Agenda packet, third session — Santa Fe Springs City Council, October 7, 2025 (part 2 of 4)

ANALYSIS
It is requested that the City Council authorize issuing an RFP to identify a qualified consultant to provide grant research, writing, and management services. The proposed scope of work for the RFP seeks a consultant who can perform the following tasks:
• Grant Funding Needs Assessment and Strategy
Collaborate with staff to develop a comprehensive, City-wide needs assessment to assist with strategically planning the pursuit of funding opportunities. • Grant Funding Research
Conduct ongoing research to identify suitable grant opportunities from federal, state, regional, and private sources aligned with the City’s priorities, including but not limited to:
• Public Safety
• Infrastructure Development and Maintenance
• Parks and Recreation
• Community Services
• Community and Economic Development
• Grant Writing
Prepare and submit grant applications as requested by City staff. • Grant Management and Administration
As needed, assist with the management and administration of awarded grants.

This task shall include, but is not limited to:
• Programmatic and financial reporting
• Maintain an “audit-ready” file with all relevant documentation, including compliance records, financial reports, and reimbursement requests Along with the aforementioned tasks, the selected individual or firm must regularly communicate with City staff regarding upcoming funding opportunities, legislative updates, and other activities that might affect the City's positioning to pursue funding.

ENVIRONMENTAL
N/A

DISCUSSION
As a dynamic and diverse community, the City is committed to improving the quality of life for its residents through sustainable development, public safety enhancements, infrastructure improvements, and expanded recreational and social services. To achieve these objectives, the City recognizes the importance of leveraging federal, state, and CITY COUNCIL AGENDA REPORT – MEETING OF OCTOBER 7, 2025

AUTHORIZATION TO ADVERTISE RFP FOR GRANT RESEARCH, WRITING, AND

MANAGEMENT SERVICES

Page 3 of 3 ends

private grant funding to supplement local resources and accelerate project implementation.

This RFP outlines the required scope of services and invites submissions from consultants or firms with demonstrated success in securing and managing grant funding.

The ideal consultant will possess:
• A strong understanding of the grant funding landscape across multiple sectors. • Proven experience in identifying competitive funding opportunities. • A track record of developing compelling, compliant, and successful grant applications.
• The ability to manage awarded grants in accordance with complex regulatory and reporting requirements.

By issuing this RFP, staff aims to supplement existing personnel resources with the services of a qualified consultant and secure additional grant funds to benefit the City.

The RFP document will be finalized and posted on the City's PlanetBids site if approved.

SUMMARY/NEXT STEPS
If approved, staff will advertise the Request for Proposal for Grant Research, Writing, and Management Services. Following receipts and evaluation of proposals, staff will return to City Council with a recommendation for contract award.

ATTACHMENT(S):

A. Proposed Draft Scope of Work
ITEM STATUS:

APPROVED:

DENIED:

TABLED:

DIRECTION GIVEN:

REQUEST FOR PROPOSALS
No. 26 - 2
Grant Research, Writing, and Management Services
Issue Date: Thursday, September 18, 2025
Questions Due Date: Tuesday, October 7, 2025, at 2 PM Pacific Proposal Due Date: Thursday, October 23, 2025, at 2 PM Pacific 2 (THIS PAGE INTENTIONALLY LEFT BLANK)
3 TO PROSPECTIVE PROPOSERS
The City of Santa Fe Springs (“City”) invites qualified firms to submit proposals in response to this Request for Proposals (“RFP”). The City will evaluate responses to this solicitation to determine qualifications. Submissions must adhere to the format and content described. Only proposals that adhere to the requirements will be considered.

The information set forth is the minimum required to qualify for consideration. The successful Proposer will be required to enter into a Professional Services Agreement based on the specifications outlined in this RFP.

DATE OF SOLICITATION
September 18, 2025

PROJECT
Grant Research, Writing, and Management Services

PROPOSAL OWNER
City of Santa Fe Springs – City Manager’s Office
11710 Telegraph Road
Santa Fe Springs, CA 90670
Attn: Wayne B. Bergeron, Grants Coordinator
Contact Phone: (562) 868 - 0511
Contact E-Mail: [email protected]

PROPOSAL CONTACT
City of Santa Fe Springs – Department of Finance
11710 Telegraph Road
Santa Fe Springs, CA 90670
Attn: Micah Herd, Procurement Manager
Contact Phone: (562) 868 - 0511
Contact E-Mail: [email protected]
Any questions about this RFP should be submitted via the City's PlanetBids Portal by Tuesday, October 7, 2025, at 2 PM Pacific.

Proposals must be submitted by Thursday, October 23, 2025, at 2 PM Pacific.

Prospective proposers must register their business with PlanetBids before being able to submit questions and/or proposals. To access the City's PlanetBids Portal, please go to:
https://vendors.planetbids.com/portal/65093/bo/bo-detail/133591 4 CONTENTS
I. Notice Inviting Proposals..........................................................................................................5 II. About the City of Santa Fe Springs........................................................................................6 III. Timeline .........................................................................................................................................6 IV. Scope of Work/Services............................................................................................................6 V. Proposal Submittal .....................................................................................................................8 VI. Proposal Content and Format .................................................................................................8 VII. Evaluation Criteria ....................................................................................................................11 VIII. Proposal Protests .....................................................................................................................11 IX. Execution of Agreement..........................................................................................................13 X. Insurance Requirements.........................................................................................................13 XI. Business License Requirements..........................................................................................16 XII. Use of Federal Funds...............................................................................................................16 XIII. Non-Commitment of City ........................................................................................................17 XIV. Labor Requirements.................................................................................................................17 XV. Records .......................................................................................................................................17 XVI. Use of Subcontractors.............................................................................................................17 XVII. Modifications/Changes............................................................................................................17 XVIII. Disclosure of Information .......................................................................................................18 XIX. Ex-Parte Communications......................................................................................................18 XX. General Rights of the City ......................................................................................................18 5 I. Notice Inviting Proposals
The City of Santa Fe Springs (“City”) seeks proposals from qualified and experienced consultants to provide comprehensive grant research, writing, and management services. This initiative is part of the City's broader strategy to proactively pursue external funding opportunities that support critical municipal projects, enhance community services, and advance long-term strategic goals.

As a dynamic and diverse community, the City is committed to improving the quality of life for its residents through sustainable development, public safety enhancements, infrastructure improvements, and expanded recreational and social services. To achieve these objectives, the City recognizes the importance of leveraging federal, state, and private grant funding to supplement local resources and accelerate project implementation.

This RFP outlines the required scope of services and invites submissions from consultants or firms with demonstrated success in securing and managing grant funding. The ideal consultant will possess:
• A strong understanding of the grant funding landscape across multiple sectors. • Proven experience in identifying competitive funding opportunities. • A track record of developing compelling, compliant, and successful grant applications. • The ability to manage awarded grants in accordance with complex regulatory and reporting requirements.

The selected consultant(s) will work closely with the City’s Grants Coordinator and other City departments to ensure alignment with funding priorities, maintain compliance with grantor requirements, and maximize the City’s return on investment. Services will be provided as needed, with an initial contract term of three (3) years and the potential for renewal based on performance and funding availability.

Through this partnership, the City aims to build a robust and sustainable grant program that supports innovation, equity, and measurable community impacts.

Prospective respondents should carefully read information related to this opportunity before submitting a proposal.

To view the complete RFP package, please visit:
https://vendors.planetbids.com/portal/65093/bo/bo-detail/133591 Prospective Proposers must register with PlanetBids before being able to view all documentation or submit a response.

Questions must be submitted by Tuesday, October 7, 2025, at 2 PM Pacific. *****QUESTIONS MUST BE SUBMITTED VIA PLANETBIDS*****
Proposals must be submitted via PlanetBids by Thursday, October 23, 2025, at 2 PM Pacific. Responses to this RFP will be evaluated to determine the most qualified Proposer. Responses must adhere to the format and content described in the RFP. 6 The successful proposer will be required to enter into a Professional Services Agreement with the City for the project's duration. Final terms, including compensation and length of the agreement, are subject to City Council approval.

II. About the City of Santa Fe Springs
Santa Fe Springs is located in the southeast of the County of Los Angeles. Though incorporated in May 1957, the City's history dates to 1871 when Dr. James E. Fulton came to the area and discovered a sulfur spring that was later developed into a health spa. Today, the City has approximately 18,800 residents and over 3,000 businesses.

The City provides a full range of municipal services, including police and fire, street maintenance, water utilities, recreational services, public library, and cultural events.

Additionally, the City is responsible for two (2) other legally separate entities, which include the Successor Agency to the Redevelopment Agency and the Housing Successor Agency to the Housing Authority.

The City has a vision statement that affirms: "The City of Santa Fe Springs is a great place to live, work and play," with the following mission statement: "The City of Santa Fe Springs is committed to enhancing the quality of life of its residents and businesses by providing: a safe environment, a thriving business community, quality family, youth, and senior services, and sound financial management of the community's resources." The guiding values are as follows:
• Personal integrity, honesty, and ethics
• Public service
• Compassion
• Responsibility, accessibility, and accountability
• Dedication
III. Timeline
• Release RFP Thursday, September 18, 2025
• Online Q&A Deadline Tuesday, October 7, 2025, at 2 PM Pacific • Deadline to Submit Proposals Thursday, October 23, 2025, at 2 PM Pacific • City Review of Submissions Late October/Early November 2025 • Interviews TBD (If Necessary)
• Notifications Sent to Proposers TBD
• Award of Contract TBD
IV. Scope of Work/Services
The following outlines the scope of services to be provided:

A. Grant Funding Needs Assessment and Strategy

1. Collaborate with the City’s Grants Coordinator and relevant staff to identify funding needs and priorities
7 2. Develop a comprehensive strategy for identifying and securing grant funding

3. Conduct monthly meetings with the Grants Coordinator to review funding needs and potential opportunities
B. Grant Funding Research

1. Conduct ongoing research to identify suitable grant opportunities from federal, state, regional, and private sources aligned with the City’s priorities, including but not limited to:
• Public Safety
• Infrastructure Development and Maintenance
• Parks and Recreation
• Community Services
• Community and Economic Development

2. Provide detailed information on identified opportunities, including program name, funding agency, available funding, deadlines, funding type, match requirements, and cost share

3. Recommend grant opportunities for which the City should apply C. Grant Writing

1. Prepare and submit grant applications as approved by the City’s Grants Coordinator

2. Develop strategic work plans for each application, outlining key dates, responsibilities, tasks, and deliverables

3. Draft all necessary components of grant proposals, including letters of intent, abstracts, and applications

4. Ensure proposals meet all submission requirements and evaluation criteria

5. Collaborate with City staff to refine applications for clarity, consistency, and compliance

6. Organize and present data, statistics, and narratives in appropriate formats, including tables and graphics, for City use
D. Grant Management and Administration
Upon award, and if requested by the City:

1. Develop a reporting schedule with milestones, deliverables, and responsibilities

2. Ensure timely and accurate submission of all required reports and documentation

3. Provide guidance on compliance with environmental, procurement, and other regulatory requirements

4. Advise on eligible costs and strategies to maximize grant utilization 8 5. Conduct monthly reviews with the Grants Coordinator and communicate with funding agencies as needed

6. Maintain an “audit-ready” file with all relevant documentation, including compliance records, financial reports, and reimbursement requests E. Ongoing Communication & Deliverables

1. Maintain regular communication with the Grants Coordinator regarding ongoing work and upcoming opportunities

2. Submit monthly activity reports detailing time spent and tasks completed

3. Deliverables will vary based on the services requested and may include, but are not limited to:
• Legislative and funding updates
• Grant opportunity reports
• Financial and progress reports
• Completed grant applications and supporting documents • Meeting participation and presentations to City staff and City Council V. Proposal Submittal
Please see Section VI – Proposal Content and Format for specific details regarding the information that needs to be included in your submission. Failure to provide all requested information may be considered “non-responsive” and rejected.

Responses to this RFP must be submitted electronically via the City’s PlanetBids Portal by the deadline. Any responses transmitted and/or time-stamped after the deadline will not be accepted. Proposers planning to submit responses to this request are highly encouraged to submit all documentation before the deadline to avoid technical difficulties/errors.

VI. Proposal Content and Format
Proposal Content
Proposers shall prepare a compelling, clear, and concise proposal. The City is requesting proposals which contain, at a minimum, the following information:

A. Letter of Interest - Please include a letter expressing your interest in being considered for the project. Include a statement regarding the Proposer's availability to dedicate time, personnel, and resources to this effort. Indicate the address and telephone number of the Proposer's office nearest Santa Fe Springs, and the office from which the project will be managed. The letter of interest must include a commitment to the availability of the Proposer and all key project staff during the planning period and a proposed schedule designed to meet the City's needs. If applicable, include the proposed working relationship with any subcontractors. An individual authorized to bind the Contractor must sign the letter. 9 B. Project Understanding and Summary - Please include a statement demonstrating your understanding of the City, the work to be done, and the objectives to be accomplished. Describe your general approach to completing the project successfully and the methodologies and technologies you would employ.

Describe what information you would expect the City to supply.

C. Proposed Statement of Work - Please provide a proposed Statement of Work that will be used to fulfill each requirement listed in the Scope of Work of this RFP.

Include key deliverables, milestones, and tasks. Explain what the respective roles of City staff and Proposer staff would be to complete the tasks specified in the Scope of Work. Discuss any ideas for modifying, clarifying, or improving the City's proposed scope of work.

D. Detailed Project Schedule: Provide a realistic and detailed project schedule identifying all tasks and deliverables to be performed, durations for each task, and overall time of completion.

E. Relevant Experience & Key Personnel - Please include information describing your experience providing similar services for public agencies. Provide a minimum of three (3) specific examples of relevant experience. At a minimum, the Proposer should provide a list of the most recent projects (i.e., completed within the last five (5) years is preferred, but samples outside of this timeframe will be accepted if relevant) for which the Proposer has performed similar services of similar size, scope, and complexity. Identify key personnel who would be assigned to provide the services described in the Proposal, and the functions to be performed by each.

Resumes may also be included in this section.

Using Attachment A – References, please provide details regarding each reference. This should include the name, contact person, address, phone number, and e-mail address of each party for whom the service was provided, as well as a description of the service performed, the dollar amount of the contract, and the date of performance. The City may contact the individual listed at its discretion.

F. Conflict of Interest Statement – The Proposer shall disclose any financial, business, or other relationship with the City that may impact the selection process.

If the Proposer has no such conflicts, a statement declaring such should be included in their submission.

G. Cost Proposal – Cost proposal should include the following:

Total All-Inclusive Not-To-Exceed Maximum Price: The cost proposal should contain all pricing information relative to performing the scope of work as described in this request and identified in the Line-Item list (See “Line-Item” tab in PlanetBids).
10 The total all-inclusive maximum not-to-exceed price should contain all direct and indirect costs, including all out-of-pocket expenses. Provide a budget for each significant milestone for the entire scope of services. The proposed budget should include all meetings, conference calls, site visits, and deliverables. It should also include a list of anticipated reimbursable expenses with rates charged for each.

Component Costs: Include separate schedules of all fees and expenses for each of the work tasks and deliverables described in this RFP. These schedules should include hourly rates, the number of hours anticipated for each staff level, and outof-pocket expenses such as travel and transportation, meals, communications, and duplication costs. The total of these separate schedules should be directly related to the total all-inclusive maximum price.

Rates for Additional Services: If it should become necessary for the City to request the successful Proposer to render additional services to either supplement services requested in this RFP or to perform any additional work as a result of the specific recommendations included in any report issued, resulting from this engagement, then such additional work shall be performed only if outlined in an addendum to the contract between the City and the Proposer. Unless otherwise noted in the proposal, any such additional work would be performed at the same rates submitted in the dollar cost bid.

Proposal Format
To facilitate the evaluation process, all responses must adhere to the following format requirements. The City strongly encourages respondents to thoroughly review their proposals prior to submission to ensure they adhere to the requirements. If the proposal is not formatted or does not include all the listed items/sections, it may be deemed nonresponsive.

Responses shall not exceed thirty (30) pages when printed on 8-½ -inch by 11-inch paper.

The thirty (30) page requirement does not include a cover letter/letter of transmittal, or any items included as additional attachments. Proposals should also include the following:

A. Title Page showing the request for proposals subject; the Proposer's name; the name, address, e-mail, and telephone number of the contact person; and the date of the proposal.

B. Table of Contents identifying the items/section listed in the “Proposal Content” section of this RFP.

C. Detailed proposal following the order set forth in the "Proposal Content" of this RFP.
11 VII. Evaluation Criteria
The City will establish an evaluation committee to review and rate each proposal. The proposal evaluation process will be conducted using a multi-step method, which will include the following steps:

A. Preliminary Proposal Review - The evaluation committee will review each submission to ensure adherence to the minimum/proposal format requirements.

B. Proposal Evaluation - In the second part of this process, the evaluation committee will review, and rate proposals based on the following:

1. Experience of Proposer and Project Personnel (40 points) • Experience, resources, and qualifications of the Proposer and assigned individuals to perform tasks identified in the scope of work. • Good reference checks from primary and/or secondary sources.

2. Proposed Approach & Work Plan (30 points)
• Proposer has a clearly defined approach, strategy, and execution plan. • The timeline meets the City’s requirements.
• Proposal clearly defines what is required from the City.

3. Proposed fees for items/services (20 points)
• Proposed fees are reasonable.

4. Responsiveness to RFP (10 points)
• Compliance with the required format.
• Offered new/innovative services, suggestions.

Interviews
If necessary, the City may require top-rated proposers to participate in an interview. The City will e-mail proposers selected for the interview to schedule a date and time.

VIII. Proposal Protests
Proposal Protest Procedures (Before Proposal Opening)
A protest filed before the proposal opening must be filed in writing no later than ten (10) working days before opening. The most common types of protest that might be filed before a proposal opening include those based upon restrictive specifications or alleged improprieties in any solicitation that is apparent before the scheduled proposal opening.

When a protest is filed before a scheduled proposal opening, certain steps must be followed:
12 A. The protest must be submitted in writing within the specified time frame (no later than ten (10) working days prior to a proposal opening). All protests must be filed with the City’s Director of Finance for determination. Protest must be submitted to the Director of Finance by mail or e-mail within the specified time frame. Protests can be sent to:

Mail:

Julio Morales
City of Santa Fe Springs
Attn: Finance Department
11710 Telegraph Road
Santa Fe Springs, CA 90670
Or
E-mail:
[email protected]
B. The protest must contain factual and legal reason(s) and should recommend a proposed remedy. Nevertheless, it should be noted that the City reserves the right not to implement the proposed remedy but to offer alternative solutions where applicable.

C. Where appropriate, the City will hold an informal conference on the merits of a protest with all interested parties allowed to attend. Interested parties may include all proposers, subcontractors, or suppliers, provided they have a substantial economic interest in a portion of the RFP.

D. All potential proposers will be advised of a pending protest.

E. The City shall not open proposals prior to the resolution of the protest unless it is determined that:
• The items to be procured are urgently required;
• Delivery or performance will be unduly delayed by failure to make the award promptly; or
• Failure to make a prompt award will otherwise cause undue harm to the City.

The City will respond in writing within ten (10) business days after receipt of a properly filed protest. The Director of Finance will respond and include a response to each substantive issue raised in the protest.

After the exhaustion of administrative remedies, the protesting party will be given the City’s final decision. The Director of Finance has the authority to decide on all protests. 13 Proposal Protest Procedures (After Proposal Opening/Post Award) A protest filed after a proposal opening must be filed within three (3) working days after the award. The City will grant the protesting party a fair review and shall have up to ten (10) business days to review the protest and render its decision.

