CPC member RSVP form
Documentation of communication with invitees
Reposting up to ten (10) social media blasts
Review draft micro-purchase agreement and accompanying Scope of Work form for CPC members
Task 2.5 Participation in four (4) CPC trainings by a minimum of four (4) CV staff, including a presentation of the micro-purchase agreement and coordination of signatures on up to two hundred (200) micro-purchase agreements Task 2.6 No deliverables for CV
Task 2.7 Review draft Grassroots Engagement Reporting Tool Monitor up to two hundred and six (206) reports and accompanying deliverables Make up to six (6) one-hour phone calls with three CPC Advisory Committee CBOs
Make up to two hundred (200) half-hour phone calls with CPC members Task 2.8 No deliverables for CV
Task 2.9 Payment of up to six (6) CPC Advisory Committee CBO honorariums Payment of up to two hundred (200) CPC member honorariums Task 3.1 No deliverables for CV
Task 4.1 No deliverables for CV
City Council 19 – 57 4/15/2025
1 Sustainable Communities Program: Civic Engagement, Equity, and Environmental Justice City of Santa Ana: Transformative Engagement for Zoning Code Update Kennedy Commission – Scope of Work
INTRODUCTION
Since 2005, the Southern California Association of Governments’ (SCAG) Sustainable Communities Program (SCP) - previously known as Compass Blueprint and Sustainability Planning Grants - has provided resources and direct technical assistance to jurisdictions to complete important local planning efforts to support implementation of the Regional Transportation Plan and Sustainable Communities Strategy (RTP/SCS), also known as Connect SoCal.
On January 5, 2023, the Regional Council approved the 2020 Sustainable Communities Program – Civic Engagement, Equity, and Environmental Justice (SCP CEEEJ) guidelines. The four main goals of SCP CEEEJ are to: (1) Support the development of plans to close the racial equity gap; (2) Support a range of land use and transportation planning activities, as well as housing supportive infrastructure projects; (3) Prioritize efforts that directly benefit priority populations, and (4) Encourage equitable partnerships between community-based organizations (CBOs) and local agencies.
SCP CEEEJ is funded by a combination of two funding sources including $2 million from Senate Bill 1 (SB 1) and $3 million from the California Regional Early Action Planning Grant Program of 2021 (REAP 2.0), for a total budget of approximately $5 million. Housing & Land Use Strategies projects funded through SCP CEEEJ will be funded with REAP 2.0, which funds transformative planning and implementation activities. All projects funded with REAP 2.0 must be located in an infill area and achieve the following funding objectives:
• Accelerate infill development
• Affirmatively further fair housing (AFFH)
• Reduce vehicle miles traveled (VMT)
PROJECT BACKGROUND
In 2022, the City of Santa Ana (“SA” or “the City”) adopted a General Plan Update known as “Golden City Beyond” that resulted from seven years of public engagement and technical planning. The General Plan Update includes a shared vision, five core values, goals, and policies to guide decision-making. The General Plan also includes implementation actions to take place in the next one to five years to make progress toward the plan’s goals.
One of the implementation actions is a Comprehensive Zoning Code Update (ZCU). In addition to comprehensively updating and reorganizing the zoning code, the project will update City Council 19 – 58 4/15/2025
2 standards citywide, and establish new zoning districts and standards in five focus areas identified in the General Plan. The City expects that new development standards and zoning designations for the five focus areas will result in an intensification and acceleration of infill, mixed-use, affordable housing, and/or commercial development.
Through the SCP CEEEJ grant, the City will include grassroots engagement thereby extending the reach of the ZCU Consultant’s scope deeper into the City’s sixty-four (64) distinct neighborhoods. The City’s partners will conduct the grassroots engagement activities with support from the SCP CEEEJ Consultant. Through the grassroots outreach and engagement, the City seeks feedback about proposed development standards to ensure they are responsive to community needs and will realize the long-term vision of the General Plan.
The City selected a consultant and kicked off the ZCU update in November 2023. The City anticipates completing the effort by November 2025. The ZCU Consultant’s public engagement scope includes stakeholder interviews, eighteen (18) community workshops with six (6) taking place during each of the three rounds of engagement, and two (2) business community workshops. The first round of community workshops took place in July 2024. The SCP CEEEJ funded engagement will enhance Round 2 and Round 3.
Each round of engagement in this Scope of Work will include grassroots activities and a series of six (6) community workshops (12 total). The grassroots activities will serve as an opportunity to gather input and to encourage participation in the community workshops. Round 2 of grassroots outreach and engagement will cover key topics that emerged during Round 1 by presenting draft Articles pertinent to those topics. Round 3 grassroots outreach and engagement will parallel the release of the complete public draft Comprehensive ZCU.
This project is a Co-Applicant Partnership between the City and two community-based organizations (CBOs): Charitable Ventures (CV) and The Kennedy Commission (KC).
CV is a non-profit CBO that offers social impact consulting to support community programs, bolster organizational capacity, and strengthen collaboration. The role of Charitable Ventures in the Comprehensive Zoning Code Update is to consult with the City and neighborhood organizations, facilitate onboarding of individuals who will participate in grassroots engagement, and manage payment compensation to individuals who implement planned grassroots engagement activities.
KC is a non-profit CBO that works with community organizations to increase the production of affordable homes through policy, advocacy, and community engagement. The role of The Kennedy Commission in the Comprehensive Zoning Code Update is to convene focus groups and assist with community organizing. In addition, the CBO will support training activities, and implement grassroots outreach and engagement activities.
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3 OVERALL PROJECT OBJECTIVES
• Objective 1: Transform community engagement planned for the City’s Comprehensive Zoning Code Update by involving CBOs and neighborhood leaders in development and delivery of grassroots public engagement.
• Objective 2: Obtain input for the Comprehensive Zoning Code Update and encourage participants to attend the twelve (12) remaining workshops included in the Comprehensive Zoning Code Update scope of work.
• Objective 3: Support and resource grassroots public engagement efforts of CBOs and community members.
• Objective 4: Offer equitable, inclusive and consistent opportunities for public engagement.
• Objective 5: Build on efforts of the 2022 General Plan Update, focusing on implementation of what the City adopted.
• Objective 6: Provide opportunities for environmental justice or disadvantaged communities which have historically been disenfranchised to participate in the planning and decision-making process
The CBO Partner, Kennedy Commission (KC), shall perform the following Tasks:
TASK 1: PROJECT MANAGEMENT AND COORDINATION
Task 1.1: Project Kick Off Meeting
Within the first month from issuance of the Notice to Proceed, the KC Project Manager shall participate in a virtual kickoff meeting with the Project Management Team (PMT). Members of the PMT include the City of Santa Ana Project Manager, the SCP CEEEJ Consultant, the ZCU Consultant Project Manager, the KC Project Manager, the Charitable Ventures (CV) Project Manager, the SCAG Project Manager, and other relevant staff. The goal of the project kickoff meeting is to review the project vision and objectives and to initiate coordination of the technical approach to the grassroots public engagement efforts.
During the kickoff meeting, participants will:
• Review the draft SCP CEEEJ Project Management Plan (PMP, Task 1.2 of the SCP CEEEJ Consultant),
• Ensure alignment between the SCP CEEEJ PMP and the overall ZCU project milestones and timeline,
• Review the project scopes of work (including those of the SCP CEEEJ Consultant, the ZCU Consultant, and the two (2) CBOs),
• Review the project schedules and budgets,
• Establish a schedule for the PMT meetings (Task 1.3), City Council 19 – 60 4/15/2025
4 • Confirm communication protocols,
• Review the Public Involvement Plan prepared by the ZCU Consultant, • Discuss the objectives and the potential strategies for the Grassroots Engagement Plans (Task 2.2), and
• Discuss the specific metrics and plan for the baseline and reporting on measurable outcomes for each of the three REAP 2.0 funding objectives (Accelerating infill development; Affirmatively furthering fair housing; Reducing vehicle miles traveled).
Task 1.1 Deliverables: Attendance at kick off meeting.
Task 1.2: Project Management Plan and Schedule
Task left intentionally blank (see SCP CEEEJ Consultant SOW for information about Task 1.2).
Task 1.2 Deliverables: No deliverables for KC.
Task 1.3: Project Management Team Meetings
The KC Project Manager shall participate in monthly PMT check-in meetings (up to 6, each onehour long). During the meetings, KC will participate in ongoing discussions and management of the Grassroots Engagement Plans (Task 2.2). In addition, the team will use the meetings to provide updates on project progress, to identify and plan for upcoming tasks, and to anticipate any concerns or challenges. The SCP CEEEJ Consultant will conduct the meetings.
Task 1.3 Deliverables: Attendance at up to six (6) PMT meetings.
Task 1.4: Monthly Invoicing and Reporting
KC shall prepare monthly invoices and reports in accordance with SCAG invoicing and reporting methodologies. Each report will follow a format approved by the SCAG Project Manager. KC shall track and report critical path activities and milestones, and prepare and submit monthly progress reports to SCAG. Monthly progress reports shall detail the work performed and deliverables completed during the previous month, identify any issues encountered, and provide proposed solution(s) to address said concerns.
Each monthly progress report will, at a minimum, include:
• Summary
• Progress narrative
• Description of tasks completed
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5 • Project schedule describing the percentage of each task/deliverable/milestone • Summary of costs incurred per task/milestone
• Schedule and schedule tracking narrative
• List of deliverable items
• Management issues
• Needed corrective actions
• Statement of resolution of problems
• 30-day look ahead
• Confirmation from City Project Manager that KC’s deliverables for the reporting period are satisfactory
Task 1.4 Deliverables: Monthly invoices (through project completion); Progress reports (through project completion).
Task 1.5: Project Close-Out Files
All deliverables shall be provided in accordance with the Project Schedule. At the end of the project, KC shall coordinate with the SCP CEEEJ Consultant to document and assemble all project deliverables and provide them in accordance with SCAG’s project close out procedures.
The SCP CEEEJ Consultant shall collect and compile all deliverables from all parties and deliver as one complete package to the City and SCAG.
Task 1.5 Deliverables: Project close-out files with accompanying Excel file.
TASK 1 SUMMARY OF DELIVERABLES
Task 1.1 Attendance at kick-off meeting
Task 1.2 Task left intentionally blank
Task 1.3 Attendance at monthly PMT meetings (up to 6)
Task 1.4 Monthly invoices (through project completion)
Monthly progress reports (through project completion)
Task 1.5 Project close-out files with accompanying Excel file City Council 19 – 62 4/15/2025
6 TASK 2: GRASSROOTS ENGAGEMENT
The grassroots engagement structure for Round2 and 3 will include a Community Planning Collaborative (CPC) and a CPC Advisory Committee. The CPC will consist of community members, CBO representatives, neighborhood leaders, and others with ties to residents and resident organizations. The CPC Advisory Committee will consist of five CBO partners based or working in Santa Ana. CPC members and the CPC Advisory Committee CBOs will implement the Grassroots Engagement Plans developed through this Scope of Work.
Task 2.1: Form the Community Planning Collaborative Advisory Committee The CPC Advisory Committee will guide development of the Grassroots Engagement Plans, participate in recruitment and selection of members of the CPC, conduct grassroots engagement, co-host community workshops, and support CPC members as they conduct grassroots outreach activities.
Through a non-competitive process, the City will recruit and select three (3) CBOs to join KC and CV as the five (5) CBOs to serve as the CPC Advisory Committee. Each CBO will choose two (2) representatives to participate on the CPC Advisory Committee and serve as local leaders and community experts.
The SCP CEEEJ Consultant will draft a micro-purchase agreement and brief Scope of Work for the three (additional) CPC Advisory Committee CBOs in conformance with SCAG’s requirements.
SCAG, SA, KC, and CV shall review the micro-purchase agreement and Scope of Work at a regularly scheduled PMT meeting. After incorporating comments from SA, KC, and CV, the SCP CEEEJ Consultant will deliver a final draft to CV who will secure signatures from the three (3) CBOs.
The City and CV will determine deliverable and payment amounts up to $5,000 for each of the three (3) CBOs, excluding KC and CV who will be directly compensated by SCAG. Task 2.9 addresses coordination of documents and payments, which will be made by CV directly to the CBOs and reimbursed by SCAG.
Task 2.1 Deliverables: Review of micro-purchase agreement and Scope of Work for CPC Advisory Committee CBOs
Task 2.2: Develop Key Messaging, Grassroots Engagement Plans, and Toolboxes Key Messaging
In concert with the ZCU Consultant and for Round 2 and Round 3 of grassroots engagement, the SCP CEEEJ Consultant will develop key messaging that humanizes the Zoning Code Update and communicates why it should be important to various stakeholders including residents, City Council 19 – 63 4/15/2025
7 property owners, and business owners. KC and CV shall provide comments on the key messaging during a regularly scheduled PMT meeting. The SCP CEEEJ Consultant will integrate key messaging into the Grassroots Engagement Plans and Grassroots Engagement Toolboxes.
Grassroots Engagement Plans
The SCP CEEEJ Consultant will work closely with SA, SCAG, the ZCU Consultant, and the CPC Advisory Committee to develop two (2) Grassroots Engagement Plans. The primary purpose of the Grassroots Engagement Plans is to detail grassroots outreach and engagement activities and the roles of each party. The SCP CEEEJ Consultant will prepare one (1) Grassroots Engagement Plan for Round 2 and one (1) Grassroots Engagement Plan for Round 3. The plans will be living documents. CPC Advisory Committee CBOs and CPC members shall implement the Grassroots Engagement Plans with support from the SCP CEEEJ Consultant and SA.
The Grassroots Engagement Plans shall establish goals for each round of grassroots activities and identify the most important questions to address through engagement efforts with input from the ZCU Consultant. The plans will also establish culturally relevant, equitable, and accessible methods for engagement. The plans shall identify the timing, purpose, potential location, and audience for all outreach and engagement efforts. The plans shall also identify relevant audiences, stakeholders, and community groups and reference the stakeholder list created and maintained by SA. The Grassroots Engagement Plans will detail the outreach and engagement strategies for CPC Advisory Committee CBOs and CPC members to use during grassroots engagement (Task 2.6).
The SCP CEEEJ Consultant will develop the Grassroots Engagement Plans through an iterative process beginning with a menu of options for consideration by SA, KC, and CV who shall share verbal comments to the project team at a regularly scheduled PMT check-in call. The menu may include, but is not limited to the following:
• Community Organizing: Door-to-door canvassing, phone-banking, text messaging, listening sessions, and/or one-on-one meetings/phone calls with influencers • Social Media: Posting, liking, and/or sharing stories or videos on various platforms such as Facebook, Instagram, and Nextdoor
• Traditional Media: E-blasts, newsletters, press releases, and mailers • Pop-Up Events: Mobile or pop-up stations at community events like fairs, open street events, farmers markets, etc.
• Focus Groups: Assembling small groups of stakeholders based on interest topics • Office Hours/Coffee Hour: Opportunities for in-person updates and discussions in an informal setting
• Community Walkshop: An interactive way for stakeholders to view development standards in the neighborhood context
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8 • Workshop-in-a-Box: Workshops hosted by the CPC Advisory Committee CBOs and/or CPC members that mirror the workshops hosted by the City • Capacity Building: Training workshop, study session, and/or webinar • Panel Discussion: A moderated meeting where a group of experts talk about a set topic or topics in front of an audience with opportunities for the audience to ask questions of the panelists
Based on verbal input received from the City and the CBO partners at a regularly scheduled PMT check-in meeting, the SCP CEEEJ Consultant will refine the menu of options and incorporate them into the draft Grassroots Engagement Plans for review by SA, KC and CV. KC and CV shall prepare written comments and provide them to SA. SA will compile KC, CV, and city staff comments and submit them to the SCP CEEEJ Consultant who will revise the draft Grassroots Engagement Plans to present to the CPC Advisory Committee. Once the CPC Advisory Committee has reviewed the Grassroots Engagement Plans, the SCP CEEEJ Consultant will prepare a final draft of the Grassroots Engagement Plans for delivery to the CPC at the first training of the second and third rounds of engagement.
To ensure consistency of public information about SCAG programs and funded work products, the SCP CEEEJ Consultant is required to notify and coordinate with SCAG Project Manager who will coordinate with SCAG’s Manager of Media & Public Affairs or a specified designee on any media inquiries or plans for proactively providing information to media outlets.
The SCP CEEEJ Consultant is also responsible for crediting SCAG as a funder. All public-facing communications materials produced under this contract shall acknowledge and give credit to SCAG, whether with a logo or language. Communications materials include, but are not limited to, site signage, printed information materials, print and online publications, presentations, websites, advertisements, video, public service announcements, social media postings, events, media advisories, news releases and all other related materials.
Grassroots Engagement Toolboxes
The SCP CEEEJ Consultant will be responsible for developing all materials required to execute the activities included in the Grassroots Engagement Plans, unless otherwise noted therein. The toolboxes may include, but need not be limited to: a thumb drive with scripts, social media templates, e-blast templates, newsletters, press releases, presentations, videos, physical copies of a guide to the project, physical copies of the flyers for the Community Workshops, and a button to be worn by CPC members when they are doing grassroots outreach and engagement.
The SCP CEEEJ Consultant will package the materials in one (1) Grassroots Engagement Toolbox for each round of engagement. CPC Advisory Committee members shall review draft Grassroots Engagement Toolboxes and provide comments at regularly scheduled CPC Advisory Committee City Council 19 – 65 4/15/2025
9 meetings. Once the SCP CEEEJ Consultant has incorporated feedback from the CPC Advisory Committee, they will present the Grassroots Engagement Toolboxes to the CPC members.
Task 2.2 Deliverables: Review key messaging; Review Round 2 draft Grassroots Engagement Plan; Review Round 2 Grassroots Engagement Toolbox; Review Round 3 Grassroots Engagement Plan; Review Round 3 Grassroots Engagement Toolbox.
Task 2.3: Community Planning Collaborative Advisory Committee MeetingsThe Grassroots Engagement program will include a minimum of four (4) CPC Advisory Committee meetings in preparation for the CPC member trainings. Two (2) will take place as part of the second round of grassroots outreach and engagement and two (2) will take place as part of the third round of grassroots outreach and engagement. The SCP CEEEJ Consultant shall lead the CPC Advisory Committee meetings and involve SA, SCAG, the ZCU Consultant, and CPC Advisory Committee CBOs (including KC).
Tentative agenda topics for each meeting include:
Round 2 Community Engagement
• Meeting #1: Status of the Zoning Code Update, discussion of key zoning issues, draft Round 2 Grassroots Engagement Toolbox, draft Round 2 grassroots engagement micro-purchase agreement and scope of work form, and CPC invitations/process.
• Meeting #2: Invitation status updates, revised Round 2 Grassroots Engagement Toolbox, revised Round 2 grassroots engagement micro-purchase agreement and scope of work form, Round 2 reporting form, and approach to CPC training #1.
Round 3 Community Engagement
• Meeting #4: Introduction to the public draft Zoning Code Update, draft Round 3 Grassroots Engagement Toolbox, draft Round 3 grassroots engagement micropurchase agreement and scope of work form, and CPC invitations/process. • Meeting #5: Invitation status updates, revised Round 3 grassroots engagement micro-purchase agreement and scope of work form, revised Round 3 Grassroots Engagement Toolbox, Round 3 reporting form, and approach to CPC training #2.
All meetings will be virtual.
Task 2.3 Deliverables: Participation in four (4) CPC Advisory Committee meetings by two (2) KC staff members
City Council 19 – 66 4/15/2025
10 Task 2.4: Recruit, Select, and Contract Community Planning Collaborative Members CPC Advisory Committee CBOs and CPC members shall implement Grassroots Engagement Plans for Round 2 and Round 3 as defined in their respective Scopes of Work and with coordination and support from the SCP CEEEJ Consultant and SA. The CPC Advisory Committee CBOs and SA shall promote the opportunity to become CPC members to a broad base of stakeholders including, but not limited to, members of community-based organizations, neighborhood association leaders, residents, students, and business owners.
Through a non-competitive process, SA and the CPC Advisory Committee CBOs shall recruit CPC members, who are local leaders and community experts with ties to community members. In addition, they shall determine deliverable and payment amounts not to exceed $599 each. CPC members will be compensated at a flat rate associated with the tasks included in their Scope of Work. CV will coordinate required documents and administer payments directly to CPC members through micro-purchases that will be reimbursed by SCAG. After CPC members complete their work, CV will collect all documentation and directly compensate partners (Task
2.9).
The City will draft an invitation to accompany an RSVP form prepared by the SCP CEEEJ Consultant. KC and CV will review and provide feedback on the RSVP form at a regularly scheduled PMT meeting. Following receipt of comments from SA, KC, and CV, the SCP CEEEJ Consultant shall prepare a final RSVP form. The SCP CEEEJ Consultant will be responsible for translating the invitation and RSVP form into Spanish, Vietnamese, and Khmer.
The City will disseminate both the invitation and the RSVP form. To support the effort, CPC Advisory Committee CBOs shall encourage potential CPC members to RSVP through various means as detailed in Task 2.4 of their respective Scopes of Work.
KC shall encourage potential CPC members through the following means as feasible:
1) Mass correspondence to email listserv of one thousand two hundred (1,200) contacts, 2) Personal correspondence (via phone calls, emails, or text messages) with up to seventyfive (75) individuals, 3) Posting at least three (3) times each round on at least two (2) social media platforms, 4) Contacting at least thirty (30) CBOs via phone or meetings, 5) Sharing invitations at up to two (2) community events through popups, and 6) Presenting to neighborhood associations, CBOs, and parent organizations at a minimum of six 6 regularly scheduled meetings.
The invitation will detail the requirements for being a CPC member and request an RSVP including a checklist confirming that the stakeholder meets the requirements. Such requirements may include being a Santa Ana resident, working in Santa Ana, or volunteering in City Council 19 – 67 4/15/2025
11 Santa Ana. The RSVP form will also include sections for contact and demographic information and questions about relationships to existing neighborhoods or community organizations, language(s) spoken, and target audiences.
Following receipt of RSVPs, the SCP CEEEJ Consultant will send calendar invites.
The SCP CEEEJ Consultant will also draft a micro-purchase agreement and a Scope of Work form, which will include a menu of optional strategies that correspond to the Grassroots Engagement Plans. CPC Advisory Committee CBOs will review the micro-purchase agreement and Scope of Work form and provide comments at a regularly scheduled CPC Advisory Committee meeting. Each CPC member will choose a subset of the optional strategies that are suitable to their skills and their target audience. They will then sign the micro-purchase agreement with the micro-Scope of Work attached at a CPC training (Task 2.5). The SCP CEEEJ Consultant shall translate the micro-purchase agreement and Scope of Work form into Spanish, Vietnamese, and Khmer.
