Santa Ana City Council
January 20, 2026

Expenditure savings totaled $8 million, resulting in a $10.3 million increase in the Spendable General Fund Balance. These favorable variances resulted in an estimated spendable General Fund balance of $11.7 million at June 30, 2026, in excess of the General Fund Reserve requirement of $74.5 million (18% of annual recurring revenue).

While revenues performed above conservative estimates and departments realized expenditure savings, the following items represent the most significant contributors to the $10.3 million increase in the spendable balance.

Revenues
• Cannabis tax revenues exceeded revised estimates by $2.0 million, primarily due to one-time collections from structured repayment plans for unpaid taxes. These revenues are one-time in nature and should not be considered indicative of future growth.
• Revenues from charges for service exceeded revised estimates by $1.2 million primarily driven by Paramedic Service Charge revenue, which continued to benefit from increased reimbursements for Medicare and Medi-Cal transports. • Utility Users Tax revenues exceeded revised estimates by $0.5 million, primarily due to higher utility rates throughout the year and improved collections on delinquent water accounts.
• Sales tax (Measure X) revenue totaled $82.6 million, which was $0.2 million below the revised budget estimate. During the year, the Measure X budget estimate was adjusted downward by $2.8 million, resulting in a revised budget of $82.8 million. • Sales tax (Bradley-Burns) revenue totaled $58.5 million, which was $0.5 million below the revised budget estimate. During the year, the Bradley-Burns budget estimate was adjusted downward by $2.6 million, resulting in a revised budget of $59.0 million.
• Business tax revenue totaled $17.7 million, which was $0.3 million below the revised budget estimate. While the business tax revenue estimate was increased by $1.8 million during the year, year-end collections fell modestly short of the revised projection.
• Other General Fund revenues were $0.4 million below budget, primarily due to the recent transition of the Engineering Services Fund to the General Fund, as revenue estimates for charges for these services were lower than anticipated.

Overall, General Fund Revenue increased by 0.04% in comparison to FY23-24. Current estimates suggest an expected 0.76% increase for FY25-26.

Expenditures
• General Fund expenditure savings totaled $8.0 million and contributed to the increase in the City’s Spendable Fund Balance. The savings was largely due to position vacancies. The Police Department and Public Works Agency accounted for $4.7 million in savings, while the remaining $3.3 million was distributed across other departments.

City Council 9 – 2 1/20/2026
Fiscal Year 2024-25 General Fund Results
January 20, 2026

The revised General Fund compensation budget for FY 2024–25 totaled $212 million after adjustments made throughout the fiscal year. Actual spending of $204 million resulted in vacancy savings of approximately $8.0 million, or 3.8%.

ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action.

FISCAL IMPACT
The table below provides an updated summary of the General Fund budget for Fiscal Year 2025–26, incorporating the results from Fiscal Year 2024–25.

Submitted By: Alexander Trinidad, Executive Director of Finance and Management Services Agency
Approved By: Alvaro Nuñez, City Manager
City Council 9 – 3 1/20/2026
Finance and Management Services
www.santa-ana.org/finance
Item # 10
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
January 20, 2026
TOPIC: Receive and File – Fiscal Year 2024-25 Annual Comprehensive Financial Report, Related Audit Reports, and Measure X Agreed-Upon-Procedures Report

AGENDA TITLE
Fiscal Year 2024-25 Annual Comprehensive Financial Report, Related Audit Reports, and Measure X Agreed-Upon-Procedures Report

RECOMMENDED ACTION
Receive and file the following audited and separately issued reports for the Fiscal Year Ended June 30, 2025:

1. The Auditor’s unmodified “clean” opinion letter for the fiscal year 2024-25 Audited Financial Statements included in the Annual Comprehensive Financial Report (ACFR)

2. Government Auditing Standards (GAS) Letter

3. Governance Letter

4. Air Quality Management District (AQMD) Audited Financial Statements

5. The Auditor’s report on the Appropriations Limit (GANN Limit)

6. The Auditor’s report on compliance with the Statement of Investment Policy

7. Measure X Agreed-Upon-Procedures Report
GOVERNMENT CODE §84308 APPLIES: No

DISCUSSION
The Finance and Management Services – Accounting Division (Accounting Division) is the lead on various audit and separately issued reports compiled and prepared by the City’s Independent Auditor, CliftonLarsonAllen LLP (CLA). Outlined below is a list of the reports and related status.

AUDIT REPORTS:

Audited Financial Statements – Annual Comprehensive Financial Report for the Fiscal Year Ended June 30, 2025
Annually, the Accounting Division prepares an ACFR, which includes the City’s audited financial statements and statistical information for each fiscal year. The ACFR is prepared in accordance with the Generally Accepted Accounting Principles (GAAP) along with the reporting requirements of the Governmental Accounting Standards Board (GASB). The City Council 10 – 1 1/20/2026
Annual Comprehensive Financial Report for the Fiscal Year Ended June 30, 2025 January 20, 2026

City’s independent public accounting firm, CLA, audits the financial statements, reviews other financial items at the City’s request, and issues reports.

The Accounting Division is pleased to report that the City received an unmodified opinion commonly known as a clean opinion; which is considered the most favorable conclusion for the audit. The unmodified opinion indicates that the City’s financial statements present fairly, in all material respects, the financial position of the City, changes in financial position, and cash flows for the fiscal year ended June 30, 2025 (Exhibit 1).

The ACFR for the fiscal year ended June 30, 2025 is posted and available on the City’s website (https://www.santa-ana.org/financial-reports) along with prior fiscal years. The report was submitted to the Government Finance Officer Association’s Certificates of Achievement for Excellence in Financial Reporting Program. The award is the highest form of recognition in governmental accounting and financial reporting. The City has received this prestigious award for 47 consecutive years.

In addition to the audit opinion, CLA issued the following communication letters:

Government Auditing Standards (GAS) Letter (Exhibit 2)
Auditor’s communication of reportable conditions based on their review of the City’s internal controls over financial reporting and on compliance. The results of their review disclosed no instances of noncompliance for the fiscal year 2024-25.

Governance Letter (Exhibit 3)
Formal communication from the auditor to the City Council, which discloses information related to the audit, including but not limited to the City’s accounting practices and implementation of new accounting rules and estimates.

Audit of the City’s Air Quality Management District (AQMD) Financial Statements (Exhibit 4)
Under Assembly Bill 2766 Chapter 1705 [California Health and Safety Code (CHSC) Sections 44220 through 44247], cities and counties receiving the AB 2766 funds are required to separately account for the revenue and to expend the revenue for air pollution reduction measures. The AQMD audit report reflects the City’s compliance to such measures.

The Accounting Division is pleased to report that the City received an unmodified opinion (clean) on the AQMD audit report and no compliance findings were noted.

Single Audit Report – Not Included Herein
The City is also required to have a Single Audit of federal financial assistance by March 31st following each fiscal year. Staff expects the Single Audit Report will be issued during February 2026 and will be presented to the City Council shortly thereafter.

City Council 10 – 2 1/20/2026
Annual Comprehensive Financial Report for the Fiscal Year Ended June 30, 2025 January 20, 2026

SEPARATELY ISSUED REPORTS:

In addition to the ACFR and the AQMD reports, CLA performed the following AgreedUpon Procedures (AUP) examinations.

Appropriation Limit Calculations, also known as GANN Limit (Exhibit 5) The GANN limit established the appropriations limit on expenditures for publicly funded programs in accordance with Section 1 of Article XIII of the California Constitution. The Accounting Division is pleased to report that no findings were noted as a result of this AUP Review.

City’s Compliance with the Statement of Investment Policy (Exhibit 6) The City elected to have the auditor confirm the City’s compliance with its Investment Policy. The Accounting Division is pleased to report that no findings were noted as a result of this review.

Measure X Agreed-Upon-Procedures Report (Exhibit 7)
In accordance with SAMC 35-216, staff has prepared an annual report that includes the list of expenditures made with Measure X money for the fiscal year 2024-25. In accordance with SAMC 35-215, CLA has reviewed the annual report prepared by staff, verified the numbers presented, and opined the numbers are fairly stated. On March 11, 2026, the audit engagement partner will present the report to the Measure X Citizens Oversight Committee (Committee), in accordance with Section 6 of Resolution No. 2019- 008 (the Committee’s establishing resolution). The report was scheduled to be presented to the Committee on December 10, 2025, but the meeting was canceled due to a lack of a quorum. We expect the Committee will prepare its annual report and make recommendations to the City Council in time for the budget process, in accordance with the same establishing resolution.

Auditor’s Communication with the City Council
As part of the fiscal year 2024-25 audit, CLA offered to meet with each City Council Member individually to allow for transparency of the audit process and facilitate open communication. The City Council also has direct access to the independent auditors throughout the year.

ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action.

FISCAL IMPACT
There is no fiscal impact associated with this action.

EXHIBITS

1. Audit Opinion Letter

2. Government Auditing Standards (GAS) Letter

3. Governance Letter
City Council 10 – 3 1/20/2026
Annual Comprehensive Financial Report for the Fiscal Year Ended June 30, 2025 January 20, 2026

4. Air Quality Management District (AQMD) Report

5. GANN Limit Agreed-Upon Procedures Report

6. Investment Policy Agreed-Upon Procedures Report

7. Measure X Agreed-Upon Procedures Report
Submitted By: Alexander Trinidad, Executive Director of Finance and Management Services
Approved By: Alvaro Nuñez, City Manager
City Council 10 – 4 1/20/2026
CLA (CliftonLarsonAllen LLP) is an independent network member of CLA Global. See CLAglobal.com/disclaimer.

CliftonLarsonAllen LLP
CLAconnect.com
(17)
INDEPENDENT AUDITORS’ REPORT
Honorable Mayor and
Members of the City Council
City of Santa Ana
Santa Ana, California
Report on the Audit of the Financial Statements
Opinions
We have audited the accompanying financial statements of the governmental activities, the businesstype activities, each major fund, and the aggregate remaining fund information of the City of Santa Ana (the City), as of and for the year ended June 30, 2025, and the related notes to the financial statements, which collectively comprise City’s basic financial statements as listed in the table of contents.

In our opinion, the financial statements referred to above present fairly, in all material respects, the respective financial position of the governmental activities, the business-type activities, each major fund, and the aggregate remaining fund information of the City, as of June 30, 2025, and the respective changes in financial position, and, where applicable, cash flows thereof for the year then ended in accordance with accounting principles generally accepted in the United States of America.

Basis for Opinions
We conducted our audit in accordance with auditing standards generally accepted in the United States of America (GAAS) and the standards applicable to financial audits contained in Government Auditing Standards, issued by the Comptroller General of the United States. Our responsibilities under those standards are further described in the Auditors’ Responsibilities for the Audit of the Financial Statements section of our report. We are required to be independent of the City and to meet our other ethical responsibilities, in accordance with the relevant ethical requirements relating to our audit. We believe that the audit evidence we have obtained is sufficient and appropriate to provide a basis for our audit opinions.

Emphasis of Matter - Change in Accounting Principle
During the fiscal year ended June 30, 2025, the City adopted Governmental Accounting Standards Board (GASB) Statement No. 101, Compensated Absences. As described in Note 1D, 3E, and 5 to the financial statements, the net position as of July 1, 2024 was adjusted and restated to reflect the change in the accounting principle. Our opinions are not modified with respect to this matter.

EXHIBIT 1
City Council 10 – 5 1/20/2026
Honorable Mayor and
Members of the City Council
City of Santa Ana
(18)
Responsibilities of Management for the Financial Statements Management is responsible for the preparation and fair presentation of the financial statements in accordance with accounting principles generally accepted in the United States of America, and for the design, implementation, and maintenance of internal control relevant to the preparation and fair presentation of financial statements that are free from material misstatement, whether due to fraud or error.

In preparing the financial statements, management is required to evaluate whether there are conditions or events, considered in the aggregate, that raise substantial doubt about the City’s ability to continue as a going concern for twelve months beyond the financial statement date, including any currently known information that may raise substantial doubt shortly thereafter.

Auditors’ Responsibilities for the Audit of the Financial Statements Our objectives are to obtain reasonable assurance about whether the financial statements as a whole are free from material misstatement, whether due to fraud or error, and to issue an auditors’ report that includes our opinions. Reasonable assurance is a high level of assurance but is not absolute assurance and therefore is not a guarantee that an audit conducted in accordance with GAAS and Government Auditing Standards will always detect a material misstatement when it exists. The risk of not detecting a material misstatement resulting from fraud is higher than for one resulting from error, as fraud may involve collusion, forgery, intentional omissions, misrepresentations, or the override of internal control.

Misstatements are considered material if there is a substantial likelihood that, individually or in the aggregate, they would influence the judgment made by a reasonable user based on the financial statements.

In performing an audit in accordance with GAAS and Government Auditing Standards, we:
x Exercise professional judgment and maintain professional skepticism throughout the audit. x Identify and assess the risks of material misstatement of the financial statements, whether due to fraud or error, and design and perform audit procedures responsive to those risks. Such procedures include examining, on a test basis, evidence regarding the amounts and disclosures in the financial statements.
x Obtain an understanding of internal control relevant to the audit in order to design audit procedures that are appropriate in the circumstances, but not for the purpose of expressing an opinion on the effectiveness of City of Santa Ana’s internal control. Accordingly, no such opinion is expressed.
x Evaluate the appropriateness of accounting policies used and the reasonableness of significant accounting estimates made by management, as well as evaluate the overall presentation of the financial statements.
x Conclude whether, in our judgment, there are conditions or events, considered in the aggregate, that raise substantial doubt about City of Santa Ana’s ability to continue as a going concern for a reasonable period of time.

City Council 10 – 6 1/20/2026
Honorable Mayor and
Members of the City Council
City of Santa Ana
(19)
We are required to communicate with those charged with governance regarding, among other matters, the planned scope and timing of the audit, significant audit findings, and certain internal control related matters that we identified during the audit.

Required Supplementary Information
Accounting principles generally accepted in the United States of America require that that the management’s discussion and analysis, budgetary comparison schedules - general and major special revenue funds, notes to the required supplementary information, schedule of changes in net pension liability and related ratios and schedule of plan contributions for the miscellaneous, safety, and supplementary retirement plans, and schedule of changes in the total OPEB liability and related ratios be presented to supplement the basic financial statements. Such information is the responsibility of management and, although not a part of the basic financial statements, is required by the Governmental Accounting Standards Board who considers it to be an essential part of financial reporting for placing the basic financial statements in an appropriate operational, economic, or historical context. We have applied certain limited procedures to the required supplementary information in accordance with GAAS, which consisted of inquiries of management about the methods of preparing the information and comparing the information for consistency with management’s responses to our inquiries, the basic financial statements, and other knowledge we obtained during our audit of the basic financial statements. We do not express an opinion or provide any assurance on the information because the limited procedures do not provide us with sufficient evidence to express an opinion or provide any assurance.

Supplementary Information
Our audit was conducted for the purpose of forming opinions on the financial statements that collectively comprise the City of Santa Ana’s basic financial statements. The combining and individual non-major fund financial statements and schedules are presented for purposes of additional analysis and are not a required part of the basic financial statements. Such information is the responsibility of management and was derived from and relates directly to the underlying accounting and other records used to prepare the basic financial statements. The information has been subjected to the auditing procedures applied in the audit of the basic financial statements and certain additional procedures, including comparing and reconciling such information directly to the underlying accounting and other records used to prepare the basic financial statements or to the basic financial statements themselves, and other additional procedures in accordance with GAAS. In our opinion, the combining and individual non-major fund financial statements and schedules are fairly stated, in all material respects, in relation to the basic financial statements as a whole.

Other Information
Management is responsible for the other information included in the annual report. The other information comprises the introductory and statistical sections but does not include the basic financial statements and our auditors’ report thereon. Our opinions on the basic financial statements do not cover the other information, and we do not express an opinion or any form of assurance thereon.

In connection with our audit of the basic financial statements, our responsibility is to read the other information and consider whether a material inconsistency exists between the other information and the basic financial statements, or the other information otherwise appears to be materially misstated. If, based on the work performed, we conclude that an uncorrected material misstatement of the other information exists, we are required to describe it in our report.

City Council 10 – 7 1/20/2026
Honorable Mayor and
Members of the City Council
City of Santa Ana
(20)
Other Reporting Required by Government Auditing Standards In accordance with Government Auditing Standards, we have also issued our report dated December 12, 2025, on our consideration of the City’s internal control over financial reporting and on our tests of its compliance with certain provisions of laws, regulations, contracts, and grant agreements and other matters. The purpose of that report is solely to describe the scope of our testing of internal control over financial reporting and compliance and the results of that testing, and not to provide an opinion on the effectiveness of the City’s internal control over financial reporting or on compliance. That report is an integral part of an audit performed in accordance with Government Auditing Standards in considering the City’s internal control over financial reporting and compliance.

CliftonLarsonAllen LLP
Irvine, California
December 12, 2025
City Council 10 – 8 1/20/2026
EXHIBIT 2
City Council 10 – 9 1/20/2026
City Council 10 – 10 1/20/2026
EXHIBIT 3
City Council 10 – 11 1/20/2026
City Council 10 – 12 1/20/2026
City Council 10 – 13 1/20/2026
City Council 10 – 14 1/20/2026
City Council 10 – 15 1/20/2026

CITY OF SANTA ANA, CALIFORNIA

AIR QUALITY IMPROVEMENT SPECIAL REVENUE FUND

FINANCIAL STATEMENTS AND

SUPPLEMENTARY INFORMATION
YEAR ENDED JUNE 30, 2025
EXHIBIT 4
City Council 10 – 16 1/20/2026

CITY OF SANTA ANA, CALIFORNIA

AIR QUALITY IMPROVEMENT SPECIAL REVENUE FUND

TABLE OF CONTENTS
YEAR ENDED JUNE 30, 2025
INDEPENDENT AUDITORS’ REPORT 1

FINANCIAL STATEMENTS
BALANCE SHEET 4

STATEMENT OF REVENUES, EXPENDITURES, AND CHANGES IN FUND BALANCE 5
NOTES TO FINANCIAL STATEMENTS 6

REQUIRED SUPPLEMENTARY INFORMATION

STATEMENT OF REVENUES, EXPENDITURES, AND CHANGES IN FUND BALANCE – BUDGET AND ACTUAL 10
INDEPENDENT AUDITORS’ REPORT ON INTERNAL CONTROL OVER

FINANCIAL REPORTING AND ON COMPLIANCE AND OTHER MATTERS

BASED ON AN AUDIT OF FINANCIAL STATEMENTS PERFORMED IN
ACCORDANCE WITH GOVERNMENT AUDITING STANDARDS 11
City Council 10 – 17 1/20/2026
CLA (CliftonLarsonAllen LLP) is an independent network member of CLA Global. See CLAglobal.com/disclaimer.

CliftonLarsonAllen LLP
CLAconnect.com
(1)
INDEPENDENT AUDITORS’ REPORT
Honorable Mayor and
Members of the City Council
City of Santa Ana
Santa Ana, California
Report on the Audit of the Financial Statements
Opinion
We have audited the accompanying financial statements of the Air Quality Improvement Special Revenue Fund of the City of Santa Ana, California (the City), as of and for the year ended June 30, 2025, and the related notes to the financial statements, as listed in the table of contents.

In our opinion, the financial statements referred to above present fairly, in all material respects, the financial position of the Air Quality Improvement Special Revenue Fund of the City, as of June 30, 2025, and the changes in financial position thereof for the year then ended in accordance with accounting principles generally accepted in the United States of America.

Basis for Opinion
We conducted our audit in accordance with auditing standards generally accepted in the United States of America (GAAS) and the standards applicable to financial audits contained in Government Auditing Standards, issued by the Comptroller General of the United States. Our responsibilities under those standards are further described in the Auditors’ Responsibilities for the Audit of the Financial Statements section of our report. We are required to be independent of the City and to meet our other ethical responsibilities, in accordance with the relevant ethical requirements relating to our audit. We believe that the audit evidence we have obtained is sufficient and appropriate to provide a basis for our audit opinion.

Emphasis of Matter
As discussed in Note 1, the financial statements present only the Air Quality Improvement Special Revenue Fund and do not purport to, and do not, present fairly the financial position of the Santa Ana, City of, California, as of June 30, 2025, the changes in its financial position for the year then ended in accordance with accounting principles generally accepted in the United States of America. Our opinion is not modified with respect to this matter.

Responsibilities of Management for the Financial Statements Management is responsible for the preparation and fair presentation of the financial statements in accordance with accounting principles generally accepted in the United States of America, and for the design, implementation, and maintenance of internal control relevant to the preparation and fair presentation of financial statements that are free from material misstatement, whether due to fraud or error.

City Council 10 – 18 1/20/2026
Honorable Mayor and
Members of the City Council
City of Santa Ana
(2)
Auditors’ Responsibilities for the Audit of the Financial Statements Our objectives are to obtain reasonable assurance about whether the financial statements as a whole are free from material misstatement, whether due to fraud or error, and to issue an auditors’ report that includes our opinion. Reasonable assurance is a high level of assurance but is not absolute assurance and therefore is not a guarantee that an audit conducted in accordance with GAAS and Government Auditing Standards will always detect a material misstatement when it exists. The risk of not detecting a material misstatement resulting from fraud is higher than for one resulting from error, as fraud may involve collusion, forgery, intentional omissions, misrepresentations, or the override of internal control.

Misstatements are considered material if there is a substantial likelihood that, individually or in the aggregate, they would influence the judgment made by a reasonable user based on the financial statements.

In performing an audit in accordance with GAAS and Government Auditing Standards, we:
 Exercise professional judgment and maintain professional skepticism throughout the audit.  Identify and assess the risks of material misstatement of the financial statements, whether due to fraud or error, and design and perform audit procedures responsive to those risks. Such procedures include examining, on a test basis, evidence regarding the amounts and disclosures in the financial statements.
 Obtain an understanding of internal control relevant to the audit in order to design audit procedures that are appropriate in the circumstances, but not for the purpose of expressing an opinion on the effectiveness of City’s internal control. Accordingly, no such opinion is expressed.  Evaluate the appropriateness of accounting policies used and the reasonableness of significant accounting estimates made by management, as well as evaluate the overall presentation of the financial statements.

We are required to communicate with those charged with governance regarding, among other matters, the planned scope and timing of the audit, significant audit findings, and certain internal control related matters that we identified during the audit.

Required Supplementary Information
Accounting principles generally accepted in the United States of America require that the budgetary comparison schedule be presented to supplement the basic financial statements. Such information is the responsibility of management and, although not a part of the basic financial statements, is required by the Governmental Accounting Standards Board who considers it to be an essential part of financial reporting for placing the basic financial statements in an appropriate operational, economic, or historical context. We have applied certain limited procedures to the required supplementary information in accordance with GAAS, which consisted of inquiries of management about the methods of preparing the information and comparing the information for consistency with management’s responses to our inquiries, the basic financial statements, and other knowledge we obtained during our audit of the basic financial statements. We do not express an opinion or provide any assurance on the information because the limited procedures do not provide us with sufficient evidence to express an opinion or provide any assurance.

City Council 10 – 19 1/20/2026
Honorable Mayor and
Members of the City Council
City of Santa Ana
(3)
Management has omitted the management’s discussion and analysis that accounting principles generally accepted in the United States of America require to be presented to supplement the financial statements. Such missing information, although not a part of the financial statements, is required by the Governmental Accounting Standards Board, who considers it to be an essential part of financial reporting for placing the financial statements in an appropriate operational, economic, or historical context. Our opinion on the financial statements is not affected by this missing information.

Reporting Required by Government Auditing Standards
In accordance with Government Auditing Standards, we have also issued our report dated December 12, 2025, on our consideration of the Air Quality Improvement Special Revenue Fund’s internal control over financial reporting and on our tests of its compliance with certain provisions of laws, regulations, contracts, and grant agreements and other matters. The purpose of that report is solely to describe the scope of our testing of internal control over financial reporting and compliance and the results of that testing, and not to provide an opinion on the effectiveness of the City’s internal control over financial reporting or on compliance as related to the Air Quality Improvement Special Revenue Fund. That report is an integral part of an audit performed in accordance with Government Auditing Standards in considering City’s internal control over financial reporting and compliance as related to the Air Quality Improvement Special Revenue Fund.

CliftonLarsonAllen LLP
Irvine, California
December 12, 2025
City Council 10 – 20 1/20/2026

CITY OF SANTA ANA, CALIFORNIA

AIR QUALITY IMPROVEMENT SPECIAL REVENUE FUND

BALANCE SHEET
JUNE 30, 2025
See accompanying Notes to Financial Statements.
(4)
ASSETS
Cash and Investments $ 423,648
Intergovernmental Receivable 210,177
Interest Receivable 2,549
Total Assets $ 636,374

LIABILITIES, DEFERRED INFLOWS OF RESOURCES,

AND FUND BALANCE
LIABILITIES $ -

DEFERRED INFLOWS OF RESOURCES
Unavailable Revenues 108,761

FUND BALANCE
Restricted for Air Quality Improvement 527,613
Total Liabilities, Deferred Inflows of Resources,
and Fund Balance $ 636,374
City Council 10 – 21 1/20/2026

CITY OF SANTA ANA, CALIFORNIA

AIR QUALITY IMPROVEMENT SPECIAL REVENUE FUND

STATEMENT OF REVENUES, EXPENDITURES, AND CHANGES IN FUND BALANCE YEAR ENDED JUNE 30, 2025
See accompanying Notes to Financial Statements.
(5)

REVENUES
Motor Vehicle Fees $ 406,894
Investment Income 7,229
Total Revenues 414,123

EXPENDITURES
Direct Program 313,860
Administrative 9,923
Capital Outlay 342,412
Total Expenditures 666,195
Excess of Expenditures Over Revenues (252,072)

OTHER FINANCING SOURCES (USES)
Transfers Out (5,928)
Total Other Financing Sources (Uses) (5,928)
CHANGES IN FUND BALANCE (258,000)
Fund Balance - Beginning of Year 785,613
FUND BALANCE - END OF YEAR $ 527,613
City Council 10 – 22 1/20/2026

CITY OF SANTA ANA, CALIFORNIA

AIR QUALITY IMPROVEMENT SPECIAL REVENUE FUND

NOTES TO FINANCIAL STATEMENTS
JUNE 30, 2025
(6)
NOTE 1 GENERAL
The financial statements are intended to reflect the financial position and changes in the financial position attributable to the Air Quality Improvement Special Revenue Fund (AQMD) of the City of Santa Ana, California (the City). These financial statements are exclusively for AQMD and do not purport to, and do not present fairly the financial position and changes in the financial position for the City.

The South Coast Air Quality Management District (SCAQMD) is authorized under Assembly Bill 2766 (AB 2766) Chapter 1705 [California Health and Safety Code (CHSC) Sections 44220 through 44247] to impose a motor vehicle registration fee to be used by the SCAQMD and local governments specifically for programs to reduce air pollution from mobile sources and related planning, monitoring, enforcement, and technical studies necessary for the implementation of the California Clean Air Act of 1988.

The California Department of Motor Vehicles collects the vehicle registration fee and subvenes it to SCAQMD. Upon receipt, the vehicle registration fee is split into segments with 40% of the revenue place in a special revenue fund designated as the Air Quality Improvement Trust Fund for quarterly distribution to local governments.

CHSC Section 44243 requires cities and counties receiving the AB 2766 funds to separately account for the revenues and to expend the revenues for air pollution reduction measures pursuant to the California Clean Air Act of 1988 or the SCAQMD’s Air Quality Management Plan pursuant to Article 5 of Chapter 5.5 of Part 3 of the CHSC.

NOTE 2 SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES
A. Fund Accounting
The financial activity of the City is accounted for on the basis of funds, each of which is considered a separate accounting entity with a self-balancing set of accounts. Monies under AB 2766 are accounted for in the Air Quality Improvement Special Revenue Fund, which is a special revenue fund.