IX. Execution of Agreement
The resulting agreement (see attached sample Attachment B) shall be signed by the successful Proposer and returned within the required insurance within ten (10) business days after the City has provided written notice that the Consultant has been awarded.

Failure to execute the agreement and file acceptable insurance documents as provided herein shall cause, at the City's option, for annulment of the award. Please review the insurance requirements and indemnification clause in the attached sample agreement.

Should the successful Proposer decline to execute the agreement, the City can either reject all proposals, accept one of the other proposals, or issue a new solicitation.

X. Insurance Requirements
Any Consultant conducting services for the City of Santa Fe Springs must obtain and maintain insurance at their own expense. Insurance must be held until completion of services and formal acceptance by the City. The following insurance placed with an insurer admitted to write insurance in California or a non-admitted insurer on California’s List of Eligible Surplus Lines Insurers (LESL):

If requested, the "City of Santa Fe Springs, its officials, employees, and agents" must be separately endorsed to the policy as additional insureds on an endorsement equivalent to the Insurance Services Office, Inc. Form CG 20 10 11 85 of CG 20 26 1185.

B. Business Automobile Liability
For owned vehicles, hired, and non-owned vehicles, Insurance Services Office Form CA 00 01 covering, Code 1 (any auto), or if Consultant has not owned autos, Code 8 (hired) and 9 (non-owned) with limit no less than $1,000,000 per accident for bodily injury and property damage.
14 If an automobile is not necessary to perform services, the Consultant must submit a written request for a waiver of this requirement.

C. Professional Liability or Errors and Omissions
Depending on the work or services to be performed, professional liability or errors and omissions liability insurance may be required. The City will require the Consultant to provide professional liability or errors and omissions liability insurance in an amount not less than $2,000,000 per occurrence or claim. Architects' and engineers' coverage shall be endorsed to include contractual liability.

D. Workers' Compensation and Employer's Liability
Workers' Compensation as required by the California Labor Code and Employer's Liability in an amount not less than $1,000,000 per accident for bodily injury or disease.

E. Cyber Liability Insurance (if applicable)
With limits not less than $2,000,000 per occurrence or claim, $2,000,000 aggregate.

F. Technology Professional Liability Errors & Omissions (if applicable) Coverage must be appropriate to Consultant's profession and work hereunder, with limits not less than $2,000,000 per occurrence. Coverage shall be sufficiently broad to respond to the duties and obligations undertaken by Consultant 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, damage to or destruction of electronic information, release of private information, and alteration of electronic information. The policy shall provide coverage for breach response costs, regulatory fines and penalties as well as credit monitoring expenses.

The policy shall include, or be endorsed to include, property damage liability coverage for damage to, alteration of, loss of, or destruction of electronic data and/or information “property” of the City in the care, custody, or control of Consultant. If not covered under 15 Consultant’s liability policy, such “property” coverage of City may be endorsed onto Consultant’s Cyber Liability Policy as covered property.

Required insurance documentation
A. Certificate of Insurance
The Certificate Holder must be listed as follows:

City of Santa Fe Springs
11710 Telegraph Road
Santa Fe Springs, CA 90670
Attn: Risk Management
B. Endorsements (if requested)
In addition to the Certificate of Insurance, the Consultant must provide the following endorsements:

1. Additional insured endorsements to the general liability and auto liability insurance policies. The "City of Santa Fe Springs, its officials, employees, and agents" must be endorsed to the Consultant's general liability policy as well as the auto liability policy as additional insureds on an endorsement equivalent to ISO forms CG 20 10 11 85 or CG 20 26 11 85.

3. Primary, non-contributory coverage endorsements. The general liability and professional liability (if required) policies must be endorsed to provide that each policy shall apply on a primary, non-contributing basis with any insurance or self-insurance, primary or excess, maintained by or available to the City or its officials, employees and agents.

C. Waiver and Modifications of the Insurance Requirements The City has the authority to modify these insurance requirements at any time at its discretion.

In general, any contract deemed sole source, professional/professional services, involve the disclosure of proprietary information, and/or a public works project, may require revisions to the City's standard insurance requirements. Any revisions to the insurance requirements will be identified within the associated service contract terms and conditions.
16 Consultants may request a waiver or modification of these insurance requirements.

Waiver or modification requests must be submitted in writing. The request should state the specific insurance requirement that is being considered for waiver or modification and provide a brief explanation for the request. Requests will be reviewed on a case-by-case basis, and the decision will ultimately depend on the scope of services. The final decision to approve or deny a request will be at the City's legal authority or an authorized designee's discretion.

XI. Business License Requirements
Consultants that conduct business within city limits may be required to obtain City of Santa Fe Springs business license if selected. The business license must be acquired before commencing any work. Additional information regarding the City's Business License program may be obtained by visiting the City's website at:
https://www.santafesprings.org/business/opening_a_business/new_application.php Or by calling the City of Santa Fe Springs Business Support Center at (562) 264 - 5219.

XII. Use of Federal Funds
The City may elect to use funding from Federal sources for a portion of or all expenses related to this project. The United States Federal Government requires purchases of items and services to meet specific standards when using Federal funds, including grants, cooperative agreements, contracts, and Federal funds "passed-through" to the City from a non-Federal entity (i.e., sub-recipient agreements). These requirements are codified under the Code of Federal Regulation's (CFR) Title 2, Subtitle A, Chapter II, Part 200 (also referred to as "2 CFR 200" or "Uniform Guidance") and the Federal Acquisition Regulations (FAR), as applicable.

The following standards apply to all purchases of items and services using Federal funds:
• Transactions shall be conducted lawfully and ethically. • Unnecessary/duplicative purchases are not permitted.
• Utilizing a vendor or supplier on the U.S. Federal Government's Debarred and Suspended List (available at SAM.gov) is prohibited.
• All individuals involved in the expenditure of federal monies must avoid any actual or apparent conflict of interest.
• Procurement transactions must be conducted in a manner providing full and open competition.
• Opportunities should be provided to minority businesses, women's business enterprises, and labor surplus area firms when possible. • Contracts and purchase orders should include the contract provisions required by 2 CFR 200 Appendix A.
• Purchases of goods and services must include documentation detailing the procurement history.
17 XIII. Non-Commitment of City
While the City intends to select a Consultant through this process, this intention is subject to change at any time during the process. The City does not commit to awarding an agreement, paying any costs incurred in preparing the proposal for this request, and/or procuring or contracting any items or services.

XIV. Labor Requirements
A. Background: All personnel engaged in the performance of this work shall be employees of the Consultant and, as such, shall be warranted to possess sufficient experience and reliability to perform this work.

B. Health: All personnel engaged in the performance of this work shall be in good health and free of contagious diseases. The Consultant shall not allow any person(s) under the influence of alcohol or drugs on the premises or in the building.

Neither shall the Consultant allow the use of or presence of alcohol or drugs on the premises or in the building.

C. Non-Discrimination: The Consultant shall not engage in discrimination in the employment of persons because of race, color, national origin, ancestry, mental/physical disabilities, sex, or religion of such persons.

D. Conduct: No person(s) shall be employed for this work that is found to be incompetent, disorderly, and troublesome, under the influence of alcohol and drugs, which fails or otherwise refuses to perform the work properly and acceptably or is otherwise objectionable. Any person found to be objectionable shall be discharged immediately and not re-employed for this work.

E. Age: The Consultant will only hire individuals who are of legal age to work.

XV. Records
The Consultant agrees to permit the City Manager or designee access to records, reports, files, and other papers or property of the Consultant to audit any performance aspect under this agreement.

XVI. Use of Subcontractors
The Consultant shall be responsible for all work performed under the final agreement and shall keep all work under their control. No portion of the work may be subcontracted without the prior written consent of the City. All subcontractors used on this work shall be 18 and be under the direct supervision of the Consultant and shall be considered as their employees. Any approved subcontractors must provide insurance indemnifying the City with limits at or exceeding the limits of the primary's insurance.

XVII. Modifications/Changes
Changes in the areas serviced and/or specifications may be necessary during the agreement term. Changes in the agreement requirements and corresponding changes in 18 compensation may be implemented upon mutual understanding between the City and the Consultant. These changes will be processed by the City Manager.

XVIII. Disclosure of Information
A. The Consultant agrees that it will not, during or after the term of the agreement, disclose any proprietary information or confidential business information of the City, including but not limited to its costs, charges, operating procedures, or methods of doing business to any person, Consultant, corporation, association, or other entity or the general public for any reason or purpose whatsoever, without the prior written consent of the City. Such confidential or proprietary information received by the Consultant shall be used exclusively in connection with the performance of services.

B. The Consultant shall not issue or release for publication any articles, advertising, or publicity matters relating to the services performed by the Consultant hereunder or mentioning or implying the name of the City or its respective personnel without the prior written consent of the City.

XIX. Ex-Parte Communications
Consultants and their representatives should not engage in unauthorized communications with elected officials, officers, employees, or agents of the City about this RFP. This requirement also includes any evaluation panel member, except for designated RFP facilitators. This requirement remains in effect until after award notifications have been made.

This restriction does not prohibit consultants and their representatives from making oral statements or presentations to City representatives during a scheduled public meeting.

XX. General Rights of the City
At its discretion, the City reserves the right to:

A. Reject any and/or all proposals for no reason or any reason including, but not limited to, the following:

1. The proposal is incomplete, non-responsive, obscure, irregular, or lacking necessary detail and specificity.

2. The Proposer, in the sole judgment of the City, lacks the qualifications, experience, and/or responsibility necessary to provide the services.

3. The Proposer failed or neglected to complete and submit any information within the time specified by the City and as may be otherwise required herein.

B. Reject any proposal that, in the opinion of the City, is so unbalanced in comparison to other proposals received and/or to the City’s internal estimates that it does not accurately reflect the cost to perform;
C. Accept all or any part of a proposal;
19 D. Make multiple awards;
E. Cancel the entire RFP;
F. Issue subsequent RFPs; or
G. Waive any errors or informalities in any proposal to the extent law permits

PLEASE REVIEW
Attachment A – References
Attachment B – Sample PSA
ITEM # 17

CITY OF SANTA FE SPRINGS

CITY COUNCIL AGENDA STAFF REPORT
TO: Honorable Mayor and City Council Members
FROM: René Bobadilla, P.E., City Manager
BY: Arlene Salazar, Director of Police Services
SUBJECT: APPROVE PROFESSIONAL SERVICES AGREEMENT BETWEEN THE

CITY OF SANTA FE SPRINGS AND DAPEER ROSENBLIT & LITVAK,

LLP, TO PROVIDE LEGAL SERVICES RELATED TO ENFORCEMENT

OF THE SANTA FE SPRINGS MUNICIPAL CODE, INCLUDING

CONSULTATION, PROSECUTION AND LITIGATION IN CRIMINAL,

CIVIL AND ADMINISTRATIVE MATTERS
DATE: October 7, 2025
RECOMMENDATION(S):

It is recommended that the City Council:
1) Approve Professional Services Agreement between the City of Santa Fe Springs and Dapeer Rosenblit & Litvak, LLP to provide Legal Services related to enforcement of the Santa Fe Springs Municipal Code in an amount not-to-exceed $300,000 for a period of three (3) years; and
2) Take such additional, related, action that may be desirable.

FISCAL IMPACT
All work performed under the Agreement are to be billed by hourly rate and cost-recovery of actual expenses incurred by the firm. The total financial impact of the Professional Services Agreement will be determined by work assigned to the firm by the City. The Agreement shall not exceed $300,000 over a three (3) year term. During the FY 25/26 budget process, Police Services allocated $100,000 for Code Enforcement Contractual Services related expenses, including legal services fees. At this time, no additional funding is being requested. Should staff find that additional funding is necessary, an appropriation may be requested during the mid-year budget review process and additional funds appropriated during the fiscal year budget process for years two (2) and three (3).

CITY COUNCIL AGENDA REPORT – MEETING OF OCTOBER 7, 2025

AGREEMENT BETWEEN THE CITY AND DAPEER ROSENBLIT & LITVAK, LLP, TO

PROVIDE LEGAL SERVICES RELATED TO ENFORCEMENT OF THE MUNICIPAL

CODE, INCLUDING CONSULTATION, PROSECUTION AND LITIGATION IN

CRIMINAL, CIVIL AND ADMINISTRATIVE MATTERS

Page 2 of 4 ends

BACKGROUND
The Department of Police Services Code Enforcement Division aims to protect public health and safety, maintain property values, and enhance the quality of life for the community by ensuring compliance with the City’s Municipal Code. Staff are currently investigating and addressing several complex Code Enforcement related matters through a variety of strategies such as education, outreach, interdepartmental collaboration and enforcement actions. As cases continue to become increasingly complex, staff has identified the need for additional Legal/City Prosecutor services to assist with ongoing Code Enforcement case matters and services, including but not limited to the need to prepare and obtain inspection and abatement warrants, initiate and prosecute criminal and civil enforcement actions, Health and Safety Receiverships and administrative nuisance abatement. The City has an existing Professional Services Agreement with Olivarez Madruga Law Organization, LLP (OMLO), which enables Police Services to utilize the firm to assist staff with Code Enforcement related matters. Staff regularly work with OMLO as needed on a variety of matters including Fire and Building and Safety violations. Staff has determined that Dapeer Rosenblit, & Litvak, LLP (DRL) possesses the experience, skills and training necessary to provide the additional services requested by the Department and City.

ANALYSIS
It has become apparent that additional needs have arisen from cases involving Code Enforcement, Fire and Building and Safety. The proposed Professional Services Agreement will improve the City’s ability to address complex Municipal Code violations and quality-of-life issues in an effective manner to ensure public safety, health and welfare. The Department of Police Services aims to gain voluntary compliance for Code Enforcement actions without the need for formal legal enforcement action; however, in some instances, the need for civil and legal enforcement proceedings is necessary to abate violations and gain compliance. Dapeer Rosenblit & Litvak, LLP represents municipalities to reduce blight, increase public safety and address a variety of public nuisances for the past 40 years. DRL Attorneys are highly experienced and regarded as experts in the field of “Code Enforcement” who utilize creative tools to achieve success for their clients.

Key provisions of the proposed agreement include the following:

1. Term
a. The Agreement will be effective October 8, 2025, for a period of three (3) years.
b. The term may be extended for two (2) two-year periods at the option of the City.

CITY COUNCIL AGENDA REPORT – MEETING OF OCTOBER 7, 2025

AGREEMENT BETWEEN THE CITY AND DAPEER ROSENBLIT & LITVAK, LLP, TO

PROVIDE LEGAL SERVICES RELATED TO ENFORCEMENT OF THE MUNICIPAL

CODE, INCLUDING CONSULTATION, PROSECUTION AND LITIGATION IN

CRIMINAL, CIVIL AND ADMINISTRATIVE MATTERS

Page 3 of 4 ends

2. Termination
a. The City may terminate the agreement at any time.
b. The firm may terminate the agreement with sixty (60) days’ notice to the City.

3. Rate
a. Services will be billed at a rate of $245 per hour for Attorneys services and $195 per hour for Paralegals services.
b. Complex Code Enforcement Services will include a surcharge of $45 for Attorneys and Paralegals, with City Manager Approval.
c. Beginning of January 1, 2027, and annually thereafter, rates will be subject to a cost-of-living adjustment equal to three percent (3%) or an amount equal to the increase in the Consumer Price Index (CPI) for the pervious calendar year (January 1 through December 31) for all Urban Consumers in the Los Angeles-Anaheim-Riverside areas, whichever is less.

4. Scope of Services
a. Firm will provide legal services related to enforcement of the City of Santa Fe Springs Municipal Code, including consultation and litigation in criminal, civil and administrative matters.

ENVIRONMENTAL
N/A

DISCUSSION
The Agreement will improve the City’s ability to protect public health and safety, maintain property values, and enhance the quality of life for the community by ensuring compliance with the City’s Municipal Code. As designated City staff continue to handle existing and new complex situations, creating innovative legal avenues to address these violations is essential in achieving our goal in maintaining a safe community for all.

SUMMARY/NEXT STEPS
Staff recommends that the City Council authorize the City Manager to enter into a Professional Services Agreement with Dapeer Rosenblit & Litvak, LLP for Code Enforcement, City Prosecutor and Litigation Services.

CITY COUNCIL AGENDA REPORT – MEETING OF OCTOBER 7, 2025

AGREEMENT BETWEEN THE CITY AND DAPEER ROSENBLIT & LITVAK, LLP, TO

PROVIDE LEGAL SERVICES RELATED TO ENFORCEMENT OF THE MUNICIPAL

CODE, INCLUDING CONSULTATION, PROSECUTION AND LITIGATION IN

CRIMINAL, CIVIL AND ADMINISTRATIVE MATTERS

Page 4 of 4 ends

ATTACHMENT(S):

A. Professional Services Agreement 2025-Legal Services
ITEM STATUS:

APPROVED:

DENIED:

TABLED:

DIRECTION GIVEN:
1 2025

PROFESSIONAL SERVICES AGREEMENT
(Engagement: Legal services)
(Parties: Dapeer, Rosenblit & Litvak, LLP and City of Santa Fe Springs) THIS PROFESSIONAL SERVICES AGREEMENT (hereinafter, “Agreement”) is made and entered into this 7
th day of October 2025 (hereinafter, the “Effective Date”), by and between the CITY OF SANTA FE SPRINGS, a municipal corporation (hereinafter, “CITY”) and DAPEER, ROSENBLIT & LITVAK, LLP (hereinafter, “CONSULTANT”). For the purposes of this Agreement, CITY and CONSULTANT may be referred to collectively by the capitalized term “Parties.” The capitalized term “Party” may refer to CITY or CONSULTANT interchangeably, as appropriate.

RECITALS
WHEREAS, CITY requires legal services related to enforcement of its municipal code, including consultation and litigation in criminal, civil and administrative matters; and WHEREAS, CITY staff has determined that CONSULTANT possesses the experience, skills and training necessary to competently provide such services to CITY; and
WHEREAS, on July 1, 2025, Consultant presented City with the “Firm Profile and Proposal” (hereinafter, the “CONSULTANT PROPOSAL”) which is attached hereto as Exhibit “A”.

WHEREAS, the execution of this Agreement was approved by the Santa Fe Springs City Council at its Regular Meeting of October 7, 2025, under Agenda Item No. ____.

NOW, THEREFORE, for and in consideration of the mutual covenants and conditions herein contained, CITY and CONSULTANT agree as follows:

ENGAGEMENT TERMS

1.1 TERM: This Agreement shall have a term of three (3) years (hereinafter, the “Term”), commencing from the Effective Date. Nothing in this Section shall operate to prohibit or otherwise restrict the CITY’s ability to terminate this Agreement at any time for convenience or for cause as provided under Article V (Termination), below. The Term may be extended for two (2) two-year periods at the option of the CITY, provided that CITY provides CONSULTANT with written notice of CITY’s intent to exercise CITY’s option to extend the term of the Agreement no less than thirty (30) days prior to the expiration of the Term or any prior extension term. In the event CITY exercises its option to extend this Agreement, all terms, conditions, and provisions of this Agreement shall remain in effect and govern the duties, responsibilities, and liabilities of the parties hereto.

Docusign Envelope ID: 549E3714-FF75-40BB-9F4E-4AFDB0F96C8C 2 1.2 SCOPE OF SERVICES:

A. Subject to the terms and conditions of this Agreement, CONSULTANT agrees to provide the services and tasks described in the Scope of Services (hereinafter, the “Scope of Services”), which is attached hereto and incorporated by reference as Exhibit “B”. CONSULTANT further agrees to furnish all labor, materials, supplies, services, tasks, and incidental and customary work necessary to competently perform and timely complete the services and tasks set forth in the Scope of Services. For the purposes of this Agreement the aforementioned services and tasks set forth in the Scope of Services shall hereinafter be referred to generally by the capitalized term “Services.”