Task 2.4 Deliverables: Review the CPC member RSVP form; Documentation of communication with invitees and social media posts; Review the draft micro-purchase agreement and accompanying Scope of Work form for CPC members.
Task 2.5: Community Planning Collaborative Trainings
In total, the program includes four (4) CPC training sessions, one (1) training offered twice in Round 2 and one (1) training offered twice in Round 3. The goal is to accommodate up to fifty (50) CPC members per training, for up to one hundred (100) people per round of engagement.
The SCP CEEEJ Consultant will host the CPC trainings in partnership with SA and the CPC Advisory Committee CBOs. Staff from the CPC Advisory Committee CBOs, including KC, shall attend each training session. CV will present the micro-purchase forms and coordinate the signing of the agreements. KC staff shall support the trainings by welcoming guests, assisting with food and refreshments, and/or acting as small group guides.
The SCP CEEEJ Consultant will design and lead the trainings to equip the CPC members with the tools needed to implement the Grassroots Engagement Plans. The trainings may include, but need not be limited, to:
• Training #1:
o Status of the Zoning Code Update
o Discussion about how zoning tools may be used to address key issues o Round 2 Engagement Toolbox (to promote the community workshops) o Filling out the Scope of Work forms and signing micro-purchase agreements o Distributing reporting forms
• Training #2
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12 o Status of the Zoning Code Update
o Introduction to the public draft Zoning Code Update
o Round 3 Engagement Toolbox (to promote the community workshops) o Filling out Scope of Work forms and signing micro-purchase agreements o Distributing reporting forms
The SCP CEEEJ Consultant will provide translation and interpretation services. Each training will include real-time Spanish, Vietnamese, and Khmer interpretation. In addition, the agenda and meeting materials will be available in English, Spanish, Vietnamese, and Khmer. Prior to finalizing the agenda and materials, the SCP Consultant will provide the translated materials for City review.
The SCP CEEEJ Consultant will prepare logistics plans and be responsible for setting the date and time, securing event venues, event logistics, providing food and refreshments, and facilitating all CPC trainings. The SCP CEEEJ Consultant will also draft an agenda and accompanying materials and provide them to SA and the ZCU Consultant three weeks in advance to allow time to review and revise. The SCP CEEEJ Consultant will finalize the agenda and meeting materials and send for translation at least two weeks in advance of the meeting.
Task 2.5 Deliverables: Participation in four (4) CPC trainings by a minimum of two (2) KC staff.
Task 2.6: Grassroots Outreach, Engagement, Community Organizing, and Capacity Building
CPC Advisory Committee CBOs and CPC members shall conduct grassroots outreach and engagement as identified in the Grassroots Engagement Plans (Task 2.2) and within the Scopes of Work attached to individual micro-purchase Scopes of Work. The engagement shall include general outreach to promote participation in the community workshops, panel discussions, community organizing efforts, and capacity building activities (described below). The engagement shall also include collection of input from stakeholders as suitable to the specific types of outreach and engagement activities.
KC shall conduct community organizing, including:
1) One-on-one meetings or phone calls with up to one hundred (100) individuals who are not members of the CPC and are influential in their networks. KC will target specific influencers based on their individual abilities to extend the project information to others and promote participation in the Community Workshops.
2) Up to twelve (12) text messages to KC’s network of forty-two (42) people. 3) WhatsApp messaging campaign to KC’s network of forty-two (42) people to support activity #1 and #2.
City Council 19 – 69 4/15/2025
13 4) At least twelve (12) posts or shares on at least two (2) social media platforms for a minimum of twenty-four (24) posts or shares to an audience of three hundred forty (340) followers.
5) At least twelve (12) emails to KC’s email list of one thousand two hundred (1,200) people. 6) Pop-up stations at up to two (2) community events or meetings such as, but not limited to, neighborhood association meetings, CBO meetings, fairs, open street events, farmers markets.
7) Up to six (6) focus groups with special interest stakeholders selected in collaboration with SA to address key topics identified by the ZCU consultant, SA, and the CPC Advisory Committee.
Capacity building is also an important part of the grassroots activities. Capacity building is the process of empowering individuals and communities to participate in decision-making. In this case, the focus is on participating in the Zoning Code Update decision-making process.
To build capacity among community members, KC shall host two (2) training workshops, study sessions, and/or webinars focused on why the Zoning Code Update is important to various stakeholders and sharing information about actions that residents and property owners may take to advocate for themselves. For example, the workshops, study sessions, and/or webinars may teach community members how to participate in Planning Commission and City Council meetings, how to submit comments, and/or how to participate in public workshops in the context of the Zoning Code Update.
Food and beverages will be provided by the SCP CEEEJ Consultant and distributed to the CPC Advisory Committee CBOs and CPC members by the City.
At the conclusion of the grassroots outreach and engagement, KC will compile results using the Grassroots Engagement Reporting Tool developed by the SCP CEEEJ Consultant (Task 2.7) and submit it to the SCP CEEEJ Consultant for the preparation of the Grassroots Engagement Summary Memo (Task 2.8).
Task 2.6 Deliverables: Evidence of community outreach, engagement, and organizing activities such as, but not limited to: logs of correspondence, screenshots of text messages, screenshots of social media posts or shares, copies of emails, photographs, and/or sign-in sheets; Completed Grassroots Engagement Reporting Tool.
Task 2.7: Grassroots Engagement Reporting
Reporting the results of grassroots outreach and engagement is necessary to verify that CPC Advisory Committee CBOs and CPC members fulfill the commitments of their micro-purchases and accompanying Scopes of Work prior to receiving their honorariums. In addition, reporting is an opportunity to record input from stakeholders about the Zoning Code Update. To that end, City Council 19 – 70 4/15/2025
14 the SCP CEEEJ Consultant will prepare a Grassroots Engagement Reporting Tool to use in both Round 2 and Round 3 of community outreach and engagement. The Reporting Tool will be a form for the CPC Advisory Committee CBOs and the CPC members to fill out during Task 2.6 to document their grassroots outreach and engagement efforts as well as any input on the Zoning Code Update received from stakeholders during those activities. The SCP CEEEJ Consultant will use the Reporting Tool to summarize grassroots engagement activities, input, and measurable results (Task 2.8).
After receiving input from SA, KC, and CV at a regularly scheduled PMT meeting, the SCP CEEEJ Consultant will revise the Reporting Tool.
Task 2.7 Deliverables: Review the draft Reporting Tool.
Task 2.8: Grassroots Engagement Summary Memo
The SCP CEEEJ Consultant will collect the reports collected in Task 2.7 from each CPC Advisory Committee CBO and CPC member and compile the results into a Grassroots Engagement Summary Memo. The memo will include the total number of touchpoints with community members, the total number of community members who responded to the touchpoints, neighborhoods and organizations reached, a description of each activity, a summary of the feedback, key findings, and a description of how the grassroots outreach and engagement informs the ZCU with input from the ZCU Consultant. Sign-in sheets and supporting documentation will be included as attachments. The SCP CEEEJ Consultant will prepare a draft summary memo for the PMT’s review and a final draft summary memo.
KC shall review the summary memo and provide feedback during a regularly scheduled PMT meeting.
Task 2.8 Deliverables: Review of grassroots engagement summary memo.
Task 2.9: Monitoring and Payment of Honorariums
Task 2.9 Deliverables: No deliverables for KC (see CV SOW for more information on Task 2.9).
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15 TASK 2 SUMMARY OF DELIVERABLES
Task 2.1 Review the micro-purchase agreement and Scopes of Work for CPC Advisory Committee CBOs
Task 2.2 Review key messaging
Review Round 2 draft Grassroots Engagement Plan
Review Round 2 Grassroots Engagement Toolbox
Review Round 3 Grassroots Engagement Plan
Review Round 3 Grassroots Engagement Toolbox
Task 2.3 Participate in four (4) CPC Advisory Committee meetings Task 2.4 Review CPC member RSVP form
Document communication with CPC invitees and social media blasts Review draft micro-purchase agreement and accompanying Scope of Work form for CPC members
Task 2.5 Participation in four (4) CPC trainings by a minimum of two (2) KC staff Task 2.6 Evidence of community outreach, engagement, and organizing activities such as, but not limited to:
• Screen shots of the social media blasts,
• Photograph notices on community bulletin boards,
• Emails showing submittal of press releases,
• Log of phone calls to local organizations and individuals, • Photograph attendance at community events, maintain a log of presentations to neighborhood association and other community-based meetings.
Evidence of capacity building in the form of photos, materials, sign-in sheets, etc.
Completed Grassroots Engagement Reporting Tool
Task 2.7 Review draft Grassroots Engagement Reporting Tool Task 2.8 Review of grassroots engagement summary memo
Task 2.9 No deliverables for KC
City Council 19 – 72 4/15/2025
16 TASK 3: COMMUNITY WORKSHOPS
Grassroots Engagement activities in Task 2 are intended to promote participation in Community Workshops planned for Round 2 and Round 3. The Community Workshops are the primary vehicle through which the City intends to solicit and receive input on draft regulations and the Public Draft Zoning Code Update. With help from the CPC Advisory Committee and CPC members, the City will promote Community Workshop participation from a diverse set of stakeholders representing residents, community-based organizations, property owners, business owners, and others.
Task 3.1: Community Workshops
Task left intentionally blank (see SCP CEEEJ Consultant SOW for more information on Task 3.1).
Task 3.1 Deliverables: No deliverables for KC.
TASK 3 SUMMARY OF DELIVERABLES
Task 3.1 No deliverables for KC
TASK 4: FUNDING OBJECTIVES AND MEASURABLE OUTCOMES
Task 4.1: Funding Objectives and Measurable Outcomes
Task left intentionally blank (see SCP CEEEJ Consultant SOW for more information on Task 4.1).
Task 4.1 Deliverables: No deliverables for KC.
TASK 4 SUMMARY OF DELIVERABLES
Task 4.1 No deliverables for KC
SUMMARY OF ALL KENNEDY COMMISSION DELIVERABLES
Task 1.1 Attendance at kick-off meeting
Task 1.2 No deliverables for KC
Task 1.3 Attendance at monthly PMT meetings (up to 6)
Task 1.4 Monthly invoices (up to 6)
City Council 19 – 73 4/15/2025
17 Monthly progress reports (up to 6)
Task 1.5 Project close-out files with accompanying Excel file Task 2.1 Review the micro-purchase agreement and Scopes of Work for CPC Advisory Committee CBOs
Task 2.2 Review key messaging
Review Round 2 draft Grassroots Engagement Plan
Review Round 2 Grassroots Engagement Toolbox
Review Round 3 Grassroots Engagement Plan
Review Round 3 Grassroots Engagement Toolbox
Task 2.3 Participation in four (4) CPC Advisory Committee meetings Task 2.4 Review draft CPC member invitation
Review CPC member RSVP form
Documentation of communication with invitees
Review draft micro-purchase agreement and accompanying Scope of Work form for CPC members
Task 2.5 Participation in four (4) CPC trainings by a minimum of two (2) KC staff Task 2.6 Evidence of community outreach, engagement, and organizing activities such as, but not limited to:
• Screen shots of the social media blasts,
• Photograph notices on community bulletin boards,
• Emails showing submittal of press releases,
• Log of phone calls to local organizations and individuals, • Photograph attendance at community events, maintain a log of presentations to neighborhood association and other community-based meetings.
Evidence of capacity building in the form of photos, materials, sign-in sheets, etc.
Completed Grassroots Engagement Reporting Tool
Task 2.7 Review draft Grassroots Engagement Reporting Tool Task 2.8 Review of grassroots engagement summary memo
Task 2.9 No deliverables for KC
Task 3.1 No deliverables for KC
City Council 19 – 74 4/15/2025
18 Task 4.1 No deliverables for KC.
City Council 19 – 75 4/15/2025
Planning and Building Agency
www.santa-ana.org/pb
Item # 20
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
April 15, 2025
TOPIC: On-Call Demolition Services for Abatement
AGENDA TITLE
Agreements with Abajian Enterprise DBA SoCal Removal, Integrated Demolition and Remediation, Inc., Interior Demolition, Inc., and J&G Industries Inc. for Citywide On-Call Demolition Services for Abatement (Specification No. 25-027) (Non-General Fund)
RECOMMENDED ACTION
Authorize the City Manager to execute agreements with Abajian Enterprise DBA SoCal Removal, Integrated Demolition and Remediation Inc., Interior Demolition, Inc., and J&G Industries Inc. to provide citywide on-call demolition services for abatement in an aggregate amount not to exceed $600,000, for a term beginning April 16, 2025 and expiring April 15, 2028, with provisions for two, one-year extensions (Core Agreement No. A-2025-XXX).
GOVERNMENT CODE §84308 APPLIES: Yes
DISCUSSION
The Code Enforcement Division of the Planning and Building Agency is responsible for addressing the demolition and abatement services, including asbestos abatement, lead, and hazardous materials removals, as needed when private properties are involved.
Demolition services are a significant component of the City’s code enforcement efforts to address unsafe structures and protect public safety.
The City’s Dangerous and Abandoned Building Program has proven to be an effective tool for addressing hazardous and neglected structures that pose risks to both residents and visitors. These abandoned properties can lead to blighted neighborhoods and create public health concerns, as well as serve as havens for illegal activities. The program offers a comprehensive approach to tackle structural issues and deferred maintenance on private properties, ultimately improving the overall health, safety, and well-being of the community. The abatements are accomplished by board-ups, clean-ups, and/or demolition. Property owners are given between 2 to 30 days to abate the conditions or the City, through its contractors, will perform the work.
Community Notification
City Council 20 – 1 4/15/2025
Citywide On-Call Demolition Services for Abatement
April 15, 2025
The on-call contractors will provide advanced written notice of the scheduled demolition to all property owners, tenants, and businesses located near or adjacent to the demolition site. “Near or adjacent” includes properties abutting the demolition site, next to the property, and directly across a roadway or alley. The agreement template requires that notification will be provided no less than ten (10) calendar days prior to the commencement of the demolition activities. A follow-up three (3) day written notice will also be shared to reiterate the project details. As part of the project outreach, temporary signage will be posted if street closure or any public right of way will be affected. The agreement template requires that signage will be installed ten (10) days before the commencement of demolition services. All signs will be reviewed and approved by the Executive Director of the Public Works Agency, or their designee.
Cost Recovery
Abatement costs will be invoiced directly to the property owner(s) and or responsible parties for payment. The property owners are then notified of the outstanding abatement costs every 30 days until the Planning and Building Agency is reimbursed for the expenditure. If the invoice is not paid, a substandard lien will be recorded against the property and all abatement costs will be placed on the tax roll for collection.
Analysis
Retaining and maintaining a citywide on-call demolition services contract readily accessible is crucial to maintain a safe and attractive community, ensuring timely progress in addressing severities with Code Enforcement cases without delays or interruptions. After thoroughly utilizing all available resources and allowing property owners ample opportunity to mediate all public safety concerns, an on-call agreement is the most efficient solution given the unpredictable timing and varying scope of each property. These services will create a seamless continuation of demolition services that maintain City safety.
Request for Proposals (RFP) No. 25-027 was issued on February 21, 2025 on the City’s online bid management and publication system. A summary of vendor participation and results is as follows:
• 476 Vendors notified, of which 3 are based in Santa Ana • 29 Vendors downloaded the RFP packet
• 4 Proposals received, of which 1 is from a Santa Ana-based vendor Proposals were solicited, opened on March 11, 2025, and evaluated. Four proposals were submitted by the RFP deadline and all were determined to be responsive to the specifications and met the City’s requirements. An evaluation committee reviewed and rated the proposal according to the criteria listed in the RFP.
City Council 20 – 2 4/15/2025
Citywide On-Call Demolition Services for Abatement
April 15, 2025
Staff recommends awarding an agreement to all qualifying firms, Abajian Enterprise, Integrated Demolition and Remediation, Inc., Interior Demolition, Inc., and J&G Industries Inc. (Exhibits 1-4).
ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action.
FISCAL IMPACT
Funding is available in the current FY 24-25 budget and funding for subsequent fiscal years will be included in the proposed budgets for City Council consideration.
Fiscal Year Accounting UnitAccount #Fund
Description
Accounting Unit,
Account Description
Amount
FY 24-25 12116540-62300 Non-General
Fund
Planning & Building,
Community Preservation,
Contract Services -
Professional
$100,000
FY 25-26 12116540-62300 Non-General
Fund
Planning & Building,
Community Preservation,
Contract Services -
Professional
$150,000
FY 26-27 12116540-62300 Non-General
Fund
Planning & Building,
Community Preservation,
Contract Services -
Professional
$150,000
FY 27-28 12116540-62300 Non-General
Fund
Planning & Building,
Community Preservation,
Contract Services -
Professional
$75,000
FY 28-29 12116540-62300 Non-General
Fund
Planning & Building,
Community Preservation,
Contract Services -
Professional
$75,000
FY 29-30
July - April
01116540-62300 Non-General
Fund
Planning & Building,
Community Preservation,
Contract Services -
Professional
$50,000
Grand Total $600,000
EXHIBIT(S)
1. Agreement with Abajian Enterprise DBA SoCal Removal
2. Agreement with Integrated Demolition and Remediation, Inc.
3. Agreement with Interior Demolition, Inc.
City Council 20 – 3 4/15/2025
Citywide On-Call Demolition Services for Abatement
April 15, 2025
4. Agreement with J&G Industries
Submitted By: Ali Pezeshkpour, AICP, Acting Executive Director of Planning and Building Agency
Approved By: Alvaro Nuñez, City Manager
City Council 20 – 4 4/15/2025
AGREEMENT WITH ABAJIAN ENTERPRISE DBA SOCAL REMOVAL, TO PROVIDE
CITY-WIDE ON-CALL DEMOLITION SERVICES FOR THE CITY OF SANTA ANA THIS AGREEMENT is made and entered into on this 15th day of April, 2025 by and between Abajian Enterprise, a California corporation dba SoCal Removal ("Contractor"), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California ("City").
RECITALS
A. On February 21, 2025, the City issued Request for Proposal No. 25-027, by which it sought a qualified contractor to provide on-call demolition services for the City's Planning and Building Agency for City-wide nuisance abatement.
B. Contractor submitted a responsive proposal that was among those selected by the City. Contractor represents that it is able and willing to provide the services described in the scope of work that was included in RFP No. 25-027.
C. In undertaking the performance of this Agreement, Contractor represents that it is la'iowledgeable in its field and that any services performed by Contractor under this Agreement will be performed in compliance with such standards as may reasonably be expected from a professional consulting firm in the field.
NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the terms and conditions hereinafter set forth, the parties agree as follows:
1. SCOPE OF SERVICES
a. On an on-call basis, and at the City's sole discretion, Contractor shall perform the services described in the scope of work that was included in RFP No. 25-027, which is attached as Exhibit A, and as more specifically delineated in Contractor's proposal, which is attached as Exhibit B and incorporated in full.
b. Contractor shall provide advance written notice of the scheduled demolition to all property owners, tenants, and businesses located near or adjacent, as defined below, to the demolition site.
(1) ForthepurposesofthisAgreement,"nearoradjacent"shallmeanpropertiesandtenant suites located on properties abutting the subject demolition site, next to the property, and directly across a roadway or alley.
(2) Such notice shall be issued as follows:
i. 10-Day Notification. A written notice shall be provided no less than 10 calendar days prior to the commencement of demolition activities. This notice shall include:
EXHIBIT 1
City Council 20 – 5 4/15/2025
(a). The address of the property to be demolished.
(b). The anticipated start and end dates for the demolition work. (c). A description of potential impacts, such as noise, dust, or road closures, along with mitigation measures.
(d). Contact information for the Contractor and the City of Santa Ana Code Enforcement Division.
ii. 3-Day Notification. A follow-up written notice shall be issued no less than three (3) calendar days prior to the commencement of demolition activities.
This notice shall reiterate the details provided in the 10-Day Notification and confirm any ripdates to the schedule or project details. (3) All notifications pursuant to this Agreement must be delivered through methods reasonably calculated to ensure receipt, including direct mail, hand delivery, door hangers, or other communication methods agreed and approved, in a signed writing, by the Executive Director of the Planning and Building Agency, or their designee. The Contractor shall maintain records of all notificatioiis and provide copies to the City upon request.
(4) Signage must comply with the following:
i. Temporary signage must be posted if street closure and any public right of way will be affected. Temporary signage shall consist of parking signs, directional signs, or other traffic control signs, and be installed ten (10) days before the commencement of demolition activities.
ii. All temporary signs must be reviewed and approved, in a signed writing, by the Executive Director of the Public Works Agency or their designee prior to posting. Failure to comply with these notifications requirements may result in termination and any cost recovery to complete the demolition project.
COMPENSATION
a. City neither warrants nor guarantees any minimum or maximum compensation to Contractor under this Agreement. Contractor shall be paid only for actual services performed under this Agreement at the rates and charges identified in Exhibit B. Contractor is one of four (4) contractors selected to provide demolition services on an on-call basis under RFP No. 25-027.
The total compensation for these services provided by all such contractors selected under RFP 25-027 shall not exceed the shared aggregate amount of Six Hundred Thousand Dollars and Zero Cents ($600,000) during the term of the Agreement, including any extension periods. b. Payment by City shall be made at net thirty (30) days following completion of the demolition City Council 20 – 6 4/15/2025
project, subject to City accounting procedures. City and Contractor agree that all payments due and owing under this Agreement shall be made through Automated Clearing House (ACH) transfers. Contractor agrees to execute the City's standard ACH Vendor Payment Authorization and provide required documentation. Upon verification of the data provided, the City will be authorized to deposit payments directly into Contractor's account(s) with financial institutions.
c. Payment need not be made for work which fails to meet the standards of performance set forth in the Recitals which may reasonably be expected by City.
3. TERM
This Agreement shall commence on the date first written above for a three (3) year term, with tlie option for the City to grant rip to two (2) one-year renewals, exercisable by a writing by the City Manager and the City Attorney, unless terminated earlier in accordance with Section 16, below.