B. Measurement Focus and Basis of Accounting
The accounting and financial reporting treatment is determined by the applicable measurement focus and basis of accounting. Measurement focus indicates the type of resources being measured such as current financial resources or economic resources.

The basis of accounting indicates the timing of transactions or events for recognition in the financial statements.

City Council 10 – 23 1/20/2026

CITY OF SANTA ANA, CALIFORNIA

AIR QUALITY IMPROVEMENT SPECIAL REVENUE FUND

NOTES TO FINANCIAL STATEMENTS
JUNE 30, 2025
(7)
NOTE 2 SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES (CONTINUED) B. Measurement Focus and Basis of Accounting (Continued) AQMD’s financial statements are reported using the current financial resources measurement focus and the modified accrual basis of accounting. Revenues are recognized as soon as they are both measurable and available. Revenues are considered to be available when they are collectible within the current period or soon enough thereafter to pay liabilities of the current period. For this purpose, the government considers revenues to be available if they are collected within 60 days of the end of the current fiscal period. Expenditures generally are recorded when a liability is incurred, as under accrual accounting.

C. Budgetary Accounting
The City and its component units operate on a fiscal year that begins on July 1 and ends on June 30 of the following year. On or before June 15 of each year, the City Manager recommends and submits to the City Council a proposed budget for the ensuing fiscal year. This recommendation is based on a comprehensive financial plan prepared by the heads of the various offices, departments, agencies, and component units of the City.

The proposed budget is presented to the City Council during a public meeting, typically held in early June. Before this meeting, a notice of public hearing is published in a local newspaper in May and/or June to inform residents of the opportunity to participate in the budget process. During the public hearing, members of the public are allowed to comment on the proposed budget. Following public testimony, the City Council may modify the proposed budget by the affirmative vote of at least five (5) Council members.

After the conclusion of the public hearing, the City Council may continue its deliberations on the proposed budget and make such revisions as it deems necessary. On or before June 30, the City Council meets to adopt the budget, as amended, by a supermajority vote of five (5) of the seven Council members. Pursuant to the City Charter, the budget must be adopted no later than July 31 of each year. Upon adoption, the budget serves as the legal authority for the various departments and agencies to expend funds in accordance with the appropriations approved by the City Council and subject to financial controls established by the City Charter.

During the fiscal year, the budget may be amended through an appropriation adjustment. Such amendments require a supermajority vote of at least five (5) members of the City Council. When appropriations are allocated to offices, departments, or agencies for more than one activity or program, the appropriations are considered in the aggregate with respect to the total expenditures authorized for that office, department, or agency within each fund. They are limited to purposes consistent with the revenue sources of such funds. The City Manager is authorized to amend City Council–approved appropriations when such revisions are necessary and proper, provided that the revisions do not increase the overall appropriations approved by the City Council. The City Manager does not have the authority to increase the total budget or appropriations without Council approval.

City Council 10 – 24 1/20/2026

CITY OF SANTA ANA, CALIFORNIA

AIR QUALITY IMPROVEMENT SPECIAL REVENUE FUND

NOTES TO FINANCIAL STATEMENTS
JUNE 30, 2025
(8)
NOTE 2 SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES (CONTINUED) C. Budgetary Accounting (Continued)
The legal standard for budgetary control is set at the department level. Throughout the fiscal year, all budget actions and amendments are carried out in accordance with the City Charter, relevant laws, and best financial management practices.

The City legally adopts annual budgets for the Air Quality Improvement Special Revenue Fund. The budgetary control for the Special Revenue Fund is under the department in charge. The Public Works Agency is responsible for the budget of the Air Quality Improvement Special Revenue Fund.

Budgets are prepared using a modified accrual basis. Encumbrances, such as purchase orders and contracts, that remain outstanding at year-end are reported as restricted or assigned fund balances since they are not considered expenditures or liabilities. All other annual appropriations expire at the end of the fiscal year if they have not been spent or legally encumbered. Expenditures may not legally exceed appropriations at the department level.

Budgetary Compliance. During the fiscal year, the total Fund’s expenditures were within the legal prescribed limits as approved by the City Council.

D. Deferred Inflows of Resources
In addition to liabilities, the balance sheet will sometimes report a separate section for deferred inflows of resources. This separate financial statement element, deferred inflows of resources, represents an acquisition of fund balance that applies to a future period and will not be recognized as an inflow of resources (revenue) until that time. The AQMD fund has one item that qualifies for reporting in this category, which is unavailable revenues from intergovernmental revenues and interest receivable. These amounts are deferred and recognized as an inflow of resources in the period that the amounts become available.

E. Fund Balance
AQMD’s fund balance is reported based on the extent to which the City is bound to observe constraints on the use of the AQMD’s resources. AQMD’s fund balance is classified under restricted, which include amounts which are constrained for specific purposes that are 1) externally imposed by creditors, grantors, contributors, or laws or regulations of other governments or 2) imposed by law through enabling legislation.

AQMD’s fund balance is restricted for programs initiated for the purpose of implementing the California Clean Air Act. Information regarding the fund balance reporting policy adopted by the City is described in Note 1 to the City of Santa Ana’s Annual Comprehensive Financial Report.

City Council 10 – 25 1/20/2026

CITY OF SANTA ANA, CALIFORNIA

AIR QUALITY IMPROVEMENT SPECIAL REVENUE FUND

NOTES TO FINANCIAL STATEMENTS
JUNE 30, 2025
(9)
NOTE 2 SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES (CONTINUED) F. Estimates
The preparation of financial statements in accordance with accounting principles generally accepted in the United States of America requires management to make estimates and assumptions that effect certain reported amounts and disclosures.

Accordingly, actual results could differ from those estimates.

NOTE 3 CASH AND INVESTMENTS
AQMD’s cash and investments balances are pooled with various other City funds for deposit and investment purposes. Each fund’s share of the pooled cash account is separately accounted for, and investment income is apportioned to the participating funds based on the relationship of their average daily balances to the total of the pooled cash and investments.

Information regarding the credit risk and authorized types of deposits and investments in the City’s pooled cash and investments is included in the City’s Annual Comprehensive Financial Report. This report can be obtained from the City of Santa Ana.

City Council 10 – 26 1/20/2026

CITY OF SANTA ANA, CALIFORNIA

AIR QUALITY IMPROVEMENT SPECIAL REVENUE FUND

STATEMENT OF REVENUES, EXPENDITURES, AND CHANGES IN FUND BALANCE

BUDGET AND ACTUAL
YEAR ENDED JUNE 30, 2025
(10)
Variance with
Final Budget
Budgeted Amounts Positive
Original Final Actual (Negative)

REVENUES
Motor Vehicle Fees 407,200 $ 407,200 $ 406,894 $ (306) $ Investment Income 10,000 10,000 7,229 (2,771)
Total Revenues 417,200 417,200 414,123 (3,077)

EXPENDITURES
Direct Program 382,620 348,620 313,860 34,760
Administrative 17,000 17,000 9,923 7,077
Capital Outlay 70,000 603,956 342,412 261,544
Total Expenditures 469,620 969,576 666,195 303,381
Excess of Expenditures Over Revenues (52,420) (552,376) (252,072) 300,304

OTHER FINANCING SOURCES (USES)
Transfers Out (5,930) (5,930) (5,928) 2
CHANGES IN FUND BALANCE (558,306) (58,350) (258,000) 300,306 Fund Balance - Beginning of Year 785,613 785,613 785,613 - FUND BALANCE - END OF YEAR $ 227,307 727,263 $ 527,613 $ 300,306 $ City Council 10 – 27 1/20/2026
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(11)
INDEPENDENT AUDITORS’ REPORT ON INTERNAL CONTROL OVER

FINANCIAL REPORTING AND ON COMPLIANCE AND OTHER MATTERS

BASED ON AN AUDIT OF FINANCIAL STATEMENTS PERFORMED IN

ACCORDANCE WITH GOVERNMENT AUDITING STANDARDS
Honorable Mayor and
Members of the City Council
City of Santa Ana
Santa Ana, California
We have audited, in accordance with the auditing standards generally accepted in the United States of America and the standards applicable to financial audits contained in Government Auditing Standards issued by the Comptroller General of the United States, the financial statements of the City of Santa Ana, California (the City), including the Air Quality Improvement Special Revenue Fund (the AQMD), as of and for the year ended June 30, 2025, and the related notes to the financial statements, which collectively comprise the AQMD’s financial statements, and have issued our report thereon dated December 12, 2025.

Report on Internal Control Over Financial Reporting
In planning and performing our audit of the AQMD financial statements, we considered the City’s internal control over financial reporting (internal control) as it relates to the AQMD as a basis for designing audit procedures that are appropriate in the circumstances for the purpose of expressing our opinion on the financial statements, but not for the purpose of expressing an opinion on the effectiveness of the City’s internal control related to the AQMD. Accordingly, we do not express an opinion on the effectiveness of the City’s internal control related to the AQMD.

A deficiency in internal control exists when the design or operation of a control does not allow management or employees, in the normal course of performing their assigned functions, to prevent, or detect and correct, misstatements on a timely basis. A material weakness is a deficiency, or a combination of deficiencies, in internal control, such that there is a reasonable possibility that a material misstatement of the entity’s financial statements will not be prevented, or detected and corrected, on a timely basis. A significant deficiency is a deficiency, or a combination of deficiencies, in internal control that is less severe than a material weakness, yet important enough to merit attention by those charged with governance.

Our consideration of internal control was for the limited purpose described in the first paragraph of this section and was not designed to identify all deficiencies in internal control that might be material weaknesses or significant deficiencies. Given these limitations, during our audit we did not identify any deficiencies in internal control that we consider to be material weaknesses. However, material weaknesses or significant deficiencies may exist that were not identified.

City Council 10 – 28 1/20/2026
Honorable Mayor and
Members of the City Council
City of Santa Ana
(12)
Report on Compliance and Other Matters
As part of obtaining reasonable assurance about whether the AQMD’s financial statements are free from material misstatement, we performed tests of its compliance with certain provisions of laws, regulations, contracts, and grant agreements, including Assembly Bill 2766 Chapter 1705 (Health and Safety Code Sections 44220 through 44247), noncompliance with which could have a direct and material effect on the financial statements. However, providing an opinion on compliance with those provisions was not an objective of our audit, and accordingly, we do not express such an opinion. The results of our tests disclosed no instances of noncompliance or other matters that are required to be reported under Government Auditing Standards.

Purpose of This Report
The purpose of this report is solely to describe the scope of our testing of internal control and compliance and the results of that testing, and not to provide an opinion on the effectiveness of the entity’s internal control or on compliance related to the AQMD. This report is an integral part of an audit performed in accordance with Government Auditing Standards in considering the City’s internal control and compliance related to the AQMD. Accordingly, this communication is not suitable for any other purpose.

CliftonLarsonAllen LLP
Irvine, California
December 12, 2025
City Council 10 – 29 1/20/2026

CITY OF SANTA ANA, CALIFORNIA
APPROPRIATIONS LIMIT WORKSHEET NO. 6
INDEPENDENT ACCOUNTANTS’ REPORT

ON AGREED-UPON PROCEDURES APPLIED TO
APPROPRIATIONS LIMIT WORKSHEET NO. 6
YEAR ENDED JUNE 30, 2025
EXHIBIT 5
City Council 10 – 30 1/20/2026
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(1)
INDEPENDENT ACCOUNTANTS’ REPORT

ON APPLYING AGREED-UPON PROCEDURES
Honorable City Council
City of Santa Ana
Santa Ana, California
We have performed the procedures enumerated below on the accompanying Appropriations Limit Worksheet No. 6 of the City of Santa Ana, California, (the City) for the year ended June 30, 2025. The City’s management is responsible for the Appropriations Limit Worksheet No. 6.

The City and the League of California Cities (as presented in the League publication entitled Article XIII-B Appropriations Limit Uniform Guidelines) have agreed to and acknowledged that the procedures performed are appropriate to meet the intended purpose of meeting the requirements of Section 1.5 of Article XIII-B of the California Constitution. This report may not be suitable for any other purpose. The procedures performed may not address all the items of interest to a user of this report and may not meet the needs of all users of this report and, as such, users are responsible for determining whether the procedures performed are appropriate for their purposes.

The procedures and the associated findings are as follows:

1. We obtained the completed Appropriations Limit Worksheet No. 6 for the year ended June 30, 2025 and compared the limit and annual adjustment factors included in that worksheet to the limit and annual adjustment factors that were adopted by resolution of the City Council. We also compared the population and inflation options included in the aforementioned worksheet to those that were selected by a recorded vote of the City Council.

No exceptions were noted as a result of our performing this procedure.

2. For the Appropriations Limit Worksheet No. 6, we added last year’s limit to the total adjustments, and compared the resulting amount to this year’s limit. We also recalculated the adjustment factor and the adjustment for inflation and population and compared the results to the amounts on Appropriations Limit Worksheet No. 6.

No exceptions were noted as a result of our performing this procedure.

3. We compared the prior year appropriations limit presented in the accompanying Appropriations Limit Worksheet No. 6 to the prior year appropriations limit adopted by the City Council for the prior year.

No exceptions were noted as a result of our performing this procedure.

City Council 10 – 31 1/20/2026
Honorable City Council
City of Santa Ana
(2)
We were engaged by the City to perform this agreed-upon procedures engagement and conducted our engagement in accordance with attestation standards established by the American Institute of Certified Public Accountants. We were not engaged to and did not conduct an examination or review engagement, the objective of which would be the expression of an opinion or conclusion, respectively, on the accompanying Appropriations Limit Worksheet No. 6. Accordingly, we do not express such an opinion or conclusion. Had we performed additional procedures, other matters might have come to our attention that would have been reported to you.

We are required to be independent of the City and to meet our other ethical responsibilities, in accordance with the relevant ethical requirements related to our agreed-upon procedures engagement.

This report is intended solely for the information and use of the City Council and management of the City and is not intended to be, and should not be, used by anyone other than these specified parties.

CliftonLarsonAllen LLP
Irvine, California
December 12, 2025
City Council 10 – 32 1/20/2026

CITY OF SANTA ANA
APPROPRIATIONS LIMIT WORKSHEET NO. 6
YEAR ENDED JUNE 30, 2025
See accompanying Notes to Appropriations Limit Worksheet No. 6. (3)
Appropriations Limit for Fiscal Year Ended June 30, 2024 (see Note 2) $ 1,373,855,642 Adjustments Factors for the Fiscal Year Ended June 30, 2025 (see Note 2):

Inflation Population
Factor Factor Combined
(Note 3) (Note 4) Factor

1.0362 1.0031 1.0394 0.0394
Adjustment for Inflation and Population 54,129,912
Other Adjustments (Note 5) -
Total Adjustments 54,129,912
Appropriations Limit for Fiscal Year Ended June 30, 2025 $ 1,427,985,554 City Council 10 – 33 1/20/2026

CITY OF SANTA ANA
NOTES TO APPROPRIATIONS LIMIT WORKSHEET NO. 6
JUNE 30, 2025
(4)
NOTE 1 PURPOSE OF AGREED-UPON PROCEDURES
Under Article XIIIB of the California Constitution (the Gann Spending Limitation Initiative), California governmental agencies are restricted as to the amount of annual appropriations from proceeds of taxes. Effective for years beginning on or after July 1, 1990, under Section 1.5 of Article XIIIB, the annual calculation of the appropriations limit is subject to agreed-upon procedures in connection with the annual audit.

NOTE 2 METHOD OF CALCULATION
Under Section 10.5 of Article XIIIB, for fiscal years beginning on or after July 1, 1990, the appropriations limit is required to be calculated based on the limit for the fiscal year 1986-87, adjusted for the inflation and population factors discussed at Notes 3 and 4 below.

NOTE 3 INFLATION FACTORS
A California governmental agency may adjust its appropriations limit by either the percentage change in California per capita personal income from the preceding year (which is supplied by the State Department of Finance), or the percentage change in the local assessment roll from the preceding year due to the change of local nonresidential construction. The factor adopted by the City of Santa Ana (the City) for fiscal year 2024- 2025 represents the percentage change in California per capita personal income from the preceding year.

NOTE 4 POPULATION FACTORS
A California governmental agency may adjust its appropriations limit by either the annual percentage change of the jurisdiction’s own population, or the annual percentage change in population in the County where the jurisdiction is located. The factor adopted by the City for fiscal year 2024-2025 represents the annual percentage change in the population in the County where the City is located.

NOTE 5 OTHER ADJUSTMENTS
A California governmental agency may be required to adjust its appropriations limit when certain events occur, such as the transfer of responsibility for municipal services to, or from, another governmental agency or private entity. The City had no such adjustments for the year ended June 30, 2025.

City Council 10 – 34 1/20/2026
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INDEPENDENT ACCOUNTANTS’ REPORT
Honorable City Council
City of Santa Ana
Santa Ana, California
We have performed the procedures enumerated below on assisting the City of Santa Ana (the City) in determining whether the City's investment activities are in compliance with the City's Statement of Investment Policy (the Policy) and the California Government Code, §53600, et al. (the Code) for the quarter ended June 30, 2025. The City's management is responsible for the compliance with the Policy and the Code.

The City has agreed to and acknowledged that the procedures performed are appropriate to meet the intended purpose of determining whether the City's investment activities are in compliance with the City's Statement of Investment Policy (the Policy) and the California Government Code, §53600, et al. (the Code). This report may not be suitable for any other purpose. The procedures performed may not address all the items of interest to a user of this report and may not meet the needs of all users of this report and, as such, users are responsible for determining whether the procedures performed are appropriate for their purposes.

The procedures and the associated findings are as follows:

1. We obtained a copy of the City’s Quarterly Investment Report for the quarter ended June 2025 and compared the investments listed in the report to the types of investments authorized by the Policy for fiscal year 2024/2025.

No exceptions were noted as a result of our performing this procedure.

2. We compared the investments listed on the City’s Quarterly Investment Report for the quarter ended June 30, 2025 to the type of investments authorized by the Code.

No exceptions were noted as a result of our performing this procedure.

3. We observed the maturity dates for all investments listed on the City’s Quarterly Investment Report for the quarter ending June 30, 2025 and compared to the maturity limits stated in the Policy to determine the dates do not exceed the limits in the policy.

No exceptions were noted as a result of our performing this procedure.

EXHIBIT 6
City Council 10 – 35 1/20/2026
Honorable City Council
City of Santa Ana

4. We obtained the City’s Quarterly Investment Report for the quarter ending June 30, 2025 and observed that it contained the information/data required by the Code and met the timing requirements of the Code, as follows:
a. Included the type of investment, issuer, date of maturity, par and dollar amount invested on all securities, investments and monies held by the City. b. Included those funds under management of contracted parties (fiscal agents, trustees, etc.).
c. Included market value (and source) as of the date of the report for all securities held by the City or under management of any outside party that was not also a local agency or the State of California Local Agency Investment Fund.
d. Stated compliance of the portfolio to the Policy of the City. e. Included a statement addressing the ability of the City to meet the pool’s expenditure requirements for the next six months.

No exceptions were noted as a result of our performing this procedure.

5. We compared the investments listed in the City’s Quarterly Investment Report for the quarter ended June 30, 2025 to the prohibited investments listed in the Code.

No exceptions were noted as a result of our performing this procedure.

6. We obtained and observed the date of submission of City’s Quarterly Investment Report for the quarter ended June 30, 2025 per the submission evidence documentation to determine that the date is within 45 days following the end of the quarter.

No exceptions were noted as a result of our performing this procedure.

We were engaged by the City of Santa Ana to perform this agreed-upon procedures engagement and conducted our engagement in accordance with attestation standards established by the American Institute of Certified Public Accountants and the standards applicable to attestation engagements contained in Government Auditing Standards, issued by the Comptroller General of the United States.

We were not engaged to and did not conduct an examination or review engagement, the objective of which would be the expression of an opinion or conclusion, respectively, on the compliance with the Policy. Accordingly, we do not express such an opinion or conclusion. Had we performed additional procedures, other matters might have come to our attention that would have been reported to you.

We are required to be independent of the City of Santa Ana and to meet our other ethical responsibilities, in accordance with the relevant ethical requirements related to our agreed-upon procedures engagement.

City Council 10 – 36 1/20/2026
Honorable City Council
City of Santa Ana

This report is intended solely for the information and use of City Council and management of the City and is not intended to be, and should not be, used by anyone other than these specified parties.

CliftonLarsonAllen LLP
Irvine, California
December 12, 2025
City Council 10 – 37 1/20/2026

CITY OF SANTA ANA, CALIFORNIA

SCHEDULE OF MEASURE X

REVENUES AND USES/EXPENDITURES
WITH INDEPENDENT ACCOUNTANTS’ REPORT ON
EXAMINATION OF MANAGEMENT’S ASSERTIONS
ABOUT THE CITY’S COMPLIANCE WITH MEASURE X
YEAR ENDED JUNE 30, 2025
EXHIBIT 7
City Council 10 – 38 1/20/2026

CITY OF SANTA ANA, CALIFORNIA

TABLE OF CONTENTS
YEAR ENDED JUNE 30, 2025
INDEPENDENT ACCOUNTANTS’ REPORT ON EXAMINATION REPORT ON MANAGEMENT’S ASSERTIONS ABOUT THE CITY’S COMPLIANCE WITH MEASURE X 1
SCHEDULE OF MEASURE X REVENUES AND USES/EXPENDITURES 2

NOTES TO SCHEDULE OF MEASURE X REVENUES AND
USES/EXPENDITURES 3
City Council 10 – 39 1/20/2026
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CliftonLarsonAllen LLP
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(1)
INDEPENDENT ACCOUNTANTS’ REPORT
ON EXAMINATION OF MANAGEMENT’S ASSERTIONS
ABOUT THE CITY’S COMPLIANCE WITH MEASURE X
Measure X Citizen Oversight Committee
and Members of City Council of the City of Santa Ana
Santa Ana, California
We have examined management of the City of Santa Ana, California’s, (the City) assertion that the accompanying schedule of Measure X revenues and uses/expenditures (the Schedule) for the fiscal year ended June 30, 2025 is accurate and that the City’s uses/expenditures of Measure X funds complied with the requirements of Measure X ballot language (the specified requirements). The City’s management is responsible for its assertion. Our responsibility is to express an opinion on management’s assertion about the City’s compliance with the specified requirements based on our examination.

Our examination was conducted in accordance with attestation standards established by the American Institute of Certified Public Accountants. Those standards require that we plan and perform the examination to obtain reasonable assurance about whether management’s assertion about compliance with the specified requirements is fairly stated, in all material respects. An examination involves performing procedures to obtain evidence about whether management’s assertion is fairly stated, in all material respects. The nature, timing, and extent of the procedures selected depend on our judgment, including an assessment of the risks of material misstatement of management’s assertion, whether due to fraud or error. We believe that the evidence we obtained is sufficient and appropriate to provide a reasonable basis for our opinion.

We are required to be independent and to meet our other ethical responsibilities in accordance with relevant ethical requirements relating to the engagement.

Our examination does not provide a legal determination on the City’s compliance with the specified requirements.

In our opinion, management’s assertion that the accompanying Schedule for the fiscal year ended June 30, 2025 is accurate and that the City’s uses/expenditures of Measure X funds complied with the requirements of Measure X ballot language, is fairly stated, in all material respects.

This report is intended solely for the information and use of the Measure X Citizen Oversight Committee, City Council, and management of the City of Santa Ana and is not suitable for any other purpose.

CliftonLarsonAllen LLP
Irvine, California
December 2, 2025
City Council 10 – 40 1/20/2026

CITY OF SANTA ANA

SCHEDULE OF MEASURE X REVENUES AND USES/EXPENDITURES
YEAR ENDED JUNE 30, 2025
See accompanying notes to the Schedule of Measure X Revenues and Uses/Expenditures. (2)
Amount
Measure X Revenue:

July 2024 $ 6,928,251
August 2024 6,014,000
September 2024 7,628,315
October 2024 6,933,103
November 2024 6,043,700
December 2024 8,693,725
January 2025 6,144,590
February 2025 5,520,334
March 2025 7,987,402
April 2025 6,891,582
May 2025 7,498,524
June 2025 6,344,676
Total Measure X Revenue 82,628,202 $
Measure X Uses/Expenditures:

Maintain Effective 9-1-1 Response 12,806,514 $
Retaining Firefighters 12,631,503
Addressing Homelessness 13,412,879
Fixing Streets 2,405,300
Maintaining Parks 8,404,624
Youth Services 2,419,490
Other Unrestricted General Revenue Purposes 21,115,270
Total Measure X Uses/Expenditures 73,195,580 $
City Council 10 – 41 1/20/2026

CITY OF SANTA ANA

NOTES TO SCHEDULE OF MEASURE X REVENUES AND USES/EXPENDITURES JUNE 30, 2025
(3)
NOTE 1 REVENUES AND USES/EXPENDITURES
Measure X revenues consist of the 1.5 cent transactions and use tax approved by the voters of Santa Ana on November 6, 2018 and became effective April 1, 2019. Total revenue collected for fiscal year 2024-2025 was $82,628,202.

Measure X is a general-purpose tax, which means the revenues received from the tax go into the City’s General Fund to maintain or enhance any lawful City program, improvement, or service such as maintain effective 9-1-1 response, retaining firefighters, addressing homelessness, fixing streets, maintaining parks, youth services; and other unrestricted general revenue purposes.

To determine some of the Measure X expenditures, the City performs an analysis comparing expenditures between the current year and the base year. The base year has been identified as fiscal year 2018-19, representing the year of Measure X’s passage.

When completing the analysis, the City determines; (1) the amount of the increase of expenditures when compared to the base year, (2) significant contractual increases, and (3) increase in expenditures between cost centers or programs. Some Measure X expenditures are based entirely on vendor invoices. The accompanying Schedule of Measure X Revenues and Uses/Expenditures is summarized by ballot category.

Total Measure X uses/expenditures for fiscal year 2024-2025 were $82,628,202, including amounts carried forward to fiscal year 2025-2026. The largest program expense was other unrestricted general revenue purposes totaling $21,115,270, which included the following:
 Addressing prior year deficits and employee compensation increases for nonSafety employees totaling $11.7 million o $10.2 million - deficit
o $1.5 million - planned savings
 Santa Ana Regional Transportation Center Subsidy and Maintenance - $1.1 million  Sales Tax Rebate - Volvo & Tac Energy - $0.9 million
 Increase the City Events Budget - $0.9 million
 Graffiti Abatement Service Enhancement (Graffiti Removal) - $0.8 million  New Debt Payments for Purchase of Streetlights - $0.8 million  Future Pension Stabilization - $0.7 million
 Support for Utility Billing, Business Retention and HR – Administrative - $0.7 million  Street Tree Maintenance (Tree-Trimming) - $0.7 million  Engineering Salaries for Review of Plan Checks and Permits - $0.5 million  City Council, Contracted Aides - $0.3 million
 Funding for 5 ARPA Positions (6 Months) - $0.3 million  Other Programs (various) - $1.7 million
City Council 10 – 42 1/20/2026

CITY OF SANTA ANA

NOTES TO SCHEDULE OF MEASURE X REVENUES AND USES/EXPENDITURES JUNE 30, 2025
(4)
NOTE 1 REVENUES AND USES/EXPENDITURES (CONTINUED)
The revenues are higher than uses/expenditures reported for the period; however, management has designated the excess of approximately $9.4 million as an addition to the general fund balance for carryover appropriations during the year ended June 30, 2025.