1.3 PROSECUTION OF SERVICES:

A. CONSULTANT shall perform the Services contemplated under this Agreement on an on-call, as-needed basis. Nothing in this Agreement shall be construed to grant CONSULTANT the exclusive right to perform any of the types of services or tasks contemplated under this Agreement nor shall anything in this Agreement be construed to entitle CONSULTANT to the receipt of any sums under this Agreement, except to the extent CITY requests the performance of any Services in the manner described below and such Services is in fact performed and completed by CONSULTANT and accepted by CITY. CITY requests for the performance of specific services or tasks contemplated under this Agreement shall be made in the form of a written assignments issued by the City Representative (each such written request hereinafter referred to as a “Assignment”); B. CONSULTANT shall perform all assigned Services continuously and with due diligence so as to complete all assigned Services. CONSULTANT shall cooperate with CITY and in no manner interfere with the work of CITY, its employees or other consultants, contractors, or agents; C. CONSULTANT shall not claim or be entitled to receive any compensation or damage because of the failure of CONSULTANT, or its subconsultants, to have related services or tasks completed in a timely manner; D. CONSULTANT shall at all times enforce strict discipline and good order among CONSULTANT’s employees; and
E. CONSULTANT, at its sole expense, shall pay all sales, consumer, use or other similar taxes required by law.

1.4 COMPENSATION: CONSULTANT shall perform the Services in accordance with the compensation rate set forth in the “COMPENSATION AND REIMBURSEMENT SCHEDULE” attached to this Agreement as Exhibit “C” (hereinafter, the “Compensation Rate”). The foregoing notwithstanding, CONSULTANT’s total compensation for the performance of all Services Docusign Envelope ID: 549E3714-FF75-40BB-9F4E-4AFDB0F96C8C 3 contemplated under this Agreement, may not exceed the aggregate sum of THREE HUNDRED THOUSAND DOLLARS AND NO CENTS ($300,000.00) (hereinafter, the “Not-to-Exceed Sum”) during the Term of this Agreement, unless such added expenditure is first approved by the City Council, as required under the City’s municipal code. Provided, however, that any services which CONSULTANT is required to complete or perform to meet ethical or legal responsibilities will be paid in accordance with the Compensation Rate.

1.5 PAYMENT OF COMPENSATION: Following the conclusion of each calendar month, CONSULTANT will submit to CITY an itemized invoice indicating the services performed and tasks completed during the recently concluded calendar month, including services and tasks performed and any reimbursable out-ofpocket expenses incurred. If the amount of CONSULTANT’s monthly compensation is a function of hours worked by CONSULTANT’s personnel, the invoice should indicate the number of hours worked in the recently concluded calendar month, the person(s) responsible for performing the Services, the rate of compensation at which such services and tasks were performed, the subtotal for each task and service performed and a grand total for all services performed.

Within thirty (30) calendar days of receipt of each invoice, CITY will notify CONSULTANT in writing of any disputed amounts included in the invoice. Within forty-five (45) calendar days of receipt of each invoice, CITY will pay all undisputed amounts included on the invoice. CITY will not withhold applicable taxes or other authorized deductions from payments made to CONSULTANT.

1.6 ACCOUNTING RECORDS: CONSULTANT will maintain complete and accurate records with respect to all matters covered under this Agreement for a period of three (3) years after the expiration or termination of this Agreement. Records may be maintained electronically. CITY will have the right to access and examine such records, without charge, during normal business hours. CITY will further have the right to audit such records, to make transcripts therefrom and to inspect all program data, documents, proceedings, and activities.

1.7 CESSATION OF SERVICES BY CONSULTANT: In the event CONSULTANT ceases to perform the Services agreed to under this Agreement, regardless of the reason, CONSULTANT will deliver to CITY immediately and without delay, all materials, records, and other work product prepared or obtained by CONSULTANT in the performance of this Agreement. Furthermore, CONSULTANT will only be compensated for the reasonable value of the Services performed up to the time of cessation or abandonment, less a deduction for any damages, costs, or additional expenses which CITY may incur as a result of CONSULTANT’s cessation or abandonment.

II.

PERFORMANCE OF AGREEMENT

2.1 CITY’S REPRESENTATIVE: The CITY hereby designates Arelene Salazar, Director of Police Services (hereinafter, the “City Representative”) to act as its representative for the performance of this Agreement. The City Representative or the City Representative’s designee will act on behalf of the CITY for all purposes Docusign Envelope ID: 549E3714-FF75-40BB-9F4E-4AFDB0F96C8C 4 under this Agreement. CONSULTANT will not accept directions or orders from any person other than the City Representative or the City Representative’s designee.

2.2 CONSULTANT REPRESENTATIVE: CONSULTANT hereby designates William Litvak to act as its representative for the performance of this Agreement (hereinafter, “Consultant Representative”). Consultant Representative will have full authority to represent and act on behalf of the CONSULTANT for all purposes under this Agreement. Consultant Representative or the Consultant Representative’s designee will supervise and direct the performance of the Services, using his/her best skill and attention, and will be responsible for all means, methods, techniques, sequences, and procedures and for the satisfactory coordination of all Services under this Agreement. Notice to the Consultant Representative will constitute notice to CONSULTANT.

2.3 COORDINATION OF SERVICE; CONFORMANCE WITH REQUIREMENTS:

CONSULTANT agrees to work closely with CITY staff in the performance of the Services and this Agreement and will be available to CITY staff and the CITY Representative at all reasonable times. All work prepared by CONSULTANT will be subject to inspection and approval by City Representative or his or her designees.

2.4 STANDARD OF CARE; PERFORMANCE OF EMPLOYEES: CONSULTANT represents, acknowledges, and agrees to the following:

A. CONSULTANT will perform all Services skillfully, consistent with and adhering to its professional standard of care, that is, the degree of care and skill ordinarily exercised by members of the same profession currently practicing at the same time and in the same or similar locality; B. CONSULTANT shall at all times employ such knowledge, materials and tools as will be sufficient in the opinion of the CITY to perform the Services within the time limits established, and as provided herein. It is understood and agreed that said knowledge, materials, and tools shall be furnished and said Services performed and completed as required by the Agreement, and subject to the approval of the CITY’s authorized representative.

C. CONSULTANT will perform all Services in a manner reasonably satisfactory to the CITY;
D. CONSULTANT shall be entitled to exercise its professional judgment in accordance within applicable ethical standards of care. In criminal prosecutions and proceedings, CONSULTANT shall be entitled to exercise prosecutorial discretion in consultation with the City Representative.

E. CONSULTANT will comply with all applicable federal, state, and local laws and regulations, including the conflict-of-interest provisions of Government Code Section 1090 and the Political Reform Act (Government Code §81000 et seq.) CONSULTANT is committed to upholding the highest standards of Docusign Envelope ID: 549E3714-FF75-40BB-9F4E-4AFDB0F96C8C 5 ethics and professionalism and agrees to represent the city in full compliance with the California Rules of Professional Conduct, the State Bar Act, and all applicable laws and ethical obligations, including but not limited to Business & Professions Code Section 6068 et seq.” CONSULTANT shall be liable for all violations of such laws and regulations in connection with CONSULTANT’s performance of the Services. If CONSULTANT performs any work knowing it to be contrary to such laws, rules and regulations, CONSULTANT shall be solely responsible for all costs arising therefrom; F. All of CONSULTANT’s employees and agents possess sufficient skill, knowledge, training, and experience to perform those services and tasks assigned to them by CONSULTANT; and
G. All of CONSULTANT’s employees and agents (including, but not limited to, subcontractors and subconsultants) possess all licenses, permits, certificates, qualifications, and approvals of whatever nature that are legally required to perform the tasks and services contemplated under this Agreement and all such licenses, permits, certificates, qualifications, and approvals will be maintained throughout the term of this Agreement and made available to CITY for copying and inspection.

The Parties acknowledge and agree that CONSULTANT will perform, at CONSULTANT’s own cost and expense and without any reimbursement from CITY, any services necessary to correct any errors or omissions caused by CONSULTANT’s failure to comply with the standard of care set forth under this Section or by any like failure on the part of CONSULTANT’s employees, agents, contractors, subcontractors and subconsultants. Such effort by CONSULTANT to correct any errors or omissions will be commenced immediately upon their discovery by either Party and, notwithstanding Section 5.2(B), will commence to cure any such error or omission, within a reasonable time as noted in Section 2.4 E and incorporated by reference herein.

2.5 ASSIGNMENT: The skills, training, knowledge, and experience of CONSULTANT are material to CITY’s willingness to enter into this Agreement. Accordingly, CITY has an interest in the qualifications and capabilities of the person(s) who will perform the services and tasks to be undertaken by CONSULTANT or on behalf of CONSULTANT in the performance of this Agreement. In recognition of this interest, CONSULTANT agrees that it will not assign or transfer, either directly or indirectly or by operation of law, this Agreement, or the performance of any of CONSULTANT’s duties or obligations under this Agreement, without the prior written consent of the CITY. In the absence of CITY’s prior written consent, any attempted assignment or transfer will be ineffective, null and void and will constitute a material breach of this Agreement.

2.6 Reserved.

2.7 CONTROL AND PAYMENT OF SUBORDINATES; INDEPENDENT
CONTRACTOR: The Services will be performed by CONSULTANT or under Docusign Envelope ID: 549E3714-FF75-40BB-9F4E-4AFDB0F96C8C 6 CONSULTANT’s strict supervision. CONSULTANT will determine the means, methods, and details of performing the Services subject to the requirements of this Agreement. CITY retains CONSULTANT on an independent contractor basis and not as an employee. CONSULTANT reserves the right to perform similar or different services for other principals during the term of this Agreement, provided such work does not unduly interfere with CONSULTANT’s competent and timely performance of the Services contemplated under this Agreement and provided the performance of such services does not result in the unauthorized disclosure of CITY’s confidential or proprietary information. Any additional personnel performing the Services under this Agreement on behalf of CONSULTANT are not employees of CITY and will at all times be under CONSULTANT’s exclusive direction and control. CONSULTANT will pay all wages, salaries and other amounts due such personnel and will assume responsibility for all benefits, payroll taxes, Social Security and Medicare payments and the like. CONSULTANT will be responsible for all reports and obligations respecting such additional personnel, including, but not limited to: Social Security taxes, income tax withholding, unemployment insurance, disability insurance, workers’ compensation insurance and the like. Notwithstanding any other CITY, state, or federal policy, rule, regulation, law, or ordinance to the contrary, CONSULTANT and any of its employees, agents, and subcontractors performing the Services under this Agreement shall not qualify for or become entitled to, and hereby agree to waive any and all claims to, any compensation, benefit, or any incident of employment by CITY, including but not limited to eligibility to enroll in the California Public Employees Retirement System (PERS) as an employee of CITY and entitlement to any contribution to be paid by CITY for employer contributions and/or employee contributions for PERS benefits.

2.8 REMOVAL OF EMPLOYEES OR AGENTS: If any of CONSULTANT’s officers, employees, agents, contractors, subcontractors or subconsultants is determined by the City Representative to be uncooperative, incompetent, a threat to the adequate or timely performance of the tasks assigned to CONSULTANT, a threat to persons or property, or if any of CONSULTANT’s officers, employees, agents, contractors, subcontractors or subconsultants fail or refuse to perform the Services in a manner acceptable to the CITY, such officer, employee, agent, contractor, subcontractor or subconsultant will be promptly removed by CONSULTANT and will not be reassigned to perform any of the Services.

2.9 COMPLIANCE WITH LAWS: CONSULTANT will keep itself informed of and in compliance with all applicable federal, state, and local laws to the extent such laws control or otherwise govern the performance of the Services, including but not limited to the California Professional Rules of Conduct, the State Bar Act, and Business & Professions Code Section 6068 et seq.

2.10 NON-DISCRIMINATION: CONSULTANT represents that it is an equal opportunity employer, and it shall not discriminate against any subconsultant, employee or applicant for employment because of race, religion, color, national origin, handicap, ancestry, sex, or age. Such non-discrimination shall include, but not be limited to, all activities related to initial employment, upgrading, demotion, transfer, recruitment or recruitment advertising, layoff, or termination.

Docusign Envelope ID: 549E3714-FF75-40BB-9F4E-4AFDB0F96C8C 7 2.11 INDEPENDENT CONTRACTOR STATUS: The Parties acknowledge, understand, and agree that CONSULTANT and all persons retained or employed by CONSULTANT are, and will at all times remain, wholly independent contractors and are not officials, officers, employees, departments, or subdivisions of CITY.

CONSULTANT will be solely responsible for the negligent acts and/or omissions of its employees, agents, contractors, subcontractors and subconsultants.

CONSULTANT and all persons retained or employed by CONSULTANT will have no authority, express or implied, to bind CITY in any manner, nor to incur any obligation, debt, or liability of any kind on behalf of, or against, CITY, whether by contract or otherwise, unless such authority is expressly conferred to CONSULTANT under this Agreement or is otherwise expressly conferred by CITY in writing.

2.12 Reserved.

III.

INSURANCE

3.1 DUTY TO PROCURE AND MAINTAIN INSURANCE: Before performing any Services contemplated under this Agreement, CONSULTANT will procure and maintain policies of insurance that meet the requirements and specifications set forth under this Article. CONSULTANT will procure and maintain the following insurance coverage, at its own expense:

A. Commercial General Liability Insurance: CONSULTANT will procure and maintain Commercial General Liability Insurance (“CGL Coverage”) as broad as Insurance Services Office Commercial General Liability coverage (occurrence Form CG 0001) or its equivalent. Such CGL Coverage will have minimum limits of no less than One Million Dollars ($1,000,000.00) per occurrence and Two Million Dollars ($2,000,000.00) in the general aggregate for bodily injury, personal injury, property damage, operations, products and completed operations, and contractual liability.

B. Automobile Liability Insurance: For any owned, non-owned, or hired vehicles used in connection with the performance of this Agreement, CONSULTANT will procure and maintain Automobile Liability Insurance as broad as Insurance Services Office Form Number CA 0001 covering Automobile Liability, Code 1 (any auto). Such Automobile Liability Insurance will have minimum limits of no less than One Million Dollars ($1,000,000.00) per accident for bodily injury and property damage.

C. Workers’ Compensation Insurance/ Employer’s Liability Insurance: A policy of workers’ compensation insurance in such amount as will fully comply with the laws of the State of California and which will indemnify, insure and provide legal defense for both CONSULTANT and CITY against any loss, claim or damage arising from any injuries or occupational diseases occurring to any worker employed by or any persons retained by CONSULTANT in the course of carrying out the Services contemplated in Docusign Envelope ID: 549E3714-FF75-40BB-9F4E-4AFDB0F96C8C 8 this Agreement.

D. Errors & Omissions Insurance: For the full term of this Agreement and for a period of three (3) years thereafter, CONSULTANT will procure and maintain Errors and Omissions Liability Insurance appropriate to CONSULTANT’s profession. Such coverage will have minimum limits of no less than Two Million Dollars ($2,000,000.00) per claim.

3.2 ADDITIONAL INSURED REQUIREMENTS: The CGL Coverage and the Automobile Liability Insurance will contain an endorsement naming the CITY and CITY’s elected and appointed officials, officers, employees, agents, and volunteers as additional insureds.

3.3 REQUIRED CARRIER RATING: All varieties of insurance required under this Agreement will be procured from insurers admitted in the State of California and authorized to issue policies directly to California insureds. Except as otherwise provided elsewhere under this Article, all required insurance will be procured from insurers who, according to the latest edition of the Best’s Insurance Guide, have an A.M. Best’s rating of no less than A:VII. CITY may also accept policies procured by insurance carriers with a Standard & Poor’s rating of no less than BBB according to the latest published edition the Standard & Poor’s rating guide. As to Workers’ Compensation Insurance/ Employer’s Liability Insurance, the CITY Representative is authorized to authorize lower ratings than those set forth in this Section.

3.4 PRIMACY OF CONSULTANT’S INSURANCE: All policies of insurance provided by CONSULTANT will be primary to any coverage available to CITY or CITY’s elected or appointed officials, officers, employees, agents, or volunteers. Any insurance or self-insurance maintained by CITY or CITY’s elected or appointed officials, officers, employees, agents, or volunteers will be in excess of CONSULTANT’s insurance and will not contribute with it.

3.5 WAIVER OF SUBROGATION: All insurance coverage provided pursuant to this Agreement will not prohibit CONSULTANT or CONSULTANT’s officers, employees, agents, subcontractors or subconsultants from waiving the right of subrogation prior to a loss. CONSULTANT hereby waives all rights of subrogation against CITY, its officials, officers, employees, agents, and volunteers.

3.6 VERIFICATION OF COVERAGE: CONSULTANT acknowledges, understands, and agrees, that CITY’s ability to verify the procurement and maintenance of the insurance required under this Article is a material consideration of this Agreement.

Accordingly, CONSULTANT warrants, represents, and agrees that it will furnish CITY with certificates of insurance and endorsements evidencing the coverage required under this Article on ACORD-25 or forms satisfactory to CITY in its sole and absolute discretion. The certificates of insurance and endorsements for each insurance policy will be signed by a person authorized by that insurer to bind coverage on its behalf and will be on forms provided by the CITY if requested. Before performing any Services, CONSULTANT shall provide CITY Docusign Envelope ID: 549E3714-FF75-40BB-9F4E-4AFDB0F96C8C 9 with all certificates of insurance and endorsements referenced herein. Upon CITY’s written request, CONSULTANT will also provide CITY with copies of all required insurance policies and endorsements.

3.7 FAILURE TO MAINTAIN COVERAGE: In the event any policy of insurance required under this Agreement does not comply with these specifications or is canceled and not replaced immediately so as to avoid a lapse in the required coverage, CITY has the right but not the duty to obtain the insurance it deems necessary, and any premium paid by CITY will be promptly reimbursed by CONTRACTOR or CITY will withhold amounts sufficient to pay premium from Consultant payments. In the alternative, CITY may cancel this Agreement effective upon notice.

3.8 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 will provide at least thirty (30) days' written notice to CONSULTANT of any modification to these requirements. Any amendment to the insurance requirements of this Article shall be memorialized and approved in the form of a written amendment to this Agreement, signed by the Parties. The requirement for written amendments, modifications or supplements cannot be waived and any attempted waiver will be void or invalid.

IV.

INDEMNIFICATION

4.1 CITY’s elected and appointed officials, officers, employees, agents, and volunteers (hereinafter, the “City Indemnitees”) should, to the fullest extent permitted by law, be protected from any and all loss, injury, damage, claim, lawsuit, cost, expense, attorneys’ fees, litigation costs, or any other cost arising out of or in any way related to the performance of this Agreement. Accordingly, the provisions of this indemnity provision are intended by the Parties to be interpreted and construed to provide the City Indemnitees with the fullest protection possible under the law.

CONSULTANT acknowledges that CITY would not enter into this Agreement in the absence of CONSULTANT’s commitment to indemnify, defend and protect CITY as set forth herein. CONSULTANT’s obligation to indemnify shall not be restricted to insurance proceeds, if any, received by the CITY, its officials, officers, employees, agents, or volunteers.

4.2 To the fullest extent permitted by law, CONSULTANT shall indemnify, hold harmless and defend the CITY Indemnitees from and against all liability, loss, damage, expense, cost (including without limitation reasonable attorneys’ fees, expert fees and all other costs, and fees of litigation) of every nature arising out of or in connection with CONSULTANT’s failure to comply with any of its obligations contained in this Agreement, except such loss or damage which is caused by the negligence or willful misconduct of the CITY or any person affiliated therewith.