4. PREY AILING WAGES
Contractor is aware of the requirements of California Labor Code Section 1720, et seq., and 1770, et seq., as well as California Code of Regulations, Title 8, Section 16000, et seq., ("Prevailing Wage Laws"), which require the payment of prevailing wage rates and the performance of other requirements on "public works" and "maintenance" projects. If the services being performed are part of an applicable "public works" or "maintenance" project, as defined by the Prevailing Wage Laws, and the total compensation is $1,000 or more, Contractor agrees to fully comply with such Prevailing Wage Laws.
Contractor shall defend, indemnify and hold the City, its elected officials, officers, employees and agents free and harmless from any claim or liability arising out of any failure or alleged failure to comply with the Prevailing Wage Laws.
5. INDEPENDENT CONTRACTOR
Contractor 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 Contractor performs the services which are the subject matter of this Agreement; however, the services to be provided by Contractor shall be provided in a manner consistent with all applicable standards and regulations governing such services. Contractor 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.
6. OWNERSHIP OF MATERIALS
This Agreement creates a non-exclusive and perpetual license for City to copy, use, modify, reuse, or sublicense any and all copyrights, designs, and other intellectual property embodied in plans, specifications, studies, drawings, estimates, and other documents or works of authorship fixed in any tangible medium of expression, including but not limited to, physical drawings or data magnetically or otherwise recorded on computer diskettes, which are prepared or caused to be prepared by Contractor City Council 20 – 7 4/15/2025
under this Agreement ("Documents & Data"). Contractor shall require all subcontractors to agree in writing that City is granted a non-exclusive and perpetual license for any Documents & Data the subcontractor prepares under this Agreement. Contractor represents and warrants that Contractor has the legal right to license any and all Documents & Data. Contractor makes no such representation and warranty in regard to Documents & Data which were provided to Contractor by the City. City shall not be limited in 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
Prior to undertaking performance of work rinder this Agreement, Contractor shall maintain and shall require its subcontractors, if any, to obtain and maintain insurance as described below:
a. Minimum Scope and Limit of Insurance
1. Commercial General Liability (CGL). Insurance Services Office ("ISO") 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 $2,000,000 per occurrence and $4,000,000 aggregate. Umbrella and excess insurance policies can be used to meet the required limits.
2. Automobile Liability (AL). ISO Form CA 00 01 covering Code l (any auto), with combined single limits of $2,000,000.
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, per employee, per policy for bodily injury or disease.
4. Pollution Legal Liability and/or Error and Omissions (PLL). With limits no less than $1,000,000 per occurrence or claim, and $2,000,000 policy aggregate.
5. Professional Liability Insurance (Errors & Omissions). With limits no less than $1,000,000 per occurrence or claim, and $2,000,000 aggregate.
6. Broader Coverage. These insurance requirements shall not in any way act to reduce coverage that is broader or includes higher limits than the minimums shown above. If the Contractor 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 Contractor. 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
The above reqriired insurance policies are to contain or be endorsed to contain the following provisions:
City Council 20 – 8 4/15/2025
1. Additional Insured Status. The City, its City Council, its officers, officials, employees, agents, and volunteers are to be covered as additional insureds on the CGL and AL policies with respect to liability arising out of work or operations performed by or on behalf of the Contractor including materials, parts, or equipment furnished in connection with such work or operations. Additional insured status can be provided in the form of an endorsement to Contractor's insurance.
2. Waiver of Subrogation. Contractor shall require its insurance company(ies) to waive all rights of subrogation against City of Santa Ana, its City Council, its officers, officials, employees, agents, and volunteers for losses paid under the terms of any policy which arise from performed by Contractor for City. Contractor agrees to obtain any endorsement(s) that may be necessary to affect tliis waiver of subrogation, but this provision applies regardless of whether or not City has received a waiver of subrogation endorsement from any insurer(s).
3. Primary Coverage. For any claims related to this contract, the Contractor's insurance coverage shall be primary and any insurance or self-insurance maintained by City, its City Council, its officers, officials, employees, or volunteers shall be excess of the Contractor's insurance and shall not contribute with it.
4. Severability. A severability of interest provision must apply for all the additional insureds, ensuring that Contractor's insurance shall apply separately to each insured against whom a claim is made or suit is brought, except with respect to the insurer's limits of liability.
5. Notice of Cancellation. Insurance policy(ies) herein shall provide that coverage shall not be canceled, suspended, voided, reduced in coverage or in limits, non-renewed by the carrier, or materially changed except after thirty (30) days prior written notice has been given to City. Ten (10) days prior written notice shall be provided to City for policy cancellation or non-renewal due to non-payment.
6. Certificate Holder. The Certificate Holder on each Evidence of the Insurance certificate shall be: City of Santa Ana, Attn: (name of department staff responsible for Agreement), 20 Civic Center Plaza M-XX (responsible staff's department mail box), Santa Ana, CA 92701.
Self-Insured Retentions. Self-insured retentions must be declared to and approved by the City. City may require Contractor 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.
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.
City Council 20 – 9 4/15/2025
Verification of Coverage. Contractor shall furnish the City with original Certificates of Insurance including all required amendatory endorsements (or copies of the applicable policy language effecting coverage required by this clause). A statement on a Certificate(s)/Evidence of insurance will not be accepted in lieu of the actual endorsements required herein. However, failure to obtain the required documents prior to the work begiru'iing shall not waive the Contractor'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.
Claims Made Policies. If any of the reqriired policies provide coverage on a claims-made form:
1. The retroactive date must be shown and must be before the execution date of the Agreement.
2. Insurance must be maintained and evidence of insurance must be provided for at least five (5) years after completion of work.
3. If coverage is cancelled or non-renewed, and not replaced with another claims-made policy form with a retroactive date prior to the contract effective date, Contractor tnust purchase "extended reporting" coverage for a minimum of five (5) years after completion of work.
4. A copy of the claims reporting requirements rmist be submitted to City.
Subcontractors. Contractor shall require and verify that all subcontractors maintain insurance meeting all the requirements statement herein, and Contractor shall ensure that City is an additional insured on insurance required from subcontractors. For CGL coverage, sub-contractors shall provide coverage with a form at least as broad as CG 20 38 04 13.
Failure to Maintain Insurance Coverage. If Contractor, for any reason, fails to maintain insurance coverage which is required pursuant to this Agreement, the same shall be deemed a material breach of the Agreement. City at its sole option, may terminate this Agreement at any time and obtain damages from Contractor resulting from said breach.
Special Risks or Circumstances. City reserves the right to modify these requirements, including limits, based on the nature oftherisk, prior experience, insurer, coverage, or other special circumstances
INDEMNIFICATION
Contractor agrees to defend, and shall indemnify and hold harmless the City, its officers, agents, employees, contractors, special counsel, and representatives from liability: (l) for personal injury, damages, just compensation, restitution, judicial or equitable relief arising out of claims for personal City Council 20 – 10 4/15/2025
injury, including death, and claims for property damage, which may arise from the negligent operations of the Contractor, its subcontractors, agents, employees, or other persons acting on its behalf which relates to the services described in section l 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 Contractor 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 eqriitable 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 witli respect to its representation in any legal proceeding. Notwitlistanding the foregoing, to the extent Contractor'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 Contractor.
9. INTELLECTUAL PROPERTY INDEMNIFICATION
Contractor 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 Contractor to the City pursuant to this Agreement.
10. RECORDS
Contractor shall keep records and invoices in connection with the work to be performed under this Agreement. Contractor 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 Contractor under this Agreement. All such records and invoices shall be clearly identifiable. Contractor 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 horirs. Contractor 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 Contractor rinder this Agreement.
11. CONFmENTIALITY
If Contractor receives from the City information which due to the nature of such information is reasonably understood to be confidential and/or proprietary, Contractor 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 City Council 20 – 11 4/15/2025
nondisclosure shall not apply to any information that (a) has been disclosed in publicly available sorirces; (b) is, through no fault of the Contractor disclosed in a publicly available source; (c) is in rightful possession of the Contractor without an obligation of confidentiality; (d) is required to be disclosed by operation of law; or (e) is independently developed by the Contractor witliout reference to information disclosed by the City.
12. CONFLICT OF INTEREST CLAUSE
Contractor 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
Contractor shall not discriminate because of race, color, creed, religion, sex, marital status, 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. Contractor 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 Contractor, and supersedes any and all other agreements, oral or written, between the parties. In the event of a conflict between the terms ofthis 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 Contractor. 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 Contractor or the City. Each party to this Agreement aclaiowledges 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 Contractor, Contractor 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 contractors retained by City.
16. TERMINATION
This Agreement may be terminated by the City ripon thirty (30) days written notice of termination.
In such event, Contractor shall be entitled to receive and the City shall pay Contractor compensation for City Council 20 – 12 4/15/2025
all services perfori'ned by Contractor 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 Contractor 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 Contractor 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.
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
Contractor 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. Contractor 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. 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 teims 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.
City Council 20 – 13 4/15/2025
21. 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 comrmmication 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.0. Box 1988
Santa Ana, CA 92702-1988
Fax: 714- 647-6956
With courtesy copies to:
Executive Director, Planning and Building Agency
City of Santa Ana
20 Civic Center Plaza (M-20)
p.o. Box 1988
Santa Ana, California 92702
Fax: 714-647-5635
To Contractor:
Abajian Enterprise dba SoCal Removal
Attn: Andre Abajian, President
1640 E. Edinger Ave. #C
Santa Ana, CA 92705
Fax: 714-242-6767
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.
[signature pagefollowsl
City Council 20 – 14 4/15/2025
SIGNAI'URE PA(J FOR
AGREEMENT WITH ABAJIAN ENTERPRI8E DBA SOCAL RtMOVAL, TO PROVIDE Crl'Y-WIDE ON-CALL DEMOLII'lON SERViCES FOR THF, CITY OF gANTA AHA tN IS'TTNESS WHEREOF, the parties hereto haVe executed thiS Agreement the date and Year first abOVe written.
ATTE!5T: CITY OF SANTA ANA
Jennifer L. Hall
City Clerk
APPROVF,D AS TO FORM:
SONIA R. CARV At,HO
City Attorney
BrarhSalvatierra
Deputy City Attomey
uCOl1UviuxNl)El) FOR APPROVAL:
-'4-
Ali Pezeshkpour
Acting Executive Director
Planning and Building Agency
Alvaro Nufiez
City Manager
CONTRACTOR:
President
City Council 20 – 15 4/15/2025
EXHIBIT A
Scope of Services
City Council 20 – 16 4/15/2025
CITY OF SANTA ANA
EXHIBITA
SCOPE OF SERVICES
Contractor shall perform services as set forth below.
1 ) Contractor is responsible for the payment of all applicable permits required to conduct the below scope of services.
2) The On-Call contractor shall respond with a task order quote within five (5) working days of receiving the request for a task order quote.
3) Selection of a contractor to perform each task order shall consider past work completion performance
A. Demolition
1) Contractor is responsible for demolishing and disposal/recycling of all improvements including but not limited to:
a) All labor on this project
b) All debris generated on this project incluing hauling debris in a lawful manner and to the proper destination
c) Securing demo site if required
d) Foundations and footings,
e) Slabs,
f) Basement,
g) Detached garage,
h) Landscaping, shrubs, and brush
i) Fencing,
j) Walls trees and
k) All miscellaneous to clear site complete
2) Contractor is also responsible for:
a) Grading the parcel for drainage,
b) Importing and exporting fill dirt or aggregate base as needed, c) Capping all water and sewer lines, and
City of Santa Ana RFP No. 25-027 Page 20 of 41 City Council 20 – 17 4/15/2025
CITY OF SANTA ANA
i) Required to cap the sewer main as close to the property line as possible.
Contractors shall ensure that all utilities are safe and secure per the utilities' operating procedures.
d) Compacting to 'I 00'/o density.
i) The property shall be flat and free of debris at the completion of the project. 3) Prior to submitting all on-call proposals, the Contractor shall visit the subject project site (including coordinating with the City for access inside the building), or from public right of way, and obtain any necessary as-builts to define an appropriate scope of work.
Photographs in lieu of a sitevisit may be acceptable for certain projects. 4) All work is to be done in accordance with all applicable federal, state and local regulations, standards and codes governing demolition and any other trade work done in conjunction with the demolition.
a) The Contractor shall supply all necessary labor, materials, services, insurance, permits, and equipment to carry out the work in accordance with all applicable federal, state, and local regulations.
5) Copies of all demolition permits, water and sewer cap inspection approval and a letter of completion should be submitted for City's files prior to the Contractor receiving payment. 6) The Contractor at all times shall keep the Project site free from accumulation of waste materials or rubbish caused by the Contractor's operations 7) At the completion of each trade of the work, and at final completion prior to contractor submitting the final invoice, Contractor shall remove all waste materials, and rubbish from and about the project as well as tools, construction equipment, machinery, and surplus materials.
8) Contractor shall hand deliver a City provided work notice letter to adjacent property owners at least one week prior to the demolition work.
B. Asbestos Abatement:
1 ) The work described herein consists of removal and disposal of ALL asbestos containing materials (ACM-friable or nonfriable) and subsequent cleaning of the sites in accordance with all applicable federal, state and local regulations, standards and codes governing asbestos and any other trade work done in conjunction with the abatement. 2) Results of any testing that identify asbestos containing materials will be provided by the City.
3) It is the responsibility of the Contractor to determine if any additional asbestos removal is required in addition to the surveys.
4) Copies of all notifications must be submitted to City including:
a) Abatement contractor's license, map and/or clear documentation specifying asbestos containing materials abated;
b) Completed waste manifests; and
City of Santa Ana RFP No. 25-027 Page 21 of 41 City Council 20 – 18 4/15/2025
CITY OF SANTA ANA
c) A completion letter indicating that all asbestos containing materials from these properties have been abated and properties are ready to be demolished.
C. Lead Removal:
1 ) The Contractor shall take all necessary precautions and follow all Occupational Safety & Health Administration (OSHA')s guidelines required in the handling of lead contained materials if any are detected.
a) Please refer to the Lead Hazard Evaluation Report which will be provided to the Contractor prior to on-call bid.
D. Rat and/or Vermin Abatement
1 ) Contractor, prior to performing demolition, is responsible for providing rat and/or vermin abatement.
a) As part of the demolition completion package, written certification will be provided to the City, stating that such work was performed, and that the structures were free of infestation prior to the demolition taking place.
E. Erosion Control
1 ) Prior to performing work under this Agreement, Contractor shall prepare erosion and sediment control plan for the approval of the Plan Check Engineer. a) The plan shall be prepared per the applicable guidelines described in the latest version of the Orange County Program Construction Runoff Guidance Manual (http://www.ocwatersheds.com/documents/bmp/constructionactivities). 2) The Contractor shall submit the plans for review and shall make the necessary revisions to the plans as directed by the City.
3) The plans shall be prepared by a Civil Engineer licensed in the State of California. a) The City may waive the requirement of licensed Civil Engineer if the Contractor can satisfactorily prove to the City that the person preparing the erosion control plan is qualified in the field of erosion control.
4) The Contractor shall keep a copy of the erosion control plan on-site for the duration of the contract and shall provide all necessary control devices to implement all necessary measures as shown on the plan.
a) The erosion control plan shall remain in effect until approval to remove is granted by the City.
5) All erosion control materials shall be available on-site and stockpiled at a convenient location to facilitate rapid construction of temporary devices when rain is eminent.
City of Santa Ana RFP No. 25-027 Page 22 of 41 City Council 20 – 19 4/15/2025
CITY OF SANTA ANA
F. Removal of Trash and Debris
1 ) The Contractor shall be responsible for the removal and proper disposal of all trash, debris, and waste materials generated during the demolition of any structure under this Agreement. This includes, but is not limited to, construction materials, rubble, hazardous waste, and any other by-products of the demolition process.
2) All trash and trash and debris must be removed from the site within seven (7) days following the completion of demolition activities. The Contractor shall ensure the site is left in a clean and orderly condition, free of any remaining debris.
3) Contractor shall comply with all applicable federal, state, and local Iwas, regulations, and ordinances related to the handling, transportation, and disposal of demolition debris, including obtaining any required permits and approvals.
4) The removal of trash and debris shall be subject to inspection and approval by the Director of the Santa Ana Planning and Building Agency, or their designee. The Contractor shall promptly address any deficiencies identified during such inspection.
G. Fee Proposal
Contractor shall submit a fee proposal as described below. This fee proposal shall be based on ONCALL DEMOLITION SERVICES for the sample project site described below. The proposal will be used for fee comparison and evaluation purposes. Furthermore, this fee proposal will become part of Exhibit B of the Contract Agreement and will be used to compare with an actual task order quote requested by the City.
Fee proposal shall include:
1. Description of work (summarized scope of services)
2. All costs, fees and other anticipated expenses, and total cost of the services (per spreadsheet below)
3. Schedule (from date of receiving a Notice to Proceed to task order completion) SAMPLE SUBJECT PROJECT SITE DESCRIPTION:
The subject sample project site, which was already demolished, is for comparison and evaluation purposes only. The sample project is located at 1301 W 11 'h Street, Santa Ana, CA 92703. The following is a brief description of the sample project site. Please refer to Appendix - Attachment 4 for full project site description and Asbestos, Lead-Based PainUUniversal Waste Survey.
The building is one story residential structure with stucco over wood framing exterior walls with brick fascia construction with the following approximate dimensions:
Main Dwelling Area:
Garage:
Covered Patio:
Total Area:
Total Land Area:
1 ,685sf
390 sf
275 sf
2,350 sf
6,970 sf
City of Santa Ana RFP No. 25-027 Page 23 of 41 City Council 20 – 20 4/15/2025
CITY OF SANTA ANA
Contractor is responsible for demolishing all improvements, including: 4" thick concrete slab foundation and footings to a depth of 3', and all surrounding landscaping. Contractor is also responsible for clearing the site, grading the parcel for drainage, capping all sewer lines, and compacting to 90% density. Erosion control to include importing and exporting fill dirt as needed, installing straw waddles around site perimeter, topping site with 1" base course to prevent wind erosion, and installing rumble plates for the duration of the demolition.
Price provided below shall be based solely on the information provided hereon and shall be an allinclusive price and shall include all items listed and cover all items or work identified above and Appendix - Attachment 4 to deliver a clear site with no remaining improvements.
Company Name:
1301 W ll'h Street, Santa Ana, CA
Item Description Cost
Permitting
$
Engineering
$
Site Fencing for Duration of Demolition
$
Canopy BMP's/Erosion Control Plan
$
Asbestos/Hazardous Stabilization and Abatement
(on a separate sheet, provide a detail cost for this
lump sum amount)
$
Universal Waste Disposal
$
Interior Demolition
$
ExteriorWall/Building/Foundation Demolition
$
Sitework Demolition
$
Landscape and Trees Removal and Clearing
$
Vermin Abatement (Assume present)
$
Bee Colony Abatement (Assume present)
$
Other (describe...)
$
Total Price
$
City of Santa Ana RFP No. 25-027 Page 24 of 41 City Council 20 – 21 4/15/2025
EXHIBIT B
Contractor Proposal
City Council 20 – 22 4/15/2025
RFP N0. 25-027 CITYWIDE ON-CALL DEMOLITION SERVICES FOR ABATEMENT Prepared for:
CITY OF SANTA ANA
Planning & Building Agency
20 Civic Center Plaza
Santa Ana, CA 92701
ATTN: Ms. Yvette Portugal
Code Enforcement Manager
Phone No.: (714) 667-2701
Email: [email protected]
Submitted by:
SOCAL REMOV AL
1640 E. Edinger Ave #C
Santa Ana, CA 92705
T: 949-446-0000
F: 714-242-6767
socalremoval.com
City Council 20 – 23 4/15/2025
TABLE OF CONTENTS
Cover Letter 1
Services Provided 2
Agreement Statement/Assigned Project Team.................... 3 Proposed Work Plan 4
Deliverables and Imprementation Plan 5
Relevant Project Experience / Hourly Fee Breakdown............ 6 Required Certifications & Attachments 7
* Attachment A - Proposer's Certification / Proposal ......... 8 ii Attachment B - References 9
* Attachment C - Proposer's Statement 10
* Attachment D - Non-Collusion Affidavit.................... 12 ii Attachment E - Non-Lobbying Certification............. 13 * Attachment F - Non-Discrimination Certification 14
* Attachment G - Subcontractor Designation Form.... 15
* Attachment H - CARB Fleet Compliance Cert. 16-17
ASBESTOS ABATEMENTSAMPLE BREAKDOWN 18
COPY OF LICENSES AND EPA CERT 19-20
City Council 20 – 24 4/15/2025
March 11, 2025
Yvette Portugal
Code Enforcement Henager
Ctty of Santa Ana
20 Ctvtc Center Pleze
Sarita Aha, CA 9270"l
Dear Ns. Portugal,
On behalf of SOCAL REMOVAL, I am pleased to submit our proposal in taesponse fO RFP N0. 26-027 - Cttywtde On-Call Demol{t'ton Services for Abatement. As a Santa Ana-based contractor wtth over a decade of expertence in demolitton, envtronmental remedtetton, and restoratton. SOCAL REMOVAL is well-postttoned to provide the ctty and tts ctttzens with responsive, reltable, and regulatton-compltant services.
SOCAL REHOVAL operates as a California corporation under the legal enttty Abajtan Enterprise. ou'r team has successfully executed projects for publtc agenctes tncludtng UC Irv(no, the Orange County Transportation Authority, and RtvevstdO COunty, Wttti a conststent fOCuS On Safety, envi'ronmental integrtty, and qualtty workmanship.
Enclosed you wtll ftnd our complete proposal package, tncludtng our qualtficattons, detatled work plan, fee proposal, and all requtred certtftcattons and attachnients. We are enthusiastic about the opportuntty to support the ctty of Santa Aha and aim to become the c{ttes trusted on-call contractor of chotce.
Truly yours,
h,,- 4
Andre Abaj{an
Pres'tdent, SoCal Remova'L
(949) ape-eeH
andre@socalremoval, com
CSLB Ltc. No, : 980451
City Council 1 20 – 25 4/15/2025
SERVICES PROVIDED:
SoCal Removal offe'rs comprehensive demolition, abatement, and environmental 'remediation se'rvices th'roughout Southe'rn Califo'rnia. Ou'r team is licensed, insu'red while p'rovidin@ regulato'ry compliance and 'responsive timelines.
DEMOLITION SERVICES:
* Full st'ructu'ral demolition ('residential, commercial, detached ga'rages, slabs, footings, basements)
Inte'rio'r and selective demolition (walls, kitchens, bath'rooms, etc.) Site clea'ring, deb'ris 'removal, backfill, and compaction.
