EXHIBIT A
Program Name: Homeless Housing, Assistance, and Prevention Program Round 5 “HHAP-5”
NOFA Date: September 29, 2023
Approved Date: August 8, 2024
Prep Date: November 1, 2024
G. HCD may request additional information from applicants, as needed, to meet other applicable reporting or audit requirements.
7) Capacity and Authority to Contract
A. By signing this Agreement, the Grantee is certifying that it has the capacity and authority to fulfill the obligations enumerated in this agreement. The Grantee further represents that it is authorized to execute this Agreement.
B. Each person executing this Agreement on behalf of an entity, other than an individual executing this Agreement on their own behalf, represents that they are authorized to execute this Agreement on behalf of said entity.
EXHIBIT 2
City Council
3 –
71 8/19/2025
City of Santa Ana
24-HHAP-10007
EXHIBIT B
Program Name: Homeless Housing, Assistance, and Prevention Program Round 5 “HHAP-5”
NOFA Date: September 29, 2023
Approved Date: August 8, 2024
Prep Date: November 1, 2024
BUDGET DETAIL AND DISBURSEMENT PROVISIONS
1. Payee
Name: City of Santa Ana Amount: $ 5,878,393.38
2. Budget Detail & Changes
A. The Grantee agrees that HHAP-5 funds shall be expended on uses that support regional coordination and expand or develop local capacity to address immediate homelessness challenges. Such activities must be informed by a best-practices framework focused on moving people experiencing homelessness into permanent housing and supporting the efforts of those individuals and families to maintain their permanent housing.
B. The Grantee shall expend the HHAP-5 funds on eligible activities as detailed in HSC 50234, subdivision (a)(1)(A) and 50236 and as described in the grantees latest approved HHAP-5 funding plan.
C. Any changes to the Grantee’s budget must be approved in writing by HCD prior to incurring expenses.
3. General Conditions Prior to Disbursement
A. All Grantees must submit the following forms prior to this HHAP-5 allocation being released:
1) Request for Funds Form (“RFF”).
2) STD 213 Standard Agreement form and Exhibits A through E.
3) STD 204 Payee Data Record or Government Agency Taxpayer ID Form.
4. Disbursement of Funds
A. Initial Disbursement
EXHIBIT 2
City Council
3 –
72 8/19/2025
City of Santa Ana
24-HHAP-10007
EXHIBIT B
Program Name: Homeless Housing, Assistance, and Prevention Program Round 5 “HHAP-5”
NOFA Date: September 29, 2023
Approved Date: August 8, 2024
Prep Date: November 1, 2024
1) The Initial Disbursement of the HHAP-5 allocation includes the initial HHAP-5 base allocation, HHAP-5 planning allocation, and initial supplemental allocation. These funds will be disbursed to the Grantee upon receipt, review and approval of the completed Standard Agreement and RFF by HCD.
2) The Initial disbursement of HHAP-5 funds will be disbursed in one allocation, and issued to the Grantee, identified on the Payee Data Record Form or Government Agency Taxpayer ID Form.
B. Remainder Disbursement
1) HCD will disburse the remaining fifty percent (50%) of HHAP-5 base allocation upon demonstration by a Grantee that it has complied with the requirement to contractually obligate and expend a minimum amount of its initial Round 5 base allocation, as described below, and receives approval for the submitted Updated Regionally Coordinated Homelessness Action Plan that includes updates on measures and illustrates the advancement of key actions outlined in the original Regionally Coordinated Action Plan to improve those measures, as outlined in Section 50235(h).
a) A Grantee shall contractually obligate no less than seventy- five percent (75%) and shall expend no less than fifty
percent (50%) of their initial fifty percent (50%) HHAP-5 base allocation by June 30, 2026. This excludes both the HHAP-5 planning allocation and the supplemental allocation. Upon demonstration by a grantee that it has complied with this requirement and receives approval for the submitted Updated Regionally Coordinated Homelessness Action Plan, HCD
shall disburse to that recipient the remaining fifty percent (50%) of its HHAP-5 program allocation pursuant to Section 50234.
b) If a Grantee has obligated less than seventy-five percent (75%) or expended less than fifty percent (50%) of their initial fifty percent (50%) HHAP-5 program allocation by June 30, 2026, the Grantee shall not contractually obligate or expend any remaining portion of its initial HHAP-5 program allocation, and HCD shall not allocate to the recipient the EXHIBIT 2
City Council
3 –
73 8/19/2025
City of Santa Ana
24-HHAP-10007
EXHIBIT B
Program Name: Homeless Housing, Assistance, and Prevention Program Round 5 “HHAP-5”
NOFA Date: September 29, 2023
Approved Date: August 8, 2024
Prep Date: November 1, 2024
remaining fifty percent (50%) of its HHAP-5 program
allocation, unless both of the following occur:
i. On or before June 30, 2026, the Grantee submits an
alternative disbursement plan to HCD that includes an
explanation for the delay.
ii. HCD approves the alternative disbursement plan. If
HCD cannot approve an alternative disbursement
plan, HCD will provide the Grantee with guidance on
the revisions needed in order to approve the
alternative disbursement plan.
c) HCD may withhold the remaining fifty percent (50%) of HHAP-5 program allocation funds from a jurisdiction that repeatedly failed to take action as specified in its Regionally Coordinated Homelessness Action Plan, or that took actions adverse to achieving the plan objectives provided pursuant to Section 50233, until such time the jurisdiction
demonstrates to HCD they are in substantial compliance
with the requirements of HSC 50235 subdivision (h).
5. Expenditure of Funds
All HHAP-5 funds must be spent consistent with the intent of the Program and the eligible uses identified in HSC section 50234, subdivision (a)(1)(A) and 50236 and in alignment with the Grantee’s latest, approved funding plan.
6. Ineligible Costs
A. HHAP-5 funds shall not be used for costs associated with activities in violation of any law or for any activities not consistent with the intent of the Program and the eligible uses identified in HSC section 50234, subdivision (a)(1)(A) and 50236.
B. HCD reserves the right to request additional clarifying information to determine the reasonableness and eligibility of all uses of the funds made available by this Agreement. If the Grantee or its funded subrecipients use HHAP-5 funds to pay for ineligible activities, the Grantee shall be required to reimburse these funds to HCD.
EXHIBIT 2
City Council
3 –
74 8/19/2025
City of Santa Ana
24-HHAP-10007
EXHIBIT B
Program Name: Homeless Housing, Assistance, and Prevention Program Round 5 “HHAP-5”
NOFA Date: September 29, 2023
Approved Date: August 8, 2024
Prep Date: November 1, 2024
C. An expenditure which is not authorized by this Agreement, or by written approval of the Contract Coordinator or his/her designee, or which cannot be adequately documented, shall be disallowed and must be immediately repaid to HCD by the Grantee. A Grantee shall be prohibited from applying for future HHAP funds until they have repaid these funds to HCD.
HCD, at its sole and absolute discretion, shall make the final determination regarding the allowability of HHAP-5 fund expenditures.
D. Program funds shall not be used to supplant existing local funds for homeless housing, assistance, or prevention. HHAP funds cannot replace local funds that are committed to an existing or developing homeless assistance program. However, if funds previously supporting a service or project end or are reduced for reasons beyond the control of the Grantee and services or housing capacity will be lost as a result of these funds ending, HHAP funds may be used to maintain the service or program.
Examples include, but are not limited to, a time-limited city and/or county tax or one-time block grant.
E. Program funds shall not be used to supplant existing Encampment Resolution Funding Grant funds provided under HSC section 50251.
EXHIBIT 2
City Council
3 –
75 8/19/2025
City of Santa Ana
24-HHAP-10007
EXHIBIT D
Program Name: Homeless Housing, Assistance, and Prevention Program Round 5 “HHAP-5”
NOFA Date: September 29, 2023
Approved Date: August 8, 2024
Prep Date: November 1, 2024
HHAP GENERAL TERMS AND CONDITIONS
1. Termination and Sufficiency of Funds
A. Termination of Agreement
HCD may terminate this Agreement at any time for cause by giving a minimum of 14 days’ notice of termination, in writing, to the Grantee.
Cause shall consist of violations of any conditions of this Agreement, any breach of contract as described in paragraph 6 of this Exhibit D; violation of any federal or state laws; or withdrawal of HCD’s expenditure authority. Upon termination of this Agreement, unless otherwise approved in writing by HCD, any unexpended funds received by the Grantee shall be returned to HCD within thirty (30) days of HCD’s notice of termination.
B. Sufficiency of Funds
This Agreement is valid and enforceable only if sufficient funds are made available to HCD by legislative appropriation. In addition, this Agreement is subject to any additional restrictions, limitations or conditions, or statutes, regulations, or any other laws, whether federal or those of the State of California, or of any agency, department, or any political subdivision of the federal or State of California governments, which may affect the provisions, terms, or funding of this Agreement in any manner.
2. Transfers
Grantee may not transfer or assign by subcontract or novation, or by any other means, the rights, duties, or performance of this Agreement or any part thereof, except as allowed within Exhibit D Section 12 (Special Conditions – Grantees/Sub Grantee) or with the prior written approval of HCD and a formal amendment to this Agreement to affect such subcontract or novation.