4.3 CITY shall have the right to offset against the amount of any compensation due to CONSULTANT under this Agreement, any amount due to CITY from Docusign Envelope ID: 549E3714-FF75-40BB-9F4E-4AFDB0F96C8C 10 CONSULTANT as a result of CONSULTANT’s failure to either pay CITY promptly for any costs associated with CONSULTANT’s obligations to indemnify the CITY Indemnitees under this Article or related to CONSULTANT’s failure to either (i) pay taxes on amounts received pursuant to this Agreement or (ii) comply with applicable workers’ compensation laws.

4.4 CITY does not and shall not waive any rights that it may possess against CONSULTANT because of the acceptance by CITY, or the deposit with CITY, of any insurance policy or certificate required pursuant to this Agreement. This hold harmless and indemnification provision shall apply regardless of whether or not any insurance policies are determined to be applicable to the claim, demand, damage, liability, loss, cost, or expense.

4.5 This Article and all provisions contained herein (including but not limited to the duty to indemnify, defend, and hold free and harmless) shall survive the termination or normal expiration of this Agreement and is in addition to any other rights or remedies which the CITY may have at law or in equity.

4.6 In the event that CONSULTANT, or any of its partners, attorneys, employees, officers, agents or representatives (“Consultant Indemnitees”) is named in any claim, lawsuit, action or proceeding solely as a result of its representation of the City, whether or not in a legal action or otherwise, CITY hereby agrees to the fullest extent permitted by law, to indemnify, hold harmless and defend the Consultant Indemnitees from and against all liability, loss, damage, expense, cost (including without limitation reasonable attorneys’ fees, expert fees and all other costs, and fees of litigation) or which arise out of the CITY’S conduct, actions or failure to act or resulting from any breach of this Agreement every nature arising out of or in connection with CONSULTANT’s failure to comply with any of its obligations contained in this Agreement, except such loss or damage which is caused by the negligence or willful misconduct of the Consultant or any person affiliated therewith.

TERMINATION

5.1 TERMINATION BY CITY: CITY may immediately terminate this Agreement at any time for convenience and without cause by giving prior written notice. Provided, however, that CITY may terminate this Agreement on five (5) days’ notice if based on a breach of any term of this Agreement. As of the date of such termination, CONSULTANT shall not be obligated to perform any further services to CITY and CONSULTANT shall only be compensated for work up to the date of termination.

Provided, however, should CONSULTANT be required legally or ethically to perform any task or service after the termination date as provided under the California Professional Rules of Conduct, the State Bar Act, or Business & Professions Code Section 6068 et seq., it may do so to satisfy such obligation, and it shall be compensated at the rates and in the manner provided in this Agreement.

Upon termination of this Agreement CITY may require CONSULTANT to provide all finished or unfinished Documents and Data, as defined in section 6.1 below, and other information of any kind prepared by CONSULTANT in connection with Docusign Envelope ID: 549E3714-FF75-40BB-9F4E-4AFDB0F96C8C 11 the performance of the Services. CONSULTANT will be required to provide such Documents and Data within fifteen (15) calendar days of CITY’s written request.

No actual or asserted breach of this Agreement on the part of CITY pursuant to Section 5.2, below, will operate to prohibit or otherwise restrict CITY’s ability to terminate this Agreement for convenience as provided under this Section.

5.2 TERMINATION BY CONSULTANT: CONSULTANT may terminate this Agreement at any time for convenience and without cause by giving at least sixty (60) days prior written notice, subject to all additional terms as outlined in Section

5.1. 5.3 WAIVER: No waiver of any default or breach under this Agreement will constitute a waiver of any other default or breach, whether of the same or other covenant, warranty, agreement, term, condition, duty, or requirement contained in this Agreement. No waiver, benefit, privilege, or service voluntarily given or performed by a Party will give the other Party any contractual rights by custom, estoppel, or otherwise.

5.4 SURVIVING ARTICLES, SECTIONS AND PROVISIONS: The termination of this Agreement pursuant to any provision of this Article or by normal expiration of its term or any extension thereto will not operate to terminate any Article, Section or provision contained herein which provides that it will survive the termination or normal expiration of this Agreement.

VI.

MISCELLANEOUS PROVISIONS

6.1 DOCUMENTS & DATA; LICENSING OF INTELLECTUAL PROPERTY: Except for CONSULTANTS legal work product, Documents and Data will be and remain the property of CITY without restriction or limitation upon their use or dissemination by CITY. For purposes of this Agreement, the term “Documents and Data” means and includes all reports, analyses, correspondence, plans, designs, notes, summaries, strategies, charts, schedules, spreadsheets, calculations, lists, data compilations, documents or other materials developed and/or assembled by or on behalf of CONSULTANT in the performance of this Agreement and fixed in any tangible medium of expression, including but not limited to Documents and Data stored digitally, magnetically and/or electronically. This Agreement creates, at no cost to CITY, a perpetual license for CITY to copy, use, reuse, disseminate and/or retain any and all copyrights, designs, and other intellectual property embodied in all Documents and Data. CONSULTANT will require all subcontractors and subconsultants working on behalf of CONSULTANT in the performance of this Agreement to agree in writing that CITY will be granted the same right to copy, use, reuse, disseminate and retain Documents and Data prepared or assembled by any subcontractor or subconsultant as applies to Documents and Data prepared by CONSULTANT in the performance of this Agreement.

6.2 CONFIDENTIALITY: All attorney-client privileged information and documents shall be and remain confidential in accordance with applicable law, except as Docusign Envelope ID: 549E3714-FF75-40BB-9F4E-4AFDB0F96C8C 12 expressly waived by the City.

6.3 FALSE CLAIMS ACT: CONSULTANT warrants and represents that neither CONSULTANT nor any person who is an officer of, in a managing position with, or has an ownership interest in CONSULTANT has been determined by a court or tribunal of competent jurisdiction to have violated the False Claims Act, 31 U.S.C., §§3801 et seq. and the California False Claims Act, Government Code §§12650 et seq.

6.4 NOTICES: All notices permitted or required under this Agreement will be given to the respective Parties at the following addresses, or at such other address as the respective Parties may provide in writing for this purpose:

CONSULTANT: CITY:

Dapeer, Rosenblit & Litvak, LLP
11500 W. Olympic Blvd.

Suite 550
Los Angeles, California 90064
Attn: William Litvak, Managing
Partner
Phone: (310) 477-5575
City of Santa Fe Springs
Department of Police Services
11710 E Telegraph Road
Phone: (562) 409-1850
Attn: Arlene Salazar, Director of Police
Services
Such notices will be deemed effective when personally delivered or successfully transmitted by facsimile as evidenced by a fax confirmation slip or when mailed, forty-eight (48) hours after deposit with the United States Postal Service, first class postage prepaid and addressed to the Party at its applicable address.

6.5 COOPERATION; FURTHER ACTS: The Parties will fully cooperate with one another and will take any additional acts or sign any additional documents as are reasonably necessary, appropriate, or convenient to achieve the purposes of this Agreement.

6.6 SUBCONTRACTING: CONSULTANT will not subcontract any of the Services contemplated under this Agreement without the prior written approval of CITY and upon the conditions provided in such approval.

6.7 CITY’S RIGHT TO EMPLOY OTHER CONSULTANTS: CITY reserves the right to employ other independent contractors in connection with the various projects worked upon by CONSULTANT.

6.8 CONFLICTS OF INTEREST:

A. CONSULTANT warrants, represents, and maintains that it has not employed nor retained any company or person, other than a bona fide employee working solely for CONSULTANT, to solicit or secure this Agreement. Further, CONSULTANT warrants and represents that it has not paid, nor has it agreed to pay, any company or person, other than a bona fide employee working solely for CONSULTANT, any fee, commission, percentage, brokerage fee, gift, or other consideration contingent upon or resulting from the award or making of Docusign Envelope ID: 549E3714-FF75-40BB-9F4E-4AFDB0F96C8C 13 this Agreement. For breach or violation of this warranty, CITY will have the right to rescind this Agreement without liability. For the term of this Agreement, no member, officer, or employee of CITY, during the term of his or her service with CITY, will have any direct interest in this Agreement, or obtain any present or anticipated material benefit arising therefrom.

B. CONSULTANT may serve other clients, but none whose activities within the corporate limits of CITY or whose business, regardless of location, would place CONSULTANT in a “conflict of interest,” as that term is defined in the Political Reform Act, codified at California Government Code §81000 et seq.

C. CONSULTANT shall not employ any official or employee of the CITY during the Term of this Agreement or any extension term. No officer or employee of CITY shall have any financial interest in this Agreement that would violate Government Code §§1090 et seq. CONSULTANT warrants and represents that no owner, principal, partner, officer, or employee of CONSULTANT is or has been an official, officer, employee, agent, or appointee of the CITY within the twelve-month period of time immediately preceding the Effective Date. If an owner, principal, partner, officer, employee, agent, or appointee of CONSULTANT was an official, officer, employee, agent, or appointee of the CITY within the twelve-month period immediately preceding the Effective Date, CONSULTANT warrants that any such individuals did not participate in any manner in the forming of this Agreement. CONTRACTOR understands that, if this Agreement is made in violation of Government Code §1090 et seq., the entire Agreement is void and CONSULTANT will not be entitled to any compensation for services performed pursuant to this Agreement, including reimbursement of expenses, and CONSULTANT will be required to reimburse the CITY for any sums paid to CONSULTANT. CONSULTANT understands that, in addition to the foregoing, it may be subject to criminal prosecution for a violation of Government Code §1090.

6.9 TIME IS OF THE ESSENCE: Time is of the essence for each and every provision of this Agreement.

6.10 GOVERNING LAW AND VENUE: This Agreement shall be interpreted and governed according to the laws of the State of California. In the event of litigation between the Parties, venue, without exception, will be in the Los Angeles County Superior Court of the State of California. If, and only if, applicable law requires that all or part of any such litigation be tried exclusively in federal court, venue, without exception, will be in the Central District of California located in the City of Los Angeles, California.

6.11 ATTORNEYS’ FEES: If either Party commences an action against the other Party, legal, administrative, or otherwise, arising out of or in connection with this Agreement, the prevailing Party in such litigation will be entitled to have and recover from the losing Party reasonable attorneys’ fees and all other costs of such action.

6.12 SUCCESSORS AND ASSIGNS: This Agreement will be binding on the Docusign Envelope ID: 549E3714-FF75-40BB-9F4E-4AFDB0F96C8C 14 successors and assigns of the Parties.

6.13 NO THIRD-PARTY BENEFIT: There are no intended third-party beneficiaries of any right or obligation assumed by the Parties. All rights and benefits under this Agreement inure exclusively to the Parties.

6.14 CONSTRUCTION OF AGREEMENT: This Agreement will not be construed in favor of, or against, either Party but will be construed as if the Parties prepared this Agreement together through a process of negotiation and with the advice of their respective attorneys.

6.15 SEVERABILITY: If any portion of this Agreement is declared invalid, illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining provisions will continue in full force and effect.

6.16 AMENDMENT; MODIFICATION: No amendment, modification or supplement of this Agreement will be valid or binding unless executed in writing and signed by both Parties, subject to CITY approval. The requirement for written amendments, modifications or supplements cannot be waived and any attempted waiver will be void and invalid.

6.17 CAPTIONS: The captions of the various articles, sections and paragraphs are for convenience and ease of reference only, and do not define, limit, augment, or describe the scope, content, or intent of this Agreement.

6.18 INCONSISTENCIES OR CONFLICTS: In the event of any conflict or inconsistency between the provisions of this Agreement and any of the exhibits attached hereto, the provisions of this Agreement will control.

6.19 ENTIRE AGREEMENT: This Agreement, including all attached exhibits, constitutes the entire, complete, final, and exclusive expression of the Parties with respect to the matters addressed herein and supersedes all other agreements or understandings, whether oral or written, which may have been entered into between CITY and CONSULTANT prior to the execution of this Agreement. Any statements, representations, or other agreements, whether oral or written, made by either Party that is not embodied herein will not be valid or binding on the Parties. No amendment, modification or supplement to this Agreement will be valid and binding unless in writing and duly executed by the Parties pursuant to Section

6.16, above.

6.20 FORCE MAJEURE: The completion deadline for any Services assigned to CONSULTANT may be extended in the event of any delays due to unforeseeable causes beyond the control of CONSULTANT and without the fault or negligence of CONSULTANT, including but not limited to severe weather, fires, earthquakes, floods, epidemics, quarantine restrictions, riots, strikes, freight embargoes, wars, litigation, and/or acts of any governmental agency, including the CITY.

CONSULTANT shall within three (3) calendar days of the commencement of such delay notify the City Representative in writing of the causes of the delay. The CITY Representative shall ascertain the facts and the extent of delay and extend the Docusign Envelope ID: 549E3714-FF75-40BB-9F4E-4AFDB0F96C8C 15 time for performing the services for the period of the enforced delay when and if in the judgment of the CITY Representative such delay is justified. The City Representative’s determination shall be final and conclusive upon the parties to this Agreement. In no event shall CONSULTANT be entitled to recover damages against the CITY for any delay in the performance of this Agreement, however caused, CONSULTANT’s sole remedy being extension of the Agreement pursuant to this Section.

6.21 COUNTERPARTS: This Agreement will be executed in three (3) original counterparts each of which will be of equal force and effect. No handwritten or typewritten amendment, modification, or supplement to any one counterpart will be valid or binding unless made to all three counterparts in conformity with Section

6.16, above. One fully executed original counterpart will be delivered to CONSULTANT and the remaining two original counterparts will be retained by CITY.
[SIGNATURES ON FOLLOWING PAGES]
Docusign Envelope ID: 549E3714-FF75-40BB-9F4E-4AFDB0F96C8C 16 IN WITNESS WHEREOF, the Parties hereto have caused this Agreement to be executed the day and year first appearing in this Agreement, above.

CITY OF SANTA FE SPRINGS: DAPEER, ROSENBLIT & LITVAK,
LLP
By: René Bobadilla, City Manager By: WILLIAM LITVAK
Date: Name
Title: Managing Partner
Date:

APPROVED AS TO FORM:

By:

Rick Olivarez, City Attorney
Date:

Docusign Envelope ID: 549E3714-FF75-40BB-9F4E-4AFDB0F96C8C 9/30/2025
William Litvak
EXHIBIT “A”

CONSULTANT PROPOSAL
Docusign Envelope ID: 549E3714-FF75-40BB-9F4E-4AFDB0F96C8C

DAPEER ROSENBLIT LITVAK, LLP
- Protecting Communities Since 1979 -

FIRM PROFILE AND PROPOSAL
FOR

CODE ENFORCEMENT/ CITY PROSECUTOR

AND LITIGATION SERVICES

PRESENTED TO THE CITY OF

SANTA FE SPRINGS
July 1, 2025
Contact Information
William Litvak, Managing Partner
[email protected]
11500 W. Olympic Boulevard, Suite 550
Los Angeles, California 90064
Tel (310) 477-5575
Fax (310) 477-7090
www.DRLLAW.com
Docusign Envelope ID: 549E3714-FF75-40BB-9F4E-4AFDB0F96C8C Experience ❖ Commitment ❖ Integrity ❖ Preparation ❖ Public Service Firm History And Phylosophy
Dapeer, Rosenblit & Litvak, LLP ("DRL") began representing municipalities in 1979 and has dedicated itself to assisting local communities in their efforts to provide quality of life to their residents and protect against conditions and activities that impact the public health, safety, and welfare.

Over the course of the past 40 years, DRL has worked to reduce blight, increase public safety, and combat all types of nuisances that, as per the "broken window" theory, undermine the social and economic backbones of communities. DRL has accomplished these tasks by helping cities establish "Code Enforcement" policies and procedures; training officers to detect, investigate, and abate municipal code violations; instituting processes designed to increase voluntary compliance; modifying and/or adopting necessary code provisions to achieve community goals; and, commencing appropriate legal enforcement procedures in the administrative, civil, and criminal arenas - all while also helping municipalities establish cost recovery programs to ensure the continued viability and vitality of such law enforcement efforts.

While traditional violations of building· and safety codes persist, social and environmental changes have created ever new and more complex situations. DRL has been innovative in creating legal avenues to address these problems and to cooperate with various local, state and federal authorities in addressing complex legal violations.

DRL has been and continues to lead the legal community in dealing with these problems creatively and efficiently.

DRL attorneys regularly prosecute violators of local ordinances, appear in administrative proceedings, act as hearing officers for public entities, and appear in civil proceedings to enforce local law and to advocate for their municipal clients. DRL attorneys actively litigate in all state and federal courts and regularly appear in appellate courts, including the California Courts of Appeal, the California Supreme Court, the 9th Circuit and the United States Supreme Court. These appearances have resulted in numerous published opinions of importance to local communities.

DRL attorneys are regarded as experts in the field of "Code Enforcement" and have been featured as guest speakers and lecturers to law enforcement agencies, government associations, and educational institutions throughout the State. DRL attorneys have spoken on such topics as criminal procedure and prosecutions; investigations and Fourth Amendment implications; administrative citation programs; regulation of adult businesses and other First Amendment activities; medical marijuana dispensaries; hoarders/packrats; receiverships; and cost-recovery programs.

Docusign Envelope ID: 549E3714-FF75-40BB-9F4E-4AFDB0F96C8C The firm also regularly works with city staff and management and city attorneys in creating programs, protocols and ordinances that address problems and tailor them to the unique circumstances faced by individual cities.

DRL is "AV" rated by Martindale-Hubbell (their highest rating for ethics and quality of legal service), is a member of the Law Council of America, and is dedicated to diversity in the legal community. DRL attorneys have also been recognized as Southern California "Super Lawyers" and "Rising Stars." As representatives of local government, DRL has adopted the highest standards of ethical responsibility. The attorneys at DRL understand that their roles as prosecutors and public representatives entail a duty to seek justice in all enforcement actions - whether administrative, civil, or criminal.

DRL has garnered a reputation with judges and defense counsel in criminal and civil courts throughout the State as experienced prosecutors and litigators who utilize every available tool to obtain compliance and maintain public safety for our clients, while being fair and reasonable to preserve both our clients' and the courts' resources. Our Firm stresses that the best resolutions are obtained through thorough and thoughtful preparation for trial. Nevertheless, notwithstanding over 200 years of collective courtroom experience of senior DRL attorneys, DRL 's philosophy and commitment is to obtain voluntary compliance whenever possible.

The arts of persuasion and diplomacy are utilized with great success to achieve this objective - allowing DRL and its clients to either avoid costly litigation altogether or to conclude it with the highest degree of success. DRL also believes a fundamental aspect of obtaining voluntary resolutions is an understanding in the community that DRL lawyers are skilled advocates who take great care to prepare each case for trial and demonstrate a proficiency as to the facts and law applicable to each matter. As a result of their diligent and thorough efforts, DRL 's lawyers have enjoyed extraordinary success in both voluntary compliance and at trial.

While preserving its prosecutorial independence, upholding ethical responsibilities and avoiding conflicts of interest, DRL attorneys work closely with City Staff in all matters referred to it. DRL attorneys maintain regular communications with City Staff to ensure that the best interests of the community are always paramount in any legal decisions made. Constant communication and involvement with City Staff are a mainstay of DRL 's philosophy and a substantial reason for its continued success.