The following is a recap of the activity for fiscal year 2024-2025:

Amount
Total Measure X Revenue 82,628,202 $
Total Measure X Uses/Expenditures 73,195,580 $
Additions to General Fund Balance for
Carryover Appropriations 9,432,622
Total $ 82,628,202
City Council 10 – 43 1/20/2026
Finance and Management Services
www.santa-ana.org/finance
Item # 11
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
January 20, 2026
TOPIC: Event Equipment Rental Services

AGENDA TITLE
Purchase Order Contracts to Bilan J Investment, Bright Event Rentals, and Cosmos Event Rentals for Event Equipment Rental Services (Specification No. 25-123) (General Fund & Non-General Fund)

RECOMMENDED ACTION
Award Aggregate Purchase Order Contracts to vendors listed below for event equipment rental services on an as-needed basis, in a total aggregate amount not to exceed $145,000 for a one-year term beginning January 20, 2026 through January 19, 2027, with provisions for four one-year renewal options for a total aggregate amount not to exceed $725,000 over a five-year period.

Vendor Location
Bilan J Investment Tukwila, WA
Bright Event Rentals Los Angeles, CA
Cosmos Event Rentals Anaheim, CA
GOVERNMENT CODE §84308 APPLIES: No

DISCUSSION
The Purchasing Division establishes annual citywide purchase order contracts with vendors that provide goods and services required by multiple City departments on a recurring basis. Event equipment rental services are required at times by various City departments for rental (set-up and breakdown) of event equipment such as chairs, linens, canopies, heating lamps, flooring, staging, and other related services.

Invitation for Bids (IFB) No. 25-123 was issued on October 27, 2025, on the City’s online bid management and publication system. A summary of vendor participation and results is as follows:
564 Vendors notified
1 Santa Ana vendor notified
20 Vendors downloaded the bid packet
4 Responsive Bids received
1 Responsive Bid received from Santa Ana vendor
City Council 11 – 1 1/20/2026
Event Equipment Rental Services
January 20, 2026

Bids were solicited, opened on November 25, 2025, and evaluated (Exhibit 1). Four bids were submitted by the IFB deadline and determined to be responsive to the specifications and met City’s requirements. The bids submitted by Bilan J Investment, Bright Event Rentals, and Cosmos Event Rentals were determined to be the lowest, responsible bids, were responsive to the specifications, and meet the City’s requirements.

Three vendors were chosen to ensure availability of equipment for the various events run by the City.

ENVIRONMENTAL IMPACT
There is no environmental impact associated with the action.

FISCAL IMPACT
Funding is available in the current FY 2025-26 budget. The purchase order contract covers one year and includes up to four, one-year renewal options. Year 1 costs span two fiscal years and will be incurred in FY 2025-26 and FY 2026-27. Funding for any renewal years will be included in proposed budgets for City Council consideration. The table below shows the first-year allocation; subsequent years are anticipated to follow a similar breakdown.

Fiscal
Year
Accounting UnitAccount #Fund
Description
Accounting Unit, Account
Description Amount
01105015-63001 HR General
Funds
General-Non-Departmental,
Miscellaneous Operating
Expenses
$8,000
08109053-63001 Employee Group
Insurance
Employee Group Insurance,
Miscellaneous Operating
Expenses
$500
01103010-63001 City Manager
General Funds
Miscellaneous Operating
Expenses $12,500
01111110-63001
01111120-63001
01111150-63001
01111160-63001
01111180-63001
01111190-63001
01211020-63001
Library General
Funds & Library
Youth Services
Various Miscellaneous
Operating Expenses $10,000
01116500-63000 PBA General
Funds
Administration,
Miscellaneous Operating
Expenses
$2,500
01116560-63000 PBA General
Funds
Neighborhood Initiatives
Program, Miscellaneous
Operating Expenses
$2,500
FY 25-26
(January
20, 2026
- June
30, 2026)
01114420-62300 PD General
Funds
Field Operations, Contract
Services-Professional $500
City Council 11 – 2 1/20/2026
Event Equipment Rental Services
January 20, 2026

06017640-63001
Water Utility,
Water Production
& Supply
Water Utility, Water
Production & Supply,
Miscellaneous Operating
Expenses
$25,250
01117651-63001 PWA General
Funds
Park Maintenance Services,
Miscellaneous Operating
Expenses
$2,500
Various-63001 Various General
Funds
Miscellaneous Operating
Expenses $8,250
01105015-63001 HR General
Funds
General-Non-Departmental,
Miscellaneous Operating
Expenses
$8,000
08109053-63001 Employee Group
Insurance
Employee Group Insurance,
Miscellaneous Operating
Expenses
$500
01103010-63001 City Manager
General Funds
Miscellaneous Operating
Expenses $12,500
01111110
01111120
01111150
01111160
01111180
01111190
01211020
Library General
Funds & Library
Youth Services
Various Miscellaneous
Operating Expenses $10,000
01116500-63000 PBA General
Funds
Administration,
Miscellaneous Operating
Expenses
$2,500
01116560-63000 PBA General
Funds
Neighborhood Initiatives
Program, Miscellaneous
Operating Expenses
$2,500
01114420-62300 PD General
Funds
Field Operations, Contract
Services-Professional $500
06017640-63001
Water Utility,
Water Production
& Supply
Water Utility, Water
Production & Supply,
Miscellaneous Operating
Expenses
$25,250
01117651-63001 PWA General
Funds
Park Maintenance Services,
Miscellaneous Operating
Expenses
$2,500
FY 26-27
(July 1,
2026 –
January
19, 2027)
Various-63001 Various General
Funds
Miscellaneous Operating
Expenses $8,250
ANNUAL TOTAL $145,000
City Council 11 – 3 1/20/2026
Event Equipment Rental Services
January 20, 2026

EXHIBIT(S)

1. Abstract of Bids (25-123)
Submitted By: Alexander Trinidad, Executive Director of Finance and Management Services Agency
Approved By: Alvaro Nuñez, City Manager
City Council 11 – 4 1/20/2026

BIDDER LOCATION TOTAL
Abajian Enterprise Santa Ana, CA $257,183.00
Bilan J Investment Tukwila, WA $38,984.75
Bright Event Rentals Los Angeles, CA $28,557.85
Cosmos Event Rentals Anaheim, CA $23,086.40
EVENT EQUIPMENT RENTAL SERVICES (Bid No.25-123)

ABSTRACT OF BIDS
EXHIBIT 1
City Council 11 – 5 1/20/2026
Police Department
www.santa-ana.org/pd
Item # 12
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
January 20, 2026
TOPIC: Ammunition

AGENDA TITLE
Purchase Order Contracts to Dooley Enterprises, Inc., Miwall Corporation, and San Diego Police Equipment Co. Inc. for Ammunition (Specification No. 25-117) (General Fund)

RECOMMENDED ACTION
Award aggregate purchase order contracts to vendors listed below for ammunition on an as-needed basis in a total aggregate amount not to exceed $825,000, for an initial one-year term expiring January 19, 2027, with provisions for four, one-year renewal options.

Vendor Location
Dooley Enterprises, Inc. Anaheim, CA
Miwall Corporation Grass Valley, CA
San Diego Police Equipment Co. Inc. San Diego, CA
GOVERNMENT CODE §84308 APPLIES: No

DISCUSSION
City Council 12 – 1 1/20/2026
Ammunition
January 20, 2026

The Santa Ana Police Department’s purchase of ammunition represents a critical and recurring operational expense necessary to support public safety operations, regulatory compliance, and risk mitigation. Ammunition is issued to sworn police officers and jail transportation officers for duty use, mandatory training, and required monthly firearms qualification to ensure continued proficiency and the safe handling of firearms.

Ammunition is also required to meet state-mandated firearms training standards for police recruits attending the police academy.

Additionally, the Department supplies ammunition to its Forensic Services Section for evidentiary firearms testing, ballistic analysis, and data entry. All operable firearms collected and booked into evidence are test-fired to facilitate National Integrated Ballistic Information Network (NIBIN) entry and microscopic comparison.

Invitation for Bids (IFB) No. 25-117 was issued on October 7, 2025, on the City’s online bid management and publication system. A summary of vendor participation and results is as follows:

331 Vendors notified
2 Santa Ana vendors notified
15 Vendors downloaded the bid packet
4 Responsive Bids received
0 Responsive Bids received from Santa Ana vendors
Bids were solicited, opened on October 28, 2025, and evaluated (Exhibit 1). Four bids were submitted by the IFB deadline and were determined to be responsive to the specifications and met City’s requirements. Recommended award is based on lead times and availability of alternate products that best fit the needs of the department.

ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action.

FISCAL IMPACT
Funding is available in the current FY 2025-26 budget. The purchase order contracts cover one year and include up to four one-year renewal options. Year 1 costs span two fiscal years to be incurred in FY 2025-26 and FY 2026-27 and are estimated at $165,000. Funding for any renewal years will be included in proposed budgets for City Council consideration. The table below shows the first-year allocation; subsequent years are anticipated to follow a similar breakdown:

Fiscal
Year
Accounting Unit
– Account No. Fund Description
Accounting Unit –
Account No.

Description
Amount
City Council 12 – 2 1/20/2026
Ammunition
January 20, 2026

FY 25-26
(Jan.-June) 01114410-63001 General Fund
Training,
Miscellaneous
Operating Expenses
$ 80,000
FY 25-26
(Jan.-June) 01114455-63001 General Fund
Forensics Services,
Miscellaneous
Operating Expenses
$ 2,500
FY 26-27
(July-Dec.) 01114410-63001 General Fund
Training,
Miscellaneous
Operating Expenses
$ 80,000
FY 26-27
(July-Dec.) 01114455-63001 General Fund
Forensics Services,
Miscellaneous
Operating Expenses
$ 2,500
Total for Year 1 $165,000
City Council 12 – 3 1/20/2026
Ammunition
January 20, 2026

The amounts and accounts above are subject to change, pending additional funding sources that may be utilized in the future. The annual estimated amount of $165,000 may fluctuate from year to year based on the number of new Police Recruits and future unit price changes. However, the maximum aggregate amount of the expenditures will not exceed $825,000 over the term of the purchase order contracts, including the renewal options periods.

EXHIBIT(S)

1. Abstract of Bids (25-117)
Submitted By: Robert Rodriguez, Police Chief
Approved By: Alvaro Nuñez, City Manager
City Council 12 – 4 1/20/2026
City of Santa Ana
Bid Results for Project Ammunition (25-117)
Bid Due on October 28, 2025 2:00 PM (PDT)
No. Manufacturer Description Estimated
Annual Qty UOM Unit Price Line Total Comment Unit Price Line Total Comment Unit Price Line Total Comment Unit Price Line Total Comment 1 CCI Blazer 3505 .380 FMJ Nickel 2000 ROUNDS NO BID NO BID NO BID NO BID $0.24 $480.00 Alt, Fiocchi Item #380AP $0.32 $640.00 2 CCI Blazer 5205 .380 FMJ Brass 2000 ROUNDS NO BID NO BID NO BID NO BID $0.24 $480.00 Alt, Fiocchi Item #380AP $0.35 $700.00 3 Federal American Eagle AE9DP FMJ Nickel 2000 ROUNDS NO BID NO BID $0.22 $440.00 Alt, Hornady 9mm 115gr FMJ #90269 $0.20 $400.00 Alt, Fiocchi Item #9AP $0.22 $440.00 4 Federal AE45A FMJ Brass 2000 ROUNDS NO BID NO BID NO BID NO BID $0.30 $600.00 Alt, Fiocchi Item #45A500 $0.37 $740.00 5 Federal American Eagle AE38B .38 Special 2000 ROUNDS NO BID NO BID NO BID NO BID $0.40 $800.00 Alt, Fiocchi Item #38G $0.43 $860.00 6 Federal Speer LE Gold Dot .223 REM 62 gr #24445SP 15000 ROUNDS NO BID NO BID $1.22 $18,300.00 Alt, Hornady 223 Rem 53gr TAP PATROL #80295 NO BID NO BID $0.68 $10,200.00
7 Hornady Critical Duty 9mm 135 gr FlexLock #90235 30000 ROUNDS NO BID NO BID $0.60 $18,000.00 NO BID NO BID NO BID NO BID 8 Hornady TAP LE Ammunition 12 GA 2 3/4 Inch 00 Buck 2500 ROUNDS NO BID NO BID $0.93 $2,325.00 $0.75 $1,875.00 Alt, Fiocchi Item #12BK008 NO BID NO BID 9 Remington UMC LN40SW3 FMJ Nickel 2000 ROUNDS NO BID NO BID NO BID NO BID $0.34 $680.00 Alt, Fiocchi Item #40SWD $0.43 $860.00 10 Remington UMC L45AP1 FMJ Nickel 2000 ROUNDS NO BID NO BID NO BID NO BID NO BID NO BID $0.48 $960.00 11 Winchester WinClean 9mm 124 gr BEB #WC92 200000 ROUNDS $0.26 $52,000.00 WC92 as specified $0.44 $88,000.00 Alt, Hornady 135gr Reduced Lead #90222 $0.20 $40,000.00 Alt, Fiocchi Item #9APB $0.24 $48,000.00 Alt, Bidding Speer #53824 9mm 124gr TMJ Cleanfire as equal 12 Winchester 5.56mm M193 55 gr. FMJ 200000 ROUNDS $0.45 $90,000.00 WM1931000 as specified $0.42 $84,000.00 Hornady 5.56 55gr FMJ #81278 $0.43 $86,000.00 Alt, Fiocchi Item #223B50 $0.42 $84,000.00 Alt, Bidding Federal #AE193

5.56mm 55gr FMJ as equal
13 Winchester 38 Special 130 gr. FMJ 2000 ROUNDS $0.36 $720.00 Q4171 as specified NO BID NO BID $0.34 $680.00 Alt, Fiocchi Item #38A $0.43 $860.00 Alt, Bidding Federal #AE38K 38Spl 130gr FMJ as equal
14 Winchester Ranger 12 GA 2 3/4 inch 00 buck RA12005 8000 ROUNDS $0.74 $5,920.00 RA12005 as specified NO BID NO BID $0.75 $6,000.00 Alt, Fiocchi Item #12BK008 $0.86 $6,880.00 Alt, Bidding Federal #LE13200 12ga 00 Buck as equal
15 Winchester Ranger 12 GA 2 3/4 inch Rifled Slug 1oz
RA12RS15 2000 ROUNDS $0.74 $1,480.00 RA12RS15 as specified NO BID NO BID $1.03 $2,060.00 Alt, Fiocchi Item #12LESLUG $0.84 $1,680.00 Alt, Bidding Federal #LE127RS 12ga Slug as equal 16 Winchester 45 AUTO 230 gr. WinClean WC452 1000 ROUNDS $0.40 $400.00 WC452 as specified NO BID NO BID NO BID NO BID $0.41 $410.00 Alt, Bidding Speer #53885 45ACP 230gr TMJ Cleanfire as equal
17 Winchester 40 S&W 180 gr. WinClean WC402 1000 ROUNDS $0.34 $340.00 WC402 as specified NO BID NO BID NO BID NO BID $0.35 $350.00 Alt, Bidding Speer #53880
40S&W 180gr TMJ Cleanfire as
equal
18 Winchester White Box USA9W FMJ Brass 2000 ROUNDS $0.24 $480.00 Bidding Winchester
USA9W/W9MM50 (same exact
ammo)
NO BID NO BID $0.20 $400.00 Alt, Fiocchi Item #9AP $0.22 $440.00 Alt, Bidding Federal #AE9DP 9mm 115gr FMJ as equal
19 Winchester White Box USA40SW FMJ Brass 2000 ROUNDS $0.28 $560.00 USA40SW as specified NO BID NO BID $0.31 $620.00 Alt, Fiocchi Item #40SWC $0.31 $620.00 Alt, Bidding Federal #AE40R1 40S&W 180gr FMJ as equal
20 Winchester White Box Q4171 USA .38 Special 2000 ROUNDS $0.36 $720.00 Q4171 as specified NO BID NO BID $0.34 $680.00 Alt, Fiocchi Item #38A NO BID NO BID 21 Winchester Ranger LE 45 Auto 230 gr. T- Series RA45T 500 ROUNDS $0.46 $230.00 RA45T as specified NO BID NO BID $0.37 $185.00 Alt, Fiocchi Item #45T500 NO BID NO BID 22 Winchester Ranger LE 40 S&W 180 gr. T- Series RA40T 500 ROUNDS $0.42 $210.00 RA40T as specified NO BID NO BID $0.31 $155.00 Alt, Fiocchi Item #40SWE NO BID NO BID Misc 1 EA
Del 1 DAY
Del 1 DAY
Del 1 EA
San Diego Police Equipment Co. Inc.

San Diego, CA
Miwall Corp
Grass Valley, CA
For items not specified herein, vendor must enter minimum percentage (%) discount offered to the City at the unit price from MSRP. Discount from vendor’s price list shall remain firm throughout the term of the contract.

No Federal, Speer, Remington do not have an MSRP for L.E. ammunition. Therefore no fixed discount will be offered. 44% off MSRP Stock Items - Number of days after receipt of order
Backorder Items - Number of days after receipt of order Minimum order amount for free freight
Proforce Marketing Inc.

Brea, CA
Dooley Enterprises, Inc.

Anaheim, CA
47% off MSRP list
20 DAYS ARO
60 DAYS ARO
Orders over 5,000 free freight.
30 Days ARO
30-60 Days ARO
$3,500.00
2-5 days (common)
30-180 days (rare)
5 cases
7-14 days
30-120 days
5 cases
EXHIBIT 1
City Council 12 – 5 1/20/2026
Police Department
www.santa-ana.org/pd
Item # 13
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
January 20, 2026
TOPIC: FY2024 Urban Area Security Initiative Program

AGENDA TITLE
Appropriation Adjustment Accepting FY2024 Urban Area Security Initiative Grant Program Funds (Non-General Fund - UASI)

RECOMMENDED ACTION
Approve an Appropriation Adjustment recognizing $1,655,974 in grant revenue from the FY 2024 Urban Area Security Initiative funding program revenue account and appropriate same to the FY 2024 Urban Area Security Initiative Program Grant expenditures accounts. (Requires five affirmative votes) GOVERNMENT CODE §84308 APPLIES: No

DISCUSSION
The Urban Area Security Initiative program provides funds to local emergency first responders to enhance security and overall preparedness to prevent, respond to, and recover from acts of terrorism. The grant specifically provides funding for training, planning, equipment, exercises, and technical assistance.

On December 2, 2025, the Santa Ana City Council approved a resolution authorizing the City Manager and the Chief of Police to enter into agreement for the FY2024 Urban Area Security Initiative. On the same date, an agreement with Convergint Technologies LLC for video surveillance system upgrade, maintenance, and repair services was approved by City Council. Additionally, an agreement with Meridian Rapid Defense Group, LLC for vehicle mitigation mobile barrier kits was approved. Approval of the appropriation adjustment is required to allocate and implement the funding that supports these agreements within the City.

ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action.

City Council 13 – 1 1/20/2026
FY2024 Urban Area Security Initiative Program
January 20, 2026

FISCAL IMPACT
Approval of the appropriation adjustment will recognize $1,655,974 in the FY 2024 Urban Area Security Initiative revenue account (no. 12514002-52001) and appropriate same to the Urban Area Security Initiative expenditure accounts for projected expenditures as follows:

Fiscal
Year
Accounting Unit –
Account No.

Fund
Description
Accounting Unit –
Account No. Description Amount
FY 25-26 12514491-Various OES UASI UASI Cal OES, Various $ 993,585 FY 26-27 12514491-69011 OES UASI UASI Cal OES,
Reserve Appropriations $ 662,389
Total $1,655,974
The amounts shown above are estimates based on projected grant projects. Any remaining balances not expended at the end of each fiscal year will be presented to City Council for approval of carryovers to the subsequent fiscal year.

Submitted By: Robert Rodriguez, Police Chief
Approved By: Alvaro Nuñez, City Manager
City Council 13 – 2 1/20/2026
Police Department
www.santa-ana.org/pd
Item # 14
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
January 20, 2026
TOPIC: Automated Parking Citation and Processing Services

AGENDA TITLE
Agreement with Turbo Data Systems, Inc. for Automated Parking Citation and Processing Services (Specification No. 25-114) (General Fund)

RECOMMENDED ACTION
Authorize the City Manager to execute an agreement with Turbo Data Systems, Inc. to provide automated parking citation and processing services in an amount not to exceed $2,657,098, for a term beginning February 15, 2026 and expiring February 14, 2029, with provisions for two, one-year extensions (Agreement No. A-2026-XXX).

GOVERNMENT CODE §84308 APPLIES: Yes

DISCUSSION
City Council 14 – 1 1/20/2026
Automated Parking Citation and Processing Services
January 20, 2026

In 2004, the City of Santa Ana began contracting with a vendor to provide automated parking citation and processing services to the Santa Ana Police Department (SAPD).

The contracted services include managing the parking citation database, processing parking citations, sending daily payment notices for collection, providing a customer service call center, and collections of unpaid citations.

The City’s current parking citation processing agreement with Data Ticket is set to expire on February 14, 2026. To ensure citation processing service continues uninterrupted, the Police Department issued a Request for Proposals (RFP) No. 25-114 on September 11, 2025, via the City’s online bid management and publication system.

A summary of vendor participation and results is as follows:
299 Vendors notified
9 Santa Ana Vendors notified
20 Vendors downloaded the RFP packet
4 Responsive proposals received
1 Responsive proposal received from Santa Ana vendor
Four proposals were submitted by the RFP deadline, which were determined to be responsive to the specifications, and met the City’s requirements. The proposals were evaluated and scored by a committee pursuant to the criteria identified within the RFP.

This included Organization / Completeness of Response, Background, Qualifications & Experience, Key Personnel / Proposed Staffing, Technical Approach / Methodology, and Cost Proposal.

Staff recommends awarding an agreement to the highest-ranked firm, Turbo Data Systems, Inc (TDS) (Exhibit 1). TDS has been in business since 1985 providing citation processing services. TDS services more than 150 municipalities and colleges across California, most of whom they have partnered with for over 20 years. With offices in Santa Ana and San Jose, TDS has a team of 30-plus professionals delivering fast, reliable services to their clients. TDS has an established partnership with the California Department of Motor Vehicles as well as the Franchise Tax Board, as it pertains to citation processing.

TDS also has an existing partnership with LAZ (the City’s current parking control provider), which will allow for a seamless transition. TDS has their own citation issuance devices, which are pre-programmed with all necessary applications.

Turbo Data Systems, Inc.’s enhancements include cloud-based products and services.

This consists of a platform which supports the parking citation processing, as well as the mobile enforcement and technology integrations. Customers have the ability to pay citations via the TDS portal or make a payment over the phone. Customers also have the ability to contest the citation immediately following the issuance of the citation. City staff will have immediate access to information they need to assist customers.

City Council 14 – 2 1/20/2026
Automated Parking Citation and Processing Services
January 20, 2026

TDS's web platform requires no dependency on the police department network, but data from the citations will be interfaced to the Police Department’s Records Management System. Their software solution will enable City staff to develop statistical information on citations issued (i.e., location of citations, violation types, time, and days issued) quickly and efficiently. Staff anticipates TDS’s previous experience and services to larger municipalities, along with their core services, will allow for minimal disruption during the transition period.

ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action.

FISCAL IMPACT
The current fiscal year funding is available in the FY 25-26 budget and future fiscal year funding will be included in the proposed budgets for City Council consideration as follows:

City Council 14 – 3 1/20/2026
Automated Parking Citation and Processing Services
January 20, 2026

Fiscal
Year
Accounting Unit
– Account #
Fund
Description
Accounting Unit,
Account
Description
Amount
FY 25-26
(Feb. - June) 01114405-62300 General Fund
Traffic, Contract
ServicesProfessional$ 332,137
FY 26-27 01114405-62300 General Fund
Traffic, Contract
ServicesProfessional$ 885,699
FY 27-28 01114405-62300 General Fund
Traffic, Contract
ServicesProfessional$ 885,699
FY 28-29
(July – Feb.) 01114405-62300 General Fund
Traffic, Contract
ServicesProfessional$ 553,563
Total $2,657,098
The amounts above are estimates only and are subject to change. If an increase to the not-to-exceed amount is necessary due to higher than projected out-of-state, delinquency, and Franchise Tax Board collections, or upon exercising the options to extend the term, the item will be presented to City Council for approval in the future.

EXHIBIT(S)

1. Agreement with Turbo Data Systems, Inc.

Submitted By: Robert Rodriguez, Police Chief
Approved By: Alvaro Nuñez, City Manager
City Council 14 – 4 1/20/2026

AGREEMENT WITH TURBO DATA SYSTEMS, INC. TO PROVIDE

AUTOMATED PARKING CITATION AND PROCESSING SERVICES
THIS AGREEMENT is made and entered into on this 20TH day of January, 2026 by and between Turbo Data Systems, Inc., a California corporation Consultant ity of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California

RECITALS
A. On September 11, 2025, the City issues Request for Proposal No. 25- the City sought to retain a Consultant having special skill and knowledge in the field of providing automated parking citation and processing services.

B. Consultant submitted a timely response and represents that it is able and willing to provide such services to the City per the scope of work detailed in the RFP, and attached hereto as Exhibit A to the Agreement.

C. In undertaking the performance of this Agreement, Consultant represents that it is knowledgeable in its field and that any services performed by Consultant 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
Consultant shall perform during the term of this Agreement, the tasks and obligations including all labor, materials, tools, equipment, and incidental customary work required to fully and adequately complete the services described and set forth in Exhibit A, attached hereto and incorporated by reference.

2. COMPENSATION
a. City agrees to pay, and Consultant agrees to accept as total payment for its services for City, the rates and charges identified in Exhibit B. The total amount to be expended during the initial term of this Agreement shall not exceed $2,657,098. Any remaining -toany optional extension term, per Section 3 below. Contractor understands that any increase to the compensation amount listed here is subject to approval by the City Council of the City of Santa Ana
b. Payment by City shall be made within forty-five (45) days following receipt of proper invoice evidencing work performed, subject to City accounting procedures. City and Consultant agree that all payments due and owing under this Agreement shall be made through Automated Clearing House (ACH) transfers. Consultant agrees to execute the EXHIBIT 1
City Council 14 – 5 1/20/2026

documentation. Upon verification of the data provided, the City will be authorized to deposit payments
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 February 15, 2026 above and continue through February 14, 2029, with the option for the City to grant up to a two (2) one (1) year extension(s), exercisable by a writing by the City Manager and the City Attorney, unless terminated earlier in accordance with Section 15, below.

4. INDEPENDENT CONTRACTOR
Consultant shall, during the entire term of this Agreement, be construed to be an independent Consultant and not an employee of the City. This Agreement is not intended nor shall it be construed to create an employer-employee relationship, a joint venture relationship, or to allow the City to exercise discretion or control over the professional manner in which Consultant performs the services which are the subject matter of this Agreement; however, the services to be provided by Consultant shall be provided in a manner consistent with all applicable standards and regulations governing such services. Consultant shall pay all salaries and wages, employer's social security taxes, unemployment insurance and similar taxes relating to employees and shall be responsible for all applicable withholding taxes.

5. 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 Consultant under this Consultant 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.