3. Grantee’s Application for Funds
Grantee has submitted to HCD an application for HHAP-5 funds to support regional coordination and expand or develop local capacity to address its immediate homelessness challenges. HCD is entering into this Agreement on the basis of Grantee’s facts, information, assertions and representations contained in that application. Any subsequent modifications to the original funding plans submitted within the original application must be EXHIBIT 2
City Council
3 –
76 8/19/2025
City of Santa Ana
24-HHAP-10007
EXHIBIT D
Program Name: Homeless Housing, Assistance, and Prevention Program Round 5 “HHAP-5”
NOFA Date: September 29, 2023
Approved Date: August 8, 2024
Prep Date: November 1, 2024
requested through the formal HHAP Budget Modification Request Process and are subject to approval by HCD.
Grantee warrants that all information, facts, assertions, and representations contained in the application and approved modifications and additions thereto are true, correct, and complete to the best of Grantee’s knowledge. In the event that any part of the application and any approved modification and addition thereto is untrue, incorrect, incomplete, or misleading in such a manner that would substantially affect HCD approval, disbursement, or monitoring of the funding and the grants or activities governed by this Agreement, then HCD may declare a breach of this Agreement and take such action or pursue such remedies as are legally available.
4. Reporting/Audits
A. Reporting Requirements
1) Annual Report: Grantees will be responsible for submitting an annual report no later than April 1 each year following the receipt of funds until all funds are fully expended. The annual report will contain detailed information on program activities in accordance with HSC sections 50221, 50222, and 50223, and be submitted in the form and method provided by HCD. The annual report must provide information on activities through the prior calendar, including, but not limited to, an ongoing tracking of the specific uses and expenditures of any program funds broken out by eligible uses, as well as any additional information HCD deems appropriate or necessary.
2) Monthly Fiscal Report: Grantees will be responsible for submitting a monthly fiscal report in accordance with HSC section 50223, in the form and method provided by HCD. The monthly fiscal report must provide information, including but not limited to, the obligation and expenditure status of the program funds by eligible uses category.
3) Final Report: Grantees will be responsible for submitting a final report in accordance with HSC section 50223 no later than April 1, 2029, and must be submitted in the form and method provided by HCD. The final report must provide information, including but not limited to, detailed uses of all program funds.
EXHIBIT 2
City Council
3 –
77 8/19/2025
City of Santa Ana
24-HHAP-10007
EXHIBIT D
Program Name: Homeless Housing, Assistance, and Prevention Program Round 5 “HHAP-5”
NOFA Date: September 29, 2023
Approved Date: August 8, 2024
Prep Date: November 1, 2024
4) HMIS/HDIS Reporting: Grantees and their subcontractors must report client data into their local Homeless Management Information Systems (HMIS) pursuant to the requirements of Assembly Bill (AB) 977 (Chapter 397, Statutes of 2021), and that data must be shared quarterly with the statewide Homeless Data Integration System (HDIS). As part of reporting responsibilities in accordance with HSC sections 50221, 50222, and 50223, Grantees must ensure proper recording of activities associated with these program funds. This is intended to efficiently capture many of the non-fiscal reporting responsibilities required under HSC sections 50221, 50222, and 50223. HCD will make efforts to utilize statewide Homeless Data Integration System to fulfill grantee reporting requirements under HSC sections 50221, 50222, and 50223, however improper reporting into that system may require HCD to seek additional information directly from Grantees.
Grantees may also be required to accept training and technical assistance in this area if their HMIS/HDIS is not properly tracked and shared.
5) HCD may require additional supplemental reporting with written notice to the Grantee.
6) G rantee may, at their discretion, fully expend their HHAP-5 allocation prior to the end date of the grant term and will not be required to submit monthly fiscal reports after the month in which their allocation was fully expended.
B. Auditing
HCD reserves the right to perform or cause to be performed a financial audit. At HCD’s request, the Grantee shall provide, at its own expense, a financial audit prepared by a certified public accountant. HHAP-5 administrative funds may be used to fund this expense. Should an audit be required, the Grantee shall adhere to the following conditions:
1) T he audit shall be performed by an independent certified public accountant.
EXHIBIT 2
City Council
3 –
78 8/19/2025
City of Santa Ana
24-HHAP-10007
EXHIBIT D
Program Name: Homeless Housing, Assistance, and Prevention Program Round 5 “HHAP-5”
NOFA Date: September 29, 2023
Approved Date: August 8, 2024
Prep Date: November 1, 2024
2) The Grantee shall notify HCD of the auditor's name and address immediately after the selection has been made. The contract for the audit shall allow access by HCD to the independent auditor's working papers.
3) The Grantee is responsible for the completion of audits and all costs of preparing audits.
4) If there are audit findings, the Grantee must submit a detailed response acceptable to HCD for each audit finding within ninety (90) days from the date of the audit finding report.
5. Inspection and Retention of Records
A. Record Inspection
HCD or its designee shall have the right to review, obtain, and copy all records and supporting documentation pertaining to
performance under this Agreement. The Grantee agrees to provide HCD, or its designee, with any relevant information requested. The Grantee agrees to give HCD or its designee access to its premises, upon reasonable notice and during normal business hours, for the purpose of interviewing employees who might reasonably have information related to such records, and of inspecting and copying such books, records, accounts, and other materials that may be relevant to
an investigation of compliance with the Homeless Housing, Assistance, and Prevention Program laws, the HHAP-5 program guidance document published on the website, and this Agreement.
In accordance with HSC section 50220.8, subdivision (m), if upon inspection of records HCD identifies noncompliance with grant requirements, HCD retains the right to impose a corrective action plan on the Grantee.
B. Record Retention
The Grantee further agrees to retain all records described in subparagraph (A) for a minimum period of five (5) years after the termination of this Agreement.
EXHIBIT 2
City Council
3 –
79 8/19/2025
City of Santa Ana
24-HHAP-10007
EXHIBIT D
Program Name: Homeless Housing, Assistance, and Prevention Program Round 5 “HHAP-5”
NOFA Date: September 29, 2023
Approved Date: August 8, 2024
Prep Date: November 1, 2024
If any litigation, claim, negotiation, audit, monitoring, inspection, or other action has been commenced before the expiration of the required record retention period, all records must be retained until completion of the action and resolution of all issues which arise from it.
C. Public Records Act
The Grantees’ final HHAP-5 application, this contract, and other documents related to the grant are considered public records, which are available for public viewing pursuant to the California Public Records Act Division 10 (commencing with Section 7920.000) of Title 1 of the Government Code.
6. Breach and Remedies
A. Breach of Agreement
Breach of this Agreement includes, but is not limited to, the following events:
1) Grantee’s failure to comply with the terms or conditions of this Agreement.
2) Use of, or permitting the use of, HHAP-5 funds provided under this Agreement for any ineligible activities.
3) Any failure to comply with the deadlines set forth in this Agreement.
B. Remedies for Breach of Agreement
In addition to any other remedies that may be available to HCD in law or equity for breach of this Agreement, HCD may:
1) Bar the Grantee from applying for future HHAP funds.
2) Revoke any other existing HHAP award(s) to the Grantee.
3) Require the return of any unexpended HHAP-5 funds disbursed under this Agreement.
EXHIBIT 2
City Council
3 –
80 8/19/2025
City of Santa Ana
24-HHAP-10007
EXHIBIT D
Program Name: Homeless Housing, Assistance, and Prevention Program Round 5 “HHAP-5”
NOFA Date: September 29, 2023
Approved Date: August 8, 2024
Prep Date: November 1, 2024
4) Require repayment of HHAP-5 funds disbursed and expended under this Agreement.
5) Require the immediate return to HCD of all funds derived from the use of HHAP-5 funds.
6) Seek, in a court of competent jurisdiction, an order for specific performance of the defaulted obligation or participation in the technical assistance in accordance with HHAP-5 requirements.
C. All remedies available to HCD are cumulative and not exclusive.
D. HCD may give written notice to the Grantee to cure the breach or violation within a period of not less than fifteen (15) days.
7. Waivers
No waiver of any breach of this Agreement shall be held to be a waiver of any prior or subsequent breach. The failure of HCD to enforce at any time the provisions of this Agreement, or to require at any time, performance by the Grantee of these provisions, shall in no way be construed to be a waiver of such provisions nor to affect the validity of this Agreement or the right of HCD to enforce these provisions.
8. Nondiscrimination
During the performance of this Agreement, the Grantee and its subrecipients shall not unlawfully discriminate, harass, or allow harassment against any employee or applicant for employment because of sex (gender), sexual orientation, gender identity, gender expression, race, color, ancestry, religion, creed, national origin (including language use restriction), pregnancy, physical disability (including HIV and AIDS), mental disability, medical condition (cancer/genetic characteristics), age (over 40), genetic information, marital status, military and veteran status, and denial of medical and family care leave or pregnancy disability leave. Grantees and Sub grantees shall ensure that the evaluation and treatment of their employees and applicants for employment are free from such discrimination and harassment. Grantee and its subrecipients shall comply with the provisions of California’s laws against discriminatory practices relating to specific groups: the California Fair Employment and Housing Act (FEHA) (Gov. Code, § 12900 et seq.); the regulations promulgated thereunder (Cal. Code Regs., tit. 2, § 11000 et seq.); and the provisions of Article 9.5, Chapter 1, Part 1, Division 3, Title 2 of the EXHIBIT 2
City Council
3 –
81 8/19/2025
City of Santa Ana
24-HHAP-10007
EXHIBIT D
Program Name: Homeless Housing, Assistance, and Prevention Program Round 5 “HHAP-5”
NOFA Date: September 29, 2023
Approved Date: August 8, 2024
Prep Date: November 1, 2024
Government Code (Gov. Code, §§ 11135 - 11139.5). Grantee and its subrecipients shall give written notice of their obligations under this clause to labor organizations with which they have a collective bargaining or other agreement.