Sewe'r/wate'r line capping and utility coo'rdination.
E'rosion control installation and final g'rading.
@ Eme'rgency demolition 'response (unsafe st'ructure removal within 24-48 hou'rs).
ASBESTOS AND LEAD HAZARD MATERIAL REMOVALS:
Ce'rtified asbestos abatement (f'riable and non-friable ACMs) Lead-based patnt removal tn compltance wtth OSHA and CDPH standa'rds.
Haza'rdous waste handling, manifesting, and disposal.
RODENT VERMIN & ANIMAL CARCASS ABATEMENT:
Pest abatement and exclusion p'rio'r to demolition.
* W'ritten ce'rtification for City o'r 'regulato'ry agency close-out 'requi'rements.
RUBBISH AND DEBRIS REMOVAL:
* Removal and disposal of demolition waste, hazardous mate'rials, and nuisance deb'ris.
Recycling and diversion tracking.
Final jobsite cleanup and inspection compliance.
2 City Council 20 – 26 4/15/2025
PERMIT AND COMPLAINCE SERVICES:
* Full handling of demolition pe'rmits, utility disconnects, and AQMD/CDPH notifications.
* Coo'rdination with enginee'rs and plan 'reviewe'rs when requi'red. e P'revailin@ wage compliance and documentation.
ON-CALL EMERGENCY RESPONSE:
* Task o'rde'r quotes within 5 business days
* Site assessments and photo documentation
* Rapid mobilization for p'riority p'rojects
CSLB License #98(!)45al - Classifications: A, B, C-21, ASB, HAZ.
AGREEMENT STATEMENT:
SoCal Removal has 'reviewed the Sample Ag'reement provtded tn Exhibit II of RFP No. 25-2)27 and ag'rees to all terms and conditions as outlined therein.
We acknowledge and accept the City of Santa Ana's contract p'rovisions, including indemnity, insu'rance 'requirements, prevailing wage compliance, and standard te'rms of perfo'rmance.
SoCal Removal has no exceptions or objections to the sample agreement and is p'repa'red to execute the final a8'reement as p'rovtded, upon awa'rd of cont'ract.
FIRM AND TEAM EXPERIENCE:
And're Abajian - Owner & Lead P'roject Manage'r
* Over 12 years of expe'rience managing demolition and abatement projects unde'r 'regulatory oversight.
* License holde'r of all CSLB licenses listed above fo'r the company; supe'rvises all cont'ract activities, from permitting to close-out documentation.
P'rima'ry liaison with City staff and p'roject stakeholde'rs. 3 City Council 20 – 27 4/15/2025
SUPPORT TEAM AND CREW:
* A trained and 'responsive labor force of up to 7 simultaneous skilled labo're'rs, available fo'r 'rapid deployment on City assignments. * Cross-trained in demolition, erosion cont'rol setup, fencing, abatement p'rep, and site 'resto'ratton tasks.
With deep knowledge of local codes, AQMD Rule 14(?)3, CDPH guidelines, and a commitment to safety, SoCal Removal is fully equipped to se'rve as a 'reliable pa'rtner to the City of Santa Ana.
PROPOSED WORK PLAN:
SoCal Removal unde'rstands the c'ritical impo'rtance of safety, regulato'ry compliance, and 'responsiveness in p'roviding demolition and abatement se'rvices to the City of Santa Ana. Ou'r app'roach is designed to exceed expectations by emphasizing communication, compliance, and envi'ronmental responsibility at every p'roject phase.
APPROACH TO RENDERING SERVICE:
* Conduct a comp'rehensive site visit and hazard assessment prior to mobilization.
@ Coordinate and obtain city permit applications and all requi'red 'regulatory notifications including SCAQMD Rule 1403 and Cal/OSHA requi'rements. * Schedule and pe'rform asbestos and/or lead abatement using ce'rtified pe'rsonnel and EPA-compltant disposal methods.
* Execute systematic st'ructu'ral demolition with an emphasis on minimizing dust, noise, and impact to the su'r'rounding community. * Recycle and salvage materials to the g'reatest extent possible to suppo'rt the City's envi'ronmental goals.
ii Finalize site wo'rk th'rough deb'ris 'removal,
cont'rol installation to leave the site clean
backfill, q'rading, and e'rosion
and stabilized.
4 City Council 20 – 28 4/15/2025
SUGGESTIONS OR SPECIAL CONCERNS
Community sensitivtty- We p'ropose includtng neighbo'rhood awa'reness practices such as doo'r-hange'r notxces or direct communtcatton p'rto'r to high-tmpact acttvittes
Rapxd 'response- We are prepa'red to 'respond to u'rgent o'r eme'rgency demolition needs w'ithtn 24-48 hours of nottce wtth fxeld c'rews on standby Coo'rdtnat'ion with utilities and Ctty agencies We take tnittattve tn handlxng disconnect ve'rtftcattons and clearance f'rom uttltty p'rovtde'rs to avotd p'ro)ect delays
DELIVERABLES AND IMPLEMENTATION PLAN
P're-const'ructton safety and 'regulato'ry compl"iance plan Asbestos/lead abatement completton documents and thx'rd-pa'rty clearance 'repo'rts
Daily safety logs and job p'rog'ress 'reports
Disposal mantfests and 'recyclxng summata'tes
Stte photos before du'rxng and afte'r demolxtton
P'ro)ect close-out package with all suppo'rting documentatton Implementatton Ttmelxne
Day O-5 Pe'rmttttng notifications utxl"ity d'isconnectton coo'rd'inatton Day 6-25 Asbestos/lead abatement thi'rd pa'rty test"ing and clea'rance Day 26-35 Demolttton salvage mate'rtal seg'regation and 'recycl'ing Day 36-45 Ftnal gradtng e'roston cont'rol and sxte cleanup Note Ttmeltne may va'ry depending on sxte spectftc condtttons and scope Assumptions and Exclustons
No exclustons a're assumed Scope tncludes complete demolttxon abatement dtsposal and resto'ratton services as requested
Unfo'reseen conditions such as unde'rg'round sto'rage tanks sotl contam'cnatton o'r structu'ral anomaltes will be promptly 'reported and managed pe'r Ctty di'rectton
5 City Council 20 – 29 4/15/2025
REIEVANT PROJECT EXPERIENCE
Ove'r the yea'rs SOCAL REMOVAL has have successfully completed a multiple public agency demolitton p'ro)ects tncludtng
Boyle Hetghts CA $195 eieiO (2)O - Eme'rgency demolttton of unsafe st'ructu'res and tanks
Rtve'rstde County TLMA/Code Enfo'rcement $18 8% OO+ encampment 'removals and stte cleartng
Laguna Ntguel CA for OCTA $395 OOO (%) - Highway co'r'rtdor demolttxon prol ects
COST PROPOSAL
Ou'r p'rxctng ts based on a ftxed-fee st'ructu're for demolttton se'rvtces tncludtng
-All labo'r permtts engtnee'rxng planning travel 'related expenses suppl"ces hauling disposal admtntst'rat'con tnctdental fees tnsu'rance admtntst'rat'ion f're'ight pa'rktng costs included
Mobtltzatton and stte p'repa'ratton
Demolitton and mate'rtal 'removal
Envt'ronmental compltance and disposal costs
Site 'restoratton and grading
HOURLY FEE BREAKDOWN
-Prtnctpal in Charge $33(!) DO hourly
-P'rolect Manage'r $235 OO hou'rly
-Skilled P'rofesstonal Labo'r $2(!)5 (ZiO hourly
6 City Council 20 – 30 4/15/2025
CITY OF SANTA ANA
Contractor is responsible for demolishing all improvements, including: 4" thick concrete slab foundation and footings to a depth of 3', and all surrounding landscaping. Contractor is also responsible for clearing the site, grading the parcel for drainage, capping all sewer lines, and compacting to 90% density. Erosion control to include importing and exporting fill dirt as needed, installing straw waddles around site perimeter, topping site with 1" base course to prevent wind erosion, and installing rumble plates for the duration of the demolition.
Price provided below shall be based solely on the information provided hereon and shall be an allinclusive price and shall include all items listed and cover all items or work identified above and Appendix - Attachment 4 to deliver a clear site with no remaining improvements.
Company Name: ABAJIAN ENTERPRISE
1301 W 1 lfh Street, Santa Ana, CA
Item Description Cost
Permitting
$
1 ,200.00
Engineering
$
2,200.00
Site Fencing for Duration of Demolition
$
6,000.00
Canopy BMP's/Erosion Control Plan
$
9,500.00
Asbestos/Hazardous Stabilization and Abatement
(on a separate sheet, provide a detail cost for this
lump sum amount)
$
38,000.00
Universal Waste Disposal
$
650.00
Interior Demolition
$
500.00
Exterior Wall/Building/Foundation Demolition
$
39,500.00
Sitework Demolition
$
5,000.00
Landscape and Trees Removal and Clearing
$
7,000.00
Vermin Abatement (Assume present)
$
500.00
Bee Colony Abatement (Assume present)
$
1 ,500.00
Other (describe...)
$
Total Price
$
Il1 ,550.00
City of Santa Ana RFP No. 25-027 Page 24 of 41
City Council 7 20 – 31 4/15/2025
CITI OF SANTA ANA
I ATTACHMENTA
g _ _ _ _ -_ %-. _& _ + i I ffl I s@ a I #% s i vs s-b 6% aaii a i sz i a a i PHOHUSER-b Ottt Ilt-IGAI IUN, t't<Ot'05AL PHI(;INU
CertificaUOn-l oertify that I have read, understandand agree totheterms andconditions of this Request for Pmposals. I han examined the Scope or Services (Exhibn1)and am qualified to provide services being requested as specified herein. I understand and agree that I am responsible Tor reporting any ermrs. omissions or disaepancies to the City for clarification prior to the submission of my proposal.
PROPOSER'S STATEMENT: I have read, understr>od and agree to the terms and conditions on al( pages of the Request for Proposals. Upon request, I mll transfer and deliver goods or services to the City in amrdance with said terms and CONDITIONS.
AB/UIAN ENTERPRISE
LEGAL NAME OF COMPANY
PHONE: 949-446-0000
FAX: 714-242-6767
PHONE AND FAX NUMBERS
'1640 E. EDtNGER AVE #C SANTA ANA, CA 92705.
BUSINESS ADDRESS
ANDRE ABAJIAN
PRINTED NAME OF AUTHORIZED AGENT
PRESIDENT
TITLE
5/ii/sr
DATE
[email protected]
E-MAIL ADDRESS
36-4608942 980451
FEDEFla ID NUMBER (IF APPLICABLE) CONTRACTOR LICENSE NUMBER (IFAPPLICABLE)
374541
ClTY OF SANTA ANA EltJ3JNESS LICENSE NUMBER """-
(FaLEA.SE PROVIDEIFAVAILABLE,BUT NOTREQUIREDUNTILAND IFAN AWARD /S MADE TOPROPOSER.) PROPOS::l?'TDO"N;'rCeTH':e '::Of;EE:D(';";;Qg € '?;:;'t;:4JI! City of SantaAm RFP No 25 027
8 Page:taofzl
City Council 20 – 32 4/15/2025
CITY OF 8ANTA ANA
Listandd*smbeif(y thecontractsperformedbyyourfirmwhichdemonstrateyourability to pro<tide the eupplm.@QUipnlOnt Or8erViCe8inC)udedIntt108COpeOftheproposalspeclflcatlons.A,%%8r,8pddqj@y)pi ff ('@i(J. The City reservesthe rlghtto contacteach of the references listed for addnk:+nal information regamingyour firin's quallficatlons.
REFE:RENCE
cuiornerxame:OCTA
ORANGE, CA 92868
CaitAmount: $395,000.00
Contact Individual: BILLMOCK
Phone Number (949)413-2929
EMAIL: [email protected]
Year: 2024
REFERENCE
Customer Name: RtVERSlDE COUNTY
Address:APN: 383-'130-001
LAKE ELSINORE, CA,
Contact individual: SHANE HIDEY
Phone Number- 951'o955-4785
EMAIL: [email protected]
Year: 2024
Cityof8sntaAna I<Pi}No.25-027 Paga34of41
9 City Council 20 – 33 4/15/2025
CITY OF SANTA ANA
*Ag.su:.tyt=c
ppoP5senis'ffiYAruMehar
Proposer understands and agrees that this written RFP (or any part thereof specffically desk)hated and ampted by the City of Santa Ana, hereinafier Clty) shall constitute the entire agreement between proposer and the City only after it has been accepted by the City Council, endorsed by the Clerk of the Council with her s$natureandofficialseal notinghereon the actionof approval ofthe Council, signedby the Exeotive Diredor or his duty authorized agent, and signed by the City Attorney, denoting his approval ofthe form of this domment, and usexecution, and when it or an exact copy ofit has been either delivered to proposer or deposRed wnhthe Llntted States Postal Service properiy addressed to the proposermth the oorredt postage affixed thereto.
Proposer furtheragrees that upon delivery (as defined above) ofthe accepted agreement he/she will furnish City all required bonds and certificate of liability insurance mthin ten (10) days (excluding Saturdays, Sundaysand City's legal holidays), or the funds, check, draft, or proposer's bond substituted in lieu thereof azmpany?ng this proposal shall become the property of the City and shall be considered as payment of damagesdue to thedelay and othercauses suffered by City because ofthe failure tofurnish the necessary bonds and bemuse it is distindly agreed that the proof of damages actually suffered by City is difficu(t to asoertain;otherwisesaid funds, check drafts, or proposer's bond substituted in lieu thereof shall be returned tothe unders$ned.
Proposer understands that a proposal is requlred for the entire work, that the estimated quantffies set forth in the RFP schedule are solely for the purpose of comparing proposals, and that final compensation under the mntrad mll be based upon the adual quantities of work satisfadorily completed.
All terms contained in the specifications, the certification of nondiscrimination by contractors, and the required insurance >rUficates are to be incorporated by reference into this agreement and are made specfflailiy as part of this RFP.
j,,ABAJIAN ENTERPRISE
T, PRESIDENT
Date
TH18 FORM MUST BE COMPLETED AND fNCLUDED WITH THE PROPOSAL.
PROPO8AL8 THAT DO NOT CONTAIN THI$ FORM WILL BE CON81DERED NONRESPONSIVE.
Cdy of Santa Aria llFP No 25027 Paga35of41
10 City Council 20 – 34 4/15/2025
CITY OF SANTA ANA
A"i'TAOHMENT D
NON.COLLUSION APFiDAVlT
(Tube23 Uriited States Code Section 112 and Public Contract Code Section 7106) To the CITY OF SANTA ANA
Inamrdanoe mth Titm23 United States Code Section 112 and Public Contract Code 7')06 the proposer dealareS that the proposal iS net made in the intereSt Of, Or On behalf Of, any undi8Cl08ed perSOn, partnership, (,mpany, association, organization, Or corporation; that the proposal is genuine and not mllusive or sham; thatthe proposer has not directly or indirectly induced or solicited any other proposer to put in a fa)se or sham proposal, and has not directly or indirectly colluded, conspired, connived or agreed with any proposer or anyone else to put in a sham proposal, or that anyone shall refrain from bidding; that the proposer has not in any manner, directly or indirectly, sought by agreement, oommunication,or conference with anyone to fix the proposal price of the proposer or any proposer, or to % any overhead, profit, Or cost element of the proposal price, Or of that of any other prOpOSer, Or to secure any advantage against the public body awarding the contract of anyone interested in the prpposedcontract;that all statements contained in the proposal are true; and, further, that the proposer has not, diredly or i@airect(y,submRtedhis or her proposal prioe or any breakdown thereof, or the oontentsthereof, or divulged informationor data relative thereto, or paid, and will not pay, any fee to any oorporgtion,partnership, companyassociation,organization, bid depository, or to any member or agent tfareof to effectuate a collusive or sham proposal.
Note: The above non-collusion affidavit is part of the proposal. Signing this proposal on the signature portin thereof shall also constitutesignature of this non-collusion affidavit. Proposers are cautioned that mmng a false certification may subject the certifier to criminal prosecution.
Subsmbed and swom to (or affirmed)before meonthi day of , 20 , by Wll, 4t 0, ,ore me. , proved tomeonthebasis ofsatisfactory evidence tobetheperson(s) Notary Publm Signature
D(14' as"W"rX'ice(l:":N"alcTslRtS
,,C""a
Notary Public Seal
THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL.
PROPOSALSTHAT DO NOT CONTAIN TH18 FORM WILL BE CONSIDERED NONRESPONSIVE.
C%drmbJ4rb RFP No. 25-027 PaHe36of4i
11 City Council 20 – 35 4/15/2025
notary public or other orflcer completing this
a cate verifies on(y the identlty of the IndMdual
o signed the document to which this certificate
is attached, and not the truthfulness, accuracy, or
a ' of that document.
cStoauten,ofoCfThraiah
Subscribedandswornto(oraffirmed) before me p,nthis
proved to me on the basis of satisfactory evidence to be the person(s) who appeared before me.
(/l
MYCOMM,EXP.DEC26.2C28
(S'e'al5"
City Council 20 – 36 4/15/2025
CITY OF SANTA ANA
Theprospediveparticipantcertifies,by signingandsubmittingthis bidor proposal,to the bestof his or her knomedgeand belief, that:
(j ) NoFederalappropriatedfunds have been paid or will be paid, by or on behalf of the undersigned, tO any personfar influencing Or attempting tO influence an OffiCer Or employee Of any Federal agenq, a Memberof Congress, an officer oremployee ofCongress, or an employee ofa Member of Congressin 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 cooperativeagreement.
(2) If any fundsotherthan Federal appropriated funds have been paid or will be paid to any person forinfluencingor attempting to influence an officeror employee of any Federal agency, a Member of Congress,an officer or employee of Congress, or an employee of a Member of Congress in oonnectionwith this Federal contract, grant, loan, or cooperative agreement, the uridersigned shaD oomplete and submit Standard Form-LLL, "Disclosure of Lobbying Activfflies," in conformance mth its instructions.
Thiscertfficationisa materialrepresentationof factupon which reliance was placed when this transaction ws madeor entered into. Submissionof this certificationis a prerequisite for making or entering into this transactionimposedby Section1352,Title 31, u.s. Code. Any person who fails to file the required mrttfi>tion shall be subjectto a civil penaltyof not tessthan $10,000 and not more than $100,000 for each such failure.
The prospectiveparticipantalso agrees by submittinghis or her bid or proposalthat he or she shall requirethat the languageof this certificationbe includedin all lowertier subcontraCts, which exceed $100,000 and that all such subrecipients shall certify and disclose accordingly.
TitJe: PREEJDENT
Firm: ABAJIAN ENTERPRISE
Date:
TH18FORMMUSTBE COMPL.ETED AND INCLUDED WITH THE PROPOSAL.
PROPO8ALSTHATDONOT CONTAIN TH18 FORM WILL BE CON81DERED NONRESPONSIVE.
City of Santa Aria RFP No. 25-027 Page37of41
12 City Council 20 – 37 4/15/2025
Clff OF SANTA ANA
hox.oiscpiMiNAYioN ceHi'tpicqtioty
The undersigned consultant or corporate officer, duringthe performanceof thiscontract,certifiesas follows:
1. The Consultant shall not discriminate against any employeeorapplicantforemploymentbecauseof race. color. religion, sex, or national origin. The Consultant shall take affirmativeactiontoensurethat applicants are employed, and that employees are treatedduring employmentwithout,regardtotheir race, color, religion, sex. or national origin. Such action shall include, but not be limitedto, the following: employment, upgrading, demotion, Or transfer; recruitment Or recruitmentadvertising; layoff or termination; rates of pay or other forms of compensation; and selectionfortraining,including apprenticeship. The Consultant agrees to post in conspicuous places, availableto employeesand applicants foremployment, noticesto be provided setting forth the provisionsofthisnondiscrimination clause.
2. The Consultant shall, in all solicitations or advertisements for employees placed by or on behalf of the Consultant, state that all qualified applicants will receive consideration for employment without regard to race, mlor, religion, sex, or national origin.
3. The Consultant shall send to each labor union or representative of workers with which he/she has a mllective bargaining agreement or other contract or understanding, a noticeto be provided advising the said labor union or workers' representatives of the Consultant'scommitmentsunder this section, and shall post copies of the notice in conspicuous places available to employeesand applicants for employment.
4. The Consultant shall comply with-all provisions of Executive Order 51246 of September 24, 1965, and of the rules, regulations, and relevant orders of the Secretary of Labor.
5. The Consultant shall furnish all information and reports required by Executive Order 11246 of September 24, 1965, and by rules, regulations,and orders of the Secretary of Labor, or pursuant thereto, and will permitaccess to his/herbooks,records,andaccountsby the administering agency and the Secretary of Labor for purposesof investigation,to ascertain compliance with such rules, regulations, and orders.
6 IntheeventoftheConsultant'snon-compliancewiththenondiscriminationclausesofthiscontractor with any of the said rules, regulations, or orders, the contract may be canceled, termlnated, or suspended in whole or in part and the Consu!tantmay bedeclaredineligiblefor further Government contracts or federally assisted constructioncontracts in accordance with procedures authorhed in Execution Order 11246 of September 24, 1965, and such other sanctlons may be imposed and remedies invoked as provided in Executive Order 11246 of September 24, 1965, or by rule, regulations, or order ofthe Secretaryof Labor,or as otherwiseprovidedby law.
7. The Consultant shall Include the portion of the sentence Immediatelypreceding paragraph (1) and the provisions of paragraphs (l)through (7) in every subcontraat or purchase order unlessexempted by rules, regulatlons, or orders of the Secretary of Labor Issued pursuantto Sectlon204 of Executive Order 11246 of September 24, 1965, so that such provisions will be binding uponeach subcontract City of Santa Aria HFP No. 25 027 Pagtt38of41
13 City Council 20 – 38 4/15/2025
CITY OF SANTA ANA
or purchase order as the administering agency may direct as means of enforcing such provisions, including sanctions for noncompliance; provided, however, that in the event the Consultant becomes invo!ved in, or is threatened with, litigation with a subconsultant or vendor as a result of such direction by the administering agency, the Consultant may request that the United States enter into such litigation to protect the interests of the United States.
8. Pursuant to California Labor Code Section 1735, as added by Chapter 843 Stats. 1939, and as amended, nO discrimination shall be made in the employment of persons upon public works because of race, religious creed, color, national origin, ancestry, physical handicaps, mental condition, marita) status, or sex of such persons, except as provided in Section 1420, and any consultant of public works violating this Section is subject to all the penalties imposed for a violation of the Chapter.