DRL also recognizes that the hard work and dedication of City personnel are the foundation of any successful code enforcement proceeding. As such, our clients have embraced our core belief that the firm is more than just the attorneys who handle courtroom proceedings. Rather, the firm is part of the Docusign Envelope ID: 549E3714-FF75-40BB-9F4E-4AFDB0F96C8C 4 "City Team" (which consists not only of Code Enforcement Officers, but also representatives of the Police and Fire Departments, as well as Building & Safety, Planning, Public Works, and Finance Departments, and other City divisions). DRL attorneys are often requested to provide advice and strategy at the commencement of an investigation by Police and Fire Departments, as well as Building & Safety, Planning, Public Works, and Finance Departments, and other City divisions). DRL attorneys are often requested to provide advice and strategy at the commencement of an investigation to provide the City with the best chance of achieving quick and complete compliance. In most cases, DRL increases the City's voluntary compliance success rate by issuing written compliance request letters to violators prior to commencing legal action. And, if additional evidence or investigation is required prior to commencing an enforcement proceeding, DRL attorneys will not only advise Staff what is required but will provide insight into and assistance with accomplishing it.

DRL works closely with staff and city attorneys in formulating protocols for rendering services and in identifying areas where the firm may be of assistance. Staff attorneys meet with appropriate City Staff to discuss current City policies, procedures, and practices as they relate to the enforcement of the municipal code and applicable State laws, in addition to coordinating procedures for the referral of cases to our office. Care would be taken to discuss ongoing cases, as well as any areas on which the City would like to focus its code enforcement efforts and resources.

Upon transfer of cases to our office, DRL lawyers will independently analyze the issues and evidence in each case. Thereafter, the firm will provide Staff with our recommended course of action which will be based upon our experience and expertise at achieving complete compliance in a timely fashion, while preserving City resources.

If desired by the City, DRL will hold "office hours" at City Hall on a regular (agreedupon) basis to provide City Staff an opportunity to meet with us to discuss ongoing cases and/or other issues. Notwithstanding any agreed-upon office hours, DRL lawyers will always be readily accessible to respond to any telephonic or email inquiries and/or to discuss cases with Staff.

Services We Regularly Provide to Our Municipal Clients. • Code Enforcement Case and Program Consultation
• Criminal Prosecution – Code Enforcement
• General Misdemeanor including
• Criminal Prosecution state and local laws
• Administrative Enforcement and Hearings
• Health and Safety Code Receiverships
• General Receiverships
• Inspection and Abatement Warrants
• Administrative Citations Hearings and Appeals
• Civil Litigation and Code Enforcement
Docusign Envelope ID: 549E3714-FF75-40BB-9F4E-4AFDB0F96C8C 5 • Municipal Litigation
• Specialty Ordinance Review and Preparation
• Mandamus and Appellate matters
• Custom program development
• State and Federal Litigation Services
• Training and Education Programs
• Federal Civil Rights and Fair Housing Act Litigation
• State and Federal Appeals
• Pitchess and Brady Motions
• Office Conferences
• Abatement Lien Enforcement and Collection
Legal and Technical Expertise
DRL has been trusted to address a multitude of subjects and legal issues important to address quality of life in the communities we serve, including:
• Building and Technical Codes
• Zoning Codes
• Fire Codes
• Property Maintenance & Health Codes
• Nuisance Abatement
• Civil Injunctions and Receiverships (Includiung Health & Safety Receiverships
• Criminal Prosecutions and Diversion Programs
• General Municipal Criminal Prosecutions (State and Local) • Marijuana Regulations
• Short Term Rental Regulations
• Red Light Abatement Ordinances and Statutes
• Massage Establishment Regulation
• Unhoused Individual Regulation
• Vendor Regulation
• Adult Entertainment Regulation
• License and Tax Codes
• Automated Red-Light and Speed Traffic Enforcement
• Ordinance Review and Analysis
• Municipal Legal Defense
• Specially Regulated Activities
• Municipal Commercial Litigation
• Fair Housing Act Litigation
• Civil Rights Defense
• Pitchess Motions
• Brady Motions
• Brown Act Proceedings
• CEQA analysis and practice
• Formulating or revising code enforcement programs.
• Administrative Regulation Enforcement
Docusign Envelope ID: 549E3714-FF75-40BB-9F4E-4AFDB0F96C8C 6 • Administrative and Traditional Mandamus
• Appellate Practice
• Federal Litigation and Appellate Practice
• Finance Regulation Enforcement and Tax Collection
• Short Term Rental Regulation and Transient Occupancy Taxes • License and Permit Revocations
• Conditional Use Permit enforcement and termination
We regularly address contemporary quality of life issues facing the communities we serve, including:
• Short term rentals/Party houses
• Noise disturbances
• Illegal peddling
• Drinking in public
• Aggressive panhandling
• Illegal use of public property
• Animal Control/Dangerous and Vicious dogs
• Prostitution and Gambling issues
• Representing appellants and respondents in governmental and private party appeals
• Assisting task force programs (police, fire, building planning, county health and state agencies) to reduce crime and related Housing and Building Code violations
• Overseeing "sting" operations by police/sheriff personnel regarding motel operators and illegal massage parlors.

Prosecuting injunctive actions in the superior court to abate continuing public nuisances and receiverships, including Health and Safety Code receiverships
Firm Staffing
DRL is one of the most established and experienced law firms in California dedicated to assisting Cities in the enforcement of its municipal code and applicable State laws through administrative, civil, and criminal processes.

The team that will provide services includes the following, in addition to paralegals, clerks, and administrative assistants. All attorneys are licensed to practice law throughout California.
• William Litvak, Partner (Managing Partner- Chief Trial Attorney)
• Steven H. Rosenblit, Partner (Prosecutor and City Counselor) • Kenneth B. Dapeer, Partner (Prosecutor and City Counselor) • James Eckart, Partner (Lead Prosecutor and City Counselor) • Eric P. Markus (Senior Trial Counsel)
• Jocelyn Corbett (Prosecutor and City Counselor)
Docusign Envelope ID: 549E3714-FF75-40BB-9F4E-4AFDB0F96C8C 7 • Patricia Fitzgerald (Prosecutor)
• Lily Keenan (Prosecutor)
• Sarah Edmiston (Associate)
• Melissa Fair (Associate)
Senior Attorneys
William Litvak has handled criminal and civil matters both at the trial and appellate levels on behalf of municipalities for almost 30 years and has been named a Super Lawyer for Southern California multiple times. He has additionally served as an arbitrator, settlement officer, and judge pro tem for the Los Angeles Superior Court, and has been an instructor, guest speaker, and/or lecturer on such topics as medical marijuana dispensaries, "red light" (gambling and prosecution) nuisance abatement, narcotics nuisance abatement, injunctions and receiverships, and red light photo enforcement, including appearing before the California Supreme Court in a successful defense of these important safety programs. Recently, he was also successful before the 9th Circuit of the United States Court of Appeal in protecting the rights of city police and enforcement officers to enter private businesses for the purposes of investigating violations of law. Mr. Litvak was selected to represent all the member cities of the California Contract Cities Association in a contractual dispute with the County of Los Angeles related to a multimillion-dollar contract for sheriff services. He is licensed to practice before all courts of this state, the 9th Circuit and the United States Supreme Court. He also regularly represents public entities in civil rights, inverse condemnation and commercial matters.

James Eckart has spent the past 27 years (both as a City Prosecutor and with the Los Angeles County District Attorney's Office) criminally prosecuting individuals who violate State and local laws. He has been an instructor, guest speaker, and/or lecturer for numerous Police Departments, the Los Angeles County Sheriff's Department, Code Enforcement Officer associations, Los Angeles County Health Department, and other governmental personnel on investigation techniques, search & seizure issues, report writing, and court procedures and testimony. Mr. Eckart authored and presented training to over 300 City Attorneys (through the League of California Cities) on how to successfully prosecute municipal code violations.

Steven Rosenblit and Kenneth Dapeer founded this office in 1978, and since that time they have focused their practice almost exclusively on serving municipalities as their designated City Prosecutors. Their dedication to providing their municipal clients with the best legal advice and highest quality work product has resulted in frequent requests for Mr. Rosenblit and Mr. Dapeer to be instructors, lecturers, and speakers at code enforcement workshops for code enforcement officers throughout the State.

Docusign Envelope ID: 549E3714-FF75-40BB-9F4E-4AFDB0F96C8C 8 Fee and Compensation Schedule:

Every municipality is unique and its level of code enforcement activity is equally so.

In consideration of the varying degrees of code enforcement activity by each of our municipal clients, the Firm does not seek a monthly retainer for legal services.

Rather, the firm's legal fees are based upon an hourly rate (as set forth herein). As such, fees are only incurred when and if the City requires assistance from the Firm.

Due to the experience of the Firm's lawyers and staff in code enforcement, the Firm can provide the highest quality of services in the most efficient manner possible, thereby maximizing the cost effectiveness of the City's code enforcement program.

Proposed Hourly Rates:

For All Code Enforcement Services:
• Attorneys: $245
• Paralegals: $195
Complex Code Enforcement Services
• Attorneys: Surcharge Addition of $45, with City Manager Approval
• Paralegal: Surcharge Addition of $45, with City Manager Approval
Special Non-Code Enforcement Services as Requested by City Manager:
• Hourly rate commensurate with rate customarily paid by the City for similar services with City Manager Approval.

Cost of Living adjustment:
• Commencing in the second year of our contract and annually thereafter a cost of living adjust equal to 3% or the increase in the cost of living for the region within which the City is located, whichever is less.

Expenses and Cost Reimbursement
In addition to fees, the Firm would be entitled to reimbursement of costs and expenses incurred in performing our services. Such costs would include, but not be limited to:
• Attorney Service Charges, including service of process and other documents – as incurred at cost
• Filing Fees, if not waived for a governmental entity – as incurred at cost
Docusign Envelope ID: 549E3714-FF75-40BB-9F4E-4AFDB0F96C8C 9 • Online 3rd Party Database access - Transaction fee of $25 per request/search, in addition to actual charges for the service provider
• Expert Witness fees upon approval of City as incurred at cost • Online legal research charges - As incurred at cost
• Copier charges - B&W - 5¢ / page ; Color - 10¢ / page • Postage -As incurred, at cost
• Exhibit preparation (including enlargement of photographs) - As incurred at cost
• Court reporter or transcript fees - As incurred at cost • Approved travel expenses, as incurred at cost
• Parking, entrance or other fees incurred to attend hearing or proceeding - As incurred at cost
• Any extraordinary expenses - As incurred with prior City approval
Fee and Cost Recovery
The firm believes that to the extent legally permissible the public should not have to bear the ultimate cost for remediation of code violations or to secure compliance with the City's laws. Therefore, in each proceeding we evaluate all available sources for reimbursement to the City for the attorneys' fees, staff time and expenses incurred. In accordance with applicable law, we will endeavor to request reimbursement in appropriate circumstances.

List of Relevant Municipal Clients:

The following is a sample of the firm’s current client roster:

City of Agoura Hills, 1992 to the present
City of Bell Gardens, 2003 to the present
City of Beverly Hills, 1994 to the present
City of Big Bear Lake, 1997 to the present
City of Calabasas, 2002 to the present
City of Covina, 2008 to the present
City of Culver City, 2001 to the present
City of Diamond Bar, 2003 to the present
City of Downey, 2005 to the present
City of Huntington Park, 1979 to the present
City of La Habra Heights, 2025 to the present
City of Lancaster, 2006 to the present
City of Manhattan Beach, 2025 to the present
City of Montclair, 2006 to the present
City of Norwalk, 2004 to the present
City of Pomona, 1995 to the present
City of Rancho Cucamonga, 2021 to the present
City of Redlands, 2024 to the present
Docusign Envelope ID: 549E3714-FF75-40BB-9F4E-4AFDB0F96C8C 10 City of South Gate,1991 to the present
City of West Hollywood, 1986 to the present
City of Westlake Village, 2004 to the present
Client References

CITY OF AGOURA HILLS
Nathan Hamburger
City Manager
30001 Lady face Court
Agoura Hills, CA 91301
(818) 597-7308
[email protected]
Denice Thomas, AICP
Community Development Director
City of Agoura Hills
30001 Ladyface Court,
Agoura Hills, CA 91301
(818) 597-7311
[email protected]

CITY OF DOWNEY
Irma Huitron, Director of Community
Development
11111 Brookshire Avenue
Downey, CA 90241
(562) 904-7151
[email protected]
Vince Rosario,
Lieutenant (Downey Police Department)
10911 Brookshire Avenue
Post office Box 7016
Downey, CA 90241
(562) 904-2321
[email protected]

CITY OF BEVERLY HILLS
Nestor Otazu
Code Enforcement Manager
Beverly Hills
455 N. Rexford Drive
Beverly Hills, CA 90210
(310) 285-1173
[email protected]
Larry Wiener, Esq.

City Attorney
455 N. Rexford Drive
Beverly Hills, CA 90210
(213) 626 8484
[email protected]

CITY OF HUNTINGTON PARK
Ricardo Reyes
City Manager
6550 Miles Avenue
Huntington Park, CA 90255
(323) 582-6161
[email protected]

CITY OF MALIBU
Carrie Rios
Interim Code Enforcement Manager
23825 Stuart Ranch Road
Malibu, California 90265-4861
310) 456-2489, ext. 231
[email protected]

CITY OF BIG BEAR LAKE
Erik Sund
City Manager
39707 Big Bear Blvd.

Big Bear Lake, CA 92315
(909) 866-5832
[email protected]

CITY OF MONTCLAIR
Edward Starr, City Manager
5111 Benito Street
Montclair, CA 91763
(909) 625-9474
[email protected]
Brandon Kumanski, Lieutenant
Docusign Envelope ID: 549E3714-FF75-40BB-9F4E-4AFDB0F96C8C 11 CITY OF CALABASAS
Sparky Cohen
Building Official
Building and Safety - Code Enforcement
100 Civic Center Way
Calabasas, CA 91302
(818) 224-1708
[email protected]
Montclair Police Department
4870 Arrow Highway
Montclair, CA 91763
(909) 448-3605
[email protected]
Gabe Fondario
Asst. Code Enforcement
Manager/Special Operations Unit
5111 Benito St
Montclair CA 91763
(909) 447-3357
[email protected]

CITY OF COVINA
Brian Lee
Community Development Director
125 E. College Street
Covina, CA 91723
(626) 384-5400
[email protected]

CITY OF NORWALK
Ozzie Ramos
Deputy City Manager/Public Safety
Director (Norwalk)
112700 Norwalk Blvd.

Norwalk, CA 90650
(562) 929-5732
[email protected]

CITY OF CULVER CITY
John M Nachbar
City Manager
9770 Culver Boulevard
Culver City, CA 90232
(310) 253-6000
[email protected]
Heather Baker, Esq.

City Attorney
9770 Culver Boulevard
Culver City, CA 90232
(310) 253-6000
[email protected]

CITY OF RANCHO CUCAMONGA
John Gillison,
City Manager
Lori Price,
Community Improvement Supervisor
10500 Civic Center Drive
Rancho Cucamonga, CA 91730
(909) 774-4204

CITY OF DIAMOND BAR
Greg Gubman
Community Development Director
21810 Copley Drive
Diamond Bar, CA 91765
(909) 839-7030
[email protected]
Docusign Envelope ID: 549E3714-FF75-40BB-9F4E-4AFDB0F96C8C 12 Insurance
DRL maintains professional liability coverage in the amount of $2,000,000 per occurrence and $2,000,000 in the aggregate, as well as CGL coverage.

Levine Act Statement
DRL has nothing to report under the California Levine Act.

Conflict of Interest
DRL has no reportable conflicts of interest with the City of Santa Fe Springs.

Pending Claims
DRL has no claims, past or present, to report.

Anti-Discrimination Policy
The Firm has and continues to maintain a strict policy against discrimination of any kind in any form.

Highest Ethical Standards
The Firm has and continues to require all of its staff and anyone affiliated with it to perform all services and execute all responsibilities to the highest ethical standards at all time.

Conclusion
DRL's core belief is that the best results are obtained through thoughtful, deliberate, and thorough preparation. The Firm steadfastly adheres to the principles of respect, courtesy, cooperation, and diversity. While always ready to proceed with litigation, DRL attorneys strive to reach a voluntary resolution to disputes.

DRL attorneys are available to provide training, advice, and support to City Staff to ensure the best possible result from legal enforcement actions. The Firm understands the budgetary and other resource constraints that our clients face, and the Firm work as part of the City Team to maximize the results of any enforcement action commenced by the City while conserving City resources.

Neither DRL nor its lawyers seek or accept assignments as City Attorneys. The Firm believes that as city prosecutors it needs to provide an independent perspective unrelated to the City's policy decisions thus avoiding any appearance that prosecutorial services are being used for any other purpose. DRL values its independence and reserves to the judgment of its lawyers consistent with ethical obligations to determine which cases will proceed to prosecution.

DRL lawyers are excited about this opportunity to continue working with City of Docusign Envelope ID: 549E3714-FF75-40BB-9F4E-4AFDB0F96C8C 13 Santa Fe Springs, and believe that our experience, competitive fees, and dedication to the field of public law make the firm uniquely qualified to assist the City with its code enforcement needs.

For further information, please contact the firm's managing partner, William Litvak as indicated below or at [email protected].

DAPEER ROSENBLIT LITVAK, LLP
11500 W. Olympic Boulevard, Suite 550
Los Angeles, California 90064
Tel (310) 477-5575
Fax (310) 477-7090
www.DRLLAW.com
Docusign Envelope ID: 549E3714-FF75-40BB-9F4E-4AFDB0F96C8C EXHIBIT “B”

SCOPE OF SERVICES
The Scope of Services to be provided to the City by Consultant are as follows:
a) Review existing City codes, regulations, rules, resolutions, policies, and practices, and provide recommendations and/or draft amendments, modifications, and/or updates to said codes, regulations, rules, resolutions, policies, and practices, as requested by City staff.
b) When appropriate and directed by City Representative, conduct meetings to discuss pending investigations or other matters, and to provide guidance and recommendations for enforcement actions.
c) When appropriate and directed by City Representative, draft correspondence to and conduct meetings with violators in an effort to obtain voluntary compliance without the need for formal legal enforcement proceedings. d) Assist City Representative with the preparation and acquisition of warrants to inspect and/or abate real properties within the City.
e) Initiate and prosecute criminal and civil enforcement actions, including Health and Safety Receiverships, as directed by City staff.
f) Appear at any proceeding, court, agency, administrative body related to any action in which Consultant is representing the City or any affiliated or associated person or entity.
g) Assist staff in initiating the prosecution of administrative remedies, including administrative nuisance abatement, license revocation, CUP revocations; Prepare City Staff for administrative hearings and, when appropriate, represent City Staff before a hearing officer or other appellate or reviewing authority (including any other appropriate committee, commission, and/or the City Council).
h) Provide educational trainings to City Staff, as needed and as requested by the City Representative.
i) Represent the City at the City Representative’s request in any Code Enforcement related action brought against the City, subject to the limitations of Rule 1.7 (Conflict of Interest: Current Cities) of the California Rules of Professional Conduct.

Docusign Envelope ID: 549E3714-FF75-40BB-9F4E-4AFDB0F96C8C EXHIBIT “C”

COMPENSATION RATE
The following rates shall apply to the Consultants entitlement to Compensation and Reimbursement:

For All Code Enforcement Services:
• Attorneys: $245 per hour
• Paralegals: $195 per hour
Hourly rates to be itemized in increments of 1/10th of an hour.

Complex Code Enforcement Services:
• Attorneys: Surcharge Addition of $45, with City Manager Approval • Paralegal: Surcharge Addition of $45, with City Manager Approval Cost of Living adjustment Commencing on January 1st after the second year following the Effective Date of this Agreement and annually thereafter a cost-of-living adjustment equal to three percent (3%) or an amount equal to the increase in the Consumer Price Index (“CPI”) for the previous calendar year (January 1 through December 31) for all Urban Consumers in the Los Angeles-Anaheim-Riverside areas, whichever is less.