9. Conflict of Interest
All Grantees are subject to state and federal conflict of interest laws. For instance, HSC section 50220.5, subdivision (i) states, “For purposes of Section 1090 of the Government Code, a representative of a county serving on a board, committee, or body with the primary purpose of administering funds or making funding recommendations for applications pursuant to this chapter shall have no financial interest in any contract, program, or project voted on by the board, committee, or body on the basis of the receipt of compensation for holding public office or public employment as a representative of the county.”
Failure to comply with these laws, including business and financial disclosure provisions, will result in the application being rejected and any subsequent contract being declared void. Other legal action may also be taken. Additional applicable statutes include, but are not limited to, Government Code section 1090 and Public Contract Code sections 10410 and 10411.
A. Current State Employees: No State officer or employee shall engage in any employment, activity, or enterprise from which the officer or employee receives compensation or has a financial interest, and which is sponsored or funded by any State agency, unless the employment, activity, or enterprise is required as a condition of regular State employment. No State officer or employee shall contract on
his or her own behalf as an
independent Grantee with any State agency to provide goods or services.
B. Former State Employees: For the two (2) year period from the date he or she left State employment, no former State officer or employee may enter into a contract in which he or she engaged in any of the negotiations, transactions, planning, arrangements, or any part of the decision-making process relevant to the contract while employed in any capacity by any State agency. For the twelve (12) month period from the date, he or she left State employment, no former State officer or employee may enter into a contract with any State agency if he or she was employed by that State agency in a policy-making position in the same general subject area as the proposed contract within the twelve (12) month period prior to his or her leaving State service.
EXHIBIT 2
City Council
3 –
82 8/19/2025
City of Santa Ana
24-HHAP-10007
EXHIBIT D
Program Name: Homeless Housing, Assistance, and Prevention Program Round 5 “HHAP-5”
NOFA Date: September 29, 2023
Approved Date: August 8, 2024
Prep Date: November 1, 2024
C. Employees of the Grantee: Employees of the Grantee shall comply with all applicable provisions of law pertaining to conflicts of interest, including but not limited to any applicable conflict of interest provisions of the Political Reform Act of 1974 (Gov. Code, § 81000 et seq.).
D. Representatives of a County: A representative of a county serving on a board, committee, or body with the primary purpose of administering funds or making funding recommendations for applications pursuant to this chapter shall have no financial interest in any contract, program, or project voted on by the board, committee, or body on the basis of the receipt of compensation for holding public office or public employment as a representative of the county.
10. Drug-Free Workplace Certification
Certification of Compliance: By signing this Agreement, Grantee hereby certifies, under penalty of perjury under the laws of State of California, that it and its subrecipients will comply with the requirements of the Drug-Free Workplace Act of 1990 (Gov. Code, section 8350 et seq.) and have or will provide a drug-free workplace by taking the following actions:
Publish a statement notifying employees and subrecipients that unlawful manufacture distribution, dispensation, possession, or use of a controlled substance is prohibited and specifying actions to be taken against employees, Grantees, or subrecipients for violations, as required by Government Code section 8355, subdivision (a)(1).
A. Establish a Drug-Free Awareness Program, as required by Government Code section 8355, subdivision (a)(2) to inform employees, Grantees, or subrecipients about all of the following:
1) The dangers of drug abuse in the workplace.
2) Grantee’s policy of maintaining a drug-free workplace.
3) Any available counseling, rehabilitation, and employee assistance program; and
4) Penalties that may be imposed upon employees, Grantees, and subrecipients for drug abuse violations.
EXHIBIT 2
City Council
3 –
83 8/19/2025
City of Santa Ana
24-HHAP-10007
EXHIBIT D
Program Name: Homeless Housing, Assistance, and Prevention Program Round 5 “HHAP-5”
NOFA Date: September 29, 2023
Approved Date: August 8, 2024
Prep Date: November 1, 2024
B. Provide, as required by Government Code section 8355, subdivision (a)(3), that every employee and/or subrecipient that works under this Agreement:
1) Will receive a copy of Grantee’s drug-free policy statement, and
2) Will agree to abide by terms of Grantee’s condition of employment or subcontract.
11. Child Support Compliance Act
For any Contract Agreement in excess of $100,000, the Grantee acknowledges in accordance with Public Contract Code 7110, that:
A. The Grantee recognizes 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
B. The Grantee, to the best of its knowledge is fully complying with the earnings assignment orders of all employees and is providing the names of all new employees to the New Hire Registry maintained by the California Employment Development Department.
12. Special Conditions – Grantees/Subgrantee
The Grantee agrees to comply with all conditions of this Agreement including the Special Conditions set forth in Exhibits C and D. These conditions shall be met to the satisfaction of HCD prior to disbursement of funds. The Grantee shall ensure that all Subgrantees are made aware of and agree to comply with all the conditions of this Agreement and the applicable State requirements governing the use of HHAP-5 funds. Failure to comply with these conditions may result in termination of this Agreement.
A. The Agreement between the Grantee and any Subgrantee shall require the Grantee and its Subgrantees, if any, to:
EXHIBIT 2
City Council
3 –
84 8/19/2025
City of Santa Ana
24-HHAP-10007
EXHIBIT D
Program Name: Homeless Housing, Assistance, and Prevention Program Round 5 “HHAP-5”
NOFA Date: September 29, 2023
Approved Date: August 8, 2024
Prep Date: November 1, 2024
1) Perform the work in accordance with Federal, State and Local housing and building codes, as applicable.
2) Maintain at least the minimum State-required worker’s compensation for those employees who will perform the work or any part of it.
3) Maintain, as required by law, unemployment insurance, disability insurance, and liability insurance in an amount that is reasonable to compensate any person, firm or corporation who may be injured or damaged by the Grantee or any Subgrantee in performing the Work or any part of it.
4) Agree to include all the terms of this Agreement in each subcontract.
B. The Grantee shall monitor the activities of all subgrantees to ensure compliance with all requirements under the HHAP program.
As requested by HCD, the Grantee shall provide to HCD all monitoring documentation necessary to ensure that Grantee and its subgrantees are in continued compliance with HHAP requirements. Such documentation requirements shall be provided by HCD when the information is requested.
13. Compliance with State and Federal Laws, Rules, Guidelines and Regulations
The Grantee agrees to comply with all state and federal laws, rules and regulations that pertain to construction, health and safety, labor, fair employment practices, environmental protection, equal opportunity, land use, homelessness, housing element, fair housing, and all other matters applicable and/or related to the HHAP-5 program, the Grantee, its subrecipients, and all eligible activities.
The Grantee shall also be responsible for obtaining any and all permits, licenses, and approvals required for performing any activities under this Agreement, including those necessary to perform design, construction, or operation and maintenance of the activities. The Grantee shall be responsible for observing and complying with any applicable federal, state, and local laws, rules or regulations affecting any such work, specifically those including, but not limited to, EXHIBIT 2
City Council
3 –
85 8/19/2025
City of Santa Ana
24-HHAP-10007
EXHIBIT D
Program Name: Homeless Housing, Assistance, and Prevention Program Round 5 “HHAP-5”
NOFA Date: September 29, 2023
Approved Date: August 8, 2024
Prep Date: November 1, 2024
environmental protection, procurement, and safety laws, rules, regulations, and ordinances. The Grantee shall provide copies of permits and approvals to HCD upon request.
14. Inspections
A. The Grantee shall inspect any work performed hereunder to ensure that the work is being and has been performed in accordance with the applicable federal, state and/or local requirements, and this Agreement.
B. HCD reserves the right to inspect any work performed hereunder to ensure that the work is being and has been performed in accordance with the applicable federal, state and/or local requirements, and this Agreement.
C. The Grantee agrees to require that all work that is determined based on such inspections not to conform to the applicable requirements be corrected and to withhold payments to the subrecipient until it is corrected.
15. Litigation
A. If any provision of this Agreement, or an underlying obligation, is held invalid by a court of competent jurisdiction, such invalidity, at the sole discretion of HCD, shall not affect any other provisions of this Agreement and the Initial terms of this Agreement shall remain in full force and effect.
Therefore, the provisions of this Agreement are and shall be deemed severable.
B. The Grantee shall notify HCD immediately of any claim or action undertaken by or against it, which affects or may affect this Agreement or HCD, and shall take such action with respect to the claim or action as is consistent with the terms of this Agreement and the interests of HCD.
EXHIBIT 2
City Council
3 –
86 8/19/2025
City of Santa Ana
24-HHAP-10007
EXHIBIT E
Program Name: Homeless Housing, Assistance, and Prevention Program Round 5 “HHAP-5”
NOFA Date: September 29, 2023
Approved Date: August 8, 2024
Prep Date: November 1, 2024
SPECIAL TERMS AND CONDITIONS
1. All proceeds from any interest-bearing account established by the Grantee for the deposit of HHAP-5 funds, along with any interest-bearing accounts opened by subrecipients to the Grantee for the deposit of HHAP-5 funds, must be used for HHAP-5-eligible activities. Grantees must maintain records of all expenditures of the proceeds from these interest-bearing accounts for five (5) years and report on these expenditures as required by HCD. HCD reserves the right to perform or cause to be performed a financial audit on the use of proceeds from interest- bearing accounts.