Signed: AM
Title:
Firm:
PRESIDENT
ABAJIAN ENTERPRISE
Date:) //{/2..(
City of San(a Aria RFP No. 25D27 Page39of41
14 City Council 20 – 39 4/15/2025
CITI OF SANTA ANA
ATTACHMENT G
SUBCONTRAC2TOR DESIGNATION FORM
Bidder acknowledges and agrees that under Public Comract Code section 4100, et seq., it must dearly set forih below the name and location of each subcontractor who will perform work or labor or render service to the bidder in Or abOlJt the WOrk in an amount in eXCeB80f one-halfofone percent (0.5%) Of b1dder'StO!al bid and the kind Of work that each will perform. Furthermore, bidder acknowledges and agrees that under Public Contract Code sedion 4100, et seq., if bidder fails to list as to any portion of work, or If bidder lists more than one subcontraetOr tO ZrfOm the same portion ofwork (i.e. bidder must indicate what portion of the work each subconirador will perform), bidder must pefflorm that portion itself or be subjected to penalty under applicable law.
If alternate bids are called for and bidder intends to use subcontractors &fferent from or in addition to those subcontractors listed for work under the base bid, bidder must list subcontradors that will perform work in an amount in excess of one half of one percent (0.5%) of bidder's total bid, including alternates.
In case more than one subcontractor is named for the same kind of work, the Contrador is to state the portion of work that eadi subcontractor will peform. Bidders or suppliers of materials only do not need to be listed. If further spa> is required for the list of proposed subcontractors, additional sheets showing t)aierequired information, as indicated below, shall be attached hereto and made a part of this document.
Listed below is the name of each subcontractor that will perform work, labor, or render services to the undersigned related to the work of this project. This is to include any subcontractor that will specially fabricate and install a portion of work arding to detailed drawings contained in the plans and specifications in the amount greater than one half of one percent (.05%) of the contractors total bid. Additional sheets may be attached if needed.
Subcontractor Name: Location:
CORONEL DEMOLITION INC
Portion of Work/Trade:
ASBESTOS ABATEMENT
Contractor' SLICen8e Number 882694
SubcontractorName: Location:
RIVERSIDE, CA.
Bid Amount
DIRRegaistrataionNo.toooosgsea
Portion of Work/Trade: Bid Amount:
Contractor's Lioense No: DIR Registration No:
i : Contractor will not be subcontracting any portion of work.
I- PRopos::":DOU:oT'faBc%oo"A:N"'?l'Ei8oFOoll'Wffl::::Do"'N"!':('::
City of Sanla Ans RFP No. 25-027 Page40of41
15 City Council 20 – 40 4/15/2025
CITY OF SANTA ANA
AiTACHMENT H
CARB FLEET COMPLIANCE CERTIFICATION
Bidder hereby acknomedges that they have reviewed the California Air Resources Board's policies, rules and regvtsmris and are familiar with the requirements of Title 13, California Code of Regulations, Division 3, Chapter 9, eite m January 1. 2024 (the 'Regulatiori'). Bidder hereby certifies, subject to penalty for perjury, that the option &6'aketj belOiVrelating tO the Bidder'S fleet, andjOr that Of their 8ubCOntraCtOr(1)('Fk)et') i8 trlle and COrreCt:
The Fleet is subject to the requirements of the Regulation, and the appropriate Certificate(s) of Reported Compliance have been attached hereto.
The Fleet is exempt fmm the Regulation under section 2449.1(f)(2), and a slgned description of the subject whides, and reasoning for exemption has been attached hereto.
I Bidder and/or their subcontractor is unabte to procure R99 or RjOO renewable diesel fuel as denned in the Regulation pursuant to section 2449.1 (f)(3). Bidder shall keep detailed records describing the normal refueling METHODS,their attempts to procure renewable diesel fuel and proof that shows they were not able to procure renewab)e diesel (i.e. third-party correspondence or vendor bids).
I The Fleet is exempt fom the requirements of the Regulation pursuant to section 2449(i%4) because this Pmject has been deemed an Emergene,y, as defined under section 2449(c%18). Bidder shall only operate the exempted vehicles in the emergency situation and records of the exempted vehicles must be maintained, pursuant to section 2449(i%4).
% The Fleetdoesnot fall underthe Regulationor are otherwiseexemptedanda detai(edreasoningis attached hereto.
ABAJIAN ENTERPRISE
Bidder's Company Name (please print or type)
iignatureofBidder X
ANDRE ABAJIAN
Print Name
PRESfDENT
TiUe
260183
DOORS 10
THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL.
PROPOSALS THAT DO NOT CONTAIN THIS FORM WILI BE CONSIDERED NONRESPONSIVE. I City of Santa Ana RFP No. 25027 Pago41of41
16 City Council 20 – 41 4/15/2025
Truck Regulation Upload Compliance and Reporting System (TRUCRS) 1/18/25, 7:01 AM TRUCRS
Welcome to the Truck Regulation Upload Compliance and Reporting System (TRUCRS) TRUCRSID: 26 €)183 - ABAJIANENTERPRISE
Account Home Message Center Company Info Vehicle Info Compliance Status Hi ANDRE
Log Out
Entity Information
Owner:
Name:
Contact Email:
Entity Type
Compliance Type
Account Created:
ABAJIAN ENTERPRISE
ABAJIAN ENTERPRISE
Corporation (for-profit)
Truck and Bus
TRUCRS 10: 26(Y83
SelfGroup
20: 5 General Fleet End Compliance Information (If you have not specified a body type for all vehicles in your fleet these numbers will not be accurate.l
Fleet Information
You do not have a certificate from last year.
2024 Compliance Status
2025 Compliance Status Single 260183
2025 Compliance Status Fleet
Fleet Information
If you have questions, please contact ARB Diesel Hotline at 866-6DIESEL (866-634-3735) or e-mail [email protected] https://ssl.arb.ca.gov/trucrsreporting/complianceinfo.php 17
City Council 20 – 42 4/15/2025
SOCAL SOCAL REMOVAL / License No.: 980451
R E M O Vif, I 91464904E46aSoi oEodoing eAr xAov:%u oe#SCOCiASLaRnEiaMAonVaA, CLaCl!fOO vrn!a9S2o7 CO5AL REMoVAL Co M RECIPIENT:
CITY OF SANTA ANA
20 CMC CENTER PLAZA
SANT A ANA, CA 92701
Phone: 71 4-667-2701
SERVICE ADDFIESS:
128 East Warner Avenue
Santa Ana, California 92707
Quote #216
Sent on 03/11 /2025
Total $38,150.00
Product/Service Description Qty. UnitPrice Total
ASBESTOS ABATEMENT
for 128 EAST WARNER
AVE
AQMD Rule 1403 mandates asbestos abatement
in accordance with the findings or the sample
provided asbestos report.
1. GREEN SHEET ASBESTOS FLOOR
COVERING ABATEMENT KITCHEN AND
BEDROOM 2 APPROXIMATELY 515 SQFT
TOT AL: $7,500.00
2.BLACK WALL MASTIC 10 SQFT TOT AL
COST: $850.00
1 $8,350.00 $8,350.00
Total
INCLUDES ALL LABOR, MATERIALS, PERMITS, SUPPLIES, ADMINISTRATION, INSURANCE. RESPONSE ABATEMENT QUOTE FOR RFP 25-027. Incorporate this document to (Section G - Fee Proposal). 18 City Council 20 – 43 4/15/2025
STATEOFCALFORNIA
-3. CONTRACTORS STATE LICENSE BOARD
PursuanttoChapter9ofDivision3oftheBusinessand Professions Code andtheRulesandRegulationsoftheContractorsState License Board, theRegistrarofContractorsdoeshereby issue this license to:
Michael Mark, Board Chair
This license is the property oftha Registrar of Contractors, is nottransfarable, and shall be rehirned to the Registrar upon demand when suspended, revoked, or invalidated
for any reason. It beconies void if not renewed.
David R. Fogt, Registrar of Contractors
13L-24 (REV 10/17)
19 8ospi>iiaaas
AUDIT NO ?8aJll3
City Council 20 – 44 4/15/2025
STATE OF CALIFO R NIA
Ai
H3, CONTRACTORS STATE LICENSE BOARD
PursuanttoChapter9ofDivision3ofthe BusinessandProfessions Code andtheRulesandRegulationsoftheContractorsStateLicense Board, theRegistrarofContractorsdoesherebyissue thislicense to:
ABAJIAN ENTERPRISE
dba SOCA[ REMOVAL
License Number 980451
toengageinthebusinessoractinthecapacityofa contractorinthefollowingclassifications:
A-GENERAL ENGINEERING
August 16, 2024
Michael Mark, Board Chair
Issued January 17, 2013
This license is the property of the Registrar of Contractors, is nottransferab(e, and shall be returned tothe Registrar upon demand when suspended, revoked, orinvalidated
for any reason. It becomes void if not renewed.
David R. Fogt, Registrar of Contractors
t31-24(REVWIT)
20 9oapiyiame
Ml0ffe?m14
City Council 20 – 45 4/15/2025
RELEVANT PROJECT EXPERIENCE:
Ove'r the yea'rs SOCAL REMOVAL has have successfully completed a multiple public agency demolition p'rojects, including:
- Boyle Heights, CA $195,2)%.G!)(!) - Eme'rgency demolition of unsafe st'ructu'res and tanks.
- Rive'rside County TLMA/Code Enfo'rcement $18,E32)OJ%!)+ encampment 'removals and site clearing.
Laguna Niguel, CA fo'r OCTA $395,O(?iO.O3 - Highway co'r'rido'r demolition p'rojects.
COST PROPOSAL:
Our p'ricing is based on a fixed-fee st'ructu're for demolition se'rvices, including :
-All labor, pe'rmits, enginee'ring, planning, t'ravel related expenses, supplies, hauling, disposal, administ'ration, incidental fees, insu'rance, administ'ration, f'reight, parking costs included.
- Mobilization and site p'repa'ration.
- Demolition and mate'rial 'removal.
- Envi'ronmental compliance and disposal costs.
- Site 'resto'ration and g'rading.
HOURLY FEE BREAKDOWN:
-P'rincipal in Cha'r@e: $32)e.OO hou'rly
-P'roject Manage'r: $235.OO hou'rly
-Skilled P'rofessional Labo'r: $2215.(!)(!) hou'rly
6 City Council 20 – 46 4/15/2025
EXHIBIT 2
AGREEMENT WITH INTEGRATED DEMOLITION AND REMEDIATION, INC.,
TO PROVIDE CITY-WIDE ON-CALL DEMOLITION SERVICES
FOR THE CITY OF SANTA ANA
THIS AGREEMENT is made and entered into on this 15th day of April, 2025 by and between Integrated Demolition and Remediation, Inc., a California corporation (“Contractor”), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California (“City”).
RECITALS
A.
B.
C.
On February 21, 2025, the City issued Request for Proposal No. 25-027, by which it sought a qualified contractor to provide on-call demolition services for the City’s Planning and Building Agency for City-wide nuisance abatement.
Contractor submitted a responsive proposal that was among those selected by the City. Contractor represents that it is able and willing to provide the services described in the scope of work that was included in RFP No. 25-027.
In undertaking the performance of this Agreement, Contractor represents that it is knowledgeable in its field and that any services performed by Contractor under this Agreement will be performed in compliance with such standards as may reasonably be expected from a professional consulting firm in the field.
NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the terms and conditions hereinafter set forth, the parties agree as follows:
1. SCOPE OF SERVICES
a. On an on-call basis, and at the City’s sole discretion, Contractor shall perform the services described in the scope of work that was included in RFP No. 25-027, which is attached as Exhibit A, and as more specifically delineated in Contractor’s proposal, which is attached as Exhibit B and incorporated in full.
b. Contractor shall provide advance written notice of the scheduled demolition to all property owners, tenants, and businesses located near or adjacent, as defined below, to the demolition site.
(1) For the purposes of this Agreement, “near or adjacent” shall mean properties and tenant suites located on properties abutting the subject demolition site, next to the property, and directly across a roadway or alley.
(2) Such notice shall be issued as follows:
i. 10-Day Notification. A written notice shall be provided no less than 10 calendar days prior to the commencement of demolition activities. This notice City Council 20 – 47 4/15/2025
shall include:
(a). The address of the property to be demolished.
(b).The anticipated start and end dates for the demolition work. (c). A description of potential impacts, such as noise, dust, or road closures, along with mitigation measures.
(d).Contact information for the Contractor and the City of Santa Ana Code Enforcement Division.
ii. 3-Day Notification. A follow-up written notice shall be issued no less than three (3) calendar days prior to the commencement of demolition activities.
This notice shall reiterate the details provided in the 10-Day Notification and confirm any updates to the schedule or project details. (3)
(4)
All notifications pursuant to this Agreement must be delivered through methods reasonably calculated to ensure receipt, including direct mail, hand delivery, door hangers, or other communication methods agreed and approved, in a signed writing, by the Executive Director of the Planning and Building Agency, or their designee. The Contractor shall maintain records of all notifications and provide copies to the City upon request.
Signage must comply with the following:
i. Temporary signage must be posted if street closure and any public right of way will be affected. Temporary signage shall consist of parking signs, directional signs, or other traffic control signs, and be installed ten (10) days before the commencement of demolition activities.
ii. All temporary signs must be reviewed and approved, in a signed writing, by the Executive Director of the Public Works Agency or their designee prior to posting. Failure to comply with these notifications requirements may result in termination and any cost recovery to complete the demolition project.
2. COMPENSATION
a. City neither warrants nor guarantees any minimum or maximum compensation to Contractor under this Agreement. Contractor shall be paid only for actual services performed under this Agreement at the rates and charges identified in Exhibit B. Contractor is one of four (4) contractors selected to provide demolition services on an on-call basis under RFP No. 25-027.
The total compensation for these services provided by all such contractors selected under RFP 25-027 shall not exceed the shared aggregate amount of Six Hundred Thousand Dollars and Zero Cents ($600,000) during the term of the Agreement, including any extension periods.
City Council 20 – 48 4/15/2025
b. Payment by City shall be made at net thirty (30) days following completion of the demolition project, subject to City accounting procedures. City and Contractor agree that all payments due and owing under this Agreement shall be made through Automated Clearing House (ACH) transfers. Contractor agrees to execute the City’s standard ACH Vendor Payment Authorization and provide required documentation. Upon verification of the data provided, the City will be authorized to deposit payments directly into Contractor’s account(s) with financial institutions.
c. Payment need not be made for work which fails to meet the standards of performance set forth in the Recitals which may reasonably be expected by City.
3. TERM
This Agreement shall commence on the date first written above for a three (3) year term, with the option for the City to grant up to two (2) one-year renewals, exercisable by a writing by the City Manager and the City Attorney, unless terminated earlier in accordance with Section 16, below.
4. PREVAILING WAGES
Contractor is aware of the requirements of California Labor Code Section 1720, et seq., and 1770, et seq., as well as California Code of Regulations, Title 8, Section 16000, et seq., (“Prevailing Wage Laws”), which require the payment of prevailing wage rates and the performance of other requirements on “public works” and “maintenance” projects. If the services being performed are part of an applicable “public works” or “maintenance” project, as defined by the Prevailing Wage Laws, and the total compensation is $1,000 or more, Contractor agrees to fully comply with such Prevailing Wage Laws.
Contractor shall defend, indemnify and hold the City, its elected officials, officers, employees and agents free and harmless from any claim or liability arising out of any failure or alleged failure to comply with the Prevailing Wage Laws.
5. INDEPENDENT CONTRACTOR
Contractor 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 Contractor performs the services which are the subject matter of this Agreement; however, the services to be provided by Contractor shall be provided in a manner consistent with all applicable standards and regulations governing such services. Contractor 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.
6. OWNERSHIP OF MATERIALS
This Agreement creates a non-exclusive and perpetual license for City to copy, use, modify, reuse, or sublicense any and all copyrights, designs, and other intellectual property embodied in plans, specifications, studies, drawings, estimates, and other documents or works of authorship fixed in any tangible medium of expression, including but not limited to, physical drawings or data magnetically or City Council 20 – 49 4/15/2025
otherwise recorded on computer diskettes, which are prepared or caused to be prepared by Contractor under this Agreement (“Documents & Data”). Contractor shall require all subcontractors to agree in writing that City is granted a non-exclusive and perpetual license for any Documents & Data the subcontractor prepares under this Agreement. Contractor represents and warrants that Contractor has the legal right to license any and all Documents & Data. Contractor makes no such representation and warranty in regard to Documents & Data which were provided to Contractor by the City. City shall not be limited in 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
Prior to undertaking performance of work under this Agreement, Contractor shall maintain and shall require its subcontractors, if any, to obtain and maintain insurance as described below:
a. Minimum Scope and Limit of Insurance
1. Commercial General Liability (CGL). Insurance Services Office (“ISO”) 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 $2,000,000 per occurrence and $4,000,000 aggregate. Umbrella and excess insurance policies can be used to meet the required limits.
2. Automobile Liability (AL). ISO Form CA 00 01 covering Code 1 (any auto), with combined single limits of $2,000,000.
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, per employee, per policy for bodily injury or disease.
4. Pollution Legal Liability and/or Error and Omissions (PLL). With limits no less than $1,000,000 per occurrence or claim, and $2,000,000 policy aggregate.
5. Professional Liability Insurance (Errors & Omissions). With limits no less than $1,000,000 per occurrence or claim, and $2,000,000 aggregate.
6. Broader Coverage. These insurance requirements shall not in any way act to reduce coverage that is broader or includes higher limits than the minimums shown above. If the Contractor 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 Contractor. 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
City Council 20 – 50 4/15/2025
The above required insurance policies are to contain or be endorsed to contain the following provisions:
1. Additional Insured Status. The City, its City Council, its officers, officials, employees, agents, and volunteers are to be covered as additional insureds on the CGL and AL policies with respect to liability arising out of work or operations performed by or on behalf of the Contractor including materials, parts, or equipment furnished in connection with such work or operations. Additional insured status can be provided in the form of an endorsement to Contractor’s insurance.
2. Waiver of Subrogation. Contractor shall require its insurance company(ies) to waive all rights of subrogation against City of Santa Ana, its City Council, its officers, officials, employees, agents, and volunteers for losses paid under the terms of any policy which arise from performed by Contractor for City. Contractor agrees to obtain any endorsement(s) that may be necessary to affect this waiver of subrogation, but this provision applies regardless of whether or not City has received a waiver of subrogation endorsement from any insurer(s).
3. Primary Coverage. For any claims related to this contract, the Contractor’s insurance coverage shall be primary and any insurance or self-insurance maintained by City, its City Council, its officers, officials, employees, or volunteers shall be excess of the Contractor’s insurance and shall not contribute with it.
4. Severability. A severability of interest provision must apply for all the additional insureds, ensuring that Contractor’s insurance shall apply separately to each insured against whom a claim is made or suit is brought, except with respect to the insurer’s limits of liability.
5. Notice of Cancellation. Insurance policy(ies) herein shall provide that coverage shall not be canceled, suspended, voided, reduced in coverage or in limits, non-renewed by the carrier, or materially changed except after thirty (30) days prior written notice has been given to City. Ten (10) days prior written notice shall be provided to City for policy cancellation or non-renewal due to non-payment.
6. Certificate Holder. The Certificate Holder on each Evidence of the Insurance certificate shall be: City of Santa Ana, Attn: (name of department staff responsible for Agreement), 20 Civic Center Plaza M-XX (responsible staff’s department mail box), Santa Ana, CA 92701.
c. Self-Insured Retentions. Self-insured retentions must be declared to and approved by the City. City may require Contractor 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.
d. 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.
City Council 20 – 51 4/15/2025
e. Verification of Coverage. Contractor shall furnish the City with original Certificates of Insurance including all required amendatory endorsements (or copies of the applicable policy language effecting coverage required by this clause). A statement on a Certificate(s)/Evidence of insurance will not be accepted in lieu of the actual endorsements required herein. However, failure to obtain the required documents prior to the work beginning shall not waive the Contractor’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. f. Claims Made Policies. If any of the required policies provide coverage on a claims-made form:
1. The retroactive date must be shown and must be before the execution date of the Agreement.
2. Insurance must be maintained and evidence of insurance must be provided for at least five (5) years after completion of work.
3. If coverage is cancelled or non-renewed, and not replaced with another claims-made policy form with a retroactive date prior to the contract effective date, Contractor must purchase “extended reporting” coverage for a minimum of five (5) years after completion of work.
4. A copy of the claims reporting requirements must be submitted to City. g. Subcontractors. Contractor shall require and verify that all subcontractors maintain insurance meeting all the requirements statement herein, and Contractor shall ensure that City is an additional insured on insurance required from subcontractors. For CGL coverage, sub-contractors shall provide coverage with a form at least as broad as CG 20 38 04 13.
h.
i.
Failure to Maintain Insurance Coverage. If Contractor, for any reason, fails to maintain insurance coverage which is required pursuant to this Agreement, the same shall be deemed a material breach of the Agreement. City at its sole option, may terminate this Agreement at any time and obtain damages from Contractor resulting from said breach.
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
Contractor 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, City Council 20 – 52 4/15/2025
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 Contractor, 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 Contractor 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 Contractor’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 Contractor.
9. INTELLECTUAL PROPERTY INDEMNIFICATION
Contractor 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 Contractor to the City pursuant to this Agreement.
10. RECORDS
Contractor shall keep records and invoices in connection with the work to be performed under this Agreement. Contractor 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 Contractor under this Agreement. All such records and invoices shall be clearly identifiable. Contractor 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. Contractor 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 Contractor under this Agreement.
11. CONFIDENTIALITY
If Contractor receives from the City information which due to the nature of such information is reasonably understood to be confidential and/or proprietary, Contractor 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 City Council 20 – 53 4/15/2025
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 Contractor disclosed in a publicly available source; (c) is in rightful possession of the Contractor without an obligation of confidentiality; (d) is required to be disclosed by operation of law; or (e) is independently developed by the Contractor without reference to information disclosed by the City.
12. CONFLICT OF INTEREST CLAUSE
Contractor 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
Contractor shall not discriminate because of race, color, creed, religion, sex, marital status, 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. Contractor 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 Contractor, 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 Contractor. 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 Contractor 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 Contractor, Contractor 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 contractors retained by City.