Consultant represents and warrants that Consultant has the legal right to license any and all Documents & Data. Consultant makes no such representation and warranty in regard to Documents & Data which were provided to Consultant 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

6. INSURANCE
Insurance requirements are attached hereto as Exhibit C.

City Council 14 – 6 1/20/2026

7. INDEMNIFICATION
Consultant agrees to defend, and shall indemnify and hold harmless the City, its officers, agents, employees, contractors, special counsel, and representatives from liability: (1) for personal injury, damages, just compensation, restitution, judicial or equitable relief arising out of claims for personal injury, including death, and claims for property damage, which may arise from the negligent operations of the Consultant, its subcontractors, agents, employees, or other persons acting on its behalf which relates to the services described in section 1 of this Agreement; and (2) from any claim that personal injury, damages, just compensation, restitution, judicial or equitable relief is due by reason of the terms of or effects arising from this Agreement. This indemnity and hold harmless agreement applies to all claims for damages, just compensation, restitution, judicial or equitable relief suffered, or alleged to have been suffered, by reason of the events referred to in this Section or by reason of the terms of, or effects, arising from this Agreement. The Consultant further agrees to indemnify, hold harmless, and pay all costs for the defense of the City, including fees and costs for special counsel to be selected by the City, regarding any action by a third party challenging the validity of this Agreement, or asserting that personal injury, damages, just compensation, restitution, judicial or equitable relief due to personal or property rights arises by reason of the terms of, or effects arising from this Agreement. City may make all reasonable decisions with respect to its representation in any legal proceeding. Notwithstanding the foregoing, to the extent Consultant services are subject to Civil Code Section 2782.8, the above indemnity shall be limited, to the extent required by Civil Code Section 2782.8, to claims that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Consultant.

8. INTELLECTUAL PROPERTY INDEMNIFICATION
Consultant shall defend and indemnify the City, its officers, agents, representatives, and employees agai
letters patent, trademark, or copyright infringement, including costs, contained in the work product or documents provided by Consultant to the City pursuant to this Agreement.

9. RECORDS
Consultant shall keep records and invoices in connection with the work to be performed under this Agreement. Consultant shall maintain complete and accurate records with respect to the costs incurred under this Agreement and any services, expenditures, and disbursements charged to the City for a minimum period of three (3) years, or for any longer period required by law, from the date of final payment to Consultant under this Agreement. All such records and invoices shall be clearly identifiable. Consultant shall allow a representative of the City to examine, audit, and make transcripts or copies of such records and any other documents created pursuant to this Agreement during regular business hours. Consultant shall allow inspection of all work, data, documents, proceedings, and activities related to this Agreement for a period of three (3) years from the date of final payment to Consultant under this Agreement.

City Council 14 – 7 1/20/2026

10. CONFIDENTIALITY
If Consultant receives from the City information which due to the nature of such information is reasonably understood to be confidential and/or proprietary, Consultant agrees that it shall not use or disclose such information except in the performance of this Agreement, and further agrees to exercise the same degree of care it uses to protect its own information of like nonpublic information. Confidential information includes not only written information, but also information transferred orally, visually, electronically, or by other means. Confidential information disclosed to either party by any subsidiary and/or agent of the other party is covered by this Agreement. The foregoing obligations of non-use and nondisclosure shall not apply to any information that (a) has been disclosed in publicly available sources; (b) is, through no fault of the Consultant disclosed in a publicly available source; (c) is in rightful possession of the Consultant without an obligation of confidentiality; (d) is required to be disclosed by operation of law; or (e) is independently developed by the Consultant without reference to information disclosed by the City.

11. CONFLICT OF INTEREST CLAUSE
a. Consultant covenants that it presently has no interests and shall not have interests, direct or indirect, which would conflict in any manner with performance of services specified under this Agreement.
b. No immediate family members of either the Mayor, City Council Member, or any appointed City Official, including appointed board and commission members, as ith the City shall award or
influence the award of this Agreement, or any competing contract or amendment thereof, shall be employed in any capacity by the Consultant or have any other direct or indirect financial benefit or interest in this Agreement. c. The section also prohibits the awarding of any agreement, contract, grant, or any amendment to those awards, to any former full-time employee for one-year from date of employee separation except for any CalPERS retiree as authorized by City Council resolution
d. The Consultant must comply with all conflict of interest laws, ordinances, and regulations now in effect or hereafter to be enacted during the term of this Agreement.

The Consultant warrants that it is not now aware of any facts which conflict with the prohibitions defined above. If the Consultant hereafter becomes aware of any facts that might reasonably be expected to create a conflict of interest, it must immediately make full written disclosure of such facts to the City. Full written disclosure must include, but is not limited to, identification of all persons implicated and a complete description of all relevant circumstances. Failure to comply with the provisions of this paragraph will be a material breach of this Agreement.

City Council 14 – 8 1/20/2026

e. Consultant covenants that none of its directors, officers, employees, or agents shall participate in selecting or administrating any subcontract supported (in whole or in part) by City funds stemming from the Agreement where the awarding of the subcontract has any direct or indirect financial benefit or interest to any individual, as defined in subsections (b) and (c) above.

12. NON-DISCRIMINATION
Consultant 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. Consultant affirms that it is an equal opportunity employer and shall comply with all applicable federal, state and local laws and regulations.

13. EXCLUSIVITY AND AMENDMENT
This Agreement represents the complete and exclusive statement between the City and Consultant, and supersedes any and all other agreements, oral or written, between the parties. In the event of a conflict between the terms of this Agreement and any attachments hereto, the terms of this Agreement shall prevail. This Agreement may not be modified except by written instrument signed by the City and by an authorized representative of Consultant. The parties agree that any terms or conditions of any purchase order or other instrument that are inconsistent with, or in addition to, the terms and conditions hereof, shall not bind or obligate Consultant or the City. Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any party, which is not embodied herein.

14. ASSIGNMENT
Inasmuch as this Agreement is intended to secure the specialized services of Consultant, Consultant may not assign, transfer, delegate, or subcontract any interest herein without the prior written consent of the City and any such assignment, transfer, delegation or subcontract without the City's prior written consent shall be considered null and void. Nothing in this Agreement shall this
Agreement performed by City personnel or by other Consultants retained by City.

15. TERMINATION
This Agreement may be terminated by the City upon thirty (30) days written notice of termination. In such event, Consultant shall be entitled to receive and the City shall pay Consultant compensation for all services performed by Consultant prior to receipt of such notice of termination, subject to the following conditions:
a. As a condition of such payment, the Executive Director may require Consultant to deliver to the City all work product(s) completed as of such date, and in such case City Council 14 – 9 1/20/2026

such work product shall be the property of the City unless prohibited by law, and Consultant consents to the City's use thereof for such purposes as the City deems appropriate.
b. Payment need not be made for work which fails to meet the standard of performance specified in the Recitals of this Agreement.

16. 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.

17. 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.

18. PROFESSIONAL LICENSES
Consultant shall, throughout the term of this Agreement, maintain all necessary licenses, permits, approvals, waivers, and exemptions necessary for the provision of the services hereunder and required by the laws and regulations of the United States, the State of California, the City of Santa Ana and all other governmental agencies. Consultant shall notify the City immediately and in writing of its inability to obtain or maintain such permits, licenses, approvals, waivers, and exemptions. Said inability shall be cause for termination of this Agreement.

19. NOTICE
Any notice, tender, demand, delivery, or other communication pursuant to this Agreement shall be in writing and shall be deemed to be properly given if delivered in person or mailed by first class or certified mail, postage prepaid, or sent by fax or other telegraphic communication in the manner provided in this Section, to the following persons:

To City:

City Clerk
City of Santa Ana
20 Civic Center Plaza (M-30)
P.O. Box 1988
Santa Ana, CA 92702-1988
Fax: 714- 647-6956
City Council 14 – 10 1/20/2026

With courtesy copies to:

Chief of Police
Santa Ana Police Department
60 Civic Center Plaza
Santa Ana CA 92702
To Consultant:

Turbo Data Systems, Inc.

Attn: Roberta J. Rosen, President
1551 N. Tustin Ave.

Suite 950
Santa Ana, CA 92705-8634
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.

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 or power is not, in fact, held by the signatory or is withdrawn. b. All Exhibits referenced herein and attached hereto shall be incorporated as if fully set forth in the body of this Agreement.
[signature page to follow]
City Council 14 – 11 1/20/2026

IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first above written.

ATTEST: CITY OF SANTA ANA
Jennifer L. Hall Alvaro Nuñez
City Clerk City Manager
APPROVED AS TO FORM:

SONIA R. CARVALHO CONSULTANT:

City Attorney
By:

Tamara Bogosian
Senior Assistant City Attorney
RECOMMENDED FOR APPROVAL:

Robert Rodriguez
Chief of Police
Roberta J. Rosen
President
City Council 14 – 12 1/20/2026

EXHIBIT A

SCOPE OF SERVICES
City Council 14 – 13 1/20/2026

CITY OF SANTA ANA
Consultant shall perform services as set forth below.

I. Scope of Services
The City of Santa Ana is issuing this Request for Proposals (RFP) for Automated Parking Citation and Processing Services. The City desires an integrated software and hardware service solution to parking citation and payment processing. The preferred solution will include compatibility with our current mobile computing devices (e.g. smart phones, tablets, etc.) for ticket issuance and data download with real-time, online access for public safety officers, the City’s Parking Citation Coordinator and Finance Staff to citation information and citation status on a user-friendly reporting structure. A complete package of citation issuance, processing, collection, reporting, hardware and software maintenance is required. The program and service must also accept and support hand-written citation forms.

The Vendor shall coordinate its efforts with the City of Santa Ana Police Department, City of Santa Ana Finance Department, Orange County Court System and other agencies affected by the project. The Vendor will be expected to work closely with the Police Department’s Traffic Division and Finance Department to ensure compatibility and uniformity.

A. SOFTWARE/USER INTERFACE SPECIFICATIONS
These specifications are not all inclusive, but are intended for the purpose of giving the Vendor a general idea of the City's system. Specific details will be provided after an agreement has been entered.

1. Vendors must provide a software solution for electronic issuance of citations. Software must be installed on and compatible with current mobile computing devices (e.g. smart phones, tablets, etc.) and incorporate the following features:
a. Citation must be capable of printing on a 2"- 4.5" thermal printer (brand name to be determined later). Vendor must recommend a printer compatible with their software product.
b. The software solution must be able to take and associate multiple photos to each citation record.

2. Records Management System Interface (RMS)
a. The software solution must include an automated export interface to the City’s Records Management System (RMS). The interface must be able to send data in a Comma Separated Values (CSV) format to be defined by the City. The interface shall also export any photos associated with citation records as separate image files following a naming convention defined by the City to facilitate their import into the RMS.

EXHIBIT 1

SCOPE OF SERVICES
City Council 14 – 14 1/20/2026

CITY OF SANTA ANA

3. The user interface includes payment information as well as parking citation specific information. It will include the fields listed below, including the validations for each field.

Ticket Information:

Citation number - all City tickets begin with "PC" and have a unique 6 digit identifier that follows.

Date - the date the citation was issued
Amount - the amount of the parking ticket.

Vehicle:

Vehicle License number
State (state of vehicle's license plate) - in two letter format.

Contact Information:

Name
Address
Phone - should include an input mask or validation that does not allow users to enter an invalid number.

Payment Information:

Credit Card Type - Choices are VISA or MasterCard.

Credit Card number
Expiration Date
Name on Card

4. Be able to develop a custom interface with City payment system, iNovah, to provide for the ability of City cashiers to accept payment of parking citations, process refunds and to process NSFs.

B. CITATION PROCESSING SERVICES

1. Data Entry from Handwritten Citations.
a. Receive and date stamp weekly batches of all handwritten citations sent by City; b. Enter citation information into the database;
c. Batch, record, and verify receipt of all manual citations within two (2) business days;
d. Edit capability to correct dates, duplicate citations, violation codes and fine amounts;
e. System for filing/storing citations in easily retrievable format for a minimum of two (2) years and then dispose in accordance with City direction.

2. Automated Transfer and Upload of citations issued by the mobile computing device. a. Loading of batch files immediately upon transfer;
b. Edit capability to correct dates, duplicate citations, violation codes, and fine amounts;
c. System to promptly notify City regarding citations unable to be entered for any reason (no violation code, unreadable license, etc.)
City Council 14 – 15 1/20/2026

CITY OF SANTA ANA

3. Registered Owner Name Retrieval.
a. Retrieve data online from the State of California Department of Motor Vehicles (DMV);
b. Provide daily access to registered owner information; c. Validate DMV makes upon return of registered owner information from DMV to ensure proper make of vehicle issued citation;
d. Review DMV “No Hit” list to ensure that license plate and state have been entered correctly;
e. Daily registered owner name retrieval for all citations without a name on the system.

4. Out-of-State Registered Owner Retrieval from State DMV. a. Maintain regularly scheduled communications with DMV offices in the 50 states; b. Maintain regularly scheduled communications with the Transportation Ministries in Canada and Mexico that permit registration and name acquisition; c. Mail collection letters;
d. Communicate with individuals outside of the United States who were issued a parking citation by the City.

5. DMV Registration Holds/Releases.
a. Process DMV holds or releases daily;
b. Access DMV records online;
c. Capability to release registration holds upon City’s request; d. Report monthly holds and payments made at DMV;
e. Immediate update of database with monthly payment information from DMV.

6. Automated processing of Administrative Review Requests. a. Vendor shall provide tracking and correspondence for all administrative review; b. Vendor shall enter and maintain database of all administrative review, showing current status of each request. System must be integrated with parking citation issuance and processing system. Ensure a result is received for each correspondence;
c. Administrative review requests must be entered into the system within two (2) business days from date of receipt;
d. Provide inquiry capabilities for citations in the administrative review process; e. Print and mail (by first class mail) all administrative review result letters; f. Notify the City of citations that have been successfully dismissed through the review process and have had payments processed, (or are cancelled) so the City can issue a refund;
g. File and store all source documents for ease of retrieval; h. Provide staff to respond to telephone inquiries regarding how to contest a violation, determine outstanding penalty amounts or delinquent fees, identify time frames, and any other pertinent information in order to contest a citation by mail or in-person; Languages: English,Spanish, Korean, and Vietnamese i. Link the hearing tracking system to the citation database in real time to obtain citation information such as citation issue date, delinquent date, amount owed, and other citations open with the same license plate numbers; j. Ensure that the computer system is capable of recording data and comments for historical background, suspending action while appeals are under investigation, City Council 14 – 16 1/20/2026

CITY OF SANTA ANA
sort citations by type of violation and/or defense, record case decisions, generate letters and use customized liability reason codes; k. Provide monthly report of review results by citation number.

7. Administrative Hearings
a. Provide tracking and correspondence for all administrative hearing requests; b. Vendor shall enter and maintain a database of all administrative hearing requests, showing current status of each request. System must be integrated with parking citation issuance and processing system. Ensure a result is received for each correspondence;
c. Schedule Administrative hearings and forward schedule to the City; d. Print and mail (by first class mail) customized hearing notification letters for the City;
e. Respond to inquiries for the City and the public regarding date of hearing, mailing date, location of hearing and directions to hearing location; f. Re-send letters should room or date changes be necessary; g. The Hearing Officer will forward results of Administrative Hearing to the City and to the Vendor;
h. Letters regarding the results of Administrative Hearings will be mailed by the Vendor;
i. When a refund is appropriate, the Vendor shall provide information to the City.

The City will issue the refund;
j. Provide monthly report of review results by citation number.

8. Payment Plan Administration
a. Provide and manage a payment plan to comply in accordance with Assembly Bill No. 503 and business rules as defined by the City of Santa Ana i. Review each request for an Indigent Payment Plan
ii. Approve or deny each request for an IPP based on the City’s business rules

9. Payment Processing
a. Provide a separate Post Office Box for the City where payments, administrative review correspondence, and other documents are to be mailed; b. Provide mail pick-up from post office at least once per day; c. Sort and batch all incoming mail by postmark date for payment posting; d. Enter and process payments received within one (1) business day, including opening all mail received, verifying payment amounts, updating computer system, and making daily bank deposits in the City’s designated bank account; e. Conduct daily reconciliation of all payments entered with bank deposits; f. Provide daily reporting of bank deposits made for the City; g. File and store all source documents in an easily retrievable system; h. Track rebilling on partial payments, checks returned for insufficient funds upon notification from City, vehicle change of ownership, and leased vehicle information; i. Provide for payment by credit card (Visa and MasterCard) and be capable of securing authorization from the banking institution. Payments made by credit card are to be immediately updated in the database in real time. Payments will be made by automated telephone system;
j. The Vendor will have the ability to accept payments via the Internet.

City Council 14 – 17 1/20/2026

CITY OF SANTA ANA

10. City's Online Payments.
a. The vendor must also accept data from the City's cashiering system. Data would be provided electronically on a daily basis.

C. CORRESPONDENCE PROCESSING

1. All correspondence shall be processed within two (2) business days from date of receipt;

2. Obtain approval from the City on all standard forms, notices of delinquent violation, and correspondence. The Vendor must ensure that all forms conform to applicable State and Federal laws.

3. Submit copies of standard forms, notices of delinquent violation, and other types of standard correspondence with bid proposal.

D. REPORTING

1. The Vendor shall be responsible for providing regular daily, weekly and monthly reports on demand to the issuing agency within three working days of the report being requested. This includes custom reports.

2. Although other reports may be required, the vendor shall be capable, at a minimum, of producing reports relating to scofflaws, open citations, bank deposits and citation dispositions. The vendor must be capable of delivering these reports to the Police Department on an agreed schedule.

3. The Vendor shall provide duplicate or replacement reports at no additional cost to the city.

4. Copies of citation abstracts shall be provided to violators at no cost upon request.

5. The following Vendor reports are required monthly; Repeat offender list (5 or more), citation analysis by officer, citation analysis by violation, citation status report, out of state status, out of state revenue, hot sheet, distribution revenue summary, violation statistics, violation analysis by officer, detail citation report by officer, monthly citation statistics, yearly statistics of issuance, citation summary report, bail payment summary report, DMV citation cleared with bail (collected), DMV citations cleared without bail (not collected), DMV registration hold listing, Refunds report. Provide an online report generation capability;

6. Provide weekly license plate number to citation number cross reference reports sorted by license and citation. Provide additional reports monthly as may be needed by management or auditors;

7. Submit a sample of the standard reports used with bid proposal.

8. Able to work with the Agency to design reports upon need and provide it to the Agency at no cost.

E. TOLL-FREE TELEPHONE SERVICE AND CUSTOMER SERVICE

1. Provide a toll-free telephone number,designated for this contract, for customer service inquiries and credit card payments;

2. Operate the toll-free telephone service 24 hours a day, seven days a week, 365 days per year, for the 50 states, Canada, and Mexico;

3. The Contractor’s telephone answering system shall be sufficient in design and capacity to process the added volume of telephone calls generated from inquiries by Santa Ana customers.

City Council 14 – 18 1/20/2026

CITY OF SANTA ANA

4. The telephone call proessing system shall be capable of responding to requests for service in English, Spanish, Korean, and Vietnmese.

5. Sufficient Customer Service Representatives (CSR) shall be available Monday-Friday, 8:00am – 5:00 pm, P.S.T.; excluding holidays to accommodate the added volume of Santa Ana citation inquiries.

6. CSR’s shall be capable of prodiving customer service to the public for resolving parking citation questions of a non-judicial nature and research specific citations data when necessary and provide instructions and information on general parking policies, procedures and administrative adjudication procedures for the City.

7. Vendor’s staff, serving as CSR’s, shall be fully trained in all informational aspects of parking citation processing and related information specific to Santa Ana. This staff shall have real-time acces to the parking citation datatabase(s).

F. AUTOMATED VOICE RESPONSE SYSTEM

1. Provide a customized recorded voice response system in English, Spanish, Korean, and Vietnamese to convey information on:
a. How to pay and contest violations;
b. Registration violation information;
c. Mail address information;
d. The database must available 24 hours a day, 7 days a week. The automated telephone system shall be capable of receiving a minimum of 500 incoming calls per month. Scheduled system maintenance back-ups must be between midnight and 4 a.m.
e. The automated voice response system must be capable of providing online data from the database when queried by citation number or license plate number. f. The automated voice response sytem must be capable of receiving payment via credit card with immediate authorization and posting capabilities.

G. CUSTOM NOTICES AND LETTERS

1. The Vendor shall provide at no extra cost: The necessary postage, correspondence and stock forms to meet all applicable State and local laws and regulations for citation processing and adjudication.

2. Vendor will provide samples of mailing and return envelopes with proposal;

3. Ensure that Delinquent Notices are generated at least one business day prior to becoming delinquent. Delinquent Notices generated will be mailed at least once a week by first class mail to registered owners;

4. Ensure that returned check notices are mailed by first class mail to individuals immediately upon notification from the City that a check has been returned for nonpayment. The notices will state the amount of original penalty, delinquent amount, and the appropriate returned check fee;

5. Ensure that Drive Away Notices (fled letters) are mailed by first class mail to registered owners of vehicles that drive away from the officer at citation issuance time as required by the California Vehicle Code. Notices must be mailed no later than 15 days from the date of the original citation to the registered owner;

6. Ensure that partial Payment Notices are sent by first class mail to those who do not pay the full penalty amount. The notice should indicate the amount that was paid and the balance that is due;
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CITY OF SANTA ANA

7. Communicate with violators in a timely manner by mail in response to correspondence such as incomplete registration, citation, or payment information.

8. Issue letters of correction

9. Issue automated mismatched letters of correction as the mismatch occurs.

H. ONLINE INQUIRY ACCESS

1. Design and implement an online inquiry system to allow access to the citation database by designated City employees;

2. The on-line inquiry system must provide real time access to all citation information including registered owner information, payment information, and administrative adjudication history.

I. SUPPORT

1. Provide staff for all aspects of processing parking citations, including any changes related to new Federal, State, or local legislation. Days and hours of operation shall be consistent with normal office hours Monday – Friday unless otherwise approved.

2. Provide on-going support to the City to access and interface with the parking citation database;

3. Vendor shall provide user’s manual which includes step-by-step instructions for accessing computer database information and a list and description of any and all codes used in screens accessed by the issuing agency;

4. Provide technical support and troubleshooting assistance for any and all hardware and software used by the City. Technical support and assistance must be available between the hours of 7:00 a.m. and 6:00 p.m. Monday through Friday, except City recognized holidays.

J. DATABASE BACKUP & OFF-SITE SECURITY

1. Ensure that all systems are backed up daily to ensure safety of data in the event of a power outage or natural disaster;

2. Transfer and store off-site all backups of data for disaster recovery.

K. INTERAGENCY INTERCEPT PROGRAM (FRANCHISE TAX BOARD)

1. Vendor must be able to interface with the Interagency Intercept Program (FTB) for collection of delinquent fees.

2. Vendor will send a FTB Notice to the Customer as required by the Interagency Intercept Program; this notice will be sent via 1st Class Mail and will be sent at no cost to the city

3. All notices are attached to the citation online and are viewable via the web L. CONTRACT REQUIREMENTS

1. No portion of the contract shall be permitted to be subcontracted to another private or public agency without express written approval from the City. Vendors must disclose the nature of work being subcontracted and the name of the private or public agency;

2. All processing functions performed shall be completed within two business days after receipt from the agency;
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CITY OF SANTA ANA

3. The Vendor shall comply with all requirements of the State of California Vehicle Code (CVC) in regard to processing and adjudication of citation records sent by the City;

4. The Vendor shall be required to send notices to lessees of cited vehicles when provided with the information provided on “Certificate of Non-Ownership”;

5. The Vendor shall provide necessary on-site training and support for City staff to retrieve information stored in the computer system;
M. OTHER

1. Attend City meetings as needed or when requested at Vendor’s expense. This includes but not limited to, transportation, lodging, meals, and staff time;

2. Vendor shall comply with California Vehicle Code Section 40200.3 (b), regarding the Annual Report. The City may audit the report at its own expense.

3. Work with Traffic Engineering to process and track issued parking permits.

4. Ensure that no information associated with the notice of parking violation system is disclosed to anyone other than the City for any purpose other than the collection of penalties, fines and fees. The Vendor will ensure compliance with appropriate State and Federal regulations pertaining to the confidentiality of information.

II. IMPLEMENTATION
City staff shall have the right to modify, reduce, or delete the services as needed by City.

III. DATA TRANSFER
Submit a plan to transfer data from the existing Vendor.

City Council 14 – 21 1/20/2026

EXHIBIT B

COMPENSATION
Fee Proposal including hourly rates if applicable
City Council 14 – 22 1/20/2026
Turbo Data Systems, Inc. Submitted to: City of Santa Ana 18 October 15, 2025
Cost Proposal
Parking Citation Processing Management
Fee Per Electronic and Manual Parking Citation Issued $0.42 – Electronic $0.52 - Manual
Entry of all citations.

Citation dispositions (bounced checks, payments, extensions, etc.) DMV interface (r/o retrieval, placing, and releasing registration holds) Toll-free telephone number (for public access)
Multi-lingual interactive voice response system (IVR)
Customer service representatives (8 am – 5 PM, Mon - Fri, excluding holidays) Daily pickup of payments and other documents from a TDS-provided P.O. box.

Scan and remote deposit checks into the agency's bank account. pticket.com web pages customized for the agency.

Database maintenance and daily system backups.

Secure cloud access for agency staff.

Documentation and training for the use of the TDS-provided online system.

Ongoing client support and training.

Reminder Notice (Notice of Violation) $0.50 + postage
This includes all forms, envelopes, return envelopes, and printing. Reminder notices are mailed 21 days after issuance or per the agency's timeline. Postage is charged separately.

Other Correspondence, Notices, and Letters $0.50 + postage Includes all forms, envelopes, and printing. NSF letters, partial payments, name and address changes, drive-away notice, final notices, DMV hold letters, etc.

Initial Review and Hearing Notices/Letters $0.50 + postage TDS mails all initial review results letters, hearing notification letters, and hearing result letters as required. All forms, envelopes, and printing are included with the mailing.

Paperless Appeals (per appeal) $1.25
This service allows for online submission of appeals and a 100% PAPERLESS appeal system.

All mailed-in appeals are scanned and are reviewable by Agency staff using the eAppeals PRO online application. All appeals are centralized, and documents are saved electronically. A complete history of all appeals, results, and reviewers, etc., is always available for the Agency.

Includes Hearing services, scheduling, and coordination. Court documents are provided to agency upon request.

Payment Plan Processing $10.00
Payment plan supports AB503 legislation. All payment plan letters will be at the “Correspondence” rate.

Out-of-State Collections 25% of amount collected
TDS absorbs costs to retrieve out-of-state registered owner information. NLETS electronic access for out-of-state license plates.

ICS Delinquent Collections 25% of amount collected
Apply to citations that are past DMV registration hold. Additional penalties applied, and up to two letters mailed from Innovative at no cost to the Agency. Includes taking toll-free phone calls from ICS customers and other follow-up efforts. Payments collected at DMV will not be billed on this fee. A cost recovery option is available.

Franchise Tax Board Collections $2.50 Per Account Letter +15% of amount collected
TDS pursues otherwise uncollectible accounts by retrieving social security numbers from a third party, mailing required pre-intercept letters, and then sending the accounts to the FTB to intercept any state tax refunds or lottery winnings. *This fee is subject to change each new FTB year. A cost recovery option is available.

City Council 14 – 23 1/20/2026
Turbo Data Systems, Inc. Submitted to: City of Santa Ana 19 October 15, 2025
Credit Card Payments (Internet and Phone/IVR) No Charge to Agency A $3.95 or 4% (whichever is higher) convenience fee per citation paid will be charged to the public for this service. This fee covers the cost of ongoing maintenance, support, security, compliance, and enhancements, and includes daily and monthly reconciliation of all payments. (Fee subject to change).

Banking - TDS Bank Management $200/month plus bank
fees/supplies
Process all parking deposits into a separate trust account set up for the Agency.

Scanned check images available for investigations.
$5.00 fee per NSF/Chargeback and refund billed to Agency.

ACH/Write and send a monthly surcharge check to the county based on reporting.

ACH/Write a check to TDS for services rendered.

Reconcile the account monthly and provide monthly reconciliation of all activities in the account.

ACH/Write a check to the Agency monthly for the balance of the funds.

Hearing Officer Services
TDS will provide an independent Hearing Officer for Parking Citation Hearings per CVC 40215.

Hearings may be held In-Person or In Writing.