2. Per HSC section 50234 subdivision (f), any housing-related activities funded with HHAP-5 funds, including but not limited to emergency shelter (per HSC section 50236 subdivision (c)(3)(E), rapid-rehousing, rental assistance, transitional housing and permanent supportive housing, must be in compliance or otherwise aligned with the core components of Housing First, as described in Welfare and Institutions Code section 8255, subdivision (b). Individuals and families assisted with these funds must not be required to receive treatment or perform any other prerequisite activities as a condition for receiving shelter, housing, or other services for which these funds are used. In addition, HHAP-5 funding shall be used to adopt a Housing First approach within the entire local homelessness response system, including outreach and emergency shelter, short-term interventions like rapid re-housing, and longer-term interventions like supportive housing.
3. The Grantee shall utilize its local Homeless Management Information System (HMIS) to track HHAP-5-funded projects, services, and clients served. Grantee will ensure that HMIS data are collected in accordance with applicable laws and in such a way as to identify individual projects, services, and clients that are supported by HHAP-5 funding (e.g., by creating appropriate HHAP-5-specific funding sources and project codes in HMIS).
4. The Grantee shall participate in and provide data elements, including, but not limited to, health information, in a manner consistent with federal law, to the HMIS in accordance with their existing Data Use Agreements, and as required by HSC sections 50234(b) and 50220.6 and Welfare and Institutions Code section 8256. Any health information provided to, or maintained within, the Homeless Management Information System, or the State Homeless Data Integration System (HDIS), which compiles all HMIS data into a statewide data warehouse, shall not be subject to public inspection or disclosure under the California Public EXHIBIT 2
City Council
3 –
87 8/19/2025
City of Santa Ana
24-HHAP-10007
EXHIBIT E
Program Name: Homeless Housing, Assistance, and Prevention Program Round 5 “HHAP-5”
NOFA Date: September 29, 2023
Approved Date: August 8, 2024
Prep Date: November 1, 2024
Records Act. For purposes of this paragraph, “health information” means “protected health information,” as defined in Part 160.103 of Title 45 of the Code of Federal Regulations, and “medical information,” as defined in subdivision (j) of Section 56.05 of the Civil Code. HCD may, as required by operational necessity, amend or modify required data elements, disclosure formats, or disclosure frequency. Additionally, HCD, at its discretion, may provide Grantee with aggregate reports and analytics of the data Grantee submits to HDIS in support of the Purpose of this Agreement and the existing Data Use Agreement.
5. The Grantee agrees to accept technical assistance as directed by HCD or by a contracted technical assistance provider acting on behalf of HCD and report to HCD on programmatic changes the grantee will make as a result of the technical assistance and in support of their grant goals.
6. The Grantee agrees to demonstrate a commitment to racial equity and, per HSC section 50222 subdivision (a)(2)(B), the grantee shall use data provided through HDIS to analyze racial disproportionality in homeless populations and, in partnership with HCD, establish clear metrics and performance monitoring for achieving equity in provision of services and outcomes for Black, Native, and Indigenous, Latinx, Asian, Pacific Islanders and other People of Color who are disproportionately impacted by homelessness and COVID-19.
7. The Grantee should establish a mechanism for people with lived experience of homelessness to have meaningful and purposeful opportunities to inform and shape all levels of planning and implementation, including through opportunities to hire people with lived experience.
8. HCD reserves the right to add any special conditions to this Agreement it deems necessary to ensure that the goals of the Program are achieved.
9. The Department represents that the intent of Exhibit D Section 1(B) is only to preserve the legislature’s ability to make changes to appropriations and matters that are lawfully subject to change through the Budget Act. The Department represents and warrants that as of the date of this Agreement the non-bond funds referenced in Homeless Housing, Assistance and Prevention Program, Round 5 Notice of Funding Availability dated September 29, 2023 for this Agreement are appropriated to and available for the purposes of this Agreement, and further, that upon execution of this Agreement said funds are deemed allocated to and encumbered for the purposes described in this Agreement and shall not be terminated or reduced as a result of Exhibit D Section 1(B) once construction has commenced in compliance with Program requirements and in EXHIBIT 2
City Council
3 –
88 8/19/2025
City of Santa Ana
24-HHAP-10007
EXHIBIT E
Program Name: Homeless Housing, Assistance, and Prevention Program Round 5 “HHAP-5”
NOFA Date: September 29, 2023
Approved Date: August 8, 2024
Prep Date: November 1, 2024
accordance with the construction commencement requirements within this Agreement. If not continuously appropriated, said funds must still be disbursed prior to any applicable disbursement or expenditure deadline set forth in this Agreement.
EXHIBIT 2
City Council
3 –
89 8/19/2025
EXHIBIT B
HUD OBLIGATION LETTER
EXHIBIT 2
City Council
3 –
90 8/19/2025
U.S. DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT
Financial Management Center
2380 McGee Street, Suite 400
Kansas City, MO 64108-2605
OFFICE OF PUBLIC AND INDIAN HOUSING
This letter is to notify you that funds have been obligated for CY 2022 HCV Program administrative fee set-aside Special Fees per the award letter dated February 21, 2023. This is a one-time award and has been automatically disbursed in a lump sum. No action is required by your PHA to receive the disbursement.
Dear Executive Director:
SUBJECT: Calendar Year (CY) 2022 Housing Choice Voucher (HCV) Program Public housing agencies receiving an increment in excess of $100,000 in Budget Authority (BA) are required to submit Form HUD-50071, Certification of Payments to Influence Federal Transactions, and if applicable, Form SF-LLL, Disclosure of Lobbying Activities. If this letter notifies you of a renewal in excess of $100,000, and your PHA has not submitted the Form(s) HUD-50071 (and SF-LLL where applicable) for your current fiscal year; the documents must be submitted to your Financial Analyst at the Financial Management Center (FMC) within 30 days of the date of this letter. These forms are located on the Internet at the following addresses:
CITY OF SANTA ANA HSG AUTH
20 CIVIC CENTER PLAZA
P.O. BOX 22030
SANTA ANA, CA 92701-2701
CA093
March 3, 2023
The specific information concerning the obligation(s) for your public housing agency (PHA) is identified below.
Form HUD-50071
https://www.hud.gov/sites/documents/50071.PDF
Form SF-LLL
https://www.hud.gov/sites/documents/19161_SF-LLL.PDF
Attached is your Notice to Amend the Consolidated Annual Contributions Contract (CACC) with revised funding exhibits reflecting the change(s) described above. The amendment notice and revised funding exhibits should be filed with your most recent CACC.
No execution by HUD or your PHA is required.
Administrative Fee Set-Aside Special Fees
www.hud.gov espanol.hud.gov
EXHIBIT 2
City Council
3 –
91 8/19/2025
2 Sincerely
If you have any questions about the matters discussed in this letter, please contact your Financial Analyst (FA) at the Financial Management Center (FMC). 23-079
Enclosure(s)
Memo Reference:
Director, Financial Management Center
EXHIBIT 2
City Council
3 –
92 8/19/2025
3 U. S. Department of Housing and Urban Development
Office of Public and Indian Housing
Section 8
Increment Number Table
Housing Choice Voucher Program
Effective
Date
Term
(Months)
Funding Increment
Number
Budget Authority
March 3, 2023
Category
3/1/2023 1CA093AF0161 $45,000 CY22 Special Fee Set-Aside: FUP 3/1/2023 1CA093AF0160 $45,000 CY22 Spec Fee Set-Aside HUD VASH EXHIBIT 2
City Council
3 –
93 8/19/2025
Consolidated
Annual Contributions Contract
U.S. Department of Housing and Urban Development
Office of Public and Indian Housing
Housing Choice Voucher Program Section 8
HUD NOTICE TO HOUSING AGENCY AMENDING
CONSOLIDATED ANNUAL CONTRIBUTIONS CONTRACT
Housing Agency:
In accordance with Paragraph 2.c. of the Consolidated Annual Contributions Contract between HUD and the HA, you are notified that the funding exhibits of the Consolidated Annual Contributions Contract is hereby revised to add a new funding increment as provided in the attached revised funding exhibit. (This notice adds one or more funding increments listed on the attached funding exhibit.)
The revised funding exhibit is attached to this HUD notice. This revised funding exhibit replaces and revises the prior funding exhibit.
In accordance with Paragraph 2.d. of the Consolidated Annual Contributions Contract, this HUD notice and the attached funding exhibit constitutes an amendme nt to the Consolidated Annual Contributions Contract.