16. TERMINATION
This Agreement may be terminated by the City upon thirty (30) days written notice of termination.
City Council 20 – 54 4/15/2025
In such event, Contractor shall be entitled to receive and the City shall pay Contractor compensation for all services performed by Contractor 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 Contractor 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 Contractor 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.
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
Contractor 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. Contractor 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. 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.
City Council 20 – 55 4/15/2025
21. 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
With courtesy copies to:
Executive Director, Planning and Building Agency
City of Santa Ana
20 Civic Center Plaza (M-20)
P.O. Box 1988
Santa Ana, California 92702
Fax: 714-647-5635
To Contractor:
Integrated Demolition and Remediation, Inc.
Attn: Shrenik Vora, President
421 E. Cerritos Avenue
Anaheim, CA 92805
Fax: 714-709-4729
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.
[signature page follows]
City Council 20 – 56 4/15/2025
City Council 20 – 57 4/15/2025
EXHIBIT A
Scope of Services
City Council 20 – 58 4/15/2025
CITY OF SANTA ANA
EXHIBIT A
SCOPE OF SERVICES
Contractor shall perform services as set forth below.
1) Contractor is responsible for the payment of all applicable permits required to conduct the below scope of services.
2) The On-Call contractor shall respond with a task order quote within five (5) working days of receiving the request for a task order quote.
3) Selection of a contractor to perform each task order shall consider past work completion performance.
A. Demolition
1) Contractor is responsible for demolishing and disposal/recycling of all improvements, including but not limited to:
a) All labor on this project
b) All debris generated on this project incluing hauling debris in a lawful manner and to the proper destination
c) Securing demo site if required
d) Foundations and footings,
e) Slabs,
f) Basement,
g) Detached garage,
h) Landscaping, shrubs, and brush
i) Fencing,
j) Walls trees and
k) All miscellaneous to clear site complete
2) Contractor is also responsible for:
a) Grading the parcel for drainage,
b) Importing and exporting fill dirt or aggregate base as needed, c) Capping all water and sewer lines, and
City of Santa Ana City Council RFP No. 25-027 20 – 59 4/15/2025 Page 20 of 41
CITY OF SANTA ANA
i) Required to cap the sewer main as close to the property line as possible.
Contractors shall ensure that all utilities are safe and secure per the utilities’ operating procedures.
d) Compacting to 100% density.
i) The property shall be flat and free of debris at the completion of the project. 3) Prior to submitting all on-call proposals, the Contractor shall visit the subject project site (including coordinating with the City for access inside the building), or from public right of way, and obtain any necessary as-builts to define an appropriate scope of work.
Photographs in lieu of a sitevisit may be acceptable for certain projects. 4) All work is to be done in accordance with all applicable federal, state and local regulations, standards and codes governing demolition and any other trade work done in conjunction with the demolition.
a) The Contractor shall supply all necessary labor, materials, services, insurance, permits, and equipment to carry out the work in accordance with all applicable federal, state, and local regulations.
5) Copies of all demolition permits, water and sewer cap inspection approval and a letter of completion should be submitted for City’s files prior to the Contractor receiving payment. 6) The Contractor at all times shall keep the Project site free from accumulation of waste materials or rubbish caused by the Contractor’s operations. 7) At the completion of each trade of the work, and at final completion prior to contractor submitting the final invoice, Contractor shall remove all waste materials, and rubbish from and about the project as well as tools, construction equipment, machinery, and surplus materials.
8) Contractor shall hand deliver a City provided work notice letter to adjacent property owners at least one week prior to the demolition work.
B. Asbestos Abatement:
1) The work described herein consists of removal and disposal of ALL asbestos containing materials (ACM-friable or nonfriable) and subsequent cleaning of the sites in accordance with all applicable federal, state and local regulations, standards and codes governing asbestos and any other trade work done in conjunction with the abatement. 2) Results of any testing that identify asbestos containing materials will be provided by the City.
3) It is the responsibility of the Contractor to determine if any additional asbestos removal is required in addition to the surveys.
4) Copies of all notifications must be submitted to City including:
a) Abatement contractor’s license, map and/or clear documentation specifying asbestos containing materials abated;
b) Completed waste manifests; and
City of Santa Ana City Council RFP No. 25-027 20 – 60 4/15/2025 Page 21 of 41
CITY OF SANTA ANA
c) A completion letter indicating that all asbestos containing materials from these properties have been abated and properties are ready to be demolished.
C. Lead Removal:
1) The Contractor shall take all necessary precautions and follow all Occupational Safety & Health Administration (OSHA’)s guidelines required in the handling of lead contained materials if any are detected.
a) Please refer to the Lead Hazard Evaluation Report which will be provided to the Contractor prior to on-call bid.
D. Rat and/or Vermin Abatement
1) Contractor, prior to performing demolition, is responsible for providing rat and/or vermin abatement.
a) As part of the demolition completion package, written certification will be provided to the City, stating that such work was performed, and that the structures were free of infestation prior to the demolition taking place.
E. Erosion Control
1) Prior to performing work under this Agreement, Contractor shall prepare erosion and sediment control plan for the approval of the Plan Check Engineer. a) The plan shall be prepared per the applicable guidelines described in the latest version of the Orange County Program Construction Runoff Guidance Manual (http://www.ocwatersheds.com/documents/bmp/constructionactivities). 2) The Contractor shall submit the plans for review and shall make the necessary revisions to the plans as directed by the City.
3) The plans shall be prepared by a Civil Engineer licensed in the State of California. a) The City may waive the requirement of licensed Civil Engineer if the Contractor can satisfactorily prove to the City that the person preparing the erosion control plan is qualified in the field of erosion control.
4) The Contractor shall keep a copy of the erosion control plan on-site for the duration of the contract and shall provide all necessary control devices to implement all necessary measures as shown on the plan.
a) The erosion control plan shall remain in effect until approval to remove is granted by the City.
5) All erosion control materials shall be available on-site and stockpiled at a convenient location to facilitate rapid construction of temporary devices when rain is eminent.
City of Santa Ana City Council RFP No. 25-027 20 – 61 4/15/2025 Page 22 of 41
CITY OF SANTA ANA
F. Removal of Trash and Debris
1) The Contractor shall be responsible for the removal and proper disposal of all trash, debris, and waste materials generated during the demolition of any structure under this Agreement. This includes, but is not limited to, construction materials, rubble, hazardous waste, and any other by-products of the demolition process.
2) All trash and trash and debris must be removed from the site within seven (7) days following the completion of demolition activities. The Contractor shall ensure the site is left in a clean and orderly condition, free of any remaining debris.
3) Contractor shall comply with all applicable federal, state, and local lwas, regulations, and ordinances related to the handling, transportation, and disposal of demolition debris, including obtaining any required permits and approvals.
4) The removal of trash and debris shall be subject to inspection and approval by the Director of the Santa Ana Planning and Building Agency, or their designee. The Contractor shall promptly address any deficiencies identified during such inspection.
G. Fee Proposal
Contractor shall submit a fee proposal as described below. This fee proposal shall be based on ONCALL DEMOLITION SERVICES for the sample project site described below. The proposal will be used for fee comparison and evaluation purposes. Furthermore, this fee proposal will become part of Exhibit B of the Contract Agreement and will be used to compare with an actual task order quote requested by the City.
Fee proposal shall include:
1. Description of work (summarized scope of services)
2. All costs, fees and other anticipated expenses, and total cost of the services (per spreadsheet below)
3. Schedule (from date of receiving a Notice to Proceed to task order completion) ======================================================================== SAMPLE SUBJECT PROJECT SITE DESCRIPTION:
The subject sample project site, which was already demolished, is for comparison and evaluation purposes only. The sample project is located at 1301 W 11th Street, Santa Ana, CA 92703. The following is a brief description of the sample project site. Please refer to Appendix - Attachment 4 for full project site description and Asbestos, Lead-Based Paint/Universal Waste Survey.
The building is one story residential structure with stucco over wood framing exterior walls with brick fascia construction with the following approximate dimensions:
-
-
-
-
Main Dwelling Area:
Garage:
Covered Patio:
Total Area:
1,685 sf
390 sf
275 sf
2,350 sf
- Total Land Area: 6,970 sf
City of Santa Ana City Council RFP No. 25-027 20 – 62 4/15/2025 Page 23 of 41
CITY OF SANTA ANA
Contractor is responsible for demolishing all improvements, including: 4” thick concrete slab foundation and footings to a depth of 3’, and all surrounding landscaping. Contractor is also responsible for clearing the site, grading the parcel for drainage, capping all sewer lines, and compacting to 90% density. Erosion control to include importing and exporting fill dirt as needed, installing straw waddles around site perimeter, topping site with 1” base course to prevent wind erosion, and installing rumble plates for the duration of the demolition.
Price provided below shall be based solely on the information provided hereon and shall be an allinclusive price and shall include all items listed and cover all items or work identified above and Appendix - Attachment 4 to deliver a clear site with no remaining improvements. ==================================================================== Company Name:
1301 W 11th Street, Santa Ana, CA
Item Description
Permitting
Cost
$
$
$
$
$
Engineering
Site Fencing for Duration of Demolition
Canopy BMP's/Erosion Control Plan
Asbestos/Hazardous Stabilization and Abatement
(on a separate sheet, provide a detail cost for this
lump sum amount)
$
$
$
$
$
$
$
$
$
Universal Waste Disposal
Interior Demolition
Exterior Wall/Building/Foundation Demolition
Sitework Demolition
Landscape and Trees Removal and Clearing
Vermin Abatement (Assume present)
Bee Colony Abatement (Assume present)
Other (describe…)
Total Price
City of Santa Ana City Council RFP No. 25-027 20 – 63 4/15/2025 Page 24 of 41
EXHIBIT B
Contractor Proposal
City Council 20 – 64 4/15/2025
STATEMENT OF QUALIFICATIONS
Citywide On-Call Demolition Services for Abatement
RFP No. 25-027
Submitted by: Integrated Demolition and Remediation
(IDR)
Date: Monday, March 10, 2025
421 E CERRITOS AVENUE• ANAHEIM, CA 92805
PHONE: 714-340-3333 • FAX:714-709-4729 City Council 20 – 65 4/15/2025 Pg 1 Table of Contents
Table of Contents…………………………………………….....Pg 2
Cover Letter…………………………………………………….Pg 4
Services Provided……………………………………………….Pg 6
Agreement Statement…………………………………………...Pg 8
Firms & Team Experience……………………………………...Pg 10 -13
Proposed Work Plan…………………………………………….Pg 15
Relevant Project Experience…………………………………….Pg 17 - 18
References Attachment B……………………………………….Pg 20
CARB Fleet Compliance………………………………………..Pg 22 - 23
Cost Proposal……………………………………………………Pg 25 - 26
Certifications (Attachments)…………………………………….Pg 28 - 37
References……………………………………………………….Pg 39
421 E CERRITOS AVENUE• ANAHEIM, CA 92805
PHONE: 714-340-3333 • FAX:714-709-4729 City Council 20 – 66 4/15/2025 Pg 2 a. Cover Letter
421 E CERRITOS AVENUE• ANAHEIM, CA 92805
PHONE: 714-340-3333 • FAX:714-709-4729 City Council 20 – 67 4/15/2025 Pg 3 3/10/2025
Yvette Portugal, Code Enforcement Manager
City of Santa Ana – Planning & Building Agency
20 Civic Center Plaza
Santa Ana, CA 92701
Subject: Statement of Qualifications for RFP No. 25-027: Citywide On-Call Demolition Services for Abatement Dear Ms. Portugal,
Integrated Demolition and Remediation (IDR) is pleased to submit this Statement of Qualifications (SOQ) in response to RFP No. 25-027. With extensive experience in demolition, hazardous material abatement, and environmental remediation, IDR is well-positioned to provide efficient and compliant on-call demolition services for the City of Santa Ana. Our commitment to safety, regulatory compliance, and environmental responsibility ensures that our work aligns with the City’s requirements.
We appreciate the opportunity to collaborate with the City of Santa Ana and look forward to demonstrating our capabilities in providing high-quality demolition services. Please feel free to contact me at [email protected] should you require further information.
Please see the requested details below:
Name of the Corporation:
Primary Contact Name and Title:
Mailing Address:
Contact email:
Telephone Number:
Fax Number:
Integrated Demolition and Remediation Inc.
Shrenik Vora, President
421 E Cerritos Ave, Anaheim, CA 92805
[email protected]
(714) 340-3333
(714) 709-4729
Organizational Structure:
CSLB License Number:
Expiration Date:
S. Corporation
1003504
05/31/2025
Number of Years in Business:
Website:
10 years
www.idrdemo.com
Sincerely,
Shrenik Vora
President
Integrated Demolition and Remediation (IDR)
421 E CERRITOS AVENUE• ANAHEIM, CA 92805
PHONE: 714-340-3333 • FAX:714-709-4729 City Council 20 – 68 4/15/2025 Pg 4 b. Services Provided
421 E CERRITOS AVENUE• ANAHEIM, CA 92805
PHONE: 714-340-3333 • FAX:714-709-4729 City Council 20 – 69 4/15/2025 Pg 5 Integrated Demolition and Remediation proposes to provide comprehensive on-call demolition services for the City of Santa Ana in strict compliance with Exhibit I – Scope of Services. Our team has extensive experience handling fullstructure demolitions, hazardous material removal, and site restoration. We will:
•
•
•
•
•
Ensure efficient demolition of buildings and structures, including proper disposal of debris.
Conduct asbestos and lead abatement per federal and state regulations.
Perform vermin and rodent abatement before demolition.
Implement erosion control measures to comply with environmental requirements.
Provide full documentation (permits, waste manifests, completion reports) for City records.
With our track record in public sector demolition projects, our approach ensures safe, compliant, and timely execution of all assigned task orders.
421 E CERRITOS AVENUE• ANAHEIM, CA 92805
PHONE: 714-340-3333 • FAX:714-709-4729 City Council 20 – 70 4/15/2025 Pg 6 c. Agreement Statement
421 E CERRITOS AVENUE• ANAHEIM, CA 92805
PHONE: 714-340-3333 • FAX:714-709-4729 City Council 20 – 71 4/15/2025 Pg 7 Integrated Demolition and Remediation has reviewed the Sample Agreement (Exhibit II) and concurs with the terms and conditions set forth therein. We acknowledge the contractual requirements, including prevailing wage compliance, insurance, and subcontractor responsibilities. 421 E CERRITOS AVENUE• ANAHEIM, CA 92805
PHONE: 714-340-3333 • FAX:714-709-4729 City Council 20 – 72 4/15/2025 Pg 8 d. Firm & Team Experience
421 E CERRITOS AVENUE• ANAHEIM, CA 92805
PHONE: 714-340-3333 • FAX:714-709-4729 City Council 20 – 73 4/15/2025 Pg 9 Company Overview
Integrated Demolition and Remediation (IDR) has been a leading provider of demolition and abatement services for over 10 years. Our team specializes in the removal of hazardous materials, asbestos abatement, lead remediation, and structural demolition for public and private sector clients. IDR maintains all required certifications and adheres to industry best practices to ensure safe and compliant project execution. IDR has over 300 field personnel to assist with quick and efficient mobilization. Our headquarters is located near the city of Santa Ana making it easy for us to be ready to mobilize as quickly as possible. Headquarters: 421 E Cerritos Avenue Anaheim, CA 92805.
Key Personnel
President: Shrenik “Nick” Vora – 20+ Years of Experience: [email protected] 714.321.3732 Project Manager: Jose Sanchez – 37 years of Experience: [email protected] Superintendent: Peter Sanchez – 20+ Years of Experience: [email protected] 951.447.5633 Lead Environmental Specialist: Louie Sanchez – 30+ Years of Experience: [email protected] Resumes
SHRENIK VORA, President
20 years of business career have been spent, entirety, in the demolition, remediation, and asset recovery industry.
Beginning in early 2000, in a middle- management level position, and continuing today. Mr. Vora has been witnessing to, and instrumental in, the evolution of IDR from a regional asbestos abatement contractor, to the highly specialized, technology-driven, forward-looking enterprises we are witness to in today’s marketplace. Having started out as a project manager at NCM Demolition and Remediation LP, Mr. Vora gained a very real perspective on the complex set of challenges involved in solving problems, and managing projects to safe, and efficient profitability. Mr. Vora’s personal, hands-on, involvement in all aspects of sales, marketing, estimating, operations, safety oversight, and project management experience gives me a unique perspective of the business, whether for an individual operation, or the industry as a whole. Mr. Vora has participated in the acquisition and completion of over a billion dollars in demolition, asset recovery, and remediation projects, with relatively minor setbacks, either from safety, or commercial issues Summary of Experience
20 years’ experience managing construction-related projects to include environmental remediation, demolition, plant decommissioning and asset recovery
President: IDR 2015-Present
Vice President: NorthStar Demolition 2008-2015
Vice President: CST Environmental 2001-2008
Education
University of California, Irvine - M.B.A.
California State University, Fullerton, CA – Bachelor of Science, Computer Science Registrations / Certifications
AHERA 40-hour Supervisors/Competent Person Certification Member of the National Association of Demolition Contractors Project Experiences
Haynes Power Plant Demolition and Abatement: Long Beach, CA 2019-2020 APS Ocotillo Stack Demolition: Phoenix, AZ 2019-2020
Reid Gardner Generating Station: Las Vegas, NV 2018-2019 Demolition and Remediation of Sunrise Generating Station: Las Vegas, NV 2012-2013 NRG Cabrillo, Miramar Power Plants: San Diego, CA 2016-2018 Sunray Energy Generating Station: Daggett, CA 2015-2016 APS Units 1-3: Farmington, NM 2012-2015
Eagle Point Refinery: Westville, N.J. 2011 – 2014
Mohave Generating Station: Laughlin, NV 2009-2011
Geneva Steel Mill Orem, UT 2005-2009
4938
421 E CERRITOS AVENUE• ANAHEIM, CA 92805
PHONE: 714-340-3333 • FAX:714-709-4729 City Council 20 – 74 4/15/2025Pg 10 JOSE SANCHEZ, Project Manager
Employment History
June 16 to Present – Integrated Demolition and Remediation Inc.
Responsibilities: Project Manager (Demolition)
February 06 to April 2015 - JDL Environmental & Demolition Inc.
Responsibilities: Project Manager (Demolition)
October 92 to February 06 - CST Environmental, Inc.
Responsibilities: Operations Manager/Project Superintendent January 88 - October 93 - Baker Pacific Corporation
Responsibilities: Project Supervisor
Operations Manager
Mr. Sanchez has over 25 years’ experience in the asbestos abatement and demolition industry. He possesses extensive knowledge in all aspects of the asbestos and lead abatement field, including removal of fireproofing, thermal system insulation, transite paneling, soil remediation, peeling lead base paint, component removal as well as fiber control and clean-up. Mr. Sanchez is responsible for management of field crews, resolution of contract services, and management of subcontractors, compliance with health and safety regulations and ensuring that NCM’s work meets contractual requirements.
Registrations / Licenses / Training
OSHA 10-Hour Safety Training
AHERA Asbestos Contractor/Supervisor Certification
Lead Base Paint Awareness Certification
Hazardous Waste Operations Certification
Fall Protection Training
Confined Space Training
Selected Environmental Projects Supervised
LDS Church Building Salt Lake City - The Church of the Jesus Christ Latter-day Saints Salt Lake City, UT
Warren Hall Berkeley - University of California, Berkeley CA Berkeley, CA Northrop Grumman / B2B Plant Pico Rivera, CA - Sares Regis / Oltmans Construction Whittier, CA (Old) Cathedral City Elementary School Palm Springs, CA - Palm Springs Unified School District Palm Springs, CA
Former Riverside General Hospital Riverside, CA - Moorefield Construction Los Angeles, CA Hughes/Raytheon Fullerton, CA - Suncal Properties c/o Hylton Grabiel Associates Pier T Marine Terminal Long Beach, CA - Department of Harbor Commissioners Port of Long Beach Former Tomato Cannery Fullerton, CA - Hunt Wesson Foods, Inc. Fullerton, California 525 “B” Street San Diego, CA - LaSalle Partners Management San Diego, California 110 “A” Street San Diego, CA - AGL Investment II Limited Partnership San Diego, California 421 E CERRITOS AVENUE• ANAHEIM, CA 92805
PHONE: 714-340-3333 • FAX:714-709-4729 City Council 20 – 75 4/15/2025Pg 11 PETER SANCHEZ, Project Superintendent
Employment History
November 15 to Present - Integrated Demolition and Remediation Inc.
Responsibilities: Demolition Project Superintendent
February 08 to November 15 - NCM Demolition and Remediation Inc.
Responsibilities: Project Manager (Demolition)
October 92 to February 08 - CST Environmental, Inc.
Responsibilities: Project Superintendent
Operations Manager
Peter Sanchez has over 20 years of experience in the demolition and hazardous materials abatement industry and has managed various types of industrial demolition projects. He has extensive knowledge in all areas of demolition which include utility identification and plugging, engineering surveys, above and below grade demolition, and clearing sites of all features as required to comply with contracted responsibilities. He directly coordinates demolition crews to ensure project compliance while safely performing the work to allow the project to progress as planned.
Project Experiences:
Former B2 Bomber Manufacturing Facility
Demolition and Abatement | Pico Rivera, CA | April 2001-Nov-2003 | $3,500,000 Former Paramount Rockwell Facility
Demolition and Abatement | South Gate, CA | 1997 | $500,000 Northrup Defense Department (Boeing)
Demolition and Abatement | El Segundo, CA | 1998 | $2,500,000 Sunrise Power Plant
Demolition and Abatement | Las Vegas, NV | July 2012-March 2013 | $3,000,000 Mohave Generating Station
Decommissioning and Demolition/Environmental Abatement | Laughlin, NV | Oct 2009-Dec 1012 I $46,576,723
Former Oakland Naval Hospital Compound
Demolition/Abatement/Implosion | Oakland, CA | Nov 2007- Nov 2012 | $12,000,000 Registrations / Licenses / Training
OSHA 10-Hour Safety Training
AHERA Asbestos Contractor/Supervisor Certification
Lead Base Paint Awareness Certification
Hazardous Waste Operations Certification
Fall Protection Training
Confined Space Training
NUCA Competent Person Training (National Utility Contractors Association) Trench Excavation Competent Person Certification
First Aid and CPR Certification-American Red Cross
421 E CERRITOS AVENUE• ANAHEIM, CA 92805
PHONE: 714-340-3333 • FAX:714-709-4729 City Council 20 – 76 4/15/2025Pg 12 Louie Sanchez, Field Supervisor
Professional Experience
Mr. Sanchez, with over 25 years of experience in hazardous materials abatement and demolition industry, has managed various types of environmental remediation projects. He has extensive knowledge in all areas of the Demolition and hazardous remediation field including asbestos abatement, lead abatement, PCBs, mercury and Freon gas containerization and disposal as well as soil remediation and oily waste segregation and disposal. His responsibilities on previous projects have included verifying that all asbestos-containing materials as well as all other regulated materials have been properly removed and packaged for disposal prior to demolition activities. He also has been responsible for characterizing, containerizing and properly labelling all waste streams. He directly coordinates remediation crews daily on abatement projects to ensure regulated materials are properly removed to allow the project to progress as planned.