In-Person Hearings will have a $350 minimum in fees per visit. $35 per hearing Customization Charges
Customization charges will apply for development requests outside the scope of the current system. Estimates for customization costs will be provided before the start of any project.

Monthly or annual charges may apply for supporting and maintaining integration with the thirdparty API. $100 per hour
Postal Rate Increase Offset
If postal rates increase during the term of this agreement, fees to TDS shall be raised immediately to offset the effect of the postal rate increase.

Parking Tickets Printed Media
Citations and Envelopes
TDS can provide standard or custom citations and envelopes that are compatible with our ticketPRO™ Mobile solution, or the agency may choose to provide these supplies.

Estimate based on 70,000 tickets annually:
$4,375 for 70k generic 3" ticket rolls
$3,625 for 50k standard white envelopes (3 5/8 x 6 1/2 is the size) Unit cost varies with size
and quantity ordered
Proposal valid for one hundred eighty (180) days.

City Council 14 – 24 1/20/2026
Turbo Data Systems, Inc. Submitted to: City of Santa Ana 20 October 15, 2025
ticketPRO™ Mobile (two-Piece) Lease
ticketPRO™ Mobile Solution (Lease)
s is a complete solution that includes an Android smartphone, BT printer, software license, 4/5G data plan, support, and maintenance for a single monthly price per unit.

Initial One-time Fees Unit Cost
ticketPRO™ Mobile device and software setup and configuration: Initial setup and installation of software with agency-specific information.
$100 per unit
60-Month Lease Monthly Rate
Monthly Lease Details - Rugged Smartphone/Printer Combo + Data Plan Samsung Galaxy XCover6 PRO smartphone or equivalent
Zebra ZQ511(2”-3”) Bluetooth printer + power adapter
USB-C Power Adapter
4/5G data plan
ticketPRO™ Mobile parking software license
Remote management software licenses
Support, maintenance, and software upgrades
$120 per month
Per unit
Lease Details Rate
Smartphone: Rugged Samsung smartphone or equivalent | High-Res Camera | Military spec. MIL810G rated | Bluetooth | USB Charging | 4/5G LTE | Dedicated Push-to-Talk Button (certain models).Included Bluetooth Printer: Zebra Printer | Includes Lithium-Ion Battery | AC Charger | Belt Clip | 2 years Parts & Labor Warranty (1 year on printhead) | Configured to Agency’s ticketPRO™ Mobile system | Additional accessories: spare battery, case with shoulder strap, charging dock are available for purchase.

Included
TDS Managed 4/5G Voice and Data Plan
(Push-to-Talk service optional for an additional fee)
Included
ticketPRO™ Mobile Software: Parking issuance software | Real-Time citation & photo transfer | Live Lookups Built-in LPR | ALPR interface | Electronic Chalking | GPS tagging | Live shared data between all devices | Integration with pay-by-phone and pay-by-plate systems | Scofflaw and hotlist vehicle alerts.

Included
ticketPRO™ Mobile Software License Included
Remote Management Software Maintenance and Support: Remote servicing and updates | Field support including remote-connect assistance | email support for Agency requests.

Included

1. Sales tax will be applied to all items listed. At the end of the lease term, all equipment must be returned to TDS in good working condition. If the equipment is not returned, the lease will be converted to a month-to-month lease, requiring a 30-day notice before returning the equipment. An early Termination Fee of $95 per unit for each remaining month of the lease will be charged.

2. Rugged Smartphone and printer hardware are subject to availability.

Other available options upon request

1. ticketPRO™ Mobile (two-piece) Purchase
This includes an Android Samsung smartphone and a Zebra printer. A monthly service fee per device will apply to cover the 4/5G data plan, software license, service, support, and software upgrades. The service fee is paid annually.

2. ticketPRO™ Mobile for iOS
This includes a ticketPRO™ per-user software licensing to install on agency-provided iPhones and Bluetooth printers. TDS can provide Zebra printer purchase options. This is an ideal solution for police motor and patrol officers with agency-issued iPhones.

Disclaimer: TDS may subscribe to various third-party software services to automate information input while writing the ticket. These services may include Google Maps, location services, GPS, LPR services, and VIN lookups. TDS reserves the right to disable these services in the software should they terminate. These services are integrated into software for convenience and do not affect the issuance of citations.

Proposal valid for one hundred eighty (180) days.

City Council 14 – 25 1/20/2026

EXHIBIT C

INSURANCE REQUIREMENTS
City Council 14 – 26 1/20/2026
Contractor shall procure and maintain for the duration of the agreement, the following insurance coverages:

MINIMUM SCOPE AND LIMIT OF INSURANCE
Contractor 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 completed 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 Contractor does not maintain commercial automobile liability insurance, City will accept evidence of personal automobile insurance with existing limits, which can be lower than $1,000,000.

Workers’ Compensation (WC): 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 Contractor has no employees.

Cyber Liability (CL): Insurance, with limits not less than $2,000,000 per occurrence or claim and $2,000,000 aggregate. Coverage shall be sufficiently broad to respond to the duties and obligations as is undertaken by Contractor in this agreement and shall include, but not be limited to, claims involving security breach, system failure, data recovery, business interruption, cyber extortion, social engineering, infringement of intellectual property, including but not limited to infringement of copyright, trademark, trade dress, invasion of privacy violations, information theft, and release of private information. The policy shall provide coverage for breach response costs, regulatory fines and penalties as well as credit monitoring expenses.

If Contractor maintains broader coverage and/or higher limits than the minimums shown above, City requires and shall be entitled to the broader coverage and/or the higher limits maintained by Contractor. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to City.

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 Contractor including materials, parts, equipment, and personnel furnished in connection with such work or operations.

2. CGL, AL, CL, and WC policies: Insurance company(ies) agrees to waive all rights of subrogation against City, its City Council, its officers, officials, employees, agents, and EXHIBIT 3

INSURANCE REQUIREMENTS
City Council 14 – 27 1/20/2026
volunteers for losses paid under the terms of any policy which arise from work performed by Contractor for City.

3. All required insurance policies: For any claims related to this contract, Contractor’s insurance coverage shall be primary and any insurance maintained by City, 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 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. 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 City.

Ten (10) days prior written notice shall be provided to City for policy cancellation or nonrenewal due to non-payment.

6. Certificate Holder on each Evidence of Insurance certificate shall be: City of Santa Ana, Attention: (Name of Department Staff Responsible for Agreement), Address of Department Responsible for Agreement, M-XX, 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 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 of California with a current A.M. Best rating of no less than A:VII, unless otherwise acceptable to City.

Verification of Coverage
Contractor shall furnish City 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 Entity before work begins. However, failure to obtain the required documents prior to the work beginning shall not waive Contractor’s obligation to provide them. 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 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, Contractor must purchase “extended reporting” coverage for a minimum of three (3) years after completion of work.

Subcontractors
Contractor shall require and verify that all sub-contractors maintain insurance meeting all the requirements stated herein, and Contractor shall ensure that City is an additional insured on insurance required from sub-contractors.

Special Risks or Circumstances
City Council 14 – 28 1/20/2026
City reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances.

City Council 14 – 29 1/20/2026
City Council 14 – 30 1/20/2026
Police Department
www.santa-ana.org/pd
Item # 15
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
January 20, 2026
TOPIC: Urban Area Security Initiative Grant Training Agreement

AGENDA TITLE
Agreement with Utility Response Training Associates, LLC to Provide Training Services for the Urban Area Security Initiative Grant Program FY2024 - FY2028 (Specification No. 25-118A) (Non-General Fund - UASI)

RECOMMENDED ACTION
Authorize the City Manager to execute an agreement with Utility Response Training Associates, LLC to provide on-going training deliverables to the Anaheim/Santa Ana Urban Area on an as-needed basis in an aggregate amount not to exceed $99,500, for the period of January 20, 2026 through January 19, 2029 with two, one-year renewal options (Agreement No. A-2026-XXX).

GOVERNMENT CODE §84308 APPLIES: Yes

DISCUSSION
The United States Department of Homeland Security has developed the Urban Areas Security Initiative (UASI) grant funding program. UASI is designed to address the unique planning, equipment, training, and exercise needs of high-threat, high-density urban areas and provides funds to local emergency first responders that assist in building an enhanced and sustainable capacity to prevent, protect, respond to, mitigate, and recover from acts of terrorism. The grant specifically provides funding for anti-terrorism equipment, planning, training, exercises, and technical assistance. Santa Ana has been designated as an Urban Area Core City since 2003. As such, for selected grant years, Santa Ana is the fiduciary for the region and manages projects, which includes providing training and procuring equipment utilized by the 34 jurisdictions in Orange County.

In an effort to address the unique needs of a high-density, high-threat urban area, the Anaheim/Santa Ana Urban Area (ASAUA) allocates a set percentage of its annual grant allocation to fund training for the Orange County region. With program management from the Santa Ana Police Department Homeland Security Division, the ASAUA Homeland Security Regional Training Program is designed to provide the ASAUA multi-disciplinary City Council 15 – 1 1/20/2026
Urban Area Security Initiative Grant Training Agreement January 20, 2026

stakeholders with regional training necessary to meet the goals and objectives set forth in the ASAUA's homeland security strategy and target capabilities identified in the Threat and Hazard Identification and Risk Assessment (THIRA). The goal of these agreements is to enhance the capabilities of the current program by providing access to a wide range of multi-disciplinary training in support of a comprehensive and regional approach.

Request for Proposals (RFP) No. 25-118A was issued on September 18, 2025 on the City’s online bid management and publication system. A summary of vendor participation and results is as follows:
631
0 19
2 0
Vendors notified
Santa Ana vendors notified
Vendors downloaded the RFP packet
Responsive Proposals received
Responsive Proposals received from Santa Ana vendors
Proposals were solicited, opened on October 16, 2025, and evaluated. Two proposals were submitted by the RFP deadline and were determined to be responsive to the specifications and met the City’s requirements. An evaluation committee reviewed and rated the proposals according to the criteria listed in the RFP.

Staff recommends awarding an agreement to the highest-ranked firm, Utility Response Training Associates, LLC (URTA) (Exhibit 1). The addition of URTA will support the Homeland Security Training Program to enhance capabilities across multiple disciplines and jurisdictions. URTA will provide Emergency Operations Center Action Planning training courses at $9,950 per offering in the total amount not to exceed $99,500 over the course of grant years FY 2024, FY 2025, and FY 2026. If the agreement is extended by using one or both of the one-year options, then FY 2027 and FY 2028 grant funds will be included under the same “not to exceed” amount.

ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action.

FISCAL IMPACT
Funding is available in the current FY 2025-26 budget and funding for subsequent fiscal years will be included in the proposed budgets and carryovers for City Council consideration as follows:

Fiscal
Year
Account Unit –
Account #
Fund
Description
Accounting Unit,
Account Description
Amount
FY 25-26 12514491-62300 OES UASI
UASI CAL OES Anaheim,
Contract ServicesProfessional$9,950
Total $9,950
City Council 15 – 2 1/20/2026
Urban Area Security Initiative Grant Training Agreement January 20, 2026

The account number may change in the future to no.12514407-62300, depending upon which UASI grant FY funds are used for these specific training projects. The remaining $89,550 of the agreement may be expended in any future fiscal year and is subject to future grant approval.

EXHIBIT(S)

1. Agreement with Utility Response Training Associates, LLC Submitted By: Robert Rodriguez, Police Chief
Approved By: Alvaro Nuñez, City Manager
City Council 15 – 3 1/20/2026

AGREEMENT WITH UTILITY RESPONSE TRAINING ASSOCIATES LLC TO

PROVIDE TRAINING SERVICES FOR THE URBAN AREA SECURITY INITIATIVE (UASI) GRANT PROGRAM FY 2024-28
THIS AGREEMENT is made and entered into on this 20TH day of January, 2026 by and between Utility Response Training Associates, LLC, a California limited liability company, (“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 September 18, 2025, the City issued Request for Proposal No. 25-118A (“RFP”) seeking a contractor to provide G-626: EOC Action Planning Training courses of instruction for the Urban Area Security Initiative (UASI) grant program for fiscal years 2024-2028.

B. Contractor submitted a responsive proposal to the RFP and represents that it is able and willing to provide such services to the City, pursuant to the Scope of Work detailed in the RFP and attached hereto as Exhibit A to this Agreement.

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
Contractor shall perform during the term of this Agreement, the tasks and obligations including all labor, materials, tools, equipment, and incidental customary work required to fully and adequately complete the services described and set forth in Exhibit A, attached hereto and incorporated by reference.

2. COMPENSATION
a. City agrees to pay, and Contractor agrees to accept as total payment for its services for City, the rates and charges identified in Contractor’s Proposal attached hereto as Exhibit B. The total amount to be expended during the initial term of this Agreement shall not exceed $99,500.
b. Contractor agrees and understands that funding for this Agreement is contingent upon awarding of grant funding to the City. Should such funds not be awarded to the City, City may opt to terminate this Agreement pursuant to Section 17, below.

Exhibit 1
City Council 15 – 4 1/20/2026
c. Payment by City shall be made within forty-five (45) days following receipt of proper invoice evidencing work performed, 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.

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 and continue through January 19, 2029, with the option for the City to grant up to a two (2) one (1) year extensions, exercisable by a writing by the City Manager and the City Attorney, unless terminated earlier in accordance with Section 17, 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 City Council 15 – 5 1/20/2026
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 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
Insurance requirements attached hereto as Exhibit C.

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 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.

City Council 15 – 6 1/20/2026

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 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. CERTIFICATIONS
The funds used to pay for this Agreement will be partly comprised of federal grant funds.

Contractor agrees and understands that it will comply with the terms of the Certifications, noted as Attachments A-H from the RFP, and attached hereto together as Exhibit D, and incorporated by reference into this Agreement. Contractor shall keep itself informed of all City, State and Federal laws and regulations which may, in any manner, affect the performance of it services pursuant to this Agreement. Contractor shall at all times, observe and comply with all such laws and regulations. City and its officers and employees shall not be liable at law or in equity by reason of the failure of the Contractor to comply with this paragraph.

13. CONFLICT OF INTEREST CLAUSE
a. The recipient or subrecipient must maintain written standards of conduct covering conflicts of interest and governing the actions of its employees engaged in the selection, award, and administration of contracts. No employee, officer, agent, or board member City Council 15 – 7 1/20/2026
with a real or apparent conflict of interest may participate in the selection, award, or administration of a contract supported by the Federal award. A conflict of interest includes when the employee, officer, agent, or board member, any member of their immediate family, their partner, or an organization that employs or is about to employ any of the parties indicated herein, has a financial or other interest in or a tangible personal benefit from an entity considered for a contract. An employee, officer, agent, and board member of the recipient or subrecipient may neither solicit nor accept gratuities, favors, or anything of monetary value from contractors. However, the recipient or subrecipient may set standards for situations where the financial interest is not substantial or a gift is an unsolicited item of nominal value. The recipient's or subrecipient's standards of conduct must also provide for disciplinary actions to be applied for violations by its employees, officers, agents, or board members. b. If the recipient or subrecipient has a parent, affiliate, or subsidiary organization that is not a State, local government, or Indian Tribe, the recipient or subrecipient must also maintain written standards of conduct covering organizational conflicts of interest.

Organizational conflicts of interest mean that because of relationships with a parent company, affiliate, or subsidiary organization, the recipient or subrecipient is unable or appears to be unable to be impartial in conducting a procurement action involving a related organization.
c. 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.
d. No immediate family members of either the Mayor, City Council Member, or any appointed City Official, including appointed board and commission members, as defined under the City’s Municipal Code, whose position with the City shall award or influence the award of this Agreement, or any competing contract or amendment thereof, shall be employed in any capacity by the Contractor or have any other direct or indirect financial benefit or interest in this Agreement. e. The section also prohibits the awarding of any agreement, contract, grant, or any amendment to those awards, to any former full-time employee for one-year from date of employee separation except for any CalPERS retiree as authorized by City Council resolution
f. The Contractor must comply with all conflict of interest laws, ordinances, and regulations now in effect or hereafter to be enacted during the term of this Agreement.

The Contractor warrants that it is not now aware of any facts which conflict with the prohibitions defined above. If the Contractor hereafter becomes aware of any facts that might reasonably be expected to create a conflict of interest, it must immediately make full written disclosure of such facts to the City. Full written disclosure must include, but is not limited to, identification of all persons implicated and a complete description of all relevant circumstances. Failure to comply with the provisions of this paragraph will be a material breach of this Agreement.

City Council 15 – 8 1/20/2026
g. Contractor covenants that none of its directors, officers, employees, or agents shall participate in selecting or administrating any subcontract supported (in whole or in part) by City funds stemming from the Agreement where the awarding of the subcontract has any direct or indirect financial benefit or interest to any individual, as defined in subsections (d) and (e) above.

14. 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.

15. 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.

16. 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.

17. 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 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 City Council 15 – 9 1/20/2026
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.

18. 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.

19. 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.

20. 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.

21. FEDERAL REGULATIONS
a. Utility Response Training Associates, LLC shall comply with all applicable contractual provisions required by the United States Office of Management and Budget (OMB), as set for the in 2 CRF Part 200, whether or not expressly set forth in this document, including but not limited to those provisions set forth below. Notwithstanding, anything to the contrary herein, including without limitation, the language in this Agreement, the actual language contained in federal statutes, federal regulations, federally promulgated materials and state statutes, shall control in determining any obligations under federal law in the event of a conflict with any terms, language or provisions contained in this Agreement.

Utility Response Training Associates, LLC shall not perform any act, fail to perform any act, or refuse to comply with any requests, which would cause City to be in violation of the federal terms and conditions.

City Council 15 – 10 1/20/2026
b. Utility Response Training Associates, LLC shall comply with all Federal Regulations attached hereto as Exhibit E and incorporated by reference to this Agreement.

22. 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
With courtesy copies to:

Chief of Police
Santa Ana Police Department
60 Civic Center Dr.

Santa Ana, California 92702
To Contractor:

Utility Response Training Associates, LLC
P.O. Box 101
Oak View CA
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.

23. 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.

City Council 15 – 11 1/20/2026
b. All Exhibits referenced herein and attached hereto shall be incorporated as if fully set forth in the body of this Agreement.

IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first above written.

ATTEST: CITY OF SANTA ANA
JENNIFER L. HALL
City Clerk

RECOMMENDED FOR APPROV
Robert Rodriguez
Chief of Police
ALV ARO ThEZ
City Manager
CONTRACTOR:

A.+ I)e
BY:

Title: Managing Partner
City Council 15 – 12 1/20/2026

EXHIBIT A
Scope of Work
City Council 15 – 13 1/20/2026

CITY OF SANTA ANA
I. PURPOSE OF THIS RFP
The City currently maintains a pool of qualified Contractors previously established as a result of a Request for Qualifications. Contractors provide these services on an on-call basis.

ASAUA issues individual Purchase Orders for catalogued training courses and exercises on an as-needed basis. Purchase Orders are issued based on Contractor qualifications and cost.

The purpose of this RFP is to identify qualified Contractors capable of delivering homeland security related training courses taught by subject matter experts and/or recognized professionals in the fields listed below and of developing and delivering a broad range of homeland security related exercises ranging from simple workshops to complex multidiscipline, and multi-agency full scale. As a result of this RFP, the ASAUA intends to award agreement(s) to one or more qualified Contractors per category/field.

The proposed training courses and exercises must address the unique needs of a highdensity, high-threat urban area and shall assist in building enhanced and sustainable capabilities to prevent, protect against, mitigate, respond to, and recover from acts of terrorism. All training course and exercise subject matter must satisfy the Department of Homeland Security terrorism nexus prerequisite.

The ASAUA allocates a set percentage of its annual United States Department of Homeland Security’s Urban Areas Security Initiative (UASI) grant allocations to fund training and exercises. Once agreements have been executed for successful Proposers, the ASAUA stakeholders will review agency goals and identify training courses they desire to have delivered within the specified grant performance period. The ASAUA Training & Exercise Program Manager will work with the selected training providers to develop a course delivery schedule. ASAUA stakeholders will determine what types of seminars, workshops, drills, or exercises they desire during the specified grant performance period.

There is no requirement that proposers submit responses that address both training courses and exercises. The proposer may submit responses that address only providing training courses, only providing exercises, or providing both training courses and exercises.

The City is seeking Statements of Qualifications (SOQs) and Proposals from qualified firms to provide training courses and/or exercises at various locations within the ASAUA on an oncall basis in support of the following categories:

1. G-626: EOC Action Planning Training Courses
II. PROJECT BACKGROUND
Training courses and exercises requested through the ASAUA Homeland Security Regional Training and Exercise Program will be paid in part or in full with funding from the United States Department of Homeland Security’s Urban Areas Security Initiative (UASI) grant.

Funding from this grant is applied to homeland security related training, exercises, equipment, and projects in the ASAUA.

EXHIBIT A

SCOPE OF SERVICES
City Council 15 – 14 1/20/2026

CITY OF SANTA ANA
The ASAUA is comprised of the County of Orange, 34 incorporated cities, and two universities with a population of over 3 million people. The ASAUA has approximately 12,000 public safety emergency responders from the fire service, law enforcement, and public health. UASI grant management support is provided by the two largest cities in the ASAUA, Santa Ana and Anaheim. These two cities alternate fiscal responsibility and administration of the UASI grant.

The City of Santa Ana, through the Santa Ana Police Department, administers the ASAUA Homeland Security Regional Training and Exercise Program.

III. TRAINING COURSE(S)
a. ASAUA requires training courses in the following specific disciplines:
i. Training Request for: G-626: EOC Action Planning
IV. MINIMUM REQUIREMENTS
A. Availability to conduct up to a total of ten (10) deliveries of the training by the end of the term of the contract.

B. The first training is estimated to be conducted by March 31, 2026 C. Course Name: G-626: EOC Action Planning
D. Course Description: This course will introduce students to the considerations involved in the management and operation of an Emergency Operations Center (EOC). i. Number of Deliveries Being Requested: Up to 10
ii. Number of Students per Delivery: Minimum of 16 students E. Responsibilities of the City of Santa Ana and the Anaheim/Santa Ana Urban Area:
i. -Classroom with space to arrange students in groups
ii. -Audio/Visual Equipment
iii. -Multiple easels, dry erase board, and markers
F. Responsibilities of the Training Provider:
i. -Laptop
ii. -Presentation & training aids.
iii. -Professional instruction
G. Notice to Respondents:
i. All responses to this solicitation shall become property of the City of Santa Ana, and responses will become public record after issuance of Purchase Order. Proposer information identified as proprietary information shall be maintained confidential, to the extent allowed under the California Public Records Act.
ii. Contractor shall conduct training courses at various locations/venues within the ASAUA.
iii. Contractor shall prepare course flyers, register attendees, record attendance by signed roster, provide certificates of completions, and verify course completion by the participants.
iv. Contractor shall prepare and present specified training courses. Course material shall be available at the time the training is provided for each of the training courses the proposer has outlined in their proposal. v. All training courses presented must meet state and federal guidelines and be approved by Cal OES and DHS for reimbursement under the Homeland City Council 15 – 15 1/20/2026

CITY OF SANTA ANA
Security Grant Program prior to delivery. Refer to the Cal OES website at:
http://www.caloes.ca.gov/cal-oes-divisions/california-specialized-traininginstitute and the DHS website at: https://www.fema.gov/training for further information regarding state and federal guidelines for Department of Homeland Security grants. If any portion of the training course occurs outside of the classroom, an Environmental & Historic Preservation (EHP) approval must be obtained from FEMA/Cal OES prior to delivery of the course. The EHP approval is location specific and if an EHP approval is required, one must be obtained for each location where the course is delivered. It shall be the responsibility of the Proposer to complete all of the forms and documentation necessary to obtain the required approvals. The ASAUA Homeland Security Regional Training and Exercise Program Manager will assist the Proposer with the submission of the requests for approval. The City shall not be billed for any costs associated with obtaining these approvals. vi. Contractor shall provide all required training material, handouts, course syllabus and/or written curriculum.
vii. Contractor shall collect written survey comments/course evaluations from participants at the conclusion of every course offered. Survey/course evaluations will be conducted in a manner specified by the City. A standardized course survey form will be provided to the successful proposers.

A record of responses shall be maintained throughout the term of the agreement by Contractor, and organized by training course, date, instructor, etc. Frequently mentioned comments shall be reported to City Project Manager. Electronic reporting shall be made available to the City upon request.
viii. City reserves the right to cancel training courses with fourteen (14) calendar days’ notice of delivery date. City shall not be charged for the class, travel costs, or training materials by Contractor if cancellation occurs within this period.
ix. Contractor shall provide and assign high quality instructors on a consistent basis to deliver the specified courses.
x. All instructors shall use the methods suggested by the training protocols established, such as maintaining and updating each training syllabus; introducing and following objectives for each class; completing training as described; and utilizing training aids such as audio/visual systems. xi. Contractor and all its instructors shall provide immediate feedback to the City via the ASAUA Homeland Security Regional Training and Exercise Program Manger regarding all customer requests for new or additional services or to file complaints.
xii. Contractor will be paid for services rendered. Training days are generally eight (8) hours long (e.g. 8AM-5PM), including a one (1) hour lunch break.

Schedule should include regular breaks on a 50/10 break ratio – for every fifty (50) minutes of instruction, there should be a ten (10) minute break. Half days are defined as four (4) hours or less of curriculum.

City Council 15 – 16 1/20/2026

CITY OF SANTA ANA
xiii. Training venues may be provided by the City or by hosting agencies based on the needs of the course. Contractor must be able to secure training sites at any of the jurisdictions within the ASAUA.
xiv. All Contractor-developed courses must be approved by California Office of Emergency Services (Cal OES) for reimbursement under the Homeland Security Grant Program prior to delivery. It is the responsibility of the Contractor to prepare all forms and documentation necessary to obtain all course approvals at its cost. The ASAUA Homeland Security Regional Training and Exercise Program Manager will assist Contractor with the submission of the requests for approval. The City shall not be billed for any costs associated with obtaining these approvals.
xv. The anticipated start date of this agreement is Spring of 2026. Usage under this agreement will begin at this time.
xvi. Depending on the training or exercise, Contractor’s instructors and courses may be required to be California Peace Officer Standards & Training (POST) certified or California State Fire Marshal approved. It shall be the responsibility of the Contractor to obtain all POST certifications and California State Fire Marshal course approvals at its cost. The ASAUA Homeland Security Regional Training and Exercise Program Manager will assist Contractor with the submission of the requests for certifications and approval.

The City shall not be billed for any costs associated with obtaining these certifications and approvals.
xvii. A list of “approved” courses is available from Cal OES at www.caloes.ca.gov and a list of Federal Emergency Management Agency (FEMA) approved classes is available at www.fema.gov/training
xviii. Contractors are responsible for providing all course materials and delivering it to the site(s) of all training at their cost.
xix. Contractor must work with the ASAUA Homeland Security Regional Training and Exercise Program Manager and requesting agencies to coordinate the training calendar and venue.
xx. When required, Contractor must obtain the applicable certifications for developed courses before training begins. The need for certification will be determined by the ASAUA Training & Exercise Program Manager. It shall be the responsibility of the Contractor to complete all forms and documentation necessary to obtain the required certifications at its cost. The ASAUA Homeland Security Regional Training and Exercise Program Manager will assist the Proposer with the submission of the requests for certification. The City shall not be billed for any costs associated with obtaining these certifications.
xxi. Contractor will be required to obtain Emergency Medical Association (EMA) or Emergency Management Institute (EMI) certification on developed courses at its cost if the course content contains materials that require state and/or federal certification. The ASAUA Homeland Security Regional Training and Exercise Program Manager will assist the Contractor with the submission of City Council 15 – 17 1/20/2026

CITY OF SANTA ANA
the requests for certification. The City shall not be billed for any costs associated with obtaining these certifications.
xxii. Contractor may not charge the City for materials brought to the class that are not utilized.
xxiii. Proposers may be selected to provide training based on their expertise within a specific discipline.