United States of America Secretary of Housing and Urban Development Date of Document:
Authorized Representative
Robert H. Boepple, Director
Financial Management Center
Form HUD-52520A (12/97)
CA093
CITY OF SANTA ANA HSG AUTH
3/3/2023
EXHIBIT 2
City Council
3 –
94 8/19/2025
ACC NUMBER: CA093
FIELD OFFICE: 9DPH
CITY OF SANTA ANA HSG AUTH
20 CIVIC CENTER PLAZA
06/30HA FISCAL YEAR-END: PROGRAM TYPE:
CA093
U. S. DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT
PIH SECTION 8 - FUNDING EXHIBIT
PROGRAM-BASED
P.O. BOX 22030
SANTA ANA, CA 92701
HAP-Voucher Program
UNITS
BUDGET
AUTHORITY
CONTRACT
TERM
FIRST DAY OF
TERM
LAST DAY OF
TERM
FUNDING
INCREMENT NUMBER
CA093AF0140 3/1/2021 3/31/2021 1 376,879 N/A
CA093VO0231 3/1/2021 3/31/2021 1 3,196,190 2699
CA093AFR420 4/1/2021 4/30/2021 1 64,570 N/A
CA093AF0141 4/1/2021 5/31/2021 2 515,068 N/A
CA093VO0232 4/1/2021 5/31/2021 2 6,416,114 2699
CA093AF0142 6/1/2021 9/30/2021 4 1,036,092 N/A
CA093AF0144 9/1/2021 9/30/2021 1 84,017 N/A
CA093AF0145 9/1/2021 9/30/2021 1 84,017 N/A
CA093AFR221 9/1/2021 9/30/2021 1 47,351 N/A
CA093VO0234 6/1/2021 9/30/2021 4 13,066,437 2699
CA093VOPR20 9/1/2021 9/30/2021 1 80,388 N/A
CA093AF0143 10/1/2021 10/31/2021 1 259,023 N/A
CA093VO0235 10/1/2021 10/31/2021 1 3,228,320 2699
CA093AF0147 11/1/2021 11/30/2021 1 217,884 N/A
CA093VO0236 11/1/2021 11/30/2021 1 3,228,323 2699
CA093AF0148 12/1/2021 12/31/2021 1 217,884 N/A
CA093VO0227 1/1/2021 12/31/2021 12 1 100
CA093VO0228 1/1/2021 12/31/2021 12 1 100
CA093VO0229 1/1/2021 12/31/2021 12 1 5
CA093VO0230 1/1/2021 12/31/2021 12 1 75
CA093VO0233 1/1/2021 12/31/2021 12 1 22
CA093VO0237 12/1/2021 12/31/2021 1 3,228,323 2699
CA093VO0247 12/1/2021 12/31/2021 1 47,248 N/A
CA093VO0238 1/1/2022 1/31/2022 1 3,349,016 2699
CA093AF0149 1/1/2022 2/28/2022 2 601,494 N/A
CA093VO0239 2/1/2022 2/28/2022 1 2,561,064 2699
CA093VO0240 2/1/2022 2/28/2022 1 787,952 N/A
CA093AF0150 3/1/2022 3/31/2022 1 300,747 N/A
CA093AFR321 3/1/2022 3/31/2022 1 69,531 N/A
EXHIBIT 2
City Council
3 –
95 8/19/2025
UNITS
BUDGET
AUTHORITY
CONTRACT
TERM
FIRST DAY OF
TERM
LAST DAY OF
TERM
FUNDING
INCREMENT NUMBER
CA093VO0222 4/1/2021 3/31/2022 12 344,259 25
CA093VO0245 3/1/2022 3/31/2022 1 3,349,016 2699
CA093AF0151 4/1/2022 4/30/2022 1 293,659 N/A
CA093VO0246 4/1/2022 4/30/2022 1 2,981,408 2699
CA093VO0248 4/1/2022 4/30/2022 1 435,684 N/A
CA093VOPR21 4/1/2022 4/30/2022 1 110,162 N/A
CA093AF0152 5/1/2022 5/31/2022 1 293,659 N/A
CA093AFR421 5/1/2022 5/31/2022 1 213,399 N/A
CA093VO0251 5/1/2022 5/31/2022 1 3,451,783 2699
CA093AF0153 6/1/2022 9/30/2022 4 1,220,404 N/A
CA093AFR122 9/1/2022 9/30/2022 1 78,583 N/A
CA093VO0252 6/1/2022 9/30/2022 4 13,347,397 2699
CA093AF0154 10/1/2022 10/31/2022 1 305,101 N/A
CA093AF0155 10/1/2022 10/31/2022 1 28,500 N/A
CA093VO0253 10/1/2022 10/31/2022 1 3,374,832 2699
CA093AFR222 11/1/2022 11/30/2022 1 90,438 N/A
CA093AF0156 11/1/2022 12/31/2022 2 653,092 N/A
CA093VO0241 1/1/2022 12/31/2022 12 1 100
CA093VO0242 1/1/2022 12/31/2022 12 1 100
CA093VO0243 1/1/2022 12/31/2022 12 1 5
CA093VO0244 1/1/2022 12/31/2022 12 1 75
CA093VO0249 4/1/2022 12/31/2022 9 1 25
CA093VO0250 1/1/2022 12/31/2022 12 1 21
CA093VO0256 11/1/2022 12/31/2022 2 6,859,827 2699
CA093AF0158 1/1/2023 1/31/2023 1 750 N/A
CA093AF0157 1/1/2023 2/28/2023 2 653,092 N/A
CA093AFR322 2/1/2023 2/28/2023 1 112,952 N/A
CA093VO0257 1/1/2023 2/28/2023 2 7,603,420 2699
CA093AF0159 3/1/2023 3/31/2023 1 330,396 N/A
CA093AF0160 3/1/2023 3/31/2023 1 45,000 N/A
CA093AF0161 3/1/2023 3/31/2023 1 45,000 N/A
CA093VO0266 3/1/2023 3/31/2023 1 3,868,744 2699
CA093VO0267 3/1/2023 3/31/2023 1 948,449 N/A
CA093VO0254 10/1/2022 9/30/2023 12 623,708 38
CA093VO0255 10/1/2022 9/30/2023 12 376,512 25
CA093VO0258 1/1/2023 12/31/2023 12 1 100
CA093VO0259 1/1/2023 12/31/2023 12 1 100
CA093VO0260 1/1/2023 12/31/2023 12 1 5
CA093VO0261 1/1/2023 12/31/2023 12 1 75
CA093VO0262 1/1/2023 12/31/2023 12 1 25
EXHIBIT 2
City Council
3 –
96 8/19/2025
UNITS
BUDGET
AUTHORITY
CONTRACT
TERM
FIRST DAY OF
TERM
LAST DAY OF
TERM
FUNDING
INCREMENT NUMBER
CA093VO0263 1/1/2023 12/31/2023 12 1 17
CA093VO0264 10/1/2023 12/31/2023 3 1 25
CA093VO0265 1/1/2023 12/31/2023 12 17,610 1
EXHIBIT 2
City Council
3 –
97 8/19/2025
EXHIBIT C
SCOPE OF WORK
EXHIBIT 2
City Council
3 –
98 8/19/2025
CITY OF SANTA ANA
Services Coordination for Transitional Age Youth and Former Foster Youth An organization who is awarded a contract from responding to this RFP will have a scope of work that is reflective of what is described here and in their RFP proposal, agreed upon and finalized with the Housing Authority of the City of Santa Ana.
A. Key Objectives
1. Provide housing navigation and landlord incentive services to assist the Foster Youth to Independence (FYI) voucher holder to lease a rental unit in the private market.
2. After the FYI voucher holder leases a rental unit, provide independent living skills training and life skills supportive services to maintain stable housing and not return to homelessness including:
a. E mpower youth with practical skills for independent living in their rental unit. b. Foster personal growth, self-advocacy, and community engagement. c. Support participants in achieving educational and employment goals.
B. Housing Navigation and Landlord Incentive Services Required The selected provider will be responsible for delivering the following services, including but not limited to:
1. Housing Search Assistance:
a. Housing search assistance is a broad term which may include many activities such as but not limited to:
i. H elping a family identify and visit potentially available units during their housing search,
ii. H elping to find a unit that meets the household’s disability-related needs, P iii. P roviding transportation and directions,
iv. A ssisting with the completion of rental applications and PHA forms, and v. H elping to expedite the FYI leasing process for the family.
2. Security Deposit/Utility Deposit/Rental Application/Holding Fees:
a. Application fees/non-refundable administrative or processing fees/refundable application deposit assistance: The selected provider may choose to assist the family with some or all these expenses.
b. Holding fees: It is not uncommon for an owner to request a holding fee that is rolled into the security deposit after an application is accepted but before a lease is signed. i. The selected provider may cover part or all of the holding fee for units where the fee is required by the owner after a tenant’s application has been accepted but before the lease signing.
ii. The provider and owner must agree how the holding fee gets rolled into the deposit, and under what conditions the fee will be returned. iii. In general, owners need to accept responsibility for making needed repairs to a unit required by the initial housing quality standards (HQS) inspections and can only keep the holding fee if the client is at fault for not entering into a lease. c. Security deposit assistance: The selected provider may provide security deposit assistance for the family.
i. The amount of the security deposit assistance may not exceed the lesser of two months’ rent to owner, the maximum security deposit allowed under
EXHIBIT I
SCOPE OF SERVICES
City of Santa Ana
RFP No. 25-057A
EXHIBIT 2
City Council
3 –
99 8/19/2025
CITY OF SANTA ANA
applicable state and/or local law, or the actual security deposit required by the owner.
ii. The provider may place conditions on the security deposit assistance, such as requiring the owner or family to return the security deposit assistance to the provider at the end of the family’s tenancy (less any amounts retained by the owner in accordance with the lease).
iii. Security deposit assistance returned to provider must be used for the same or other eligible uses.
d. Utility deposit assistance/utility arrears: The selected provider may provide utility deposit assistance for some or all of the family’s utility deposit expenses. i. Assistance can be provided for deposits (including connection fees) required for the utilities to be supplied by the tenant under the lease. In addition, some families may have large balances with gas, electric, water, sewer, or trash companies that will make it difficult if not impossible to establish services for tenant-supplied utilities.
ii. The selected provider may also provide the family with assistance to help address these utility arrears to facilitate leasing.
iii. Utility deposit assistance that is returned to the provider must be used for the same or other eligible uses.