Plant Experience/ Scope of Work Year
Sunray Energy Generating Station 2015
FPL Cutler Power Plant 2015
Demolition and Remediation
APS Units 1-3 2016
Remediation
Sunrise Power Plant, Las Vegas, NV 2013
Demolition and Abatement
Mohave Generating Station, Laughlin, NV 2009
Decommissioning, Asset Recovery and Demolition/Environmental Abatement Former Oakland Naval Hospital Compound, Oakland, CA 2012 Demolition/Abatement/Implosion
Former Geneva Steel Manufacturing Facility Orem, UT 2007 Decommission/Demolition/Abatement
Moss Landing Power Plant, Moss Landing, CA 2006
Demolition and Asbestos Abatement
Former B2 Bomber Manufacturing Facility Pico Rivera, CA 2001 Demolition and Abatement
Employment History
Baker Pacific 1987-1993
CST / NCM / NorthStar Demolition 1993-2015
Integrated Demolition and Remediation 2015-Present
Registrations / Licenses / Training
• OSHA 30-Hour Safety Training
• AHERA Asbestos Contractor/Supervisor Certification
• Lead Base Paint Awareness Certification
• HazardousWaste Operations Certification
• Fall Protection Training
• Confined Space Training
• First Aid and CPR Certification-American Red Cross
421 E CERRITOS AVENUE• ANAHEIM, CA 92805
PHONE: 714-340-3333 • FAX:714-709-4729 City Council 20 – 77 4/15/2025Pg 13 e. Proposed Work Plan
421 E CERRITOS AVENUE• ANAHEIM, CA 92805
PHONE: 714-340-3333 • FAX:714-709-4729 City Council 20 – 78 4/15/2025Pg 14 Understanding of Scope
IDR recognizes the critical nature of the City’s on-call demolition services, which require prompt response times, strict regulatory compliance, and seamless coordination with municipal departments. Our approach emphasizes efficiency, environmental responsibility, and adherence to health and safety standards.
Project Execution Strategy
1. Pre-Demolition Assessment – Conduct site inspections, obtain necessary permits, and prepare hazard mitigation plans.
2. Demolition & Abatement Process – Secure worksite, submit required AQMD Notification and OSHA notification, remove hazardous materials per regulations, execute demolition safely and efficiently.
3. Debris Removal & Site Restoration – Ensure proper disposal of materials, conduct final inspections, and restore the site to meet City standards.
Compliance & Quality Control
- Adherence to CARB Fleet Regulations, AQMD requirements, and OSHA standards. - Implementation of erosion control measures and site stabilization. - Safety training and certification for all personnel.
There are NO assumptions or exclusions used in preparation of the scope of work and associated fee estimate. 421 E CERRITOS AVENUE• ANAHEIM, CA 92805
PHONE: 714-340-3333 • FAX:714-709-4729 City Council 20 – 79 4/15/2025Pg 15 f. Relevant Project Experience
421 E CERRITOS AVENUE• ANAHEIM, CA 92805
PHONE: 714-340-3333 • FAX:714-709-4729 City Council 20 – 80 4/15/2025Pg 16 Please see below information requested for the projects on which Integrated Demolition and Remediation has completed the scope of work.
PUBLIC PROJECTS:
Project No 1:
Project Name: Hayden & Meairs Elementary School HVAC Modernization & Interim Housing Location: 14782 Eden St, Midway City CA 92655 / 8441 Trask Ave. Garden Grove, CA 92844 Owner: Westminster School District
General Contractor: Woodcliff Corporation
Contract Amount: $800,000.00
Completion Date: 12/12/2021
Contact Information: Mike Fadullon (626) 715-0295 [email protected] Project No 2:
Project Name: Modernization At Barstow JHS
Location: 1000 Armory Rd, Barstow CA 92311
Owner: Barstow Unified School District
General Contractor: Ledesma & Meyer Construction Co., Inc.
Contract Amount: $669,000.00
Completion Date: 12/15/2022
Contact Information: Jennifer Johnson (909) 476-0590 [email protected] Project No 3:
Project Name: Park View Elementary School Demolition & Abatement Location: 16666 Tunstall Lane, Huntington Beach, CA 92647 Owner: Ocean View School District
General Contractor: Ledesma & Meyer Construction Co., Inc.
Contract Amount: $850,000.00
Completion Date: 12/02/2022
Contact Information: Christina Arceneaux [email protected] (909) 476-0590 Project No 4:
Project Name: Mark Twain Elementary School HVAC Modernization Location: 5021 East Centralia Street, Long Beach, CA 90808 Owner: Long Beach Unified School District
General Contractor: 2H Construction
Contract Amount: $450,000.00
Completion Date: 04/17/2022
Contact Information: Ryan Shotwell (562) 424-5567 [email protected] Project No 5:
Project Name: Meed Valley Elementary School - Modernization Location: 21100 Oleander Ave, Perris, CA 92570
Owner: Val Verde Unified School District
General Contractor: Miller Construction
Contract Amount: $275,000.00
Completion Date: 07/14/2022
Contact Information: Ruben Acosta (909) 921-5884 [email protected] 421 E CERRITOS AVE. ANAHEIM, CA 92805
PHONE: 714-340-3333 • FAX:714-709-4729
City Council 20 – 81 4/15/2025Pg 17
Project No 6:
Project Name: Moreno Valley H.S. Modernization – Phase 4 Location: 23300 Cottonwood Ave. Moreno Valley, CA 92553 Owner: Moreno Valley Unified School District
General Contractor: Neff Construction, Inc.
Contract Amount: $700,000.00
Completion Date: 12/03/2021
Owner Contact Information: Tom Wertanen (909) 947-3768
Project No 7:
Project Name: Marguerita Elementary School Modernization Project Location: 1603 South Marguerita Ave., Alhambra, CA 91308 Owner: Alhambra Unified School District
General Contractor: TELACU Construction
Contract Amount: $600,000.00
Completion Date: 01/10/2022
Contact Information: Kelly Coultrup (714) 541-2390 [email protected] Project No 8:
Project Name: Cubberley K-8 School HVAC Replacement & Modernization Location: 3200 Monogram Avenue, Long Beach, CA 90808
Owner: Long Beach Unified School District
General Contractor: Erickson-Hall Construction Co.
Contract Amount: $700,000.00
Completion Date: 12/22/2021
Contact Information: Travis Miinch (760) 796-7700 [email protected] Project No 9:
Project Name: Bancroft Middle School HVAC Modernization Location: 5301 E Centralia St Long Beach CA 90808
Owner: Long Beach Unified School District
General Contractor: 2H Construction, Inc.
Contract Amount: $1,200,000.00
Completion Date: 10/26/2022
Contact Information: Trevor Crowell (562) 843-8920 [email protected] Project No 10:
Project Name: UCLA Rosenfeld Hall Expansion and Renovation Location: 700 Westwood Plaza, Los Angeles, CA 90095
Owner: University California Los Angeles
General Contractor: 2H Construction, Inc.
Contract Amount: $300,000.00
Completion Date: 12/30/2021
Contact Information: Ron Suredechakul (562) 577-6992 [email protected] 421 E CERRITOS AVE. ANAHEIM, CA 92805
PHONE: 714-340-3333 • FAX:714-709-4729
City Council 20 – 82 4/15/2025Pg 18
g. References: Attachment B
421 E CERRITOS AVENUE• ANAHEIM, CA 92805
PHONE: 714-340-3333 • FAX:714-709-4729 City Council 20 – 83 4/15/2025Pg 19
ATTACHMENT B
REFERENCES
List and describe fully the contracts performed by your firm which demonstrate your ability to provide the supplies, equipment or services included in the scope of the proposal specifications. Attach additional pages if required. The City reserves the right to contact each of the references listed for additional information regarding your firm's qualifications.
REFERENCE
Ledesma & Meyer Construction Co Inc. Customer Name:_________________________Contact Individual: ____________________________ Jenny Johnson 9441 Haven Avenue 909-476-0590
Address: ________________________________Phone Number:
_______________________________ EMAIL: ____________________________________ Rancho Cucamonga, 91730 [email protected] Contract Amount: ________________________Year: ______________________________________ $850,000.00 2021 Description of supplies, equipment, or services provided:
Demolition and Lead Abatement of portions of Park View Elementary School for Ocean View School District __________________________________________________________________________________
REFERENCE
Customer Name:_________________________Contact Individual: ____________________________ Desert Community College District Leo Romero 43-500 Monterey Avenue 951-283-0591
Address: ________________________________Phone Number:
Palm Desert, CA 92260 [email protected] _______________________________ EMAIL: ____________________________________ Contract Amount: ________________________Year: ______________________________________ $597,000.00 2021 Description of supplies, equipment, or services provided:
Structural demolition of Jack in the Box building including slabs, footings, and foundations. Lead abatement of porcelain floor drains, metal floor drains and covers and _
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REFERENCE
Customer Name:_________________________Contact Individual: ____________________________ County of Riverside Thomas Bradt 3900 Main Street 951.955.8324
Address: ________________________________Phone Number:
_______________________________ EMAIL: ____________________________________ Riverside, CA 92501 [email protected] Contract Amount: ________________________Year: ______________________________________ $55,500.00 2024 Description of supplies, equipment, or services provided:
Demolition of abondoned city building along with Abatement and trash removal from homeless damange.
THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL.
PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE.
City Council 20 – 84 4/15/2025Pg 20
h. CARB Fleet Compliance
421 E CERRITOS AVENUE• ANAHEIM, CA 92805
PHONE: 714-340-3333 • FAX:714-709-4729 City Council 20 – 85 4/15/2025Pg 21 IDR maintains full compliance with CARB Fleet Regulations. Included with this SOQ are:
- Certificate of Reported Compliance (CRC)
- CARB Fleet Compliance Certification Form (Attachment H) Conclusion
Integrated Demolition and Remediation (IDR) is confident in our ability to deliver high-quality on-call demolition services to the City of Santa Ana. We welcome the opportunity to further discuss our qualifications and look forward to collaborating with the City on this vital initiative.
421 E CERRITOS AVENUE• ANAHEIM, CA 92805
PHONE: 714-340-3333 • FAX:714-709-4729 City Council 20 – 86 4/15/2025Pg 22 3/11/25, 11:44 AM California Air Resources Board: Off-Road Diesel-Fueled Fleets Regulation January 1, 2025
INTEGRATED DEMOLITION AND
REMEDIATIONꢀINC
2/28/2026
145030
http://www.arb.ca.gov/doors/compliance_cert1.html
Pg 23
https://ssl.arb.ca.gov/ssldoors/doors_reporting/perm/php/certificate.php 1/1 City Council 20 – 87 4/15/2025
2. COST PROPOSAL
421 E CERRITOS AVENUE• ANAHEIM, CA 92805
PHONE: 714-340-3333 • FAX:714-709-4729 City Council 20 – 88 4/15/2025Pg 24 Contractor is responsible for demolishing all improvements, including: 4” thick concrete slab foundation and footings to a depth of 3’, and all surrounding landscaping. Contractor is also responsible for clearing the site, grading the parcel for drainage, capping all sewer lines, and compacting to 90% density. Erosion control to include importing and exporting fill dirt as needed, installing straw waddles around site perimeter, topping site with 1” base course to prevent wind erosion, and installing rumble plates for the duration of the demolition.
Price provided below shall be based solely on the information provided hereon and shall be an allinclusive price and shall include all items listed and cover all items or work identified above and Appendix - Attachment 4 to deliver a clear site with no remaining improvements. ==================================================================== Integrated Demolition and Remediation Inc. Company Name:
1301 W 11th Street, Santa Ana, CA
Item Description Cost
1,500.00
2,500.00
3,500.00
1,500.00
7,500.00
$
$
$
$
$
Permitting
Engineering
Site Fencing for Duration of Demolition
Canopy BMP's/Erosion Control Plan
Asbestos/Hazardous Stabilization and Abatement
(on a separate sheet, provide a detail cost for this
lump sum amount)
$
$
$
$
$
$
$
$
$
Universal Waste Disposal 950.00
Interior Demolition 5,500.00
18,500.00
4,750.00
2,000.00
850.00
Exterior Wall/Building/Foundation Demolition
Sitework Demolition
Landscape and Trees Removal and Clearing
Vermin Abatement (Assume present)
Bee Colony Abatement (Assume present)
Other (describe…)
750.00
Total Price 49,800.00
City Council 20 – 89 4/15/2025Pg 25
CSLB LICENSE #1003504
DIR # 1000023608
Asbestos/Hazardous Stabilization & Abatement
Detailed Cost breakdown
Name
Labor
Description Item #
32.00 Hrs
Qty
$
$
$
$
$
$
$
$
100.00 /Hr
2,100.00/ Bin 1.00 Bin
95.00 950.00
3,200.00
2,100.00
570.00
Disposal Non-Friable (Per 40 Yd Bin)
Equipment (Negative Air, Hepa Vac )
Materials**
2 for 3 days
1.00 950.00
Total
Markup 10 %
$
$
6,820.00
682.00
Total with markup $ 7,500.00
**Material Breakdown:
Poly Bags - Boxes
Poly Rolls 6 Mil Poly
Poly Rolls 4 Mil Poly
Spray Glue
$ 70.00 /Box
$ 70.00 /Roll
$ 50.00 / Roll
$ 28.00 / Box
$360.00
1.00 4.00
2.00 5.00
1.00 $ 70.00
$ 280.00
$ 100.00
$ 140.00
$ 360.00
$ 950.00
Decon, Tyvek Suit & Gloves
TOTAL
City Council 20 – 90 4/15/2025Pg 26
VI. CERTIFICATIONS (ATTACHMENTS):
421 E CERRITOS AVENUE• ANAHEIM, CA 92805
PHONE: 714-340-3333 • FAX:714-709-4729 City Council 20 – 91 4/15/2025Pg 27
ATTACHMENT A
PROPOSER’S CERTIFICATION, PROPOSAL PRICING
Certification - I certify that I have read, understand and agree to the terms and conditions of this Request for Proposals. I have examined the Scope of Services (Exhibit I) and am qualified to provide services being requested as specified herein. I understand and agree that I am responsible for reporting any errors, omissions or discrepancies to the City for clarification prior to the submission of my proposal.
PROPOSER’S STATEMENT: I have read, understood and agree to the terms and conditions on all pages of the Request for Proposals. Upon request, I will transfer and deliver goods or services to the City in accordance with said terms and conditions.
Integrated Demolition and Remediation Inc. (714) 340-3333 / (714) 709-4729 __________________________________________________________________________________
LEGAL NAME OF COMPANY PHONE AND FAX NUMBERS
421 E Cerritos Ave. Anaheim, CA 92805 __________________________________________________________________________________
BUSINESS ADDRESS
Shrenik Vora President
__________________________________________________________________________________
PRINTED NAME OF AUTHORIZED AGENT TITLE
__________________________________________________________________________________ 03/10/2025 [email protected]
SIGNATURE OF AUTHORIZED AGENT DATE E-MAIL ADDRESS
__________________________________________________________________________________ 47-3658571 1003504
FEDERAL ID NUMBER (IF APPLICABLE) CONTRACTOR LICENSE NUMBER (IFAPPLICABLE)
__________________________________________________________________________________
CITY OF SANTA ANA BUSINESS LICENSE NUMBER
(PLEASE PROVIDE IF AVAILABLE, BUT NOT REQUIRED UNTIL AND IF AN AWARD IS MADE TO PROPOSER.) THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL.
PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE.
City Council 20 – 92 4/15/2025Pg 28
ATTACHMENT B
REFERENCES
List and describe fully the contracts performed by your firm which demonstrate your ability to provide the supplies, equipment or services included in the scope of the proposal specifications. Attach additional pages if required. The City reserves the right to contact each of the references listed for additional information regarding your firm's qualifications.
REFERENCE
Ledesma & Meyer Construction Co Inc. Customer Name:_________________________Contact Individual: ____________________________ Jenny Johnson 9441 Haven Avenue 909-476-0590
Address: ________________________________Phone Number:
_______________________________ EMAIL: ____________________________________ Rancho Cucamonga, 91730 [email protected] Contract Amount: ________________________Year: ______________________________________ $850,000.00 2021 Description of supplies, equipment, or services provided:
Demolition and Lead Abatement of portions of Park View Elementary School for Ocean View School District __________________________________________________________________________________
REFERENCE
Customer Name:_________________________Contact Individual: ____________________________ Desert Community College District Leo Romero 43-500 Monterey Avenue 951-283-0591
Address: ________________________________Phone Number:
Palm Desert, CA 92260 [email protected] _______________________________ EMAIL: ____________________________________ Contract Amount: ________________________Year: ______________________________________ $597,000.00 2021 Description of supplies, equipment, or services provided:
Structural demolition of Jack in the Box building including slabs, footings, and foundations. Lead abatement of porcelain floor drains, metal floor drains and covers and _
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REFERENCE
Customer Name:_________________________Contact Individual: ____________________________ County of Riverside Thomas Bradt 3900 Main Street 951.955.8324
Address: ________________________________Phone Number:
_______________________________ EMAIL: ____________________________________ Riverside, CA 92501 [email protected] Contract Amount: ________________________Year: ______________________________________ $55,500.00 2024 Description of supplies, equipment, or services provided:
Demolition of abondoned city building along with Abatement and trash removal from homeless damange.
THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL.
PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE.
City Council 20 – 93 4/15/2025Pg 29
ATTACHMENT C
PROPOSER’S STATEMENT
Proposer understands and agrees that this written RFP (or any part thereof specifically designated and accepted by the City of Santa Ana, hereinafter City) shall constitute the entire agreement between proposer and the City only after it has been accepted by the City Council, endorsed by the Clerk of the Council with her signature and official seal noting hereon the action of approval of the Council, signed by the Executive Director or his duly authorized agent, and signed by the City Attorney, denoting his approval of the form of this document, and its execution, and when it or an exact copy of it has been either delivered to proposer or deposited with the United States Postal Service properly addressed to the proposer with the correct postage affixed thereto.
Proposer further agrees that upon delivery (as defined above) of the accepted agreement he/she will furnish City all required bonds and certificate of liability insurance within ten (10) days (excluding Saturdays, Sundays and City’s legal holidays), or the funds, check, draft, or proposer’s bond substituted in lieu thereof accompanying this proposal shall become the property of the City and shall be considered as payment of damages due to the delay and other causes suffered by City because of the failure to furnish the necessary bonds and because it is distinctly agreed that the proof of damages actually suffered by City is difficult to ascertain; otherwise said funds, check drafts, or proposer’s bond substituted in lieu thereof shall be returned to the undersigned.
Proposer understands that a proposal is required for the entire work, that the estimated quantities set forth in the RFP schedule are solely for the purpose of comparing proposals, and that final compensation under the contract will be based upon the actual quantities of work satisfactorily completed.
All terms contained in the specifications, the certification of nondiscrimination by contractors, and the required insurance certificates are to be incorporated by reference into this agreement and are made specifically as part of this RFP.
Integrated Demolition and Remediation Inc.
Firm________________________________________________________________________________ Signed and Printed Name: __ Shrenik Vora ____________________________________________ Title ________________________________________________________________________________ President Date 03/10/2025
THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL.
PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE.
City Council 20 – 94 4/15/2025Pg 30
City Council 20 – 95 4/15/2025Pg 31
City Council 20 – 96 4/15/2025Pg 32
ATTACHMENT E
NON-LOBBYING CERTIFICATION
The prospective participant certifies, by signing and submitting this bid or proposal, 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 Federal agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement.
(2) If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any Federal agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, "Disclosure of Lobbying Activities," in conformance with its instructions.
This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by Section 1352, Title 31, U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure.
The prospective participant also agrees by submitting his or her bid or proposal that he or she shall require that the language of this certification be included in all lower tier subcontracts, which exceed $100,000 and that all such subrecipients shall certify and disclose accordingly.
Signed:
Title: President
Firm:
Date:
Integrated Demolition and Remediation Inc.
03/10/2025
THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL.
PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE.
City Council 20 – 97 4/15/2025Pg 33
ATTACHMENT F
NON-DISCRIMINATION CERTIFICATION
The undersigned consultant or corporate officer, during the performance of this contract, certifies as follows:
1. The Consultant shall not discriminate against any employee or applicant for employment because of race, color, religion, sex, or national origin. The Consultant shall take affirmative action to ensure that applicants are employed, and that employees are treated during employment without, regard to their race, color, religion, sex, or national origin. Such action shall include, but not be limited to, the following: employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The Consultant agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided setting forth the provisions of this nondiscrimination clause.
2. The Consultant shall, in all solicitations or advertisements for employees placed by or on behalf of the Consultant, state that all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, or national origin.
3. The Consultant shall send to each labor union or representative of workers with which he/she has a collective bargaining agreement or other contract or understanding, a notice to be provided advising the said labor union or workers’ representatives of the Consultant’s commitments under this section, and shall post copies of the notice in conspicuous places available to employees and applicants for employment.
4. The Consultant shall comply with all provisions of Executive Order 11246 of September 24, 1965, and of the rules, regulations, and relevant orders of the Secretary of Labor.
5. The Consultant shall furnish all information and reports required by Executive Order 11246 of September 24, 1965, and by rules, regulations, and orders of the Secretary of Labor, or pursuant thereto, and will permit access to his/her books, records, and accounts by the administering agency and the Secretary of Labor for purposes of investigation, to ascertain compliance with such rules, regulations, and orders.