Expenses and Cost Reimbursement:

In addition to fees, Consultant would be entitled to reimbursement of costs and expenses incurred in performing the scope of services. Such costs would include, but not be limited to:
• Attorney Service Charges, including service of process and other documents – as incurred at cost.
• Filing Fees, if not waived for a governmental entity – as incurred at cost.
• Online 3rd Party Database access – a t c o s t , as incurred by the service provider.
• Expert Witness fees upon approval of City as incurred at cost. • Online legal research charges - As incurred at cost.
• Copier charges - B&W - 5¢ / page; Color - 10¢ / page. • Postage -As incurred, at cost.
• Exhibit preparation (including enlargement of photographs) - As incurred at cost.
• Court reporter or transcript fees - As incurred at cost. • Approved travel expenses, as incurred at cost.
• Parking, entrance or other fees incurred to attend hearing or proceeding - As incurred at cost.
• Any extraordinary expenses - As incurred with prior City approval.

Docusign Envelope ID: 549E3714-FF75-40BB-9F4E-4AFDB0F96C8C ITEM # 18

CITY OF SANTA FE SPRINGS

CITY COUNCIL AGENDA STAFF REPORT
TO: Honorable Mayor and City Council Members
FROM: René Bobadilla, P.E., City Manager
BY: Maricela Balderas, Director of Community Services
SUBJECT: THE HO’OILINA FOUNDATION - HERITAGE OF ALOHA FESTIVAL

FACILITY FEE WAIVER APPLICATION
DATE: October 7, 2025
RECOMMENDATION:

It is recommended that the City Council:
1) Authorize the City Manager to approve a Tier II facility fee waiver in the amount of $15,525 for the use of Heritage Park by the Ho‘Oilina Foundation, Inc for their annual Heritage of Aloha festival scheduled May 16 and 17, 2026, with the foundation responsible for staffing fees of $2,910 and all required permits or other departmental fees; and
2) Take such additional, related, action that may be desirable.

FISCAL IMPACT
The total facility rental fees to be waived are $15,525. Staffing fees of $2,910 will be paid by the event organizer, along with any required permits or other departmental fees.

BACKGROUND
The Ho‘Oilina Foundation, Inc., a Whittier-based non-profit organization, is dedicated to preserving and sharing the cultural heritage of Hawaii and Polynesia. The Foundation has submitted a request to host the Heritage of Aloha Festival, a two-day community celebration that will feature:
• Live Hawaiian and Polynesian music performances
• A ukulele contest
• Traditional and contemporary dance presentations
• Island-inspired cuisine
CITY COUNCIL AGENDA REPORT – MEETING OF OCTOBER 7, 2025 THE HO’OILINA FOUNDATION - HERITAGE OF ALOHA FESTIVAL FACILITY FEE

WAIVER APPLICATION

Page 2 of 3 ends

• An outdoor marketplace highlighting Polynesian crafts and goods The Heritage of Aloha Festival has been held in Santa Fe Springs for over 20 years.

Historically it draws wide community interest and supports cultural exchange, arts education, and family-centered programming consistent with the City’s mission to provide diverse recreational and cultural opportunities.

In 2025, the festival drew strong attendance with:
• 7,800 attendees on Saturday
• 8,200 attendees on Sunday
• 551 Santa Fe Springs residents participating over the weekend These figures were determined by Placer.ai and demonstrate the festival’s regional draw while providing residents cultural programming.

ANALYSIS
Under the City’s Facility Rental Use Policy (FRUP), the Ho‘Oilina Foundation qualifies for Tier II fee waiver status as a registered non-profit organization hosting a communitybased cultural event.

In previous years, the Ho’Oilina Foundation paid $7,000 in rental fees for two event days and covered staff fees for Friday set-up. Under the revised FRUP and new fee schedule, Fridays are now available for rental, which results in an additional day of facility charges as well as higher fees based on the new fee schedule.

The Foundation has submitted a facility fee waiver of $15,525 in facility rental fees for use of Heritage Park over a three-day period; including setup, event days, and breakdown.

This reflects an increase in fees due to the revised FRUP adopted in November 2024, which updated rental rates for City facilities.

Additionally, staff have allowed the Foundation the set-up the entertainment stage on Wednesday afternoon prior to the festival. This accommodation does not impact on regular park operations and ensures adequate time for technical preparation and event safety for their event.

As a condition of approval, the Foundation will remain responsible for:
• Staffing fees estimated at $2,910
• Securing and paying fees for all permits required by City departments and outside agencies
CITY COUNCIL AGENDA REPORT – MEETING OF OCTOBER 7, 2025 THE HO’OILINA FOUNDATION - HERITAGE OF ALOHA FESTIVAL FACILITY FEE

WAIVER APPLICATION

Page 3 of 3 ends

ITEM STATUS:

APPROVED: ☐
DENIED: ☐
TABLED: ☐
DIRECTION GIVEN: ☐

ENVIRONMENTAL
The Heritage of Aloha Festival is anticipated to have minimal long-term environmental impact. The Ho‘Oilina Foundation will ensure noise impacts comply with the City’s sound ordinances and event permit conditions. They will ensure adequate trash and recycling receptacles and coordinate post-event cleanup and implement a parking management plan and coordinate with City staff to reduce congestion in surrounding business parks.

DISCUSSION
The Heritage of Aloha Festival has proven to be one of the region’s most well-attended and culturally enriching community events. Its 20+ year presence in Santa Fe Springs underscores its importance as both a cultural tradition and a community gathering opportunity. While the revision to the fee schedule in November 2024 has increased the rental fees associated with use of Heritage Park, the Ho‘Oilina Foundation’s commitment to covering staffing fees, permits, and environmental management responsibilities demonstrates its ability to successfully host a large-scale, high-quality event.

SUMMARY/NEXT STEPS
If approved by the City Council, staff will:

1. Finalize the facility use agreement with the Ho‘Oilina Foundation and all City Departments.

2. Coordinate with the Foundation regarding staffing, stage set-up, and operational logistics.

3. Ensure that all required permits and environmental management measures are obtained and in place prior to the event.

4. Provide on-site staffing support during the festival weekend to monitor compliance with City regulations and park policies.

ATTACHMENT(S):

A. Fee Waiver Application
B. Heritage of Aloha Festival Layout (2025)

FA C I L I T Y U S E AP P L I C AT I O N & F E E W AI V E R Staffing Fees are not eligible to be waived. A $35 per hour charge will be applied to reservations that fall outside of regular operating hours.

LAKEVIEW PARK | 10255 JERSEY AVE (Capacity 50)
Picnic Shelter - Resident
LOS NIETOS PARK | 11143 CHARLESWORTH RD (Capacity 180)
Picnic Shelter - Resident
SANTA FE SPRINGS PARK | 10068 CEDARDALE DR (Capacity 180) Picnic Shelter - Resident
LITTLE LAKE PARK | 10900 PIONEER BLVD
Picnic Shelter (Capacity 75)
Meeting Room & Patio (Capacity 64)
**Meeting Room may not exceed 6 hours event time/additional seating on patio Fee*
$100
Fee*
$200
Fee*
$200
Fee*
$125
$200

EVENT APPLICATION
Department of Parks & Recreation

E V E N T I N F O R M AT I O N

L O C AT I O N I N F O R M AT I O N
TAX ID Number Tier I - SFS Headquartered Non-Profit OR Tier II Event Type Date of Event Estimated Attendance
Applicant Full Name
Address
Email Address
Phone Date of Birth

AP P L I C A N T I N F O R M AT I O N
City State Zip Code
Organization
Address
Email Address
Phone
City State Zip Code
TOWN CENTER | 11740 TELEGRAPAH ROAD
Event
Meeting
The Club
Other__________________________________________
Fee*
$1,350 Saturday $1,150 Sunday - Friday
$500/3 hour block
$300
CLARKE ESTATE | 10211 PIONEER BLVD
Clarke Estate
HERITAGE PARK | 12100 MORA DRIVE
Heritage Park
Fee*
$2,400 (1-100) $3,000 (101-200)
Fee*
$2,240 (1-150) $3,040 (151-300)
$100 Per hour
GUS VELASCO NEIGHBORHOOD CENTER | 9255 PIONEER BLVD
Onteveros Room (Capacity 96)
Pio Pico Room (Capacity 112)
Fee*
$900 Saturday $750 Sunday - Friday
$1,500 Saturday $1,000 Sunday - Friday
Business Meetings
Pio Pico Room (Capacity 112)
Ontiveros Room (Capacity 96)
Meeting Room 1 (Capacity 25)
$300 (per 2 hrs)
$300 (per 2 hrs)
$200 (per 3 hrs)
Photo Session
Polynesian Cultural Festival 05/16/2026 5000
46-1367909
Darolyn Goya HO'OILINA FOUNDATION INC
10836 Mayes Drive P.O. BOX 1157
Whittier CA 90604 WHITTIER CA 90609
[email protected] [email protected] (562) 762-6703 04/01/1960 (562) 762-6703
Event Application
I will be purchasing insurance:

Through the City of Santa Fe Springs
Other___________________________________________ (all paperwork is due 45 days prior to event) Insurance Company
1-100 Guests/No Alcohol - $90 101- 200 Guest- $128
1-100 Guests/Alcohol - $134 101-200 Guest/Alcohol - $233

Page 2 ends

Application Received By:_______________________________________ Date:_______________________ Fees Waived:__________________________________ Required Fees:_______________________________________ Fee Waiver Status: Approved Denied Conditional
Approved By:________________________________________________ Date: _________________________________ Clean-Up Time (1 hour)

APPLICANT INFORMATION
Applicant Signature

FA C I L I T Y U S E AP P L I C AT I O N & F E E W AI V E R Applicant Name Event Date Reservation #

E V E N T I N F O R M AT I O N

L IAB I L I T Y A N D AU T H O R I ZAT I O N
Date
I HEREBY CERTIFY THAT ALL INFORMATION IS TRUE AND ACCURATE. I HAVE CAREFULLY READ THE FACILITY

RESERVATION POLICY AND USE POLICY, AND AGREE TO UPHOLD THE RULES AND REGULATIONS LISTED IN THE POLICY. I RELEASE, HOLD HARMLESS, AND AGREE NOT TO SUE CITY, INCLUDING PHOTOGRAPHY / VIDEO RELEASE, AND I FULLY UNDERSTAND ITS CONTENTS. I AM AWARE THAT THIS IS A FULL RELEASE OF ALL LIABILITY AND I SIGN IT OF MY OWN FREE WILL. I UNDERSTAND THAT THE CITY RESERVES THE RIGHT TO CHANGE, OR CANCEL ANY RESERVATION, AT ANY TIME, RESULTING FROM CITY ACTIVITY AND/OR MAINTENANCE.

I N S U RA N C E

C A N C E L LAT I O N S
Please cancel my event: _________________________________________ ____________________ Applicants Signature Date

AP P L I C A N T S I G N AT U R E
I certify that all statements made on this application are true and complete to the best of my knowledge. I understand that any false statements will result in the denial of the fee waiver request and may result in the revocation of the facility or park use.

S TAF F U S E O N L Y

E V E N T DI S C R I P T I O N / C O M M E N T S

Page 1 ends

Set-Up Time (1 hour) Start/End Time
*Certificate of Liability Insurance is required for all rentals and can be provided by the renter or purchased through
the City via a third-party provider.

R E S E R V AT I O N I N F O R M AT I O N
NO Alcohol (ALL PARKS)
Alcohol Served
Alcohol Sold (ABC License)
8:00 AM 10:00 AM/6:00 PM
Heritage of Aloha (HOA) is a 2-day Festival showcasing the heritage of Hawai'i & Polynesia with island cuisine, an outdoor marketplace, cultural workshops, and continuous music and dance on a big stage held at Heritage Park in the City of Santa Fe Springs (12100 Mora Drive, Santa Fe Springs) during the month of May to celebrate Asian American, Native Hawaiian, and Pacific Islander Heritage Month.
9:00 PM
Soza Insurance Agency
09/14/2025
09-14-2025
Signed at:
2025-09-14 20:19:55
Signed at:
2025-09-14 20:19:55

FEE WAIVER
The City of Santa Fe Springs recognizes and appreciates the value of partnering with other agencies and organizations to provide services that benefit the community and its residents. In an effort to provide support to organizations, the City of Santa Fe Springs has established a Fee Waiver Policy for determining when fees may be waived.

SECTION 1 - FEE WAIVER PROCESS
Fees established by the City of Santa Fe Springs for the use of City parks and facilities my be waived by the Director of Parks & Recreation if the applicant submits a fee waiver application and meets the defined criteria within this policy.
a. A Fee Waiver application must be submitted no later than 30 days prior to the date of the event.
b. Approval of the fee waiver does not relieve the applicant/organization of the obligations to comply with all other permit requirements, including but not limited to liability insurance, health permits, ABC License, deposit, etc.

FEES
The following list defines the established fees that can and cannot be waived.

Fees and costs that may be eligible for the waiver:
a. Park and/or Facility use/rental fees (except for Heritage Park and Clarke Estate) Fees and costs that are NOT eligible to be waived:
a. Staffing or labor
b. Insurance
c. Refuse costs
d. Custodial Costs
e. Maintenance costs
f. Other City Department Charges

FEE WAIVER ELIGIBILITY
The Department of Parks & Recreation Services recognizes the value that organizations/agencies play in providing benefits to the community and Santa Fe Springs residents. Fees may be waived for organizations/agencies if the following criteria are met:

Tier 1 Criteria
a. A non-profit organization or association that is headquartered the Santa Fe Springs, verified through their Tax Identification Number. Such organizations shall be organized and exist in the City for a minimum of one year (1) prior to the event. b. The organization must have as their sole purpose to benefit the City or a particular City Department or service.
1 FEE WAIVER
c. Schools located within the City of Santa Fe Springs or related organizations such as private schools within the City.

Tier II Criteria
Organizations/agencies that do not meet the criteria under Tier I may still qualify if they are able to meet all criteria in Tier II.
a. The event or program is consistent with the City or the City Department’s mission, values, and objectives.
b. The program or event provides a valuable and definable benefit to the Santa Fe Springs community; including but limit to youth programs and events. c. The proposed event or program will have no negative impact on the existing facility/park or cause the need for increased maintenance; and will not displace any existing City programs or reservations.
d. There is no evidence of previous violations of any permits previously issued to applicant or organization.

APPEAL PROCESS FOR DENIAL OF FEE WAIVER APPLICAITON
An applicant may appeal the initial ruling by the Director of Parks & Recreation to the City Manager as follows:
a. The appeal shall be made in writing a (letter or email) to the Director of Parks & Recreation within ten (10) calendar days following the fee waiver denial. b. Upon receipt of the written appeal, the Director of Parks & Recreation will promptly notify the City Manager and provide all fee waiver application documents for review. A decision will be made within ten (10) calendar days of the appeal by the City Manager.

If the appeal to the City Manager is denied, the applicant may file a final appeal to the Santa Fe Springs City Council.
a. The final appeal shall be filed with the City Clerk within five (5) calendar days following the the decision of the City Manager.
b. Upon receipt of the final appeal, the City Clerk shall promptly notify the Department of Parks & Recreation and set the date for the City Council hearing at the next available council meeting.
c. Upon confirmation of the City Council hearing date, the City Clerk will notify the applicant of the meeting date.
d. After the hearing by the City Council, the Council may affirm, modify, or overrule the decision or action to the City Manager, but any action taken by the City Council requires a majority vote. If the City Council fails to obtain the requisite votes to affirm, modify or overrule, the decision of the City Manager shall stand. 2 FEE WAIVER
SECTION 2 - CONTINUAL PARK AND FACILITY USE
Organizations may utilize City parks and facilities for continual use if specific criteria are met.

Organizations must meet eligibility requirements and the continual use of City parks and facilities require a reduced fee of $30 per day (fees subject to change), per use. The application period is renewed every January and July.

Eligibility

1. A non-profit organization or association that is headquartered in Santa Fe Springs, verified verified through their Tax Identification Number.
a. Such organization shall be organized and exist in the City for a minimum of one year (1) year prior to the event.
b. The organization must have as their sole purpose to benefit the City or a particular City department or service.

2. Schools located within the City of Santa Fe Springs or related organizations such as private schools within the City.

Criteria

1. The Continual Use Application deadline is June 1 and December 1 of each year.

Organizations must submit a completed application in order to request the use of City parks or facilities. Applications are required every 6 months, even if your use had been previously granted. Notification of the application status will be provided no later than June 20 and December 20 of each year.

2. A reduced park and facility use fee of $30 per use applies to year round continual use. This fee covers the use and upkeep of the parks and facilities.

3. Year Round Continual Use fees only apply to usage of parks or facilities during normal operating hours. If the requested use falls outside of operating hours, the organization is responsible for the staffing fees to open, oversee, and close the park or facility.

4. Renter shall maintain commercial general liability insurance with coverage at least as broad as Insurance Services Office form CG 00 01, in an amount not less than $1,000,000 per occurrence, $2,000,000 genera aggregate, for bodily injury, and property damage. The policy must include contractual liability that has not been amended. Any endorsement restricting standard ISO “insured contract” language will not be accepted.

5. The maximum time allowed for per day use is 2 hours, to include set-up and clean-up times.

An organization that provides Department approved community services may get the daily use fee waived. Prior approval of the community services project must be obtained in order to qualify.
12:59 AM Page 1 5/13/2025
entrance
entrance
P1
T
81 T
T T
75 P2
F
Tree
T
Park
Museum
59 T
post
T
54 T
T
T
T
58 W
T
F
T
post C3 C2 T C1
46 37
post T
T
Post
T
F T
bench
40 42
43 68
pole
69 57
T
70 T T
T
T
13 T
bench T
35 34
bench 7
G
67 36
F
F
electrical power
P2
P2 P2
fountain
P3
T
71 T post
T
77 T
pole
56 Front Parking Lot
T
F
2 wind mill W
17 Sign
Post
Cultural
F Village (CV)
entrance
F
4 W
post 6
19 8 5
F
28 27
26 bench
T
ATM
53 green house
orange grove
32 29 21
F
T
F
W
78 79
P1
51 76
P3
12 T
T
52 31 30 18
T
fountain
post
P1 Sign
Post
33 bike
rack
tree
TRASH
9 3
11 P1
1 22
23 24
16 15
Sign
Post
T
entrance
44 45
post
T
38 Post
47 T
bench
T
ERO
Restroom
F
Main Parking Lot
66 T
T
64 65
T
Sign
Post
Train
Bike
Rack
W
Workers Dining Area
W
T T
ERO
T
Drinks
tree
T
T
P1
P1
P1
P1
F
Park Café -

CLOSED TO
PUBLIC
pole
ERO
Restroom
Shave Ice
pole
74 F
ERO
P2
T
W
pole F
Flag
Pole
P
F
T
T
Sign
Post
ATM
72 post
T
62A
office / electrical
63 T
P1
T
50 49
61 48
60 T
73 bench
14 Porta-potties
9 hand wash
stations
Stage
28'x28'
11 Porta-potties
8 hand wash stations
EntertainmentI
nfo Booth
Raffle/Info
Booth
Cactus Cactus Cactus
Ontiveros Place
Mora Street
Dressing
Rooms
15'X15'
Heritage of Aloha Festival 2025
Park Layout aka Plot Plan
May 17th & May 18th
City of Santa Fe Springs - Heritage Park
12100 Mora Drive, Santa Fe Springs CA 90670
Sponsored by: Ho'oilina Foundation Inc.