3. Landlord Incentive Services:
a. Owner recruitment and outreach: The selected provider may conduct owner recruitment and outreach.
i. In addition to traditional owner recruitment and outreach, activities may include providing enhanced customer service, and offering owner incentive and/or retention payments
b. Owner incentive and/or retention payments: The selected provider may make incentive or retention payments to owners that agree to initially lease their unit to an FYI voucher holder.
i. The selected provider may design the owner incentive payment to meet its specific needs (such as, for example, limiting the incentive payments to new owners or owners in high opportunity neighborhoods, or structuring all or part of the payment as a damages or unpaid rent mitigation fund, where the owner receives the mitigation payment only if the security deposit is insufficient to cover damages and other amounts owed under the lease).
ii. The selected provider may condition the offer of the owner incentive payment on the owner’s agreement to abide by certain terms and conditions. For example, the selected provider could require the owner to agree to contact and work with the family’s case manager or other intervention services should lease violations or other tenant-related issues arise during the assisted tenancy before taking action to evict the tenant.
4. Other Activities:
a. Moving expenses (including move-in fees and deposits): The selected provider may provide assistance for some or all of the family’s reasonable moving expenses when they initially lease a unit with their FYI voucher.
b. Tenant-readiness services: The selected provider may help create customized plans to address or mitigate barriers that individual families may face in renting a unit with an FYI voucher, such as negative credit, lack of credit, negative rental or utility history, or to connect the family to other community resources that can assist with rental arrears.
City of Santa Ana
RFP No. 25-057A
EXHIBIT 2
City Council
3 –
100
8/19/2025
CITY OF SANTA ANA
c. Essential household items: The selected provider may assist the family with some or all of the costs of acquiring essential household items (e.g., tableware, bedding, etc.). d. Renter’s insurance if required by the lease: The selected provider may assist the family with some or all of the cost of renter’s insurance, but only in cases where the purchase of renter’s insurance is a condition of the lease.
C. Independent Living Skills Training and Life Skills Supportive Services Required The selected provider will be responsible for delivering the following services, including but not limited to:
1. Independent Living Skills Training:
a. Household Management: Training on meal planning, cooking, cleaning, laundry, and home safety.
b. Financial Literacy: Budgeting, banking, bill payment, credit management, and savings strategies.
c. Personal Care and Health Management: Hygiene, grooming, dressing skills, and health maintenance.
d. Time Management and Organization
e. Transportation Skills: Guidance on using public transportation, route planning, and obtaining driver’s licenses when applicable.
2. Life Skills Development:
a. Employment Preparation: Career exploration, resume writing, job search strategies, interview preparation, and workplace etiquette.
b. Educational Support: Assistance with GED preparation, college applications, financial aid navigation, and vocational training opportunities.
c. Self-Advocacy: Decision-making skills, problem solving techniques, and accessing community resources.
d. Social Skills: Training to build healthy relationships and community connections. e. Workshops: Organize and conduct regular workshops on various life skills topics such as communication skills, conflict resolution, stress management, and healthy relationships.
3. Comprehensive Case Management Services:
a. Conduct initial assessments to identify individual needs and goals. b. Develop personalized service plans.
c. Provide ongoing support and regular check-ins to ensure goal achievement. d. Coordination with local agencies for additional support services as needed. e. Work with participants to create comprehensive self-sufficiency plans. f. Assist in setting and achieving goals related to housing, education, and career.
D. Reports
1. Contractor shall submit a Quarterly Homeless Housing, Assistance, and Prevention Program (HHAP) Funds Report to the Housing Authority Coordinator thirty (30) days following the end of each quarter as listed below:
Quarter Due Dates
Quarter 1: July 1, 2025 – September 30, 2025 October 31, 2025 Quarter 2: October 1, 2025 – December 31, 2025 January 31, 2026 Quarter 3: January 1, 2026 – March 30, 2026 April 30, 2026 Quarter 4: April 1, 2026 – June 30, 2026 July 31, 2026 Quarter 1: July 1, 2026 – September 30, 2026 October 31, 2026 City of Santa Ana
RFP No. 25-057A
EXHIBIT 2
City Council
3 –
101
8/19/2025
CITY OF SANTA ANA
Quarter 2: October 1, 2026 – December 31, 2026 January 31, 2027 Quarter 3: January 1, 2027 – March 30, 2027 April 30, 2027 Quarter 4: April 1, 2027 – June 30, 2027 July 31, 2027
Quarter 1: July 1, 2027 – September 30, 2027 October 31, 2027 Quarter 2: October 1, 2027 – December 31, 2027 January 31, 2028 Quarter 3: January 1, 2028 – March 30, 2028 April 30, 20278 Quarter 4: April 1, 2028 – June 30, 2028 July 31, 2028
2. Cont
ractor shall provide a Quarterly HHAP Funds Report to [email protected] that includes the following information:
a. Specific uses and expenditures of any HHAP funds broken out by eligible uses listed; b. The number of homeless individuals served;
c. The type of housing assistance provided, broken out by the number of individuals; and d. Outcome data for individual served including the type of housing that an individual exited to, the percent of successful housing exits, and exit types for unsuccessful housing exits.
E. Additional Reporting Requirements
1. All service outcome data shall be entered and tracked in the Homeless Management Information System (HMIS)
2. Monthly financial reports detailing funds obligated and expended
3. Annual comprehensive report on program achievements, challenges, and financial summary F. Timeline
The
program is expected to run for 3 years, from July 1, 2025 to June 30, 2028 or until funds are depleted, with the option for a one-year extension. The selected provider will be expected to start services withi n 6 weeks of contract awar d and approval by City Council, whichever comes later.
Regular updates will be required as per the reporting schedule outlined in the contract.
G. Compensation
Contractor
shall be compensated for the services provided under this Agreement on a cost reimbursement basis as follows:
• The maximum amount for this Agreement for the period of July 1, 2025, through June 30, 2028 shall not exceed $632,839.
City of Santa Ana
RFP No. 25-057A
EXHIBIT 2
City Council
3 –
102
8/19/2025
EXHIBIT D
FEDERAL REGULATIONS
a. Federal Regulations – Recipient must comply with the government cost principles, uniform administrative requirements and audit requirements for federal grant program housed within Title 2, Part 200 of the Code of Federal Regulations.
b. Debarment and Suspension – As required by Executive Orders 12549 and 12689, and 2 CFR §200.212 and codified in 2 CFR Part 200, Recipient must provide protection against waste, fraud, and abuse by debarring or suspending those persons deemed irresponsible in their dealings with the Federal government.
c. Audit Records - With respect to all matters covered by this agreement all records shall be made available for audit and inspection by CONTRACTOR, the grant agency and/or their duly authorized representatives for a period of three (3) years from the date of submission of the final expenditure report by the City of Santa Ana. For a period of three years after final delivery hereunder or until all claims related to this Agreement are finally settled, whichever is later, Recipient shall preserve and maintain all documents, papers and records relevant to the services provided in accordance with this Agreement, including the Attachments hereto. For the same time period, Recipient shall make said documents, papers and records available to Contractor and the agency from which Contractor received grant funds or their duly authorized representative(s), for examination, copying, or mechanical reproduction on or off the premises of Recipient, upon request during usual working hours.
d. Reports - Recipient shall provide to Contractor all records and information requested by Contractor for inclusion in quarterly reports and such other reports or records as Contractor may be required to provide to the agency from which Contractor received grant funds or other persons or agencies.
e. Section 504 of the Rehabilitation Act of 1973 (Handicapped) - All recipients of federal funds must comply with Section 504 of the Rehabilitation Act of 1973 (The Act). Therefore, the federal funds recipient pursuant to the requirements of The Act hereby gives assurance that no otherwise qualified handicapped person shall, solely by reason of handicap be excluded from the participation in, be denied the benefits of or be subject to discrimination, including discrimination in employment, in any program or activity that receives or benefits from federal financial assistance. The Recipient agrees it will ensure that requirements of The Act shall be included in the agreements with and be binding on all of its contractors, subcontractors, assignees or successors.
f. Americans with Disabilities Act of 1990 - (ADA) Recipient must comply with all requirements of the Americans with Disabilities Act of 1990 (ADA), as applicable.
g. Political Activity - None of the funds, materials, property, or services provided directly or indirectly under this agreement shall be used for any partisan political activity, or to further the election or defeat of any candidate for public office, or otherwise in violation of the provisions of the "Hatch Act".
EXHIBIT 2
City Council
3 –
103
8/19/2025
h. No Lobbying - Recipient will comply with all applicable lobbying prohibitions and laws, including those found in the Byrd Anti-Lobbying Amendment (31 U.S.C. 1352, et seq.), and agrees that none of the funds provided under this award may be expended by the Recipient to pay any person to influence, or attempt to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with any federal action concerning the award or renewal of any federal contract, grant, loan, or cooperative agreement.
i. Non-Discrimination and Equal Opportunity - Recipient will comply, and all its contractors (or subrecipients) will comply, with Title VI of the Civil Rights Act of 1964, as amended; Section 504 of the Rehabilitation Act of 1964, as amended; Subtitle A, Title II of the Americans with Disabilities Act (ADA) (1990); Title IX of the Education Amendments of 1972; the Age Discrimination Act of 1975, as amended; Drug Abuse Office and Treatment Act of 1972, as amended; Comprehensive Alcohol Abuse and Alcoholism Prevention, Treatment and Rehabilitation Act of 1970, as amended; Section 523 and 527 of the Public Health Service Act of 1912, as amended; Title VIII of the Civil Rights Act of 1968, as amended; Department of Justice Non-Discrimination Regulations, 28 CFR Part 42, Subparts C, D, E, and G; and Department of Justice regulations on disability discrimination, 28 CFR Part 35 and 39.