6. In the event of the Consultant’s non-compliance with the nondiscrimination clauses of this contract or with any of the said rules, regulations, or orders, the contract may be canceled, terminated, or suspended in whole or in part and the Consultant may be declared ineligible for further Government contracts or federally assisted construction contracts in accordance with procedures authorized in Execution Order 11246 of September 24, 1965, and such other sanctions may be imposed and remedies invoked as provided in Executive Order 11246 of September 24, 1965, or by rule, regulations, or order of the Secretary of Labor, or as otherwise provided by law.
7. The Consultant shall include the portion of the sentence immediately preceding paragraph (1) and the provisions of paragraphs (1) through (7) in every subcontract or purchase order unless exempted by rules, regulations, or orders of the Secretary of Labor issued pursuant to Section 204 of Executive Order 11246 of September 24, 1965, so that such provisions will be binding upon each subcontract City Council 20 – 98 4/15/2025Pg 34
or purchase order as the administering agency may direct as means of enforcing such provisions, including sanctions for noncompliance; provided, however, that in the event the Consultant becomes involved in, or is threatened with, litigation with a subconsultant or vendor as a result of such direction by the administering agency, the Consultant may request that the United States enter into such litigation to protect the interests of the United States.
8. Pursuant to California Labor Code Section 1735, as added by Chapter 643 Stats. 1939, and as amended, no discrimination shall be made in the employment of persons upon public works because of race, religious creed, color, national origin, ancestry, physical handicaps, mental condition, marital status, or sex of such persons, except as provided in Section 1420, and any consultant of public works violating this Section is subject to all the penalties imposed for a violation of the Chapter.
Signed:
Title: President
Firm:
Date:
Integrated Demolition and Remediation Inc.
03/10/2025
THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL.
PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE.
City Council 20 – 99 4/15/2025Pg 35
ATTACHMENT G
SUBCONTRACTOR DESIGNATION FORM
Bidder acknowledges and agrees that under Public Contract Code section 4100, et seq., it must clearly set forth below the name and location of each subcontractor who will perform work or labor or render service to the bidder in or about the work in an amount in excess of one-half of one percent (0.5%) of bidder’s total bid and the kind of work that each will perform. Furthermore, bidder acknowledges and agrees that under Public Contract Code section 4100, et seq., if bidder fails to list as to any portion of work, or if bidder lists more than one subcontractor to perform the same portion of work (i.e. bidder must indicate what portion of the work each subcontractor will perform), bidder must perform that portion itself or be subjected to penalty under applicable law.
If alternate bids are called for and bidder intends to use subcontractors different from or in addition to those subcontractors listed for work under the base bid, bidder must list subcontractors that will perform work in an amount in excess of one half of one percent (0.5%) of bidder’s total bid, including alternates.
In case more than one subcontractor is named for the same kind of work, the Contractor is to state the portion of work that each subcontractor will perform. Bidders or suppliers of materials only do not need to be listed. If further space is required for the list of proposed subcontractors, additional sheets showing the required information, as indicated below, shall be attached hereto and made a part of this document.
Listed below is the name of each subcontractor that will perform work, labor, or render services to the undersigned related to the work of this project. This is to include any subcontractor that will specially fabricate and install a portion of work according to detailed drawings contained in the plans and specifications in the amount greater than one half of one percent (.05%) of the contractors total bid. Additional sheets may be attached if needed.
Subcontractor Name: Location:
Portion of Work/Trade:
Contractor’s License Number
Bid Amount
DIR Registration No.
Subcontractor Name:
Portion of Work/Trade:
Location:
Bid Amount:
Contractor’s License No: DIR Registration No:
Contractor will not be subcontracting any portion of work.
THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL.
PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE.
City Council 20 – 100 4/15/2025Pg 36
ATTACHMENT H
CARB FLEET COMPLIANCE CERTIFICATION
Bidder hereby acknowledges that they have reviewed the California Air Resources Board’s policies, rules and regulations and are familiar with the requirements of Title 13, California Code of Regulations, Division 3, Chapter 9, effective on January 1, 2024 (the “Regulation”). Bidder hereby certifies, subject to penalty for perjury, that the option checked below relating to the Bidder’s fleet, and/or that of their subcontractor(s) (“Fleet”) is true and correct:
The Fleet is subject to the requirements of the Regulation, and the appropriate Certificate(s) of Reported Compliance have been attached hereto.
The Fleet is exempt from the Regulation under section 2449.1(f)(2), and a signed description of the subject vehicles, and reasoning for exemption has been attached hereto.
Bidder and/or their subcontractor is unable to procure R99 or R100 renewable diesel fuel as defined in the Regulation pursuant to section 2449.1(f)(3). Bidder shall keep detailed records describing the normal refueling methods, their attempts to procure renewable diesel fuel and proof that shows they were not able to procure renewable diesel (i.e. third-party correspondence or vendor bids).
The Fleet is exempt from the requirements of the Regulation pursuant to section 2449(i)(4) because this Project has been deemed an Emergency, as defined under section 2449(c)(18). Bidder shall only operate the exempted vehicles in the emergency situation and records of the exempted vehicles must be maintained, pursuant to section 2449(i)(4).
The Fleet does not fall under the Regulation or are otherwise exempted and a detailed reasoning is attached hereto.
_________________________________________________________________ Integrated Demolition and Remediation Inc.
Bidder’s Company Name (please print or type)
_ ________________________________________________
Signature of Bidder
Shrenik Vora __________________________________________________________________ Print Name
__________________________________________________________________ President Title
___________________________________ 145030
DOORS ID
THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL.
PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE.
City Council 20 – 101 4/15/2025Pg 37
VII. References
421 E CERRITOS AVENUE• ANAHEIM, CA 92805
PHONE: 714-340-3333 • FAX:714-709-4729 City Council 20 – 102 4/15/2025Pg 38
ATTACHMENT B
REFERENCES
List and describe fully the contracts performed by your firm which demonstrate your ability to provide the supplies, equipment or services included in the scope of the proposal specifications. Attach additional pages if required. The City reserves the right to contact each of the references listed for additional information regarding your firm's qualifications.
REFERENCE
Ledesma & Meyer Construction Co Inc. Customer Name:_________________________Contact Individual: ____________________________ Jenny Johnson 9441 Haven Avenue 909-476-0590
Address: ________________________________Phone Number:
_______________________________ EMAIL: ____________________________________ Rancho Cucamonga, 91730 [email protected] Contract Amount: ________________________Year: ______________________________________ $850,000.00 2021 Description of supplies, equipment, or services provided:
Demolition and Lead Abatement of portions of Park View Elementary School for Ocean View School District __________________________________________________________________________________
REFERENCE
Customer Name:_________________________Contact Individual: ____________________________ Desert Community College District Leo Romero 43-500 Monterey Avenue 951-283-0591
Address: ________________________________Phone Number:
Palm Desert, CA 92260 [email protected] _______________________________ EMAIL: ____________________________________ Contract Amount: ________________________Year: ______________________________________ $597,000.00 2021 Description of supplies, equipment, or services provided:
Structural demolition of Jack in the Box building including slabs, footings, and foundations. Lead abatement of porcelain floor drains, metal floor drains and covers and _
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___________________________________________________________________
REFERENCE
Customer Name:_________________________Contact Individual: ____________________________ County of Riverside Thomas Bradt 3900 Main Street 951.955.8324
Address: ________________________________Phone Number:
_______________________________ EMAIL: ____________________________________ Riverside, CA 92501 [email protected] Contract Amount: ________________________Year: ______________________________________ $55,500.00 2024 Description of supplies, equipment, or services provided:
Demolition of abondoned city building along with Abatement and trash removal from homeless damange.
THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL.
PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE.
City Council 20 – 103 4/15/2025Pg 39
AGREEMENT WITH INTERIOR DEMOLITION, INC., TO PROVIDE CITY-WIDE
ON-CALL DEMOLITION SERVICES FOR THE CITY OF SANTA ANA
THIS AGREEMENT is made and entered into on this 15th day of April, 2025 by and between Interior Demolition, Inc., a California corporation (“Contractor”), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California (“City”).
RECITALS
A. On February 21, 2025, the City issued Request for Proposal No. 25-027, by which it sought a qualified contractor to provide on-call demolition services for the City’s Planning and Building Agency for City-wide nuisance abatement.
B. Contractor submitted a responsive proposal that was among those selected by the City. Contractor represents that it is able and willing to provide the services described in the scope of work that was included in RFP No. 25-027.
C. In undertaking the performance of this Agreement, Contractor represents that it is knowledgeable in its field and that any services performed by Contractor under this Agreement will be performed in compliance with such standards as may reasonably be expected from a professional consulting firm in the field.
NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the terms and conditions hereinafter set forth, the parties agree as follows:
1. SCOPE OF SERVICES
a. On an on-call basis, and at the City’s sole discretion, Contractor shall perform the services described in the scope of work that was included in RFP No. 25-027, which is attached as Exhibit A, and as more specifically delineated in Contractor’s proposal, which is attached as Exhibit B and incorporated in full.
b. Contractor shall provide advance written notice of the scheduled demolition to all property owners, tenants, and businesses located near or adjacent, as defined below, to the demolition site.
(1) For the purposes of this Agreement, “near or adjacent” shall mean properties and tenant suites located on properties abutting the subject demolition site, next to the property, and directly across a roadway or alley.
(2) Such notice shall be issued as follows:
i. 10-Day Notification. A written notice shall be provided no less than 10 calendar days prior to the commencement of demolition activities. This notice shall include:
EXHIBIT 3
City Council 20 – 104 4/15/2025
(a).The address of the property to be demolished.
(b).The anticipated start and end dates for the demolition work. (c). A description of potential impacts, such as noise, dust, or road closures, along with mitigation measures.
(d).Contact information for the Contractor and the City of Santa Ana Code Enforcement Division.
ii. 3-Day Notification. A follow-up written notice shall be issued no less than three (3) calendar days prior to the commencement of demolition activities.
This notice shall reiterate the details provided in the 10-Day Notification and confirm any updates to the schedule or project details. (3) All notifications pursuant to this Agreement must be delivered through methods reasonably calculated to ensure receipt, including direct mail, hand delivery, door hangers, or other communication methods agreed and approved, in a signed writing, by the Executive Director of the Planning and Building Agency, or their designee. The Contractor shall maintain records of all notifications and provide copies to the City upon request.
(4) Signage must comply with the following:
i. Temporary signage must be posted if street closure and any public right of way will be affected. Temporary signage shall consist of parking signs, directional signs, or other traffic control signs, and be installed ten (10) days before the commencement of demolition activities.
ii. All temporary signs must be reviewed and approved, in a signed writing, by the Executive Director of the Public Works Agency or their designee prior to posting. Failure to comply with these notifications requirements may result in termination and any cost recovery to complete the demolition project.
2. COMPENSATION
a. City neither warrants nor guarantees any minimum or maximum compensation to Contractor under this Agreement. Contractor shall be paid only for actual services performed under this Agreement at the rates and charges identified in Exhibit B. Contractor is one of four (4) contractors selected to provide demolition services on an on-call basis under RFP No. 25-027.
The total compensation for these services provided by all such contractors selected under RFP 25-027 shall not exceed the shared aggregate amount of Six Hundred Thousand Dollars and Zero Cents ($600,000) during the term of the Agreement, including any extension periods. b. Payment by City shall be made at net thirty (30) days following completion of the demolition City Council 20 – 105 4/15/2025
project, subject to City accounting procedures. City and Contractor agree that all payments due and owing under this Agreement shall be made through Automated Clearing House (ACH) transfers. Contractor agrees to execute the City’s standard ACH Vendor Payment Authorization and provide required documentation. Upon verification of the data provided, the City will be authorized to deposit payments directly into Contractor’s account(s) with financial institutions.
c. Payment need not be made for work which fails to meet the standards of performance set forth in the Recitals which may reasonably be expected by City.
3. TERM
This Agreement shall commence on the date first written above for a three (3) year term, with the option for the City to grant up to two (2) one-year renewals, exercisable by a writing by the City Manager and the City Attorney, unless terminated earlier in accordance with Section 16, below.
4. PREVAILING WAGES
Contractor is aware of the requirements of California Labor Code Section 1720, et seq., and 1770, et seq., as well as California Code of Regulations, Title 8, Section 16000, et seq., (“Prevailing Wage Laws”), which require the payment of prevailing wage rates and the performance of other requirements on “public works” and “maintenance” projects. If the services being performed are part of an applicable “public works” or “maintenance” project, as defined by the Prevailing Wage Laws, and the total compensation is $1,000 or more, Contractor agrees to fully comply with such Prevailing Wage Laws.
Contractor shall defend, indemnify and hold the City, its elected officials, officers, employees and agents free and harmless from any claim or liability arising out of any failure or alleged failure to comply with the Prevailing Wage Laws.
5. INDEPENDENT CONTRACTOR
Contractor 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 Contractor performs the services which are the subject matter of this Agreement; however, the services to be provided by Contractor shall be provided in a manner consistent with all applicable standards and regulations governing such services. Contractor 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.
6. OWNERSHIP OF MATERIALS
This Agreement creates a non-exclusive and perpetual license for City to copy, use, modify, reuse, or sublicense any and all copyrights, designs, and other intellectual property embodied in plans, specifications, studies, drawings, estimates, and other documents or works of authorship fixed in any tangible medium of expression, including but not limited to, physical drawings or data magnetically or otherwise recorded on computer diskettes, which are prepared or caused to be prepared by Contractor City Council 20 – 106 4/15/2025
under this Agreement (“Documents & Data”). Contractor shall require all subcontractors to agree in writing that City is granted a non-exclusive and perpetual license for any Documents & Data the subcontractor prepares under this Agreement. Contractor represents and warrants that Contractor has the legal right to license any and all Documents & Data. Contractor makes no such representation and warranty in regard to Documents & Data which were provided to Contractor by the City. City shall not be limited in 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
Prior to undertaking performance of work under this Agreement, Contractor shall maintain and shall require its subcontractors, if any, to obtain and maintain insurance as described below:
a. Minimum Scope and Limit of Insurance
1. Commercial General Liability (CGL). Insurance Services Office (“ISO”) 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 $2,000,000 per occurrence and $4,000,000 aggregate. Umbrella and excess insurance policies can be used to meet the required limits.
2. Automobile Liability (AL). ISO Form CA 00 01 covering Code 1 (any auto), with combined single limits of $2,000,000.
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, per employee, per policy for bodily injury or disease.
4. Pollution Legal Liability and/or Error and Omissions (PLL). With limits no less than $1,000,000 per occurrence or claim, and $2,000,000 policy aggregate.
5. Professional Liability Insurance (Errors & Omissions). With limits no less than $1,000,000 per occurrence or claim, and $2,000,000 aggregate.
6. Broader Coverage. These insurance requirements shall not in any way act to reduce coverage that is broader or includes higher limits than the minimums shown above. If the Contractor 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 Contractor. Any available insurance proceedsin excess of the specified minimum limits of insurance and coverage shall be available to the City.
b. Other Insurance Provisions
The above required insurance policies are to contain or be endorsed to contain the following provisions:
City Council 20 – 107 4/15/2025
1. Additional Insured Status. The City, its City Council, its officers, officials, employees, agents, and volunteers are to be covered as additional insureds on the CGL and AL policies with respect to liability arising out of work or operations performed by or on behalf of the Contractor including materials, parts, or equipment furnished in connection with such work or operations. Additional insured status can be provided in the form of an endorsement to Contractor’s insurance.
2. Waiver of Subrogation. Contractor shall require its insurance company(ies) to waive all rights of subrogation against City of Santa Ana, its City Council, its officers, officials, employees, agents, and volunteers for losses paid under the terms of any policy which arise from performed by Contractor for City. Contractor agrees to obtain any endorsement(s) that may be necessary to affect this waiver of subrogation, but this provision applies regardless of whether or not City has received a waiver of subrogation endorsement from any insurer(s).
3. Primary Coverage. For any claims related to this contract, the Contractor’s insurance coverage shall be primary and any insurance or self-insurance maintained by City, its City Council, its officers, officials, employees, or volunteers shall be excess of the Contractor’s insurance and shall not contribute with it.
4. Severability. A severability of interest provision must apply for all the additional insureds, ensuring that Contractor’s insurance shall apply separately to each insured against whom a claim is made or suit is brought, except with respect to the insurer’s limits of liability.
5. Notice of Cancellation. Insurance policy(ies) herein shall provide that coverage shall not be canceled, suspended, voided, reduced in coverage or in limits, non-renewed by the carrier, or materially changed except after thirty (30) days prior written notice has been given to City. Ten (10) days prior written notice shall be provided to City for policy cancellation or non-renewal due to non-payment.
6. Certificate Holder. The Certificate Holder on each Evidence of the Insurance certificate shall be: City of Santa Ana, Attn: (name of department staff responsible for Agreement), 20 Civic Center Plaza M-XX (responsible staff’s department mail box), Santa Ana, CA 92701.
c. Self-Insured Retentions. Self-insured retentions must be declared to and approved by the City. City may require Contractor 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.
d. 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.
City Council 20 – 108 4/15/2025
e. Verification of Coverage. Contractor shall furnish the City with original Certificates of Insurance including all required amendatory endorsements (or copies of the applicable policy language effecting coverage required by this clause). A statement on a Certificate(s)/Evidence of insurance will not be accepted in lieu of the actual endorsements required herein. However, failure to obtain the required documents prior to the work beginning shall not waive the Contractor’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. f. Claims Made Policies. If any of the required policies provide coverage on a claims-made form:
1. The retroactive date must be shown and must be before the execution date of the Agreement.
2. Insurance must be maintained and evidence of insurance must be provided for at least five (5) years after completion of work.
3. If coverage is cancelled or non-renewed, and not replaced with another claims-made policy form with a retroactive date prior to the contract effective date, Contractor must purchase “extended reporting” coverage for a minimum of five (5) years after completion of work.
4. A copy of the claims reporting requirements must be submitted to City. g. Subcontractors. Contractor shall require and verify that all subcontractors maintain insurance meeting all the requirements statement herein, and Contractor shall ensure that City is an additional insured on insurance required from subcontractors. For CGL coverage, sub-contractors shall provide coverage with a form at least as broad as CG 20 38 04 13.
h. Failure to Maintain Insurance Coverage. If Contractor, for any reason, fails to maintain insurance coverage which is required pursuant to this Agreement, the same shall be deemed a material breach of the Agreement. City at its sole option, may terminate this Agreement at any time and obtain damages from Contractor resulting from said breach. i. 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
Contractor 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 City Council 20 – 109 4/15/2025
injury, including death, and claims for property damage, which may arise from the negligent operations of the Contractor, 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 Contractor 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 Contractor’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 Contractor.
9. INTELLECTUAL PROPERTY INDEMNIFICATION
Contractor 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 Contractor to the City pursuant to this Agreement.
10. RECORDS
Contractor shall keep records and invoices in connection with the work to be performed under this Agreement. Contractor 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 Contractor under this Agreement. All such records and invoices shall be clearly identifiable. Contractor 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. Contractor 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 Contractor under this Agreement.
11. CONFIDENTIALITY
If Contractor receives from the City information which due to the nature of such information is reasonably understood to be confidential and/or proprietary, Contractor 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 City Council 20 – 110 4/15/2025
nondisclosure shall not apply to any information that (a) has been disclosed in publicly available sources; (b) is, through no fault of the Contractor disclosed in a publicly available source; (c) is in rightful possession of the Contractor without an obligation of confidentiality; (d) is required to be disclosed by operation of law; or (e) is independently developed by the Contractor without reference to information disclosed by the City.
12. CONFLICT OF INTEREST CLAUSE
Contractor 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
Contractor shall not discriminate because of race, color, creed, religion, sex, marital status, 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. Contractor 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 Contractor, 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 Contractor. 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 Contractor 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 Contractor, Contractor 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 contractors retained by City.
16. TERMINATION
This Agreement may be terminated by the City upon thirty (30) days written notice of termination.
In such event, Contractor shall be entitled to receive and the City shall pay Contractor compensation for City Council 20 – 111 4/15/2025
all services performed by Contractor 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 Contractor 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 Contractor 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.
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
Contractor 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. Contractor 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. 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.
City Council 20 – 112 4/15/2025
21. 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
With courtesy copies to:
Executive Director, Planning and Building Agency
City of Santa Ana
20 Civic Center Plaza (M-20)
P.O. Box 1988
Santa Ana, California 92702
Fax: 714-647-5635
To Contractor:
Interior Demolition, Inc.
Attn: Maria Molina, Scretary & Treasurer
23508 Pine Street
Newhall, CA 91321
[email protected]
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.
[signature page follows]
City Council 20 – 113 4/15/2025
SIGNATURE PAGE FOR
AGREEMENT WITH INTERIOR DEMOLITION, INC., TO PROVIDE CITY-WIDE ON-CALL DEMOLITION SERVICES FOR THE CiTY OF SANTA ANA
IN WITNESS WHEREOF, tl'ie parties hereto have executed this Agreement the date and year first above written.
ATTEST: CITY OF SANTA ANA
Jennifer L. Hal)
City Clerk
APPROVED AS TO FORM:
SONIA R. CARV ALHO
City Attorney
Branmalvatierra
Deputy City Attorney
RECOMMENDED FOR APPROV AL:
A)i"f'
Acting Executive Director
Plaiuiii'ig and Building Agency
Alvaro Nufiez
City Manager
CONTRACTOR:
iiU,.fU!!
Maria Molina
Secretarv & Treasurer
City Council 20 – 114 4/15/2025
EXHIBIT A
Scope of Services
City Council 20 – 115 4/15/2025
CITY OF SANTA ANA
Contractor shall perform services as set forth below.
1) Contractor is responsible for the payment of all applicable permits required to conduct the below scope of services.
2) The On-Call contractor shall respond with a task order quote within five (5) working days of receiving the request for a task order quote.
3) Selection of a contractor to perform each task order shall consider past work completion performance.
A. Demolition
1) Contractor is responsible for demolishing and disposal/recycling of all improvements, including but not limited to:
a) All labor on this project
b) All debris generated on this project incluing hauling debris in a lawful manner and to the proper destination
c) Securing demo site if required
d) Foundations and footings,
e) Slabs,
f) Basement,
g) Detached garage,
h) Landscaping, shrubs, and brush
i) Fencing,
j) Walls trees and
k) All miscellaneous to clear site complete
2) Contractor is also responsible for:
a) Grading the parcel for drainage,
b) Importing and exporting fill dirt or aggregate base as needed, c) Capping all water and sewer lines, and
EXHIBIT A
SCOPE OF SERVICES
City of Santa Ana
City Council
RFP No. 25-027
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