Event Date:

May 17, 2025 & May 18, 2025
Set Up Date: May 16, 2025
Take Down Date: May 19, 2025
BBQ Area
HP
H P
Broadcast
Booth
N
E
S
W
62 1 Porta-potty
1 hand wash
station
SB
SB
SB
SB
Storage 1 | Storage 2
ERO = 2 - Porta-potties
2 - Handwash sink
3 3
1 1 1
1 1
1 Glass
Show
41 SB
P
o
s
t
P
o
s
t
trees
F2
F5
F4
F3
F6
S
F1
S
trees
32A
FK FK
BBQ Area
PPF6
PPF1
PPF2
PPF3
PPF4
PPF5
P2 Storage 3
2 - Trash Containers Driveway
ERO = 2 - Porta-potties
2 - hand wash sinks
RT
SB
SB
Post
Kapuna/VIP
Booth
Sound
System
82 15'x15'
PPF7
PPF8
F8
F7
SB SB
SB
SB
Dressing
Rooms
15'X15'
Security
Booth
10ʻx10ʻ
80 80
ITEM # 19

CITY OF SANTA FE SPRINGS

CITY COUNCIL AGENDA STAFF REPORT
TO: Honorable Mayor and City Council Members
FROM: René Bobadilla, P.E., City Manager
BY: Maricela Balderas, Director of Community Services
SUBJECT: CALIFORNIA STATE LIBRARY GRANT AWARD FOR THE SANTA FE

SPRINGS CITY LIBRARY ZIP BOOKS PROJECT
DATE: October 7, 2025
RECOMMENDATION(S):

It is recommended that the City Council:
1) Accept the California State Library’s Zip Books Grant Award in the amount of $2,448 for the Santa Fe Springs City Library; and
2) Authorize the Director of Community Services to execute the grant agreement; and 3) Approve the deposit of $2,448 in grant funds into the Library & Cultural Services Administration’s State Grants/Subventions revenue account (No. 10105699- 442000); and
4) Approve a corresponding increase of $2,448 in the Library & Cultural Services Administration’s Books & Subscriptions expenditure account (No. 10105699- 522000); and
5) Take such additional, related, action that may be desirable.

FISCAL IMPACT
The Santa Fe Springs City Library has been awarded $2,448 in grant funds from the California State Library. These funds will be recorded in the State Grants/Subventions revenue account (No. 10105699-442000) and the Books & Subscriptions expenditure account (No. 10105699-522000). No matching funds are required.

CITY COUNCIL AGENDA REPORT – MEETING OF OCTOBER 7, 2025

CALIFORNIA STATE LIBRARY GRANT AWARD FOR THE CITY LIBRARY ZIP

BOOKS PROJECT

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ITEM STATUS:

APPROVED:

DENIED:

TABLED:

DIRECTION GIVEN:

BACKGROUND
The Library Development Services Bureau of the California State Library administers state and federal grant awards. On September 2, 2025, the City was notified that the Santa Fe Springs City Library had been selected to receive $2,448 through the Zip Books Grant program.

ANALYSIS
The Zip Books Grant allows the Library to expand its collection and provide resources requested by patrons that are not already available. Using the funds, Library staff may purchase requested materials through Amazon and have them shipped directly to the patron. When returned, the materials are added to the Library’s collection.

Participation in the Zip Books program ensures the Library can quickly respond to community interests while building a more diverse and up-to-date collection.

ENVIRONMENTAL
N/A

DISCUSSION
N/A

SUMMARY/NEXT STEPS
If approved, the Director of Community Services will execute the grant agreement, and Library staff will complete and submit all necessary documentation to the California State Library to receive and use the awarded funds.

ATTACHMENT(S):

A. Zip Books Grant Agreement
8/15/2025
Ms. Deborah Raia ,Library Manager

SANTA FE SPRINGS CITY LIBRARY
11700 Telegraph Rd.

Santa Fe Springs,CA ,90670
Subject: Zip Books Project ZIP 25-77
Dear Ms. Deborah Raia:

The California State Library is pleased to approve the grant application for the Zip Book Project for a total of $2448 in California Library Services Act funds.

Read the enclosed award packet thoroughly and contact your grant support team if you have any questions. Hard copies of this correspondence will not follow. Keep the entirety of the correspondence for your files and consider these award materials your original documents.

This grant is governed by the attached Grant Agreement and Certification of Compliance, which includes the project period, reporting requirements, and payment schedule as well as the proposal outlining the project plan and budget. Please sign the claim and certification forms at the back of your award packet using the DocuSign system. Please understand that it can take from six to eight weeks from receipt of a fully executed claim form with no errors before grant funds are delivered.

If you have not received your payment after eight weeks, please contact your grant monitor.

Requirements Specific to Your Project
The following are requirements that are specific to your project. Please contact your project support team if you have any questions about or require support in fulling these requirements.

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ATTACHMENT A
• It is an expectation for this project that the project manager or other project staff will attend four (4) community of practice sessions (schedule to be determined) over the course of the grant period.
• It is an expectation of this project that at least 85 percent of the materials purchased as part of this project will be added to the libraries collection. (The 85 percent number may include items shipped to other libraries to add to their collection).

Project Support Team
Awardees are provided support throughout the project period by a project support team comprised of a grant monitor and Library Programs Consultant from the State Library. The project support team is available throughout the project period to assist you.
• The Grant Monitor is available to assist you with compliance and reporting matters. The Grant Monitor assigned to your project is Monica Rivas and can be reached via email at [email protected].
• The LPC is available to assist you with programming questions. The Library Programs Consultant assigned to your project is Chris Durr and can be reached via email at [email protected].

Best wishes for a successful project.

Respectfully yours,
Greg Lucas
California State Librarian
CC: Monica Rivas, [email protected]
Annly Roman, [email protected]
Yesenia Urdarbe, [email protected]
Jessica Magallanes, [email protected] Docusign Envelope ID: 7FC52E42-28A0-4F6C-8771-4BC54066F229 9/2/2025
In Process

STATE FUNDED GRANTS

AWARD AGREEMENT AND

CERTIFICATE OF COMPLIANCE
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SANTA FE SPRINGS CITY LIBRARY
2025-2026 Zip Books
ZIP 25-77

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32 Library – Courts Building
P.O. Box 942837
Sacramento, CA 94237-0001
916-323-9759
[email protected]
www.library.ca.gov

TABLE OF CONTENTS
PROJECT SUMMARY 2

PROCEDURES AND REQUIREMENTS
A. Term of the Agreement
B. Scope of Work
C. Budget Detail
D. Narrative and Financial Reports
E. Claim Form and Payment
EXHIBIT A: TERMS AND CONDITIONS
3 3
4 4
5 7
EXHIBIT B: CERTIFICATION AND COMPLIANCE FORM
Certification
25 29
EXHIBIT C: STATE REIMBURSABLE TRAVEL EXPENSES 31
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2025-2026 Zip Books
ZIP 25-77

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32 Library – Courts Building
P.O. Box 942837
Sacramento, CA 94237-0001
916-323-9759
[email protected]
www.library.ca.gov

PROJECT SUMMARY
AWARD AGREEMENT BETWEEN THE STATE LIBRARY and SANTA FE SPRINGS CITY LIBRARY for the
Zip Books project. AWARD AGREEMENT NUMBER ZIP 25-77
This Award Agreement (“Agreement”) is entered into on 07/01/2025 by and between the California State Library (“State Library”) and SANTA FE SPRINGS CITY LIBRARY, (“Grantee”).

This Award Agreement pertains to Grantee’s State-funded Zip Books project.

The Library Development Services Bureau (“LDS”) of the State Library administers state and federal funds in the form of awards.

The Grantee was selected by the State Library to receive state grant funds in the amount of $2448 through the process adopted by the State Library in administering such grants.

The State Library and the Grantee, for the consideration and under the conditions hereinafter set forth in the Grant Agreement, agree as follows:

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ZIP 25-77

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32 Library – Courts Building
P.O. Box 942837
Sacramento, CA 94237-0001
916-323-9759
[email protected]
www.library.ca.gov
PROCEDURES and REQUIREMENTS
A. Term of the Agreement
The Grant term begins on the date of execution of the Agreement by both parties, until 08/31/2026. If completion of the project occurs prior to the end of the grant period, this will be the end date of the term of this agreement. Grant eligible program expenditures may begin no earlier than the start date. The project period ends on 08/31/2026 and all eligible program costs must be incurred by this date.

B. Scope of Work

1. Grantee agrees to perform all activities specifically identified in the Grantee’s application and submitted to the State Library in response to the 2025-26 Zip Books Project.

2. The following activities and deliverables to be performed by the Grantee include, but are not limited to the following:
• Maintain and keep records of expenditures related to the grant that are consistent with Generally Acceptable Accounting Practices (GAAP).
• Make financial records available to the State Library upon request. • Work with the State Library staff to assure that funds are disbursed in compliance with the purpose of the grant.
• Prepare and submit required narrative and financial reports. • Procure equipment and other supplies as needed for the project. • Issue contracts for services, personnel, and consultants as needed for the project.
• If applicable, make payments for services, including for hours worked and travel reimbursements, to consultants and contractors. • Oversee the implementation of project activities.

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P.O. Box 942837
Sacramento, CA 94237-0001
916-323-9759
[email protected]
www.library.ca.gov
C. Budget Detail
The State Library shall provide the Grantee funding for the expenses incurred in performing the Scope of Work and activities specified in the Grantee’s application. The Grantee shall request the distribution of grant funding consistent with its proposal and the budget worksheet that was included with the application. Under no circumstances shall payments exceed the total grant amount identified in this Agreement.

D. Narrative and Financial Reports

1. The Grantee shall be responsible for the submission of interim and final narrative and financial reports on the progress and activities of the project, to the California State Library, using the sample report documents provided by the California State Library.

2. All the reports must be current, include all required sections and documents, and must be approved by the Grant Monitor before any payment request can be processed. Failure to comply with the specified reporting requirements may be considered a breach of this Agreement and result in the termination of the Agreement or rejection of the payment request and/or forfeiture by the Grantee of claims for costs incurred that might otherwise have been eligible for grant funding. Any problems or delays must be reported immediately to the Grant Monitor.

The financial reports shall reflect the expenditures made by the Grantee under the Agreement and may be incorporated into the same reporting structure as the narrative reports.

3. The reports shall be submitted by the following dates:

Reporting Period Report Due Date
July 01, 2025 -
December
31,2025
1st Financial and Mid Project Program
Narrative Report Due
January 31,
2026
January 01, 2026-
April 30, 2026
2nd Financial Program Report Due May 31, 2026
May 01, 2026 –
Project End
August 31, 2026
Final Financial Report, Expenditure
Detail Report and Final Program
Narrative Report Due
September 30,
2026
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2025-2026 Zip Books
ZIP 25-77

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32 Library – Courts Building
P.O. Box 942837
Sacramento, CA 94237-0001
916-323-9759
[email protected]
www.library.ca.gov

4. Failure to submit timely reports with the appropriate documentation by the due date may result in rejection of the payment request and/or forfeiture by the Grantee of claims for costs incurred that might otherwise have been eligible for grant funding.

5. The Grantee agrees to maintain records and supporting documentation pertaining to the performance of this grant, subject to possible audit for a minimum of five (5) years after final payment date or grant term end date, whichever is later. Please refer to Exhibit A, Terms and Conditions for more information.

E. Claim Form and Payment

1. The California State Library shall provide the Grantee payment as outlined in the payment schedule only if all requirements for claiming the funds as outline in this document have been met, and only for those activities and costs specified in the approved award application.

2. The Grantee shall complete, sign, and submit Certification of Compliance form (Exhibit B) and the Financial Claim form (included in your award packet), to the California State Library within 14 days of receiving this award packet. These forms will be issued, signed, and submitted using the online signature and agreement platform, DocuSign, unless DocuSign is unallowable or inconsistent with practices and policies of the local jurisdiction. If the use of DocuSign is not acceptable to your organization, please contact your grant monitor regarding alternate options.

3. Any of the sums appearing under the categories in the approved budget may be adjusted with prior authorization from the California State Library Grant Monitor. This would be to increase the allotment with the understanding that there will be corresponding decreases in the other allotments so that the total amount paid by the California State Library to the Grantee under this Agreement shall not exceed the awarded amount, which shall be expended/encumbered during the grant period.

4. If the payment amount made by the California State Library exceeds the actual expenses incurred during the term of this Agreement, as reflected in the financial reports to be filed by the Grantee, the Grantee shall immediately refund the excess payment amount to the California State Library.

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ZIP 25-77

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P.O. Box 942837
Sacramento, CA 94237-0001
916-323-9759
[email protected]
www.library.ca.gov

5. The Award payments will only be made to the Grantee. It is the Grantee’s responsibility to pay all contractors and subcontractors for purchased goods and services.

6. The Final Payment of 10% (if applicable) will be withheld and retained by the California State Library until all conditions agreed upon in this Agreement, including submission and grant monitor approval of the interim and final narrative and financial reports, have been satisfied.

7. Prompt Payment Clause
The California State Library will make payments to the Grantee in accordance with the Prompt Payment Clause under Government Code, section 927, et. seq. The Grantee may typically expect payment within 45 days from the date a grant payment request is properly submitted and approved by the Grant Monitor.

8. Budget Contingency Clause
a. It is mutually agreed that if the Budget Act of the current fiscal year or any subsequent years covered under this Agreement does not appropriate sufficient funds for the program, this Agreement shall no longer be in full force and effect. In this event, the California State Library shall have no liability to pay any funds whatsoever to the Grantee or to furnish any other considerations under this Agreement and the Grantee shall not be obligated to perform any provisions of this Agreement.
b. If funding for any fiscal year is reduced or deleted by the Budget Act for purposes of this Program, the California State Library shall have the option to either cancel this Agreement with no liability occurring to itself or offer an Agreement amendment to the Grantee to reflect the reduced amount.

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ZIP 25-77

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P.O. Box 942837
Sacramento, CA 94237-0001
916-323-9759
[email protected]
www.library.ca.gov
EXHIBIT A: TERMS and CONDITIONS

1. Accessibility: The State is responsible for ensuring that public websites are accessible to both the general public and state employees, including persons with disabilities. Grantee shall assist the State in meeting its responsibility. Therefore, all project materials generated by state funded programs must meet the California Accessibility Standards. Additionally, all project materials designed, developed, and maintained shall be in compliance with the California Government Code, sections 7405 and 11135, and the Web Content Accessibility Guidelines 2.0, or a subsequent version, as published by the Web Accessibility Initiative of the World Wide Web Consortium at a minimum Level AA success criteria.

However, if for some reason project material is not generated to be in compliance to meet these standards, please still submit it to the State Library. When submitting the material make sure to note that the material is not accessible by including “NOT ACCESSIBLE” in the file name.

The California State Library reserves the right to post project materials to its website that are in compliance with these standards.

2. Acknowledgment: The State of California and the California State Library shall be acknowledged in all promotional materials and publications related to the 2025-2026 Zip Books.
a. Grant award recipients must ensure that the State of California receives full credit as the source of funds and that the California State Library, likewise, is acknowledged as the administrator. b. Publications and information releases about the project must credit the State of California. An appropriate statement for a publication or project press release is:
“This [publication/project] was supported in whole or in part by funding provided by the State of California, administered by the California State Library.”
Grantees must include the above statement in any publications, vehicle wraps, and promotional materials, including websites. If space is limited the State Library logo and the following shortened acknowledgement statement is acceptable:

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Sacramento, CA 94237-0001
916-323-9759
[email protected]
www.library.ca.gov
“Funding provided by the State of California.”
c. This credit line on products of a project, such as materials, is important to foster support from the public, and state funding sources. d. California State Library Logo: Use of the California State Library logo, which can be downloaded on the California State Library website, is required on any publication, vehicle wrap, or promotional material along with the above statement(s).
e. Photo Documentation: Digital photos are a great way to document the happenings of your project. It is recommended that you use a photo release form when taking photos of the public. You may use your library’s photo release form or contact your grant monitor for the State Library’s form.

3. Agency: In the performance of this Agreement the Grantee and its agents and employees shall act in an independent capacity and not as officers, employees, or agents of the California State Library. The Grantee is solely responsible for all activities supported by the grant. Nothing in this Agreement creates a partnership, agency, joint venture, employment, or any other type of relationship between the parties. The Grantee shall not represent itself as an agent of the California State Library for any purpose and has no authority to bind the State Library in any manner whatsoever.

4. Amendment: No amendment or variation of the terms of this Agreement shall be valid unless made in writing, signed by the parties, and approved as required. No oral understanding or agreement not incorporated into this Agreement is binding on any of the parties. This Agreement may be amended, modified, or augmented by mutual consent of the parties, subject to the requirements and restrictions of this paragraph.

5. Applicable law: The laws of the State of California shall govern all proceedings concerning the validity and operation of this Agreement and the performance of the obligations imposed upon the parties hereunder. The parties hereby waive any right to any other venue. The place where the Agreement is entered into and place where the obligation is incurred is Sacramento County, California.

6. Assignment, Successors, and Assigns: The Grantee may not assign this Agreement or delegate its performance to any third-party person or entity, either in whole or in part, without the California State Library’s prior written consent. The provisions of this Agreement shall be binding upon Docusign Envelope ID: 7FC52E42-28A0-4F6C-8771-4BC54066F229 In Process

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P.O. Box 942837
Sacramento, CA 94237-0001
916-323-9759
[email protected]
www.library.ca.gov
and inure to the benefit of the California State Library, the Grantee, and their respective successors and assigns.

7. Audit and Records Access: The Grantee agrees that the California State Library, the Department of General Services, the State Auditor, or their designated representatives shall have the right to review, audit, inspect and copy any records and supporting documentation pertaining to the performance of this Agreement. The Grantee agrees to maintain such records for possible audit for a minimum of five (5) years after the final payment, or grant term end date, whichever is later, unless a longer period of records retention is stipulated, or until completion of any action and resolution of all issues which may arise as a result of any litigation, dispute, or audit, whichever is later. The Grantee agrees to allow the auditor(s) access to such records during normal business hours and to allow interviews of any employees who might reasonably have information related to such records. Further, the Grantee agrees to include a similar right of the State to audit records and interview staff in any subcontract related to performance of this Agreement.

Examples of audit documentation may include, but not limited to, competitive bids, grant amendments, if any, relating to the budget or work plan, copies of any agreements with contractors or subcontractors if utilized, expenditure ledger, payroll register entries, time sheets, personnel expenditure summary form, travel expense log, paid warrants, contracts and change orders, samples of items and materials developed with grant funds, invoices and/or cancelled checks.

8. Authorized Representative: Grantee and the California State Library mutually represent that their authorized representatives have the requisite legal authority to sign on their organization’s behalf.

9. Communication: All communications from either party, including an interim check-in at any time during the grant term, shall be directed to the respective grant manager or representative of the California State Library or Grantee. For this purpose, the following contact information is provided below:

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32 Library – Courts Building
P.O. Box 942837
Sacramento, CA 94237-0001
916-323-9759
[email protected]
www.library.ca.gov

SANTA FE SPRINGS CITY LIBRARY
Ms. Deborah Raia
11700 Telegraph Rd.

Santa Fe Springs,CA ,90670
562-868-7738 Ext. 7814
[email protected]
California State Library
Monica Rivas
900 N Street
Sacramento, CA 95814
916-603-7159
[email protected]

1. Confidentiality: Grantee will maintain as confidential any material it receives or produces that is marked Confidential or is inherently confidential or is protected by privilege. Grantee agrees to alert the State Library to this status in advance, and the State Library agrees to maintain this status in conformity with the Public Records Act.