In the event a Federal or State court, Federal or State administrative agency, or the Recipient makes a finding of discrimination after a due process hearing on the grounds of race, color, religion, national origin, sex, or disability against a recipient of funds, the Recipient will forward a copy of the findings to CONTRACTOR which will, in turn, submit the findings to the Office of Civil Rights, Office of Justice Programs, U.S. Department of Justice. If applicable, recipient will comply with the equal opportunity clause in 41 C.F.R. 60-1.4(b) in accordance with Executive Order 11246 as amended by Executive Order No. 11375.
j. Equal Employment Opportunity - Recipient will comply, and all its contractors (or subrecipients) will comply, with all requirements of the Executive Order 11246 of September 24, 1965, entitled “Equal Employment Opportunity,” as amended by Executive Order 11375 of October 13, 1967, and as supplemented in Department of Labor regulations (41 CFR, Subtitle B, Chapter 60), as applicable.
k. Public Contracts Code - Recipient will comply, and all its contractors (or subrecipients) will comply, with all requirements of the California Public Contract Code Section 10295.3, as applicable.
l. Copeland Anti-Kickback Act - Recipient will comply, and all its contractors and subcontractors (or subrecipients) shall comply, with all requirements of the Copeland “Anti-Kickback” Act (40 U.S.C. 3145) as supplemented in Department of Labor regulations (29 CFR Part 3), as applicable.
(1) Outside Contractor – Contractors shall comply with 18 U.S.C. § 874, 40 U.S.C. § 3145, and the requirements of 29 C.F.R. Part. 3 as may be applicable, which are incorporated by reference into this contract.
(2) Subcontracts – Outside contractor or subcontractor shall insert in any subcontracts the clause above and such other clauses as FEMA may by appropriate instructions require, and also a EXHIBIT 2
City Council
3 –
104
8/19/2025
clause requiring the subcontractors to include these clauses in any lower tier subcontracts. The prime contractor shall be responsible for the compliance by any subcontractor or lower tier subcontractor with all of these contract clauses.
(3) Breach – A breach of the contract clauses above may be grounds for termination of the contract, and for debarment as a contractor and subcontractor as provided in 29 C.F.R. §
5.12. m. Davis-Bacon Act - Recipient will comply, and all its contractors (or subrecipients) will comply, with all requirements of the Davis-Bacon Act (40 U.S.C. 3141-3144 and 3146-3148) as supplemented by Department of Labor regulations (29 CFR Part 5), as applicable.
Contractors are required to pay wages to laborers and mechanics at a rate no less than the prevailing wages specified in a wage determination made by the Secretary of Labor.
Additionally, contractors are required to pay wages not less than once a week.
n. Work Hours and Safety - Recipient will comply, and all its contractors (or subrecipients) will comply, with all requirements of Sections 103 and 107 of the Contract Work Hours and Safety Standards Act (40 U.S.C. 3702 and 3704) as supplemented by Department of Labor regulations (29 CFR Part 5), as applicable.
o. Clean Air Act - Recipient will comply, and all its contractors (or subrecipients) will comply, with all applicable standards, orders or requirements issued under the Clean Air Act (42 U.S.C. 7401-7671q), and the Federal Water Pollution Control Act (33 U.S.C. 1251-1387), as applicable.
p. Energy and Conservation - Recipient will comply, and all its contractors (or subrecipients) will comply, with all requirements of the Energy Policy and Conservation Act (42 U.S.C. 6201), as applicable.
q. Waste Disposal - Recipient will comply, and all its contractors (or subrecipients) will comply, with all requirements of Section 6002 of the Solid Waste Disposal Act, as amended by the Resource Conservation and Recovery Act, as applicable.
r. Patent Rights - Recipient agrees that the Department of Homeland Security shall have the authority to seek patent rights for any process, product, invention or discovery developed and paid for with funding through this Agreement based on the requirements of 37 CFR Part 401 and any other implementing regulations, as applicable.
s. Copyright - Recipient may copyright any books, publications or other copyrightable materials developed in the course of or under this Agreement. However, the federal awarding agency, State Administrative Agency (SAA) and Contractor reserve a royalty-free, non-exclusive, and irrevocable license to reproduce, publish or otherwise use, and to authorize others to use, for federal government, SAA and/or Contractor purpose:
(1) the copyright in any work developed through this Agreement; and
EXHIBIT 2
City Council
3 –
105
8/19/2025
(2) any rights of copyright to which the subcontractor purchases ownership with support through this grant. The Federal government’s, SAA’s and Contractor’s rights identified above must be conveyed to the publisher and the language of the publisher’s release form must ensure the preservation of these rights.
t. Telecommunications (2 CFR 200.216) - Recipient will comply with FEMA Policy 405-143- 1, Prohibitions on Expending FEMA Award Funds on Covered Telecommunication Equipment or Services (Interim), which prohibits grant recipients and subrecipients from obligating or expending loan or grant funds to procure or obtain, extend or renew a contract to procure or obtain, or to enter into a contract (or extend or renew a contract) to procure or obtain equipment, services, or systems that uses covered telecommunications equipment or services as a substantial or essential component of any system, or as critical technology as part of any system.
As described in Public Law 115-232, section 889, covered telecommunications equipment is:
(1) Telecommunications equipment produced by Huawei Technologies Company or ZTE Corporation (or any subsidiary or affiliate of such entities).
(2) For the purpose of public safety, security of government facilities, physical security surveillance of critical infrastructure, and other national security purposes, video surveillance and telecommunications equipment produced by Hytera Communications Corporation, Hangzhou Hikvision Digital Technology Company, or Dahua Technology Company (or any subsidiary or affiliate of such entities).
(3) Telecommunications or video surveillance services provided by such entities or using such equipment.
(4) Telecommunications or video surveillance equipment or services produced or provided by an entity that the Secretary of Defense, in consultation with the Director of the National Intelligence or the Director of the Federal Bureau of Investigation, reasonably believes to be an entity owned or controlled by, or otherwise connected to, the government of a covered foreign country.
u. Domestic preferences for procurements (2 CFR 200.322) - Recipient agrees that as appropriate and to the extent consistent with law, it will, to the greatest extent practicable under a Federal award, provide a preference for the purchase, acquisition, or use of goods, products, or materials produced in the United States (including but not limited to iron, aluminum, steel, cement, and other manufactured products). This requirement must be included in all subawards including all contracts and purchase orders for work or products under this award. For purposes of this provision: “produced in the United States” means, for iron and steel products, that all manufacturing processes, from the initial melting stage through the application of coatings, occurred in the United States; and “manufactured products” means items and construction materials composed in whole or in part of non-ferrous metals such as aluminum; plastics and polymer-based products such as polyvinyl chloride pipe; aggregates such as concrete; glass, including optical fiber; and lumber.
v. Equal Employment in Construction Contracts - Pursuant to Equal Employment Opportunity EXHIBIT 2
City Council
3 –
106
8/19/2025
requirements of 41 C.F.R. 60-1.4(b) in accordance with Executive Order 11246 as amended by Executive Order No. 11375, as to any construction contract thereunder, if applicable, during the performance of this contract, the contractor agrees as follows:
(1) The contractor will not discriminate against any employee or applicant for employment because of race, color, religion, sex, sexual orientation, gender identity, or national origin. The contractor will take affirmative action to ensure that applicants are employed, and that employees are treated during employment without regard to their race, color, religion, sex, sexual orientation, gender identity, 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 contractor 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 contractor will, in all solicitations or advertisements for employees placed by or on behalf of the contractor, state that all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, or national origin.
(3) The contractor will not discharge or in any other manner discriminate against any employee or applicant for employment because such employee or applicant has inquired about, discussed, or disclosed the compensation of the employee or applicant or another employee or applicant. This provision shall not apply to instances in which an employee who has access to the compensation information of other employees or applicants as a part of such employee's essential job functions discloses the compensation of such other employees or applicants to individuals who do not otherwise have access to such information, unless such disclosure is in response to a formal complaint or charge, in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or is consistent with the contractor's legal duty to furnish information.
(4) The contractor will send to each labor union or representative of workers with which he 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 contractor's commitments under this section, and shall post copies of the notice in conspicuous places available to employees and applicants for employment.
(5) The contractor will 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.
(6) The contractor will 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 books, records, and accounts by the EXHIBIT 2
City Council
3 –
107
8/19/2025
administering agency and the Secretary of Labor for purposes of investigation to ascertain compliance with such rules, regulations, and orders.
(7) In the event of the contractor's noncompliance with the nondiscrimination clauses of this contract or with any of the said rules, regulations, or orders, this contract may be canceled, terminated, or suspended in whole or in part and the contractor may be declared ineligible for further Government contracts or federally assisted construction contracts in accordance with procedures authorized in Executive 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, regulation, or order of the Secretary of Labor, or as otherwise provided by law.
(8) The contractor will include the portion of the sentence immediately preceding paragraph (1) and the provisions of paragraphs (1) through (8) 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 subcontractor or vendor. The contractor will take such action with respect to any subcontract or purchase order as the administering agency may direct as a means of enforcing such provisions, including sanctions for noncompliance.
EXHIBIT 2
City Council
3 –
108
8/19/2025
EXHIBIT E
COMPENSATION
EXHIBIT 2
City Council
3 –
109
8/19/2025
Cost Proposal & Budget
EXHIBIT 2
City Council
3 –
110
8/19/2025
Orangewood Foundation
Services Coordination for TAY and Former Foster Youth, RFP #25-057A
2. COST PROPOSAL
For the fixed rate of $632,839 over a three-year period, Orangewood Foundation proposes to provide support to TAY who have been awarded FYI housing vouchers from SAHA.