1. G-626: EOC Action Planning
xxiv. Contractors shall ensure that training participants are members of agencies or organizations located or operating within the ASAUA, or have been approved by the ASAUA Training & Exercise Program Manager or his designee.
xxv. Contractor shall ensure that, when required, an Environmental Historic Preservation (EHP) approval has been issued to the ASAUA before delivery of the training course. It shall be the responsibility of the Proposer to complete all forms and documentation necessary to obtain the required EHP approvals at its cost. The ASAUA Homeland Security Regional Training and Exercise Program Manager will assist Contractor with the submission of the requests for approval. The City shall not be billed for any costs associated with obtaining these approvals.

V. DELIVERABLES / REPORTS FOR TRAINING COURSES
A. Course Surveys / Evaluations

1. Course surveys/evaluations results will be tabulated and scored by Contractor. Summary of the results will be provided to the ASAUA Training & Exercise Program Manager.

2. Completed course survey/evaluation forms will be provided to the ASAUA Training & Exercise Program Manager within 30 days of delivery of the training course.

B. Contractor must provide course flyers for all training courses to be delivered at its cost.

C. Contractor must provide to the ASAUA Training & Exercise Program Manager all rosters and signin sheets upon completion of the training course for all training courses delivered. Contractor shall maintain a record of all original and electronic copies of all sign-in sheets.

D. Contractor shall provide certificates of completion to all students that successfully complete a training course at the conclusion of the training course and provide copies of the certificates to the ASAUA Training & Exercise Program Manager within 30 days of delivery of the training course. Contractor shall maintain a record of all certificates provided students.

VI. QUANTITIES FOR TRAINING COURSES
Quantities listed herein are estimates and are not to be construed as a commitment. No minimum or maximum is guaranteed or implied.

City Council 15 – 18 1/20/2026

CITY OF SANTA ANA
VII. PRICING FOR TRAINING COURSES
A. Unless otherwise stated, Proposer agrees that, in the event of a price decline, the benefit of such lower price shall be extended to the City.

B. All prices are to be F.O.B. destination. Any freight/delivery charges are to be included.

C. All prices quoted shall be in United States dollars and “whole cent,” no cent fractions shall be used.

There are no exceptions.

D. Pricing shall include any and all payment incentives available to the City.

E. Proposers are advised that in the evaluation of costs, if applicable, it will be assumed the unit price quoted is correct in the case of a discrepancy between the unit price and an extension.

F. Federal and State minimum wage laws apply. The City has no requirements for living wages. The City is not imposing any additional requirements regarding wages.

VIII. AWARD FOR TRAINING COURSES
A. City reserves the right to reject any or all responses that materially differ from any terms contained in this RFP, from any Exhibits attached hereto, or from any subsequent addenda; to waive informalities and minor irregularities in responses received; and to provide an opportunity for Proposers to correct minor and immaterial errors contained in their submissions. The decision as to what constitutes a minor irregularity shall be made solely at the discretion of the City.

B. The City reserves the right to award an agreement to a single Proposer or multiple Proposers.

C. The City has the right to decline to award an agreement or any part thereof for any reason.

D. City Council approval to award an Agreement pursuant to this RFP will be required.

E. Any agreement must be negotiated, finalized, and approved by the recommend Contractor prior to City Council approval.

F. RFP specifications, terms, conditions, and Exhibits, RFP Addenda, and Proposals, may be incorporated into and made a part of any agreement that may be awarded as a result of this RFP.

IX. INVOICING FOR TRAINING COURSES
A. Proposer shall invoice the City, unless otherwise advised, upon satisfactory receipt of performance of services.

B. City will use best efforts to make payments within thirty (30) days following receipt and review of invoice and upon complete satisfactory receipt of performance of services.

C. Invoices shall be emailed to:

Sgt. Nicholas Lopez
Santa Ana Police Department
Email: [email protected]
City Council 15 – 19 1/20/2026

CITY OF SANTA ANA
D. City shall notify Proposer of any adjustments required to invoices.

E. Invoices shall include, at minimum:
i. City PO Number (If applicable)
ii. Invoice number
iii. Agreement number
iv. Remit to address
v. Itemized services
vi. Course description
vii. Pricing as per agreement
viii. Instructor name
ix. Number of participants
x. Course date(s), and
xi. Shall be accompanied by acceptable proof of delivery F. Proposer shall utilize standardized invoices upon request.

X. ACCOUNT MANAGER / SUPPORT STAFF FOR TRAINING COURSES A. Proposer shall provide a dedicated, competent Account Manager who shall be responsible for the City’s account / agreement. The Account Manager shall receive all orders from the City and shall be the primary contact for all issues regarding the Proposer’s response to this RFP and any agreement which may arise pursuant to this RFP.

B. Proposer shall also provide adequate, competent support staff that shall be able to service the City Monday through Friday. Such representative(s) shall be knowledgeable about the agreement, training offered, and able to identify and resolve quickly any issues included, but not limited to order and invoicing problems.

C. Contractor’s Account Manager shall be familiar with City requirements and standards and work with the City to ensure that established standards are adhered to.

D. Contractor’s Account Manager shall keep the City and ASAUA Training & Exercise Program Manager informed of requests from departments.

City Council 15 – 20 1/20/2026

EXHIBIT B
Costs Proposal
City Council 15 – 21 1/20/2026
Utility Response Training Associates, LLC

URTALLC- P.O. Box 101, Oak View, CA 93022 1
October 16, 2025
R. Ranger Dorn
Managing Partner
UƟlity Response Training Associates, LLC
PO Box 101, Oak View, CA 93022
805-701-1459
[email protected]
Nicholas Lopez, Sergeant
City of Santa Ana – Department
20 Civic Center Plaza
Santa Ana, CA 92701
Our company is proposing to provide for Anaheim/Santa Ana Urban Area IniƟaƟve, a G-626 EOC AcƟon Planning Training Courses Services as part of RFP 25-118A. URTA, LLC staff members have provided over 18 CSTI CerƟfied G-626 courses virtually or in person in the classroom.

URTA, LLC brings a wealth of experience to exercises as all of our staff are qualified Incident Management Team members in Command or General Staff of Type 1 or 2 Incident Management Teams and have been Emergency Managers for the agencies they worked for. We also have trained and exercised EOCs across the country. This advantage allows us to understand the responsibiliƟes, needs, and prioriƟes of the Anaheim and Santa Ana staff members.

URTA, LLC staff members have response and Emergency Management experience as city, county, state, and federal responders for agencies in Southern California. We also have naƟonal disaster response experience, including hurricanes, wildfires, Fentynal Crisis and Covid 19. Our backgrounds include training and experience in hazmat, transportaƟon, earthquake, mass casualty, and acƟve shooter incidents. Our experience provides us with an advantage when it comes to understanding emergencies and disasters in Southern California. URTA, LLC does not employ the use of 1099 Independent Contractors as part of maintaining compliance with California AB 5.

URTA, LLC looks forward to the opportunity of working with the CiƟes Anaheim and Santa Ana as part of your training program.

Stephen Heil
For:

R. Ranger Dorn
Managing Partner

URTA, LLC
City Council 15 – 22 1/20/2026
Utility Response Training Associates, LLC

URTALLC- P.O. Box 101, Oak View, CA 93022 2
b. Services Provided
URTA, LLC will provide up to ten CSTI CerƟfied G-626 courses, The first class will be no later than October 16, 2028.
 Number of Deliveries Being Requested: Up to 10
 Number of Students per Delivery: Minimum of 16 students URTA will provide:
 Two CSTI CerƟfied Instructors
 All course printed materials
 A laptop with course presentaƟon materials on it.
 URTA maintains several staff members in Southern California to support City training. We can also meet in person or virtually on short noƟce.

Assumptions
The City of Santa Ana and the Anaheim/Santa Ana Urban Area City will provide:
 Classroom with space to arrange students in groups.
 Audio/Visual Equipment
 MulƟple easels, dry erase board, and markers
 ResponsibiliƟes of the Training Provider:
 Classroom logisƟcs to City desired standards to include drinking water, coffee and any other normal materials.
c. Agreement Statement
URTA, LLC agrees with the terms and condiƟons contained in the Sample Agreement. d. Firm and Team Experience
i. Company Information
URTA, LLC, UƟlity Response Training Associates, LLC, also DBA as Unified Response Training Associates, LLC formed in August 2016 to bring a diverse group of ICS Instructors together under one roof. URTA started with five Partners and has expanded to fiŌeen Partners currently. All Partners supporƟng the project are CSTI CerƟfied. URTA Partners are well-experienced responders, incident and emergency managers, and instructors.

URTA, LLC brings a wealth of experience to exercises as all of our staff are qualified Incident Management Team members in Command or General Staff of Type 1 or 2 Incident Management Teams.

This advantage allows us to understand the responsibiliƟes, needs, and prioriƟes of the Santa Ana AHIMT members.

URTA, LLC has delivered over 18 CSTI CerƟfied G-626 courses since 2020.

City Council 15 – 23 1/20/2026
Utility Response Training Associates, LLC

URTALLC- P.O. Box 101, Oak View, CA 93022 3
URTA, LLC staff members have response experience as city, county, state, and federal responders for agencies in Southern California. We also have naƟonal disaster response experience, including hurricanes, wildfires, Fentanyl and Covid 19. We bring fourteen staff members with experience and qualificaƟons for all ICS Command and General Staff as well as Unit Leader posiƟons.

Our backgrounds include training and experience in hazmat, transportaƟon, earthquake, mass casualty, and acƟve shooter incidents. Our experience provides us with an advantage when it comes to understanding emergencies and disasters in Southern California.

Our clients include ciƟes, counƟes, special districts, state agencies, and mulƟple Fortune 500 private companies across the US.
ii. Company Headquarters and Office Location
URTA, LLC is headquartered in Oak View, Ventura County, CA, uƟlizing a virtual office, but maintains staff throughout California, Nevada, Washington, and Idaho. Our mailing address is PO Box 101, Oak View, CA 93022. Seven URTA Staff members are located in Southern California, allowing us to provide immediate aƩenƟon to City needs
iii. Project Manager
The supervising Project Manager/Principal Agent for this project is:

R. Ranger Dorn
Managing Partner, URTA, LLC
PO Box 101, Oak View, CA 93022
[email protected]
805-701-1459 cell 833-336-7878 Toll Free
Steve Heil [email protected] 805-404-4646
iv. Resumes
Resumes are aƩached at the end of this document.

The primary Exercise Staff members are:
 Dena Chavez
 Robbin Ekman
 Steve Heil
 ScoƩ Holmquist
 Joe Reyes
 Mike Sandwick
 Phill Veneris
 Michael Velasquez
City Council 15 – 24 1/20/2026
Utility Response Training Associates, LLC

URTALLC- P.O. Box 101, Oak View, CA 93022 4
e. Proposed Work Plan
i. Approach
URTA, LLC will provide:
 Staff to facilitate scheduling and registraƟon.
 Course RegistraƟon with CSTI sixty days prior to each class.  A course flier
 Electronic Course RegistraƟon
 Course materials
 Course surveys- copies provided to the course host contact.  Course post class follow up with CSTI.
 CerƟficates delivered to the course host contact.

URTA will maintain copies of all exercise-related rosters, sign-in sheets, and surveys for a period of not less than five years.
ii. Suggestions or concerns.

URTA will work with City staff to develop a training schedule that addresses City prioriƟes. iii. Deliverables and implementation plan
URTA, LLC will coordinate with City staff to produce the following deliverables.

IniƟal coordinaƟon meeƟng. Work with City Staff to create a course schedule– within 30 days of the award of a contract.

First Class Delivery- January 2026 or February 2026. AddiƟonal classes by arrangement. URTA can provide mulƟple classes at the same Ɵme.

Cost Proposal
The all-inclusive proposed cost for RFP 25-118A is:

In-Person courses:
 Single delivery in person with printed course materials- $9,950.  Ten deliveries in person with printed course materials- $99,500.

URTA is only providing a quote for in-person delivery due to the hands-on nature of this course. We can provide a quote for virtual deliveries should that be required.

This quote is valid unƟl March 15, 2026 .

City Council 15 – 25 1/20/2026

EXHIBIT C
Insurance Requirements
City Council 15 – 26 1/20/2026
Contractor shall procure and maintain for the duration of the agreement, the following insurance coverages:

MINIMUM SCOPE AND LIMIT OF INSURANCE
Contractor 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 completed 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 Contractor does not maintain commercial automobile liability insurance, City will accept evidence of personal automobile insurance with existing limits, which can be lower than $1,000,000. • Workers’ Compensation (WC): 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 Contractor has no employees.
• Professional Liability (PL): with limits no less than $1,000,000 per occurrence or claim, and $2,000,000 aggregate.

If Contractor maintains broader coverage and/or higher limits than the minimums shown above, City requires and shall be entitled to the broader coverage and/or the higher limits maintained by Contractor. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to City.

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 Contractor including materials, parts, equipment, and personnel furnished in connection with such work or operations.

2. CGL, AL, and WC policies: Insurance company(ies) agrees to waive all rights of subrogation against City, 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 Contractor for City.

3. All required insurance policies: For any claims related to this contract, Contractor’s insurance coverage shall be primary and any insurance maintained by City, 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 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. 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 City Council 15 – 27 1/20/2026
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 on each Evidence of Insurance certificate shall be: City of Santa Ana, Attention: (Name of Department Staff Responsible for Agreement), Address of Department Responsible for Agreement, M-XX, Santa Ana, CA 92701. The name and location of the project or 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 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 of California with a current A.M. Best rating of no less than A:VII, unless otherwise acceptable to City.

Verification of Coverage
Contractor shall furnish City 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 Entity before work begins. However, failure to obtain the required documents prior to the work beginning shall not waive the Contractor’s obligation to provide them. 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 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, Contractor must purchase “extended reporting” coverage for a minimum of three (3) years after completion of work.

Subcontractors
Contractor shall require and verify that all sub-contractors maintain insurance meeting all the requirements stated herein, and Contractor shall ensure that City is an additional insured on insurance required from sub-contractors.

Special Risks or Circumstances
City reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances.

City Council 15 – 28 1/20/2026

EXHIBIT D
Certifications (Attachments A-H)
City Council 15 – 29 1/20/2026
City Council 15 – 30 1/20/2026
City Council 15 – 31 1/20/2026
City Council 15 – 32 1/20/2026
City Council 15 – 33 1/20/2026
City Council 15 – 34 1/20/2026
City Council 15 – 35 1/20/2026
City Council 15 – 36 1/20/2026
City Council 15 – 37 1/20/2026
City Council 15 – 38 1/20/2026
City Council 15 – 39 1/20/2026

EXHIBIT E
Federal Regulations
City Council 15 – 40 1/20/2026
Exhibit E – 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 §200.214 and codified in 2 CFR Part 180, 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 CITY, 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 City and the agency from which City 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 City all records and information requested by City for inclusion in quarterly reports and such other reports or records as City may be required to provide to the agency from which City 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". 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 City Council 15 – 41 1/20/2026
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 CITY 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 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 (or subrecipients) will 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. 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. 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 –
(1) The contractor agrees to comply with all applicable standards, orders or regulations issued pursuant to the Clean Air Act, as amended, 42 U.S.C. § 7401 et seq. (2) The contractor agrees to report each violation to CITY and understands and agrees that the CITY will, in turn, report each violation as required to assure notification to the Federal Emergency Management Agency, and the appropriate Environmental Protection Agency Regional Office.
(3) The contractor agrees to include these requirements in each subcontract exceeding $150,000 financed in whole or in part with Federal assistance provided by FEMA.

City Council 15 – 42 1/20/2026
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§ 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 City 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 City purpose:
(1) the copyright in any work developed through this Agreement; and (2) any rights of copyright to which the subcontractor purchases ownership with support through this grant. The Federal government’s, SAA’s and City’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. Equal Employment in Construction Contracts – Pursuant to Equal Employment Opportunity 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.

City Council 15 – 43 1/20/2026
(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 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. u. Prohibition on Certain Telecommunications and Video Surveillance Services or Equipment – Recipient will comply, and all its contractors (or subrecipients) will comply, with all requirements under Uniform Guidance 2 CFR §200.216. Recipient will comply with FEMA Policy 405- 143-1, Prohibitions on Expending FEMA Award Funds on Covered Telecommunications 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 City Council 15 – 44 1/20/2026
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:
(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 produced 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.
v. Domestic Preferences for Procurements/Subcontracts – Recipient will comply, and all its contractors (or subrecipients) will comply, with all requirements under Uniform Guidance 2 CFR §200.322.

Recipient shall comply with the federal and recipient standards in the award of any subcontracts.

For purposes of this Agreement, subcontracts shall include but not be limited to purchase agreements, rental or lease agreements, third party agreements, consultant service contracts and construction subcontracts.

Recipient shall ensure that the terms of this Agreement with the CITY are incorporated into all Subcontractor Agreements. The recipient shall submit all Subcontractor Agreements to the CITY for review prior to the release of any funds to the subcontractor. The recipient shall withhold funds to any subcontractor agency that fails to comply with the terms and conditions of this Agreement and their respective Subcontractor Agreement.
(1) Recovered Materials
Recipient shall make maximum use of products containing recovered materials that are EPAdesignated items unless the product cannot be acquired competitively within a timeframe providing for compliance with the contract performance schedule; Meeting contract performance requirements; or at a reasonable price.

Information about this requirement, along with the list of EPA-designated items, is available at EPA’s Comprehensive Procurement Guidelines webpage: https://www.epa.gov/smm/comprehensiveprocurement-guideline-cpg-program.

The Contractor also agrees to comply with all other applicable requirements of Section 6002 of the Solid Waste Disposal Act.

City Council 15 – 45 1/20/2026
(2) Domestic Preference for Procurements
Recipient should, to the greatest extent practicable, provide a preference for the purchase, acquisition, or use of goods, products, or materials produced in the United States. This includes, but is not limited to iron, aluminum, steel, cement, and other manufactured products.

For purposes of this clause:

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.

Manufactured products mean 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. w. Termination for Cause and Convenience – Should recipient fail for any reason to comply with the contractual obligations of this agreement within the time specified by this Agreement, the CITY reserves the right to terminate the Agreement, reserving all rights under state and federal law. x. Contractual/Legal Remedies for Breach of Contract – Should recipient fail for any reason to comply with the contractual obligations of this Agreement and/or willfully, knowingly or negligently breach any term, condition or requirement of the agreement, City may impose sanctions including but not limited to damages (liquidated damages and or penalties) and /or any other remedy available pursuant to the Agreement of the laws then in effect.
y. Conflict of Interest – In the event a conflict of interest is identified, disciplinary action shall be determined and imposed based on the severity of the violation and may include, but is not limited to, written warnings, suspension, mandatory ethics training, reassignment of duties, or termination of employment. All disciplinary action taken/imposed, will be documented and handled in accordance with applicable federal, state and local employment laws.

City Council 15 – 46 1/20/2026
Community Development Agency
www.santa-ana.org/cd
Item # 16
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
January 20, 2026
TOPIC: Agreement with DTSA Services for Downtown Santa Ana Clean & Safe Program

AGENDA TITLE
Agreement with DTSA Services for Downtown Santa Ana Clean & Safe Program (Specification No. 25-097) (Parking Enterprise Funds)

RECOMMENDED ACTION
Authorize the City Manager to execute an agreement with Romo Enterprises Inc. DBA DTSA Services for the Downtown Santa Ana Clean & Safe Program in an amount not-toexceed $1,110,764 for a term beginning March 1, 2026 and expiring February 28, 2027, with provisions for two, one-year extensions for a total agreement amount not-to-exceed $3,501,682 (Agreement No. A-2026-XXX).

GOVERNMENT CODE §84308 APPLIES: Yes

DISCUSSION
Downtown Santa Ana (DTSA) serves as the City of Santa Ana’s (City) primary mixeduse area with a high concentration of retail, restaurant, residential, office, and cultural uses. The area includes over 700 businesses, more than 3,000 residents, and over 1,000 daily visitors, making it a key focal point for economic activity, small business support, and visitor engagement.

An integral element of maintaining a functional downtown is ensuring that the area remains clean and safe. DTSA is an older downtown with many buildings built before car ownership was widespread and these properties lack private parking to provide for the needs of employees and patrons. Many of these employees and patrons have to find parking and walk to their properties creating a lot of pedestrian activity, which leads to maintenance conditions in DTSA different from other areas of the City.

In addition to serving residents and businesses, DTSA accommodates tourism and regional events that increase foot traffic and require enhanced levels of cleaning, maintenance, and security services. As a result, there is a continuous need for dedicated services to support both daily operations and peak use conditions, including:

1. Staffing: Litter & Power Washing Team, Monday – Sunday City Council 16 – 1 1/20/2026
Agreement with DTSA Services for Downtown Santa Ana Clean & Safe Program January 20, 2026

2. Security Guard Oversight: Maintaining public safety, Monday - Sunday

3. Litter/Maintenance: Removing litter and waste from all outside surfaces such as sidewalks, curbs, planters, and tree gates

4. Cleaning of Alleys in DTSA: Clearing of trash, waste, shopping carts, leaves, and pallets

5. Cleaning & Emptying Trash Cans: There are over 90 trash containers in DTSA to be emptied and cleaned as needed, on average five (5) times per day, every day.

6. Cleaning of Outdoor Benches, Bollard, and Light Poles: Cleaned on a regular basis and removing all waste.

7. Cleaning of Parklets: Picking up litter and waste, and power washing at the various parklets located within DTSA

8. Special Events (Litter Clean-Up/Maintenance): Cleaning for designated City approved events

9. Special Events (Street Closures): Street closure services with Traffic Control Plans approved by the Public Works Agency for special events approved by the City

10.Power Wash Services: Removal of gum, dirt, oil, grime, and other fluids

11.Equipment, Supplies & Facilities: Storage of cleaning and pedestrian control equipment
To fulfill this need, City Council approved a three-year agreement with DTSA Services, which will expire on March 1, 2026.

On July 14, 2025, the Community Development Agency (CDA) released Request for Proposal (RFP) No. 25-097 (Exhibit 1) for the Downtown Clean & Safe Program through the City’s online bid system. The City’s Purchasing Division set the procurement and contract terms.

Local Outreach Efforts
The Purchasing Division advertised this project on the City’s online bid management and publication system, which directly notified 10 Santa Ana vendors. One Santa Ana vendor downloaded the RFP and submitted a bid for consideration.

Vendor participation and results are summarized below:
• 963 Vendors notified
• 10 Santa Ana vendors notified
City Council 16 – 2 1/20/2026
Agreement with DTSA Services for Downtown Santa Ana Clean & Safe Program January 20, 2026

• 74 Vendors downloaded the RFP packet
• 10 Proposals received
• 1 Proposal received from Santa Ana vendor
Proposals submitted were opened on August 11, 2025, and evaluated. Seven (7) proposals were submitted by the deadline and were determined to be responsive to the specifications and met the City’s requirements. An evaluation committee of various City departments reviewed and rated the proposals according to the criteria listed in the RFP.

Requirements of the RFP included: litter maintenance, special events clean-up, power washing, daily cleaning of City infrastructure (bollards, light posts, benches), cleaning and maintenance of parklets, alley cleaning, street closure equipment set-up and breakdown for approved City sponsored events, and security guard procurement and oversight.

Table 1 below provides the ranking of each proposal.

Table 1
Rank Proposer
1 DTSA Services
2 Vested Solutions
3 Ultimate Maintenance Services
4 Alltech Industries Inc.
5 Veterans High Risk Security Solutions Inc
6 (tied) DMS Facilities Services
6 (tied) Orange County Building Maintenance
DTSA Services is a local business from Santa Ana that presented the most comprehensive and forward-looking proposal (Exhibit 2). Their proposal went further than the RFP scope and requested services, such as their training of staff for ambassadors of DTSA, integration with City response teams, and operational readiness and depth of resources. Staff recommends awarding an agreement to the highest-ranked firm, DTSA Services (Exhibit 3) with the funds generated from DTSA parking revenue that is in the Parking Enterprise Downtown Enhancements, Contract Services expenditure account (No. 02718133-2-62300). Additional details provided in the DTSA Services proposal are as follows:
1) Ambassadors for Downtown: The proposal emphasizes a trained, full time team that not only performs cleaning and safety functions, but also actively engages with the public. They provide directions, answer questions, and welcome visitors to DTSA.
2) Integration with City Response Teams: The team works cooperatively with the Santa Ana Police Department - Santa Ana Multi-Disciplinary Response Team (SMART) and helps identify actions needed for non-emergency transient related issues. This collaboration with the City is vital to maintain the quality of life in DTSA.

City Council 16 – 3 1/20/2026
Agreement with DTSA Services for Downtown Santa Ana Clean & Safe Program January 20, 2026

3) Operational Readiness: The proposal provides clear details on staffing levels, supervisorial structure, reporting systems, and equipment maintenance. This level of detail shows DTSA Services’ ability to deliver consistent, reliable, and well-managed services.

FISCAL IMPACT
Funding for Parking Enterprise Downtown Enhancements – Contract Services account (no. 02718133-62300) will be budgeted in the respective fiscal years outlined below with Year 1 in the amount of $1,110, 764 and Option Year 2 in the amount of $1,166,301 and Option Year 3 in the amount of $1,224,617 for a total amount not to exceed of $3,501,682.

Future funding will be allocated on an annual basis and included in proposed budgets for City Council consideration.

Agreement
Year
Fiscal
Year
Accounting
Unit -
Account #
Fund
Description
Accounting Unit,
Account
Description
Amount
FY 25-26
(Mar-Jun)
02718133-
62300
Parking
Enterprise
Downtown
Enhancements,
Contract Services
$370,255
Year 1 FY 26-27
(Jul-Feb)
02718133-
62300
Parking
Enterprise
Downtown
Enhancements,
Contract Services
$740,509
Year 1 Total $1,110,764
FY 26-27
(Mar-Jun)
02718133-
62300
Parking
Enterprise
Downtown
Enhancements,
Contract Services
$388,767
Year 2 FY 27-28
(Jul-Feb)
02718133-
62300
Parking
Enterprise
Downtown
Enhancements,
Contract Services
$777,534
Year 2 Total $1,166,301
FY 27-28
(Mar-Jun)
02718133-
62300
Parking
Enterprise
Downtown
Enhancements,
Contract Services
$408,206
Year 3 FY 28-29
(Jul-Feb)
02718133-
62300
Parking
Enterprise
Downtown
Enhancements,
Contract Services
$816,411
Year 3 Total $1,224,617
Grand Total $3,501,682
City Council 16 – 4 1/20/2026
Agreement with DTSA Services for Downtown Santa Ana Clean & Safe Program January 20, 2026

EXHIBIT(S)

1. Request for Proposals (RFP) for Clean & Safe Program

2. DTSA Services Proposal and budget

3. Agreement with DTSA Services
Submitted By: Michael L. Garcia, Executive Director, Community Development Agency Approved By: Alvaro Nuñez, City Manager
City Council 16 – 5 1/20/2026

CITY OF SANT A ANA
REQUEST FOR PROPOSALS (RFP) NO. 25-097
FOR

DOWNTOWN SANTA ANA CLEAN & SAFE TEAM

CITY OF SANTA ANA
KEY RFP DATES: The schedule below is tentative and subject to change at the discretion of the City, with appropriate notice to prospective Proposers.

Issue Date:

Deadline for Questions:

Proposal Due Date:

Monday, July 14, 2025
Tuesday, July 29, 2025, 4:00 PM
Monday, August 11, 2025, 4:00 PM
EXHIBIT 1
City Council 16 – 6 1/20/2026

CITY OF SANT A ANA

TABLE OF CONTENTS
I. BACKGROUND ........................................................................................................................... 3 II. OVERVIEW OF PROJECT .......................................................................................................... 3 Ill. SCOPE OF SERVICES ............................................................................................................... 3 IV. TERM OF AGREEMENT ............................................................................................................. 3 V. MINIMUM QUALIFICATIONS ...................................................................................................... 3 VI. RESPONSE TO RFP .................................................................................................................. 3 VII. CERTIFICATIONS (ATTACHMENTS) ......................................................................................... 7 VIII. REFERENCES ............................................................................................................................ 7 IX. MINIMUM SCOPE AND LIMIT OF INSURANCE ......................................................................... 8 X. SELECTION PROCEDURES & CRITERIA ................................................................................. 8 XI. WITHDRAWALS .......................................................................................................................... 9 XII. GENERAL TERMS AND CONDITIONS ...................................................................................... 9 XIII. AWARD OF AGREEMENT ........................................................................................................ 14 XIV. IMPLEMENTATION ................................................................................................................... 14

EXHIBITS
(Exhibits provided herein for Proposers' reference only.)

EXHIBIT I - SCOPE OF SERVICES

EXHIBIT II - SAMPLE BUDGET
EXHIBIT Ill - SAMPLE AGREEMENT

ATTACHMENTS
(Attachments must be signed and included with the proposal.)

A PROPOSER'S CERTIFICATION, PROPOSAL ITEM PRICING

B REFERENCES

C PROPOSER'S STATEMENT

D NON-COLLUSION AFFIDAVIT

E NON-LOBBYING CERTIFICATION

F NON-DISCRIMINATION CERTIFICATION
EXHIBIT 1
City Council 16 – 7 1/20/2026

CITY OF SANT A ANA
I. BACKGROUND
The City of Santa Ana, California, is rich in culture and pride, the county seat of Orange County, and encompasses an area of approximately 27 square miles. For more information, please visit https://www.santa-ana.org/
II. OVERVIEW OF PROJECT
The City of Santa Ana (City) is seeking proposals from qualified contractors (Proposers) to provide a variety of cleaning/janitorial and security oversight services for Downtown Santa Ana as described in EXHIBIT I - SCOPE OF SERVICES.

The term "Vendor'', "Proposer'', and "Contractor" shall refer to any legal entity or entities submitting a proposal in response to this Request for Proposals (RFP).

Ill. SCOPE OF SERVICES

SEE EXHIBIT I - SCOPE OF SERVICES
Usage is not guaranteed. Execution of an agreement between the City and successful firm(s) and/or individual(s) does not guarantee work throughout the duration of the contract period.

Numerous factors will be evaluated by the City in its delivery of project and assignments, including technical expertise required.

IV. TERM OF AGREEMENT
The anticipated term of the agreement is for an initial period of three (3) years with a start date of March 1, 2026. The City may, at its discretion, extend the agreement with the same or more limited scope of required services for one additional (2)-year period, upon mutual agreement contingent upon City Council approval, or City Manager or City Attorney authorization, as appropriate. The total term of the awarded agreement shall not exceed five (5) years.

V. MINIMUM QUALIFICATIONS
VI.

Contractor must have been in business continuously for the most recent five (5) years prior to the date of this RFP.

Minimum three (3) most recent years of experience performing similar services as those detailed in the Scope of Services section of this RFP.

RESPONSE TO RFP
A. SUBMITTAL INSTRUCTIONS
It is the responsibility of the Proposer to ensure that any proposals submitted have been uploaded to PlanetBids prior to the RFP due date and time. Proposals, including all required sections and forms, shall be submitted electronically via the City's Bid Management System, PlanetBids. No other form of submittal will be accepted.

PlanetBids will not accept late proposals and no exceptions shall be made. Proposers will receive an e-bid confirmation number with a time stamp from PlanetBids indicating that their RFP No. 25-097 Downtown Santa Ana Clean & Safe Team 3
EXHIBIT 1
City Council 16 – 8 1/20/2026

CITY OF SANT A ANA
proposal was submitted successfully. The City will only receive and consider those proposals that were transmitted successfully. Submit proposal online at:
http://www.planetbids.com/portal/portal.cfm ?Company! D=20137.

Proposer shall be solely responsible for informing itself with respect to the proper utilization of the bid management system, for ensuring the capability of their computer system to upload the required documents, and for the stability of their internet service. Failure of the Proposer to successfully submit an electronic proposal shall be at the Proposer's sole risk and no relief will be given for late and/or improperly submitted proposals. Proposers experiencing any technical difficulties with the bid submission process may contact PlanetBids at (818) 992- 1771. Questions of an operational nature may be directed to the City's assigned Buyer.

Neither the City, nor PlanetBids, makes any guarantee as to the timely availability of assistance, or assurance that any given problem will be resolved by the bid submission deadline.

Proposals shall NOT be sent via telegraphic, electronic, or facsimile means.

All notifications, updates and addenda will be posted online on PlanetBids at https://www.planetbids.com/portal/portal.cfm?Company1D=20137. Proposers shall be responsible for monitoring the site to obtain information regarding this solicitation. Failure to respond to required updates may result in a determination of a nonresponsive proposal.

B. COMMUNICATION / CONTACT WITH CITY STAFF
Unless otherwise authorized herein, Proposers who are considering submitting a proposal in response to this RFP, or who submit a proposal in response to this RFP, are only to communicate with the assigned Project Coordinator(s), and no other City staff about this RFP from the date this RFP is issued until a contract is awarded. The City will provide all official communication concerning this RFP in writing via the City's Bid Management System, PlanetBids.

The City will not be responsible for or bound by any oral communication or any other information or contact that occurs outside the official communication process specified herein, unless confirmed in writing by the designated Project Manager(s).

C. REQUEST FOR INFORMATION OR CLARIFICATION / QUESTIONS Questions regarding this RFP shall be submitted via PlanetBids. Responses to all questions will be posted on PlanetBids no later than the date and time shown at the schedule of key RFP dates on the cover page of this RFP. All prospective Proposers are advised to visit PlanetBids on a regular basis as responses may be posted earlier than the date above (if applicable). No verbal requests or responses will be accepted. Significant interpretations or clarifications will be addressed via addenda to this RFP.

Requests submitted for City's consideration of proposed terms and conditions, including modifications to the City's RFP and/or Contract terms and conditions must be submitted by the deadline for questions. Such requests should include an attachment in Word or PDF format on formal company letterhead that shows the requested modifications.

Significant interpretations or clarifications and responses to questions received by the deadline will be addressed via addenda to this RFP, which will be released and posted on PlanetBids under the "Addenda/Emails" tab.

General process questions may be directed to the following:

RFP No. 25-097 Downtown Santa Ana Clean & Safe Team 4
EXHIBIT 1
City Council 16 – 9 1/20/2026
D. ADDENDA

CITY OF SANT A ANA
Jacques Lam
Buyer
[email protected]
Any changes in RFP from the date of release to date of submittal will result in an addendum or amendment. Notification of such addendum or amendment shall be posted on City's PlanetBids system, https://www.planetbids.com/portal/portal.cfm?Companyl D=20137.

Proposers shall be responsible for monitoring the site to obtain information regarding this solicitation.

E. UNDERSTANDING PROPOSAL
It is the responsibility of each Proposer to inquire about any criteria, condition, term, provision, or requirement of the RFP that the Proposer does not understand. Responses to inquiries, if they significantly change or clarify the RFP requirements or any aspect of the procurement process, will be forwarded by addenda to all Proposers. The City will not be bound by any oral responses to inquiries. By submitting proposals, Proposers assert that they have fully read the RFP and any addenda issued by the City, the proposed Contract and any other Contract Documents, and affirm that the terms and conditions stated therein are fully understood and are acceptable to the Proposer. Each Proposer accepts the terms and conditions of the Contract Documents and indicates their ability and willingness to perform the requested services under such terms and conditions. Any exceptions to the terms and conditions set forth in the Contract Document shall be submitted to the City by the deadline to submit requests for information or clarification/questions set forth herein.

F. PROPOSAL CONTENTS
Proposals are to be prepared in such a way as to provide a straightforward, concise delineation of capabilities to satisfy the requirements of this RFP. Colored displays, promotional materials, photographs etc., are not necessary or desired. Emphasis should be concentrated on conformance to RFP instructions, responsiveness to the RFP requirements, and on completeness and clarity of content. Digital dividers and clear organization of content and material are encouraged.

1. Statement of Qualifications (SQQ)
SQQ must include a Table of Contents and be limited to a maximum of 10 pages (excluding section dividers and exhibits). The page limitation includes all appendices, attachments, and supplemental information. Additionally, SQQ must include the following:
a. Cover Letter
RFP No. 25-097
Proposals shall include a letter signed by a principal or authorized representative who can make legally binding commitments for the entity. Include type of business entity.

Cover Letter shall not exceed one page.

Cover letter must be addressed to the following City Project Manager:

Savannah Spicer, Economic Development Specialist I
City of Santa Ana - Community Development Agency
20 Civic Center Plaza
Santa Ana, CA 92701
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b. Services Provided
A description of proposed services to be provided and how they meet the needs of the City as described in EXHIBIT I - SCOPE OF SERVICES.
c. Agreement Statement
Proposal shall include a statement outlining your concurrence or concerns with any and all provisions as contained in EXHIBIT 111 - SAMPLE AGREEMENT of this RFP (if any).
d. Firm and Team Experience
Proposal shall include a profile of the firm's experience including the following:
i. A general description of the firm, including size and number of employees working directly with the City on this agreement.
ii. Firm's nearest address serving the City of Santa Ana and headquarters address.
iii. Name and contact information of the supervising Project Manager/Principal Agent, to be assigned to the agreement. The Project Manager/Principal Agent shall be the primary contact person to represent your firm and will be the person to conduct the presentation, if invited to an interview. iv. Direct experience in Downtown Santa Ana (DTSA), and description of any knowledge and relationships with Downtown Santa Ana businesses and residents. If Proposer does not have applicable experience, then please state so.
e. Proposed Work Plan
Proposal shall include a statement demonstrating the firm's understanding of the Scope of Services.

Additionally, proposed work plan shall include Proposers':
i. Anticipated approach to performing services as specified herein; ii. Suggestions or special concerns the evaluation committee should take into consideration (if any);
iii. Description of deliverables and implementation plan. Proposer shall submit a general description of the deliverables, implementation plan, and timeline. f. References: ATTACHMENT B- REFERENCES shall be submitted for similar projects performed for state and/or similar government clients.

2. Cost Proposal
All Proposers are required to submit a fixed rate fee with their Cost Proposal in the form of the Budget Worksheet Excel document. Pricing instructions should be clearly defined to ensure fees proposed can be compared and evaluated. Cost Proposal must include a payment schedule if applicable. City reserves the right to negotiate compensation and/or payment schedule prior to award of any resulting agreement.

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The City shall not provide reimbursement for travel-related expenses, mileage, parking, lodging, meals, incidental fees, insurance, freighUshipping and handling/delivery, and any other business expenses, supplies and materials related to providing services as specified herein. Additional costs will not be considered and will not be reimbursed by the City, therefore, such costs must be absorbed in Proposer's cost proposal fee structure Proposals shall be valid for a minimum of one hundred eighty (180) days following Proposal deadline. The cost for developing the Proposal is the sole responsibility of the Proposer. All Proposals submitted become property of the City.

See EXHIBIT II - SAMPLE BUDGET
VII. CERTIFICATIONS (ATTACHMENTS)
In addition to the SQQ, Narrative/Technical Proposal, and Cost Proposal, the following forms, included in this RFP, shall be signed and included as part of the proposal submittal package:
• Attachment A: Proposer's Certification and Proposal Item Pricing • Attachment B: References
• Attachment C: Proposer's Statement
• Attachment D: Non-Collusion Affidavit
• Attachment E: Non-Lobbying Certification
• Attachment F: Non-Discrimination Certification
• NOT ATTACHED: Budget Worksheet
The proposal must be completely responsive to the RFP. Incomplete proposals will be deemed as nonresponsive and will be rejected. The City reserves the right to reject any or all proposals submitted and no representation is made hereby that any commitment will be awarded pursuant to this RFP or otherwise.

PLEASE NOTE: City will not waive notarization requirement when applicable on any of the required attachments.

VIII. REFERENCES
Contractor shall provide three (3) references from other similar public agencies for which services similar to those specified in this RFP have been performed, including contact names and telephone numbers. Use ATTACHMENT B- REFERENCES. The respondent grants permission for the City to contact any individuals listed as references.

City may disqualify a Proposer if:

RFP No. 25-097
• References fail to substantiate Proposer's description of services and deliverables provided; or
• References fail to support that Proposer has a continuing pattern of providing capable, productive, and skilled personnel, or
• City is unable to reach the point of contact with reasonable effort. It is the Proposer's responsibility to inform the point of contact(s) of normal City working hours.

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IX. MINIMUM SCOPE AND LIMIT OF INSURANCE
See Exhibit Ill - SAMPLE AGREEMENT
X. SELECTION PROCEDURES & CRITERIA
A. The City will establish a proposal review committee. The review committee will evaluate proposals based on the response to the RFP, which includes adherence to outlined directions and format, and the City evaluation criteria set forth below.

B. Proposers will be ranked by the review committee based on the following criteria:

CATEGORY
Responsiveness to RFP
• Proposal's compliance with the requirements of this RFP . • Scope of Services offered including ability to provide optional services.
• The value to any new and/or innovative product or service suggestions or other new ideas and enhancements.

Experience of Firm and Personnel
• The experience, resources, and qualifications of the firm and individuals assigned to this account, including manager, supervisor and assigned staff.

Experience Working in DTSA
• Points provided for contractors that have an office in Santa Ana, have direct experience in DTSA, and have knowledge and relationships with Downtown Santa Ana businesses and residents.

Cost of Proposal
• Reasonable, scalable, ability to increase or decrease based on service needs.

References
POINTS
25 25
25 25
• References that are similar in size and project scope to the City . Pass/Fail TOTAL POSSIBLE SCORE 100
C. A final score will be calculated for each submitted proposal and used to rank Proposers.

Based upon the foregoing criteria, all proposals shall be ranked by score. Only those proposals receiving a score above 70 will be considered for award. The City reserves the right to award the contract to any proposer(s) with a score above 70. The review committee will evaluate proposers based on their response to the RFP and the City evaluation criteria set forth above.

D. The City is under no obligation to accept any proposal and reserves the right to negotiate with respondents as to fees and terms. The City may reject proposals at its sole discretion.

If proposal fails to satisfy any requirements outlined in this RFP, it may be considered nonresponsive and may be rejected.

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The City shall not be obligated to accept the lowest priced proposals, but will make awards in the best interests of the City after all factors have been evaluated.

The review committee will recommend the qualified Proposers to the City Council or City Manager for award of contract, as appropriate.

E. The review committee may invite the proposers to interview. The City reserves the right to seek additional information from any or all Proposers invited to present proposals. A final score will be calculated for each submitted proposal and used to rank Proposers. City reserves the right to begin negotiations and enter into a contract without holding interviews, or further discussions.

XI. WITHDRAWALS
Proposers are responsible for verifying all prices and information before submitting a proposal.

Prior to the proposal due date, the Proposer or Proposer's representative may withdraw the proposal by providing written notice of the proposal withdrawal to the City Contact/Project Manager. Verbal or telephonic withdrawals are not permissible.

XII. GENERAL TERMS AND CONDITIONS
A. AMERICANS WITH DISABILITIES ACT
The awarded Contractor hereby certifies that it will comply, as applicable, with the Americans with Disabilities Act of 1990 ("ADA"), 42 USC §§ 12101 et seq., and its implementing regulations, including Subtitle A, Title II of the ADA. Contractor will not discriminate against persons with disabilities nor against persons due to their relationship to or association with a person with a disability. Any contract entered into by the awarded Contractor (or any subcontract thereof), relating to this RFP, shall be subject to the provisions of this paragraph.

B. CITY BUSINESS LICENSE
The selected proposer shall be required to obtain a City of Santa Ana Business license within thirty (30) days of selection and must provide a copy to the City projects manager or designee prior to commencing any work in Santa Ana.

C. CITY RIGHT TO REJECT
The City reserves the right to reject any or all proposals submitted and no representation is made hereby that any agreement will be awarded pursuant to this RFP or otherwise. The City reserves the right to accept or reject the combined or separate components of this proposal in part or in its entirety or to waive any minor inconsistency, informality or technical defect in the proposal.

D. CONFLICT OF INTEREST
Contractor shall exercise reasonable care and diligence to prevent any actions or conditions that could result in a conflict with the best interests of the City. This obligation shall apply to the Contractor; the Contractor's employees, agents, and Subcontractors associated with accomplishing work and services hereunder. The Contractor's efforts shall include, but not be limited to, establishing precautions to prevent its employees, agents, and Subcontractors from providing or offering gifts, entertainment, payments, loans or other considerations which could be deemed to influence or appear to influence City staff or elected officers from acting in the best interests of the City.

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Each Proposer must disclose any existing or potential conflict of interest relative to the performance of the contractual services resulting from this RFP. Any such relationship that might be perceived or represented as a conflict should be disclosed. The City reserves the right to disqualify any Proposer on the grounds of actual or apparent conflict of interest.

No person, firm, or subsidiary thereof who has been awarded this Contract may be awarded a Contract for the provision of services, the delivery of supplies, or the provision of any other related action which is required, suggested, or otherwise deemed appropriate as an end product of this Contract. Therefore, Contractor is precluded from contracting for any work recommended as a result of this Contract.

E. CONTRACTOR'S EXPENSE
Pre-Contractual Expenses: The City is not liable for any costs incurred by Proposers prior to entering into a formal contract. Costs of developing a response to this RFP, are entirely the responsibility of the Proposer, and shall not be reimbursed in any manner by the City. Precontractual expenses are not to be included in the cost proposal. Pre-contractual expenses include, but are not limited to, preparation of the proposal, submission of the proposal and additional information, attendance at pre-proposal conference, negotiating any matter related to this RFP with City, and/or any other expenses incurred by the Proposer prior to the date of award and execution, if any, of the contract.

Other Expenses: The Contractor will be responsible for all costs related to photo copying, telephone communications, fax communications, and parking while on City sites during the performance of work and services under this Contract.

F. CONTRACTOR'S PROJECT MANAGER/KEY PERSONNEL
Except as formally approved by the City, the key personnel identified in Contractor's proposal shall be the individuals who will actually complete the work. Changes in staffing must be reported in writing and approved by the City. The City shall have the right to require the removal and replacement of the Contractor's Project Manager and key personnel under the awarded contract. The City shall notify the Contractor in writing of such action. The City is not required to provide any reason, rationale, or additional factual information if it elects to request any specific key personnel be removed from performing services under the awarded contract. The City shall review and approve the appointment of the replacement for the Contractor's personnel. Said approval shall not be unreasonably withheld.

Standards of Conduct: Contractor's personnel shall be courteous and maintain good working relationships with all stakeholders, state or outside agencies, other team members and staff within the City.

G. COST PROPOSAL
The awarded Contractor agrees to provide the purchased services at the costs, rates, and fees as set forth in their Fee Schedule in response to this RFP. No other costs, rates or fees shall be payable to the awarded Subcontractor for implementation of their proposal.

H. DATA RETENTION
Contractor shall be responsible for retaining data, records, and documentation for the preparation of required items. These materials shall be made available to and as requested by City.

All materials, documents, data or information obtained from the City Data files or any City medium furnished to Contractor in the performance of an awarded contract will at all times RFP No. 25-097 Downtown Santa Ana Clean & Safe Team 10
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remain the property of the City. Such data or information may not be used or copied for direct or indirect use by Contractor after completion or termination of this Contract without the express written consent of the City. All materials, documents, data or information, including copies, must be returned to the City at the end of the contract.

All data, documents and other products used, developed, or produced during response preparation of the RFP will become property of the City. All responses to the RFP shall become property of the City. Proposer information identified as proprietary shall be maintained confidential, to the extent allowed under the California Public Records Act.

I. DRUG-FREE WORKPLACE
The awarded Contractor certifies compliance with Government Code Section 8355 in matters relating to providing a drug-free workplace. Failure to comply with these requirements may result in suspension of payments under the Contract or termination of the contract or both, and the Contractor may be ineligible for award of any future City contracts.

J. EXAMINATION
Proposer represents that it has thoroughly examined and become familiar with the services and responsibilities required this RFP and that it is capable of effectively and efficiently performing quality work to achieve the City's objectives. Any attachments referenced herein or any interpretations, clarifications or amendments subsequently posted in relation to this RFP are fully incorporated.

Any irregularities or lack of clarity in the RFP should be brought to the designated City Contact/Project Manager's attention as soon as possible so that corrective addenda may be furnished to prospective Proposers.

Proposals which appear unrealistic in the terms of technical commitments, lack of technical competence, or are indicative of failure to comprehend the complexity and risk of this contract, may be rejected.

K. EXECUTION OF AGREEMENT
Upon successful negotiations, the City and the selected Proposer will enter into an Agreement similar to that as shown in EXHIBIT II - Sample Agreement of this RFP. If a Proposer is unwilling or unable to execute an Agreement within thirty (30) days after being notified of selection under this RFP, the City reserves the right to disqualify them without any further obligation
L. FEDERAL GRANT CONTRACT PROVISIONS
Proposer must agree to the federal contract prov1s1ons outlined in the Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards at 2 CFR Part 200.326. These provisions will become part of the agreement resulting from this bid.

M. FISCAL NONFUNDING CLAUSE
In the event sufficient budgeted funds are not available for a new fiscal period, the City shall retain the right to notify the provider of such occurrence in writing at least thirty (30) days before the end of the current fiscal period and terminate the contract on the last day of the current fiscal period without penalty or expense to the City.

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N. JOINT OFFERS/SUBCONSULTANTS
Where two or more Proposers desire to submit a single proposal in response to this RFP, they should do so on a prime sub-consultant basis. The City intends to contract with a single firm, also known as the prime, and not with multiple firms doing business as a joint venture.

Should the use of sub-consultants be offered, the Proposer shall provide the same assurances of competence for the sub-consultant plus the demonstrated ability to manage and supervise the subcontracted work. Sub-consultants shall not be allowed to further subcontract with others for work under the Agreement. The provisions of the Agreement shall apply to all sub-consultants in the same manner as the Proposer. The proposer is responsible for all the actions taken by their sub-contractor.

The City reserves the right to reject, replace and approve any and all Subcontractors. All Subcontractor(s) shall be identified in the response to the RFP and the City reserves the right to reject any proposed Subcontractor(s). Subcontractors shall be the responsibility of the prime Contractor and the City shall assume no liability of such Subcontractors.

0. INDEPENDENT CONTRACTOR
Contractor is considered an independent Contractor and neither Contractor, its employees, nor anyone working under Contractor will be considered an agent or an employee of City.

Neither Contractor, its employees, nor anyone working under Contractor, will qualify for workers' compensation or other fringe benefits of any kind through City.

P. JOINT OFFERS/SUBCONSULTANTS
Where two or more Proposers desire to submit a single Proposal in response to this RFP, they should do so on a prime sub-consultant basis. The City intends to contract with a single firm and not with multiple firms doing business as a joint venture. Should the use of subconsultants be offered, the Proposer shall provide the same assurances of competence for the sub-consultant plus the demonstrated ability to manage and supervise the subcontracted work. Sub-consultants shall not be allowed to further subcontract with others for work under the Agreement. The provisions of the Agreement shall apply to all sub-consultants in the same manner as the Proposer.

The City reserves the right to reject, replace and approve any and all Subcontractors. All Subcontractor(s) shall be identified in the response to the RFP and the City reserves the right to reject any proposed Subcontractor(s). Subcontractors shall be the responsibility of the prime Contractor and the City shall assume no liability of such Subcontractors.

Q. LITIGATION STATUS
Each Proposer must include in its proposal a complete disclosure of any alleged significant prior or ongoing contract failures, any civil or criminal litigation or investigation pending which involves the Proposer or in which the Proposer has been judged guilty or liable. Failure to comply with the terms of this provision will disqualify any proposal. The City reserves the right to reject any proposal based upon the Proposer's prior history with the City or with any other party, which documents, without limitation, unsatisfactory performance, adversarial or contentious demeanor, significant failure(s) to meet contract milestones or other contractual failures.

R. NEGOTIATIONS
The City reserves the right to negotiate final contract terms with any Proposer selected. The contract between the parties will consist of the RFP together with any modifications thereto, and the awarded Contractor's proposal, together with any modifications and clarifications thereto that are submitted at the request of the City during the evaluation and negotiation RFP No. 25-097 Downtown Santa Ana Clean & Safe Team 12
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process. In the event of any conflict or contradiction between or among these documents, the documents shall control in the following order of precedence: the final executed contract, the RFP, any modifications and clarifications to the awarded Contractor's proposal, and the awarded Contractor's proposal. Specific exceptions to this general rule may be noted in the final executed contract.

Negotiations shall be confidential and not subject to disclosure to competing Contractors unless and until an agreement is reached. If contract negotiations cannot be concluded successfully, the City reserves the right to negotiate a contract with another Contractor or withdraw the RFP.

S. NON-PAYMENTS
Note that payments will NOT be made for any unsatisfactory work until corrected. In the event of nonpayment of undisputed sums by the City, Contractor shall give the City thirty (30) working days to cure the alleged breach.

T. OWNERSHIP OF DOCUMENTS
The City has permanent ownership of all directly connected and derivative materials produced under this contract by the Contractor. All documents, reports and other incidental or derivative work or materials furnished hereunder shall become and remains the sole property of the City and may be used by the City as it may require without additional cost to the City. Contractor shall provide the City copies of documents upon its request at any time. None of the documents, reports and other incidental or derivative work or furnished materials shall be used by the Contractor without the express written consent of the City.

U. PARKING
The City will not provide free parking and/or reimbursement for the cost of parking while providing services and conducting business with the City.

V. PROFESSIONAL STANDARDS
Contractor staff shall be courteous to the public and City staff utilizing facilities where Contractor is performing work, but shall be responsive only to the requests of the City's Project Manager or designee. Contractor staff shall direct all inquiries to Project Manager or designee.

Contractor acknowledges that City locations consist of public-use facilities and recognizes the obligation to ensure Contractor personnel and agents maintain the highest level of professional standards in attire, decorum, and interaction with the public and City personnel.

W. PROJECT MANAGER
The selected Proposer will assume responsibility for all services in its proposal. The selected Proposer shall identify a sole point of contact, Project Manager, with the greatest knowledge in regard to the required service operations and contractual matters, including payment of any and all charges resulting from the Agreement.

X. PROPOSAL VALIDITY
Services, pricing, and warranties indicated in a Proposer's Proposal must be valid for a period of 180 days at minimum after the submission of the Proposal.

Y. PUBLIC AGENCIES
Other public agencies, as defined by California Government Code Section 6500, may choose to use the terms of this Contract, subject to Contractor's acceptance. The City is not liable or RFP No. 25-097 Downtown Santa Ana Clean & Safe Team 13
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responsible for any obligations related to a subsequent contract between Contractor and another public agency.

Z. PUBLIC RECORDS
Proposals will become public record after the award of a contract unless the proposal or specific parts of the proposal can be shown to be exempt by law. Each Proposer may clearly label all or part of a proposal as "CONFIDENTIAL" provided that the Proposer thereby agrees to indemnify and defend the City for honoring such a designation. The failure to so label any information that is released by the City shall constitute a complete waiver of any and all claims for damages caused by any release of the information. Proposer information identified as proprietary shall be maintained confidential, to the extent allowed under the California Public Records Act.