Leveraging existing contract funding from SSA for our Independent Living Program, Orangewood will offer individualized case management, independent living skills training and workshops, engaging events, housing planning and navigation support, resource referrals and linkages, and peer mentorship to all
TAY who have been issued a FYI voucher by SAHA over
the three-year contract period. $632,839 in contract funding from the City of Santa Ana will be utilized as follows:
• Orangewood will designate $54,000/year in funding over three years to provide short- term housing placement in a hotel, motel, or other temporary accommodations to TAY until they can secure and move into homes with their newly issued FYI vouchers. We anticipate that six TAY households per year will benefit from the short-term housing placement funds.
• Orangewood will also designate $42,000/year in funding over three years to provide housing stabilization support to TAY with FYI vouchers who are experiencing financial challenges. This housing stabilization support can take many forms, including moving assistance, purchase of furniture and other household items, car repairs, and emergency rental assistance. Orangewood anticipates that 28 TAY households per year will benefit from this housing stabilization support.
• For the first two years of the contract period, Orangewood will devote $150,000/year to subcontracting with Orange County United Way for their WelcomeHome OC landlord incentive program to support 25 TAY households with SAHA-issued FYI vouchers each year in securing rental housing from property owners and operators that will accept their vouchers. The $150,000/year subcontract with United Way will be spent as follows over the first two years:
o $24,600/year for 0.25 FTE Senior Navigation Specialist to assist 25 TAY per year
in finding housing with their FYI vouchers;
o $24,600/year for 0.25 FTE Housing Stabilization Specialist to collaborate with Orangewood in supporting TAY in maintaining stability once they are housed; o $24,600/year for 0.25 FTE Senior Property Engagement Specialist to outreach to, engage with, and steward relationships with property owners and operators to convince them to rent with TAY with FYI vouchers;
o $11,070/year for 0.10 FTE Program Manager to lead the WelcomeHome OC’s program team in this collaborative project with Orangewood benefiting TAY with SAHA-issued FYI vouchers;
EXHIBIT 2
City Council
3 –
111
8/19/2025
Orangewood Foundation
Services Coordination for TAY and Former Foster Youth, RFP #25-057A o $34,875/year for security deposits ($14,375), application fees ($281), unit holding fees ($8,438), property owner bonuses ($1,500), moving costs and other flexible assistance ($9,375), and renter’s insurance ($906) for approximately six TAY per year who are not MediCal eligible and therefore do not have access to the CalAIM move-in and housing deposit funds;
o $3,750/year for mitigation funds to cover property damages and other tenancy- related losses incurred by landlords as a result of their rental to TAY with FYI vouchers, which historically is only incurred for only 5% of participants; o $12,869 for program implementation expenses, including outreach to property owners and operators, marketing, and IT support; and
o $13,636 for 10% indirect costs incurred by United Way in operating this program. • Orangewood has budgeted for a 7.6257% indirect cost rate, amounting to $44,839 over three years.
Orangewood requests that $264,759 be disbursed in Year One, $264,759 in Year Two, and $103,321 in Year Three.
EXHIBIT 2
City Council
3 –
112
8/19/2025
Organization Name:
Project Title:
Project Start Date:
Project End Date:
Year 1 Year 2 Year 3 TOTAL
264,759$ 264,759$ 103,321$ 632,839$
54,000$ 54,000$ 54,000$ 162,000$ 42,000$ 42,000$ 42,000$ 126,000$ 96,000$ 96,000$ 96,000$ 288,000$ 150,000$ 150,000$ -$ 300,000$
150,000$ 150,000$ -$ 300,000$
246,000$ 246,000$ 96,000$ 588,000$
Indirect Rate 7.6257% 18,759$ 18,759$ 7,321$ 44,839$ 264,759$ 264,759$ 103,321$ 632,839$
264,759$ 264,759$ 103,321$ 632,839$
PROGRAM BUDGET
Orangewood Foundation
Services Coordination for Transitional Age Youth and Former Foster Youth 7/1/25
6/30/28
Total Program Budget
Funding from City of Santa Ana
TOTAL
Subtotal for Direct Expenses
Subtotal for Direct Expenses and Subcontractor Expenses Subtotal with Indirect
Subcontractor Expenses
Housing Stability Funds for TAY with SAHA-issued FYI vouchers who need financial assistance to cover moving costs, household furnishings, rent payments, car repairs, or other emergency expenses in order to attain and maintain housing stability – averaging $1,500 per TAY household x 28 TAY households/year.
Subcontract with Orange County United Way to provide housing placement support to 25 TAY households with FYI vouchers per year x 2 years. Includes costs for 0.85 FTE WelcomeHome OC staff to support housing navigation, housing stabilization, and property engagement services as well as program management; costs for security deposits, application fees, unit holding fees, property owner bonuses, and renter's insurance for 25% of TAY with newly issued FYI vouchers who aren't CalOptima Health members and aren't eligible for housing deposit assistance through CalAIM program; mitigation fund to cover rental damages by 5% of households; outreach, marketing, and IT support for the WelcomeHome OC program; and a 10% indirect cost rate for United Way's administration of this program.
Subtotal for Subcontractor Expenses
Direct Expenses
Short-Term Housing Placement Funds for TAY in need of short-term placement in a hotel, motel, or other temporary accommodations until they can move into their own homes with their FYI vouchers – averaging $9,000 per TAY household for 2-3 months of short-term housing x 6 TAY households/year.
EXHIBIT 2
City Council
3 –
113
8/19/2025
EXHIBIT F
INSURANCE REQUIREMENTS
EXHIBIT 2
City Council
3 –
114
8/19/2025
Subcontractor shall procure and maintain for the duration of the agreement, the following insurance coverages:
MINIMUM SCOPE AND LIMIT OF INSURANCE
Subcontractor shall maintain limits of insurance coverage in the following minimum amounts and shall be at least as broad as:
• Commercial General Liability (CGL) : Insurance Services Office Form CG 00 01 covering CGL on an “occurrence” basis, including products and comp leted operations, property damage, bodily injury and personal & advertising injury with limits no less than $1,000,000 per occurrence and $2,000,000 aggregate.
• Automobile Liability (AL): Insurance Services Office Form CA 00 01 covering Code 1 (any auto), with combined single limits of $1,000,000. In the event Subcontractor does not maintain commercial automobile liability insurance, Contractor will accept evidence of personal automobile insurance with existing limits, which can be lower than $1,000,000. • Workers’ Compensation (W/C): 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. This requirement can be waived if Subcontractor has no employees.
If Subcontractor maintains broader coverage and/or higher limits than the minimums shown above, Contractor requires and shall be entitled to the broader coverage and/or the higher limits maintained by Subcontractor. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to Contractor.
Other Insurance Provisions
The insurance policies are to contain, or be endorsed to contain, the following provisions:
1. CGL and AL policies: City of Santa Ana, its City Council, its officers, officials, employees, agents, and volunteers are to be covered as additional insureds with respect to liability arising out of work or operations performed by or on behalf of the Subcontractor including materials, parts, equipment, and personnel furnished in connection with such work or operations.
2. All required insurance policies: Insurance company(ies) agrees to waive all rights of subrogation against Contractor, its City Council, its officers, officials, employees, agents, and volunteers for losses paid under the terms of any policy which arise from work performed by Subcontractor for Contractor.
3. All required insurance policies: For any claims related to this contract, Subcontractor’s insurance coverage shall be primary and any insurance maintained by Contractor, its City Council, its officers, officials, employees, agents, or volunteers shall not contribute with it.
4. All required insurance policies: A severability of interest provision must apply for all the additional insureds, ensuring that Subcontractor’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.
EXHIBIT 2
City Council
3 –
115
8/19/2025
5. Each insurance policy required 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 Contractor. Ten (10) days prior written notice shall be provided to Contractor for policy cancellation or non-renewal due to non-payment.
6. Certificate Holder on each Evidence of Insurance certificate shall be: City of Santa Ana, Attention: Community Development Agency, Executive Director, 20 Civic Center Plaza, M-25, Santa Ana, CA 92701. The name and location of the event should be included in the Description of Operations section of each certificate.
Self-Insured Retentions
Self-insured retentions must be declared to and approved by the Contractor. Contractor may require Subcontractor 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 of California with a current A.M. Best rating of no less than A:VII, unless otherwise acceptable to Contractor.
Verification of Coverage
Subcontractor shall furnish Contractor with original Certificates of Insurance including all required amendatory endorsements (or copies of the applicable policy language effecting coverage required by this clause) and a copy of the Declarations and Endorsement Page of the CGL policy listing all policy endorsements to Contractor before work begins. However, failure to obtain the required documents prior to the work beginning shall not waive Subcontractor’s obligation to provide them. Contractor 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 required policies provide coverage on a claims-made basis:
1. The retroactive date must be shown and must be before the date of the contract or the beginning of work.
2. Insurance must be maintained and evidence of insurance must be provided for at least three (3) years after completion of work.
3. If coverage is canceled or non-renewed, and not replaced with another claims-made policy form with a retroactive date prior to the contract effective date, Company must purchase “extended reporting” coverage for a minimum of three (3) years after completion of work.
Subcontractors
Subcontractor shall require and verify that all sub -contractors maintain insurance meeting all the requirements stated herein, and Subcontractor shall ensure that Contractor is an additional insured on insurance required from sub-contractors.
EXHIBIT 2
City Council
3 –
116
8/19/2025
Special Risks or Circumstances
Contractor reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances.
EXHIBIT 2
City Council
3 –
117
8/19/2025