AA.SUBCONTRACTORS
Proposals in response to this RFP must identify any Subcontractors, and outline the contractual relationship between the Awarded Subcontractor and each Subcontractor. An official of each proposed Subcontractor must sign, and include as part of the proposal submitted by the Prime Contractor, a statement to the effect that the Subcontractor has read and will agree to abide by the awarded Contractor's obligations. Any Subcontractor proposed after award of contract must be approved by the City before commencement of work.

The City will look solely to the awarded Contractor for the performance of all contractual obligations which may result from an award based on this RFP, and the awarded Contractor shall not be relieved for the non-performance of any or all Subcontractors.

XIII. AWARD OF AGREEMENT
Selected Contractor(s) will be notified in writing. Any award is contingent upon the successful negotiation of final contract terms.

A. EXECUTION OF AGREEMENT
A standard agreement is included as EXHIBIT Ill Sample Agreement of this RFP. "Proposer" will hereinafter be referred to as "Consultant" or "Contractor'' in standard agreement. The term of the agreement will begin after the agreement is fully executed, and all required bonds, insurance documents and contents of the payment information packet have been received and approved.

XIV. IMPLEMENTATION
A. KICK-OFF MEETINGS
The successful proposer will be required to meet with City staff prior to commencement of services or at any time as required by the City, to discuss and agree on operational issues including transition of services and scheduling.

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EXHIBIT I

SCOPE OF SERVICES
Downtown Santa Ana Clean &Safe Team
Santa Ana is downtown for the world-famous Orange County, California. It is the County Seat, the second-most populous city in Orange County, and is home to a vibrant evening scene and arts community. Furthermore, Downtown Santa Ana (DTSA) is known as a foodie destination as well as a retail hub. There are over 700 businesses and more than 3,000 residents in DTSA. Below is a map of the Downtown area. The City is seeking competitive proposals and is open to negotiations.

W1STST ' •••••••••••••••••••••••• 'E°fsrst· ......... ' .-------------� Scope of Services At-a-Glance

1. Staffing

2. Security Guard Oversight

3. Litter/Maintenance

4. Clean Alleys

5. Clean & Empty Trash Cans

6. Clean Outdoor Benches, Bollards, & Light Poles

7. Clean Parklets

8. Special Events: Litter Clean-Up/Maintenance

9. Special Events: Street Closures

10. Power Wash Services

11. Equipment, Supplies & Facilities
Contractor shall perform the services as set forth below.

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1. Staffing
a. Staffing should be experienced in the cleaning/maintenance industry with proper uniforms and equipment to execute the service well with experience working in downtown areas and government.
b. Clean & Safe Team staff must be readily available during business hours within 5-10 minutes, upon service calls from merchants, visitors, residents, and staff. c. Supervisor must be onsite and respond in person within five (5) minutes to any calls for service by the City, during business hours.
d. Supervisor must attend weekly meetings at City Hall or other designated locations. e. Supervisor must be involved in the planning stages of all events taking place in DTSA and provide logistics support.
f. Sufficient staff levels should be made available on a daily basis. g. A supervisor must be available during normal business hours between 8 A.M. - 5 P.M. (Monday - Saturday) and every holiday except for Thanksgiving and Christmas and must be accessible after hours in case of an emergency or urgent situation. Supervisor must also be available during special events (off hours) to ensure proper supervision, productivity, and to maintain quality of service. Special events typically occur on weekends and/or evening hours.
i. The Clean Team will observe the following holidays: Thanksgiving Day, Christmas Day, New Year's Day.
h. From time to time, staff should be available as needed during normal business hours and after hours to distribute flyers in DTSA on behalf of the City for programs, events, etc. i. Staffing schedules may vary based on City needs and/or special events, but in general should be available before most businesses open in order to clean DTSA as early as possible. The schedule below has historically been successful, but can be modified upon mutual agreement based on service needs during the term of the contract:
i. Litter Team:
ii. Power Washing Team:

2. Security Guard Oversight
Monday - Sunday 7:00 AM - 9:00 PM
Monday - Sunday 4:00 AM - 10:00 PM
a. Contractor must have experience supervising a security guard team. b. Will assist in coordinating, securing, and compensating additional or on-call security guards for special events or emergencies or as needed with approval by the City. c. The selected contractor for the DTSA Clean & Safe Team will be solely responsible for procuring, hiring, compensating and overseeing the security guard company for the duration of the contract. The agreement will be augmented to cover the cost of security guard services.
d. Subcontracting for power washing services is acceptable. Contractor shall require and verify that all subcontractors maintain insurance meeting all the requirements stated herein within the Agreement with DTSA Services for Downtown Santa Ana Clean & Safe Team, and Contractor shall ensure that the City is a named additional insured on RFP No. 25-097 Downtown Santa Ana Clean & Safe Team 16
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insurance policies required from subcontractors.
e. Security Guard services in DTSA consist of guard services seven (7) days per week, one (1) security guard per shift, based on the schedule outlined below (subject to change based on need and/or special events):
i. Monday-Wednesday 9:00 AM-10:00 PM
ii. Thursday 9:00 AM-10:00 PM
iii. Friday 9:00 AM-12:00 AM (midnight)
iv. Saturday 9:00 AM-12:00 AM
v. Sunday 10:00 AM-10:00 PM

3. Litter/Maintenance
a. "Litter'' is defined as, but is not limited to:
i. Boxes;
ii. Cans;
iii. Papers
iv. Containers marked "trash" (or are obviously trash); v. Unwanted or useless materials, or rejected matter.
b. "Waste" includes, but is not limited to:
i. Gum;
ii. Food remains;
iii. Sewage
iv. Excrement;
v. Grease;
vi. Dust;
vii. Dirt;
viii. Decals
ix. Liquid or dried matter; and
x. Oily or sticky substances
c. Remove litter from all outside surfaces including, but not limited to, sidewalks, curbs, and tree grates. All litter from such surfaces shall be removed from the area and emptied into a designated trash dumpster or receptacle in such a manner as to prevent the adjacent area from becoming littered by such trash.
d. Waste shall be removed from all outside surfaces including, but not limited to, sidewalks, curbs, tree grates, and trash receptacles. All waste from such surfaces shall be removed from the area and emptied into a designated trash dumpster or receptacle in such a manner as to prevent the adjacent area from becoming soiled by such waste. Waste removal shall be accomplished by the complete and thorough removal of said substances from the area-not by moving it from one surface to another or covering said substances with sand or similar materials.

4. Clean Alleys
a. Alleys shall be clear of trash, waste, shopping carts, pallets, leaves, and excrement.

Shopping carts shall be picked up and taken to shopping center parking lot. Boxes shall be flattened and placed securely in trash container in such a manner as to not protrude RFP No. 25-097 Downtown Santa Ana Clean & Safe Team 17
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excessively. Excrement shall be picked up and disposed of properly, and area washed down with proper germicidal solution.
b. Downtown Alley Locations:
i. 100 East Fourth Street (south alley)
ii. 200 East Fourth Street (south alley)
iii. 300 East Fourth Street (north and south alley)
iv. 100 West Fourth Street (south alley)
v. 200 West Fourth Street (south alley)
vi. 300 West Fourth Street (south alley)
vii. 400 West Fourth Street (south alley)

5. Clean & Empty Trash Cans
a. All 90+ trash containers within the downtown business district shall be emptied and cleaned at least five (5) times per day, every day. Trash including, but not limited to, boxes, cans, papers, and other containers marked "trash" (or clearly trash items) shall be removed, along with the liner. All trash from such garbage receptacles shall be removed from the downtown district and emptied into a designated trash dumpster or receptacle in such a manner as to prevent the adjacent area from becoming littered by such trash. b. Any trash containers that may become filled prior to the scheduled routing cleaning, particularity between the hours of 11 :00 AM and 4:00 PM daily, shall be emptied as needed. Trash containers should never have accumulated trash or waste above the level of the container. Whether full or not, container shall be emptied and cleaned if it is omitting a foul, rancid, or putrid odor or showing signs of insect or rodent infestation. c. Insert new liners into trash containers, securing said liners in such a manner as to present a neat uniform appearance and replacing container lids in their correct position. d. Remove all waste including, but not limited to, gum, food remains, sewage, excrement, grease, dust, dirt, decals, liquids, dried matter, oily or sticky substances, etc. from the surface of trash containers using a clean cloth or rag, and germicide detergent solution.

Cleaning shall be accomplished by the complete and thorough removal of said substances from the area-not by moving it from one surface to another or covering said substances with sand or similar materials. This includes, but is not limited to, the cleaning of the immediate area surrounding the trash containers.

6. Clean Outdoor Benches, Bollards, & Light Poles
All benches, bollards and light poles within the area shall be cleaned on a regular basis using clean cloths and a detergent solution. Remove all waste including, but not limited to, gum, food remains, excrement, grease, dust, dirt, litter, liquids, dried matter, decals, sticky substances, etc. leaving object in working condition. The immediate area surrounding the object shall be cleaned in the same manner.

7. Clean Parklets
a. Pick-up litter and waste seven (7) days per week on an average of 40 hours per week. b. Litter and waste shall be removed from all outside surfaces including, but not limited to, RFP No. 25-097 Downtown Santa Ana Clean & Safe Team 18
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sidewalks, curbs, and store entries. All litter from such surfaces shall be removed from the area and emptied into a designated trash dumpster or receptacle in such a manner as to prevent the adjacent area from becoming littered by such trash. Wipe down parklet structure on a daily basis.
c. Conduct light power washing of the parklets on an as needed basis. "Light Power wash" is defined as the simultaneous mechanical removal of materials or pollutants from the surface for the pavement, through application of water under pressure with elevated temperatures used in the cleaning process and collection of waste and water (light pressure, only to be done in spots or areas of need, conducted minimally). d. Process used shall leave the area clean and free from stains and of all loose, embedded materials including chewing gum. The cleaning process must not damage the concrete surfaces or the brick paver surface. All gum must be removed from the paver, concrete and other sidewalk surfaces.
e. Parklets Locations:
i. Bird & Barrel at 305 E. 4
th Street Suite 105 - Parklet with shade sail; 609 square feet ii. Frida Cinema at 305 E. 4
th Street Suite 100 - Parklet with shade sail
iii. 4th Street Market at 201 E. 4
th Street - Parklet with shade sail
iv. Chapter One at 227 N Broadway- Parklet with shade sail v. Las Cazuelas at 312 N. Bush Street- 420 square feet
vi. Festival Hall at 220 E. 3rd Street- 320 square feet vii. El Indio at 309 W. 3rd Street- 240 square feet
f. For invoicing purposes, a "Clean Parklets" Section may be added under Litter Pick-Up & Maintenance.

8. Special Events: Litter Clean-Up/Maintenance
a. Clean & Safe Team will provide litter clean-up/maintenance services for designated special events that are approved by the City.
i. DTSA Services shall provide litter clean-up and street closure services for up to five (5) City-approved events annually, as designated by the Project Manager. b. Provide litter clean-up for on-call situations after special events that do not provide adequate clean-up, must be approved by the City.

9. Special Events: Street Closures
a. Provide street closure services with approved Traffic Control Plans as approved by Public Works Agency for special events approved or co-sponsored by the City. The City owns various street closure equipment and signs which may be available for Contractor's use upon coordination.
i. DTSA Services shall provide litter clean-up and street closure services for up to five (5) City-approved events annually, as designated by the Project Manager. b. Set up water-filled k-rails, barricades, traffic cones, traffic signs, A-frames, and ensure safe street closures.
c. Remove street closure equipment, track inventory, and properly store equipment in storage areas.
d. Contractor must be capable of creating Traffic Control Plans to be reviewed and stamped by a traffic control engineer for any street closure needed in DTSA. e. Contractor must have experience to perform street closure services.

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f. Special event street closures often occur during the early part of the morning and late at night, sometimes between 4:00 AM or 5:00 AM and removal of equipment at 11 :00 PM to 2:00 AM. Noise levels must be maintained to a minimum after 10:00 PM.

10. Power Wash Services
a. "Power wash" is defined as the simultaneous mechanical removal of materials or pollutants from the surface for the pavement, through application of water under pressure with elevated temperatures used in the cleaning process and collection of waste and water.
b. Process used shall leave the area clean and free from stains and of all loose, embedded materials including chewing gum. The cleaning process must not damage the concrete surfaces or the brick paver surface. All gum must be removed from pavers, concrete, and other sidewalk surfaces.
c. Sidewalks: All gum, dirt, grime, oil, stains and other fluids shall be removed from the sidewalls by using power washing equipment.
d. Power wash alleys: Alleys are to be cleaned of a debris, bum, dirt, grime, oil, stains and other fluids.
e. Subcontracting for power washing services is acceptable. Contractor shall require and verify that all subcontractors maintain insurance meeting all the requirements stated herein within the Agreement with DTSA Services for Downtown Santa Ana Clean & Safe Team, and Contractor shall ensure that the City is a named additional insured on insurance policies required from subcontractors.
f. Contractor may use water from City-owned facilities within Downtown Santa Ana for the purpose of cleaning or traffic control equipment
g. The following are alley locations within the Downtown:
• 100 East Fourth Street (south alley)
• 200 East Fourth Street (south alley)
• 300 East Fourth Street (north and south alley)
• 100 West Fourth Street (south alley)
• 200 West Fourth Street (south alley)
• 300 West Fourth Street (south alley)
• 400 West Fourth Street (south alley)
• 2nd Street Promenade; refer to yellow highlighted area in map below:
l
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11. Equipment, Supplies & Facilities
a. Contractor must have the following at minimum:
i. Two (2) 4-cubic yard waste containers; and
ii. One (1) 4-cubic yard recycle container.

Note: All three (3) 4-cubic yard containers must be kept in a safe and enclosed location in Downtown Santa Ana.
b. Contractor may purchase equipment and supplies such as:
• Street closure equipment
• Supplies
• Materials
• Signs
• Pedestrian control equipment
• Trash cans
• Contractor may list additional equipment and supplies in proposal c. Trash must be serviced daily by Republic Services (City's contracted trash hauler) and at Contractor's expense. The City's trash dumpster shall not be used. d. Contractor must have at least one truck available every day from 7:00 AM to 9:00 PM for staff use to transport bags full of trash to waste containers. e. Contractor must have a storage space in DTSA to store cleaning equipment and supplies (leased space is appropriate). Storage space must be secured and maintained at Contractor's sole expense
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Categories
Litter Pick-Up & Maintenance
Clean Parklets

CITY OF SANT A ANA

EXHIBIT II

SAMPLE BUDGET
Base Cost
Special Events: Clean Up & Street Closures
Power Wash Services
Security Guards & Oversight
Equipment & Supplies
Total Initial Cost Year 1 $
Contract Years
Year1
Year2
Year3
Year 4 (pending
a roval
Year 5 (pending
approval)
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EXHIBIT Ill

SAMPLE AGREEMENT
THIS AGREEMENT is made and entered into on this __ day of ___ , 2026 by and between _________________________ , ("Consultant"), 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").

City.

RECITALS
A. The City desires to retain a Consultant having special skill and knowledge in the field of:

B. Consultant represents that Consultant is able and willing to provide such services to the C. In undertaking the performance of this Agreement, Consultant represents that it is knowledgeable in its field and that any services performed by Consultant 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
Consultant shall perform during the term of this Agreement, the tasks and obligations including all labor, materials, tools, equipment, and incidental customary work required to fully and adequately complete the services described and set forth in Scope of Services - Exhibit 1, attached hereto and incorporated by reference.

2. COMPENSATION
a. City agrees to pay, and Consultant agrees to accept as total payment for its services for City, the rates and charges identified in Compensation - Exhibit 2. The total amount to be expended during the term of this Agreement shall not exceed $xxxxxx. b. Payment by City shall be made within forty-five (45) days following receipt of proper invoice evidencing work performed, subject to City accounting procedures. 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, one (1)-year renewals, exercisable by a writing by the City Manager and the City Attorney, unless terminated earlier in accordance with Section 15, below.

4. INDEPENDENT CONTRACTOR
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Consultant shall, during the entire term of this Agreement, be construed to be an independent Consultant and not an employee of the City. This Agreement is not intended nor shall it be construed to create an employer-employee relationship, a joint venture relationship, or to allow the City to exercise discretion or control over the professional manner in which Consultant performs the services which are the subject matter of this Agreement; however, the services to be provided by Consultant shall be provided in a manner consistent with all applicable standards and regulations governing such services.

Consultant shall pay all salaries and wages, employer's social security taxes, unemployment insurance and similar taxes relating to employees and shall be responsible for all applicable withholding taxes. standards and regulations governing such services. Consultant shall pay all salaries and wages, employer's social security taxes, unemployment insurance and similar taxes relating to employees and shall be responsible for all applicable withholding taxes.

5. 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 Consultant under this Agreement ("Documents & Data"). Consultant 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. Consultant represents and warrants that Consultant has the legal right to license any and all Documents & Data. Consultant makes no such representation and warranty in regard to Documents & Data which were provided to Consultant 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.

MINIMUM SCOPE AND LIMIT OF INSURANCE
Contractor shall procure and maintain for the duration of the agreement, the following insurance coverages:

Contractor 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 completed 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: Insurance Services Office Form CA 00 01 covering Code 1 (any auto), with combined single limits of $1,000,000. In the event Contractor does not maintain commercial automobile liability insurance, City will accept evidence of personal automobile insurance with existing limits, which can be lower than $1,000,000.
• 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. This requirement can be waived if Contractor has no employees.

If Contractor maintains broader coverage and/or higher limits than the minimums shown above, City requires and shall be entitled to the broader coverage and/or the higher limits maintained by RFP No. 25-097 Downtown Santa Ana Clean & Safe Team 24
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Contractor. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to City.

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 Contractor 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 City, 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 Contractor for City.

3. All required insurance policies: For any claims related to this contract, Contractor's insurance coverage shall be primary and any insurance maintained by City, 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 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. 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 City. Ten (10) days prior written notice shall be provided to City for policy cancellation or non-renewal due to nonpayment.

6. Certificate Holder on each Evidence of Insurance certificate shall be: City of Santa Ana, Attention:
(Name of Department Staff Responsible for Agreement), Address of Department Responsible for Agreement, M-XX, 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 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 of California with a current A.M. Best rating of no less than A:VII, unless otherwise acceptable to City .

Verification of Coverage
Contractor shall furnish City 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 Entity before work begins. However, failure to obtain the required documents prior to the work beginning shall not waive Contractor's obligation to provide them. 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 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.

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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
Contractor shall require and verify that all sub-contractors maintain insurance meeting all the requirements stated herein, and Contractor shall ensure that City is an additional insured on insurance required from sub-contractors.

Special Risks or Circumstances
Entity reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances.

INDEMNIFICATION
Consultant agrees to defend, and shall indemnify and hold harmless the City, its officers, agents, employees, contractors, special counsel, and representatives from liability: (1) for personal injury, damages, just compensation, restitution, judicial or equitable relief arising out of claims for personal injury, including death, and claims for property damage, which may arise from the negligent operations of the 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 Consultant further agrees to indemnify, hold harmless, and pay all costs for the defense of the City, including fees and costs for special counsel to be selected by the City, regarding any action by a third party challenging the validity of this Agreement, or asserting that personal injury, damages, just compensation, restitution, judicial or equitable relief due to personal or property rights arises by reason of the terms of, or effects arising from this Agreement. City may make all reasonable decisions with respect to its representation in any legal proceeding. Notwithstanding the foregoing, to the extent 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.

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 Consultant to the City pursuant to this Agreement.

RECORDS
Contractor shall keep records and invoices in connection with the work to be performed under this Agreement. Consultant shall maintain complete and accurate records with respect to the costs incurred under this Agreement and any services, expenditures, and disbursements charged to the City for a minimum period of three (3) years, or for any longer period required by law, from the date of final payment to Consultant under this Agreement. All such records and invoices shall be clearly identifiable.

Consultant shall allow a representative of the City to examine, audit, and make transcripts or copies of such records and any other documents created pursuant to this Agreement during regular business hours. Consultant shall allow inspection of all work, data, documents, proceedings, and activities related RFP No. 25-097 Downtown Santa Ana Clean & Safe Team 26
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to this Agreement for a period of three (3) years from the date of final payment to Consultant under this Agreement.

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, Consultant agrees that it shall not use or disclose such information except in the performance of this Agreement, and further agrees to exercise the same degree of care it uses to protect its own information of like importance, but in no event less than reasonable care. "Confidential Information" shall
include all nonpublic information. Confidential information includes not only written information, but also information transferred orally, visually, electronically, or by other means. Confidential information disclosed to either party by any subsidiary and/or agent of the other party is covered by this Agreement.

The foregoing obligations of non-use and nondisclosure shall not apply to any information that (a) has been disclosed in publicly available
sources; (b) is, through no fault of the Consultant disclosed in a publicly available source; (c) is in rightful possession of the Consultant without an obligation of confidentiality; ( d) is required to be disclosed by operation of law; or ( e) is independently developed by the Consultant without reference to information disclosed by the City.

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.

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. Consultant affirms that it is an equal opportunity employer and shall comply with all applicable federal, state and local laws and regulations.

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 Consultant or the City. Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any party, which is not embodied herein.

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.

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TERMINATION
This Contract 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 Consultant 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 Consultant consents to the City's use thereof for such purposes as the City deems appropriate. b. Payment need not be made for work which fails to meet the standard of performance specified in the Recitals of this Agreement.

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.

I. 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.

II. PROFESSIONAL LICENSES
Consultant shall, throughout the term of this Agreement, maintain all necessary licenses, permits, approvals, waivers, and exemptions necessary for the provision of the services hereunder and required by the laws and regulations of the United States, the State of California, the City of Santa Ana and all other governmental agencies. Consultant shall notify the City immediately and in writing of its inability to obtain or maintain such permits, licenses, approvals, waivers, and exemptions. Said inability shall be cause for termination of this Agreement.
111. NOTICE
Any notice, tender, demand, delivery, or other communication pursuant to this contract 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:

Clerk of the City Council
City of Santa Ana
20 Civic Center Plaza (M-30)
P.O. Box 1988
Santa Ana, CA 92702-1988
Fax:714- 647-6956
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With courtesy copies to:

To Contractor:

First & Last Name
Title
Consultant Firm Name
Address
City, State, Zip
Fax:

CITY OF SANT A ANA
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.

IV. 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. The Agreement is the final and complete agreement and any prior or contemporaneous agreements for similar services between the parties is superseded by this Agreement.

This shall not apply where the Parties are currently engaged and Consultant is providing services not contemplated by this Agreement.
c. All Exhibits referenced herein and attached hereto shall be incorporated as if fully set forth in the body of this Agreement.

IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first above written.

ATTEST:

Jennifer Hall
Clerk of the Council
APPROVED AS TO FORM:

SONIA R. CARVALHO
RFP No. 25-097

CITY OF SANTA ANA
Alvaro Nunez
City Manager
CONSUL TANT:

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City Attorney
By: _________ _
Assistant City Attorney
RECOMMENDED FOR APPROVAL:

CITY OF SANT A ANA
(name)
(title)

SAMPLE ONLY

FOR PROPOSERS' REFERENCE ONLY
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ATTACHMENT A

PROPOSER'S CERTIFICATION, PROPOSAL ITEM PRICING
Certification -1 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 1) 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 Qualifications. Upon request, I will transfer and deliver goods or services to the City in accordance with said terms and conditions.

LEGAL NAME OF COMPANY

BUSINESS ADDRESS

PRINTED NAME OF AUTHORIZED AGENT

SIGNATURE OF AUTHORIZED AGENT DATE

FEDERAL ID NUMBER (IF APPLICABLE)

PHONE AND FAX NUMBERS
TITLE

E-MAIL ADDRESS

CONTRACTOR LICENSE NUMBER
(IFAPPLICABLE)
THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL.

PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE.

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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
Customer Name: -----------Contact Individual: ------------ Address: --------------Phone Number: -------------
EMAIL: ______________ _
Contract Amount: ----------- ----------------- Year:

Description of supplies, equipment, or services provided:

REFERENCE
Customer Name: -----------Contact Individual: ------------ Address: ______________ Phone Number: -------------
EMAIL: ______________ _
Contract Amount: ----------- ----------------- Year:

Description of supplies, equipment, or services provided:

REFERENCE
Customer Name: -----------Contact Individual: ------------ Address: --------------Phone Number: -------------
EMAIL: ----------------
Contract Amount: ----------- ----------------- Year:

Description of supplies, equipment, or services provided:

THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL.

PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE.

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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.

Firm ----------------------------------
Signed and Printed Name: __________________________ _
Title ----------------------------------
Date
THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL.

PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE.

RFP No. 25-097 Downtown Santa Ana Clean & Safe Team 33
EXHIBIT 1
City Council 16 – 38 1/20/2026

CITY OF SANT A ANA

ATTACHMENT D

NON-COLLUSION AFFIDAVIT
(Title 23 United States Code Section 112 and Public Contract Code Section 7106) To the CITY OF SANTA ANA
In accordance with Title 23 United States Code Section 112 and Public Contract Code 7106 the proposer declares that the proposal is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation; that the proposal is genuine and not collusive or sham; that the proposer has not directly or indirectly induced or solicited any other proposer to put in a false 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, communication, or conference with anyone to fix the proposal price of the proposer or any proposer, or to fix 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 proposed contract; that all statements contained in the proposal are true; and, further, that the proposer has not, directly or indirectly, submitted his or her proposal price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, or paid, and will not pay, any fee to any corporation, partnership, company association, organization, bid depository, or to any member or agent thereof to effectuate a collusive or sham proposal.

Note: The above non-collusion affidavit is part of the proposal. Signing this proposal on the signature portion thereof shall also constitute signature of this non-collusion affidavit. Proposers are cautioned that making a false certification may subject the certifier to criminal prosecution.

Signed _________________________________ _
State of ____ , County of _________________________ _
Subscribed and sworn to (or affirmed) before me on this ____ day of ______ , 20 __ , by ___________ , proved to me on the basis of satisfactory evidence to be the person(s) who appeared before me.

Notary Public Signature Notary Public Seal
THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL.

PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE.

RFP No. 25-097 Downtown Santa Ana Clean & Safe Team 34
EXHIBIT 1
City Council 16 – 39 1/20/2026

CITY OF SANT A ANA

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:

Firm:

Date:

THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL.

PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE.

RFP No. 25-097 Downtown Santa Ana Clean & Safe Team 35
EXHIBIT 1
City Council 16 – 40 1/20/2026

CITY OF SANT A ANA

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.

1. 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.

2. 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 RFP No. 25-097 Downtown Santa Ana Clean & Safe Team 36
EXHIBIT 1
City Council 16 – 41 1/20/2026

CITY OF SANT A 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 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:

Firm:

Date:

THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL.

PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE.

RFP No. 25-097 Downtown Santa Ana Clean & Safe Team 37
EXHIBIT 1
City Council 16 – 42 1/20/2026

DOWNTOWN

SANTAANA

CLEAN & SAFE TEAM

PROPOSAL

PREPARED FOR

CITY OF SANTA ANA

PREPARED BY

DTSA SERVICES
EXHIBIT 2
City Council 16 – 43 1/20/2026

DTSA SERVICES PROPOSAL

FOR DOWNTOWN SANTA ANA

CLEAN & SAFE TEAM
RESPONSE TO RFP NO. 25-097
Primary Contact
Jose Romo, General Manager
Phone
714-612-9227
Email
[email protected]
Company Address
201 E. 4
th Street
Santa Ana, CA 92701
EXHIBIT 2
City Council 16 – 44 1/20/2026

TABLE OF CONTENTS
➔ Statement of Qualifications
➔ Cover Letter
➔ Services Provided
➔ Agreement Statement
➔ Firm and Team Experience
➔ Proposed Work Plan
➔ Cost Proposal
➔ ExhibitA
➔ Exhibit B
➔ Exhibit C
➔ Exhibit D
➔ Exhibit E