2. Contractor and Subcontractors: Nothing contained in this Grant Agreement or otherwise shall create any contractual relation between the State and any contractor or subcontractors, and no contract or subcontract shall relieve the Grantee of his or her responsibilities and obligations hereunder. The Grantee agrees to be fully responsible to the State for the acts and omissions of its contractors, subcontractors, volunteers, student interns and of persons either directly or indirectly employed by any of them as it is for the acts and omissions of persons directly employed by the Grantee. The Grantee’s obligation to pay its contractors and subcontractors is an independent obligation from the State’s obligation to make payments to the Grantee. As a result, the State shall have no obligation to pay or to enforce the payment of any monies to any contractor or subcontractor.

3. Copyright: Grantee owns and retains titles to any copyrights or copyrightable material from any original works that it creates within the scope of this Agreement in accordance with the federal Copyright Act. (17 U.S.C. 101, et seq.) Grantee is responsible for obtaining any necessary licenses, permissions, releases or authorizations to use text, images, or other materials owned, copyrighted, or trademarked by third parties and for extending such licenses, permissions, releases, or authorizations to the California State Library pursuant to this section. Also, the California State Library may upload, post or transmit copyrighted material produced or Docusign Envelope ID: 7FC52E42-28A0-4F6C-8771-4BC54066F229 In Process

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www.library.ca.gov
purchased with grant funds on a California State Library website for public access and viewing.

4. Discharge of Grant Obligations: The Grantee's obligations under this Agreement shall be deemed discharged only upon acceptance of the final report by California State Library. If the Grantee is a non-profit entity, the Grantee’s Board of Directors shall accept and certify as accurate the final report prior to its submission to California State Library.

5. Dispute Resolution: In the event of a dispute, the Grantee will discuss the problem informally with the Grant Monitor. If unresolved, the Grantee shall file a written “Notice of Dispute” with the State Library Grant Monitor within ten (10) days of discovery of the problem. Within ten (10) days of receipt, the Grant Monitor shall meet with the Grantee for purposes of resolving the dispute. Any dispute arising under the terms of this Agreement which is not disposed of within a reasonable period of time, the Grantee may bring it to the attention of the State Librarian or the designated representative. The decision of the State Librarian or designated representative shall be final. Unless otherwise instructed by the Grant Monitor, the Grantee shall continue with its responsibilities under this Agreement during any dispute.

6. Drug-free Workplace: The Grantee certifies under penalty of perjury under the laws of California, that the Grantee will comply with the requirements of the Drug-Free Workplace Act of 1990 (Gov. Code, § 8350 et. seq.) and will provide a drug-free workplace by taking the following actions:
a. Publish a statement notifying employees that unlawful manufacture, distribution, dispensation, possession or use of a controlled substance is prohibited and specifying actions to be taken against employees for violations.
b. Establish a Drug-Free Awareness Program to inform employees about all of the following:
1) The dangers of drug abuse in the workplace.
2) The Grantee’s policy of maintaining a drug-free workplace. 3) Any available counseling, rehabilitation and employee assistance programs.
4) Penalties that may be imposed upon employees for drug abuse violations.
c. Require that every employee who works on the Agreement will:

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www.library.ca.gov
1) Receive a copy of the Grantee’s drug-free workplace policy statement.
2) Agrees to abide by the terms of the Grantee’s statement as a condition of employment on the Agreement.

Failure to comply with these requirements may result in suspension of payments under the Agreement or termination of the Agreement or both and grantee may be ineligible for award of any future state agreements if the California State Library determines that the grantee has made a false certification or violated the certification by failing to carry out the requirements as noted above.

7. Effectiveness of Agreement: This Agreement is of no force or effect until signed by both parties.

8. Entire Agreement: This Agreement supersedes all prior agreements, oral or written, made with respect to the subject hereof and, together with all attachments hereto, contains the entire agreement of the parties.

9. Exclusive Agreement: This is the entire Agreement between the California State Library and Grantee.

10.Executive Order N-6-22-Russia Sanctions: The Grantee shall comply with Executive Order N-6-22 (the EO) regarding Economic Sanctions against Russia and Russian entities and individuals. “Economic Sanctions” refers to sanctions imposed by the U.S. government in response to Russia’s actions in Ukraine, as well as any sanctions imposed under state law. The EO directs state agencies to terminate grant agreements with, and to refrain from entering any new grant agreements with, individuals or entities that are determined to be a target of Economic Sanctions. Accordingly, should the State determine Grantee is a target of Economic Sanctions or is conducting prohibited transactions with sanctioned individuals or entities, that shall be grounds for termination of this agreement. The State shall provide Grantee advance written notice of such termination, allowing Grantee at least 30 calendar days to provide a written response.

Termination shall be at the sole discretion of the State.

11.Extension: The State Librarian or designee may extend the final deadline for good cause. The Grantee’s request for an extension of the grant period must be made in writing and received by the California State Library at least 30 days prior to the final deadline.

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916-323-9759
[email protected]
www.library.ca.gov

12.Failure to Perform: The grant being utilized by the Grantee is to benefit the Zip Books Program. If the Grant Monitor determines the Grantee has not complied with this Agreement, the Grantee may forfeit the right to reimbursement of any grant funds not already paid by the California State Library, including, but not limited to, the ten percent (10%) withhold.

13.Federal and State Taxes: The State Library shall not:
a. Withhold Federal Insurance Contributions Act (FICA) payments from Grantee’s payments or make FICA payments on the
Grantee’s behalf; or
b. Make Federal or State unemployment insurance contributions on Grantee’s behalf; or
c. Withhold Federal or State income taxes from Grantee’s payments Grantee shall pay all taxes required on payments made under this Agreement including applicable income taxes and FICA.

14.Force Majeure: Neither the California State Library nor the Grantee, its contractors, vendors, or subcontractors, if any, shall be responsible hereunder for any delay, default, or nonperformance of this Agreement, to the extent that such delay, default, or nonperformance is caused by an act of God, weather, accident, labor strike, fire, explosion, riot, war, rebellion, sabotage, flood, or other contingencies unforeseen by the California State Library or the Grantee, its contractors, vendors, or subcontractors, and beyond the reasonable control of such party.

15.Forfeit of Grant Funds and Repayment of Funds Improperly Expended: If grant funds are not expended, or have not been expended, in accordance with this Agreement, the State Librarian or designee, at his or her sole discretion, may take appropriate action under this Agreement, at law or in equity, including requiring the Grantee to forfeit the unexpended portion of the grant funds, including, but not limited to, the ten percent (10%) withhold, and/or to repay to the California State Library any funds improperly expended.

16.Fringe Benefit Ineligibility: Grantee agrees that neither the Grantee nor its employees and contract personnel are eligible to participate in any employee pension, health benefit, vacation pay, sick pay or other fringe benefit plan of the State of California or the State Library.

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[email protected]
www.library.ca.gov

17.Generally Accepted Accounting Principles: The Grantee is required to use Generally Accepted Accounting Principles in documenting all grant expenditures.

18.Grant Monitor: The Grant Monitor’s responsibilities include monitoring grant progress, and reviewing and approving Grant Payment Requests and other documents delivered to the California State Library pursuant to this Agreement. The Grant Monitor may monitor Grantee performance to ensure Grantee expends grant funds appropriately and, in a manner, consistent with the terms and conditions contained herein. The Grant Monitor does not have the authority to approve any deviation from or revision to the Terms and Conditions (Exhibit A) or the Procedures and Requirements unless such authority is expressly stated in the Procedures and Requirements.

19.Grantee: the government or legal entity to which a grant is awarded, and which is accountable to the California State Library for the use of the funds provided.
a. The grantee will make reports to the State Librarian in such form and containing such information as may be required to ensure the proper use of funds consistent with the grantee’s application and award agreement. The grantee will keep such records and afford such access as the California State Library may find necessary to assure the correctness and verification of such reports.

20.Grantee Accountability: The Grantee is ultimately responsible and accountable for the manner in which the grant funds are utilized and accounted for and the way the grant is administered, even if the Grantee has contracted with another organization, public or private, to administer or operate its grant program. In the event an audit should determine that grant funds are owed to the California State Library, the Grantee is responsible for repayment of the funds to the California State Library.

21.Grantee Funds: It is mutually agreed that the Grantee is responsible for furnishing funds beyond the grant award that may be necessary to complete the project.

22.Independent Action: Grantee reserves the right to fulfill its obligations under this Agreement in an independent manner, at any location and at any time within the agreed-upon timeline. Grantee’s employees or contract personnel shall perform all services required by this Agreement, Docusign Envelope ID: 7FC52E42-28A0-4F6C-8771-4BC54066F229 In Process

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but their time need not be devoted solely to fulfilling obligations under this Agreement. Grantee shall furnish all equipment and materials used to meet its obligations and complete the Project. The State Library shall not provide any personnel or other resources beyond the grant award and is not required to provide training in connection with this Agreement.

23.Indemnification: Grantee agrees to indemnify, defend and save harmless the State of California, the California State Library and its officers, employees, and agents, from any and all claims, losses, and liabilities accruing or resulting to any and all contractors, subcontractors, suppliers, laborers and any other person, firm or corporation furnishing or supplying work services, materials, or supplies in connection with the performance of this Agreement, and from any and all claims and losses accruing or resulting to any person, firm or corporation who may be injured or damaged by Grantee in the performance of this Agreement.

24.License to Use: The California State Library reserves a fully paid-up, royalty-free, nonexclusive, sub-licensable and irrevocable license to reproduce, publish, prepare derivative works, distribute or otherwise use, and to authorize third parties to use, any material received or maintained by Grantee in connection with this Agreement. This includes intellectual property, with or without third-party rights. All such usages will be for public library and State governmental purposes:
a. The copyright in any work developed under this grant, sub-grant, or contract under this grant or sub-grant; and
b. Any rights of copyright to which a Grantee, sub-grantee, or a contractor purchases ownership with grant support.

25.Limitation of Expenditure: Expenditure for all projects must conform to the grantee’s approved budget and with applicable State laws and regulations. The total amount paid by the California State Library to the Grantee under this agreement shall not exceed $2448 and shall be expended/encumbered in the designated award period.

During the award period, the grantee may find that the awarded budget may need to be modified. Budget changes, requests for additional funds, or requests for reductions in award funding must be discussed with the assigned State Library Grant Monitor and a Grant Award Modification may be required to be submitted according to the instructions. Approval is by the State Librarian or their Docusign Envelope ID: 7FC52E42-28A0-4F6C-8771-4BC54066F229 In Process

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designee. Adjustments should be reported on the next financial report. Any adjustments in approved budgets must be documented and documentation retained in project accounts.

26.Lobbying: Grantee confirms that the grant funds will not be used for the purposes of lobbying or otherwise attempting to influence legislation, as those purposes are defined by the U.S. Internal Revenue Code of 1986.

27.Non-Discrimination Clause: During this grant period, the Grantee and the Grantee’s contractors, and subcontractors shall not unlawfully discriminate, harass, or allow harassment against any employee or applicant for employment because of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex, age, sexual orientation, or military and veteran status. Grantee shall insure that the evaluation and treatment of contractors, employees and applicants for employment are free from such discrimination and harassment.

Additionally, Grantee, contractors, and subcontractors, if applicable, shall comply with the provisions of the Fair Employment and Housing Act (Gov.

Code §12900 et seq.), the regulations promulgated thereunder (Cal.

Code Regs., tit. 2, §11000 et seq.), the provisions of Article 9.5, Chapter 1, Part 1, Division 3, Title 2 of the Government Code (Gov. Code §§ 11135- 11139.5), and the regulations or standards adopted by the California State Library to implement such article.

Grantee shall permit access by representatives of the Department of Civil Rights and the California State Library upon reasonable notice at any time during the normal business hours, but in no case less than 24 hours’ notice, to such of its books, records, accounts, and all other sources of information and its facilities as said Department or the California State Library shall require ascertaining compliance with this clause. Grantee, and its contractors, and subcontractors shall give written notice of their obligations under this clause to labor organizations with which they have a collective bargaining or other agreement. (See Cal. Code Regs., tit. 2, §11105.) Grantee shall include the non-discrimination and compliance provisions of this clause in all contracts and subcontracts to perform work under the Agreement.

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28.Notices: All notices and other communications in connection with this Agreement shall be in writing, and shall be considered delivered as follows:
a. Electronic Mail (E-mail): When sent by e-mail to the last e-mail address of the recipient known to the party giving notice. Notice is effective upon transmission.
b. DocuSign (e-signature platform): When sent via DocuSign a notification will be sent to the last e-mail address of the recipient known to the party giving notice. Notice is effective upon transmission.
c. Grants Management System: When sent via / uploaded to the California State Library’s Grants Management System a
notification will be sent to the last e-mail address of the recipient known to the party giving notice. Notice is effective upon transmission.
d. Personally: When delivered personally to the recipient’s physical address as stated in this Agreement.
e. U.S. Mail: Five days after being deposited in the U.S. Mail, postage prepaid and addressed to recipient’s address as stated in this Agreement.

29.Order of Precedence: The performance of this Agreement shall be conducted in accordance with the Terms and Conditions, Procedures and Requirements, Certificate of Compliance, Project Summary, Activities Timeline, and Budget, of this Agreement, or other combination of exhibits specified on the Grant Agreement Coversheet attached hereto (collectively referred to as “Terms”). Grantee’s California State Libraryapproved Application (Grantee’s Application) is hereby incorporated herein by this reference. In the event of conflict or inconsistency between the articles, exhibits, attachments, specifications or provisions that constitute this Agreement, the following order of precedence shall apply:
a. Grant Agreement Coversheet and any Amendments thereto b. Terms and Conditions
c. Procedures and Requirements
d. Certificate of Compliance
e. Project Summary
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g. All other attachments hereto, including any that are incorporated by reference.

30.Payment:
a. The approved Budget, if applicable, is attached hereto and incorporated herein by this reference and states the maximum amount of allowable costs for each of the tasks identified in the Project Summary and Activity Timeline included in the project application. The California State Library shall provide funding to the Grantee for only the work and tasks specified in the Grantee’s Application at only those costs specified in the Budget and incurred in the term of the Agreement.
b. The Grantee shall carry out the work described in the Work Plan or in the Grantee’s Application in accordance with the approved Budget and shall obtain the Grant Monitor’s written approval of any changes or modifications to the Work Plan, approved project as described in the Grantee’s Application, or the approved Budget prior to performing the changed work or incurring the changed cost. If the Grantee fails to obtain such prior written approval, the State Librarian or designee, at his or her sole discretion, may refuse to provide funds to pay for such work or costs.
c. The Grantee shall request funds in accordance with the funding schedule included in this agreement.
d. Ten percent (10%) will be withheld from the Payment Request (if applicable) and paid at the end of the grant term, when all reports and conditions stipulated in this Agreement have been satisfactorily completed. Failure by the grantee to satisfactorily complete all reports and conditions stipulated in this Agreement may result in forfeiture of any such funds withheld.
e. Lodgings, Meals and Incidentals: Grantee’s eligible costs are limited to the amounts authorized in the California State Administrative Manual (see Exhibit C or contact the Grant Monitor for more information).
f. Payment will be made only to the Grantee.

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g. Reimbursable expenses shall not be incurred unless and until the grantee receives a Notice to Proceed as described in the Procedures and Requirements.

31.Personal Jurisdiction: The Grantee consents to personal jurisdiction in the State of California for all proceedings concerning the validity and operation of this Agreement and the performance of the obligations imposed upon the parties. Native American Tribal grantees expressly waive tribal sovereign immunity as a defense to any and all proceedings concerning the validity and operation of this Agreement and the performance of the obligations imposed upon the parties.

32.Personnel Costs: Any personnel expenditures to be paid for with grant funds must be computed based on actual time spent on grant-related activities and on the actual salary or equivalent hourly wage the employee is paid for their regular job duties, including a proportionate share of any benefits to which the employee is entitled.

33.Pledge: This Agreement shall not be interpreted to create any pledge or any commitment by the State Library to make any other or further grants or contributions to Grantee, or any other person or entity in connection with the Project. It is mutually agreed that Grantee is responsible for furnishing funds beyond the grant award that may be necessary to complete outcomes or deliverables.

34.Privacy Protection: Both parties agree to protect the confidentiality of any non-public, personal information that may be contained in materials received or produced in connection with this Agreement, as required by Civil Code, section 1798, et. seq.

35.Prohibited Use: The expenditure under this program shall not be used to supplant Grantee efforts in other grant programs provided by the California State Library.

36.Public Records Act: Material maintained or used by the California State Library is considered “public record” under the Public Records Act (PRA) at Government Code, sections 6250, et. seq. This includes the Interim and Final reports, and any other written communications between the parties.

Grantee agrees to ensure that all content contained in its written reports are appropriate for publication. Said material, along with all other reports, Docusign Envelope ID: 7FC52E42-28A0-4F6C-8771-4BC54066F229 In Process

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documentation and data collected during the term of the Agreement, will be subject to disclosure unless it qualifies for exemption under the PRA in whole or in part. Grantee agrees to alert the State Library as to a basis for exemption, if any exists.

37.Publicity Obligations: Grantee will notify the State Library of any promotional materials or publications resulting from the grant no later than five (5) days in advance of distribution, whether they are print, film, electronic, or in any other format or medium. Copies of all promotional materials will be provided to the State Library. Grantee will acknowledge the State Library’s support as noted above. Grantee agrees that the State Library may include information about this grant and its outcomes in its own annual reports, with specific reference to Grantee, and may distribute such information to third parties.

38.Records: Communications, grant related documents, data, original receipts, and invoices must be maintained by Grantee and shall be made available to the State Library upon request. Grantee agrees to maintain adequate grant program records and adequate financial records consistent with generally accepted accounting practices, and to retain all records for at least five (5) years after the end-of-term. The State Library may monitor or conduct an onsite evaluation of Grantee’s operation to ensure compliance with this Agreement, with reasonable advance notice.

39.Reduction of Waste: In the performance of this Agreement, Grantee shall take all reasonable steps to ensure that materials purchased or utilized in the course of the project are not wasted. Steps should include but not be limited to: the use of used, reusable, or recyclable products; discretion in the amount of materials used; alternatives to disposal of materials consumed; and the practice of other waste reduction measures where feasible and appropriate.

40.Reimbursement Limitations: Under no circumstances shall the Grantee seek reimbursement pursuant to this Agreement for a cost or activity that has been or will be paid for through another funding source. The Grantee shall not seek reimbursement for any costs used to meet cost sharing or matching requirements of any other California State Library funded program.

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41.Reports and Claims: It is the responsibility of the grantee make the required reports and claims to the California State Library. a. The grantee shall be responsible for submitting to the State Library Narrative Reports detailing progress and activities. The reports are due on the dates specified in the reporting schedule detailed in the Procedures and Requirements section.
b. The grantee shall be responsible for submitting to the State Library Financial Reports reflecting grantee expenditure activity. The reports are due on the dates specified in the reporting schedule detailed in the Procedures and Requirements section.
c. To obtain payment hereunder the grantee shall submit authorized claims provided by the State Library for that purpose, on each of the following mentioned dates for payment, and the California State Library agrees to reimburse the library as soon thereafter as State fiscal procedures will permit.
d. The final 10% of the grant award (if applicable) is payable only upon approval of all final reports and receipt of claim form. Failure to provide timely reports is a serious breach of an award recipient’s administrative duty under the award.
e. Payment will be provided to cover the expenditures incurred by the grantee for the project in the following manner:
o $ 2448 upon execution of the agreement and submission of claim by the grantee organization.

42.Self-Dealing and Arm’s Length Transactions: All expenditures for which reimbursement pursuant to this Agreement is sought shall be the result of arm’s-length transactions and not the result of, or motivated by, selfdealing on the part of the Grantee or any employee or agent of the Grantee. For purposes of this provision, “arm’s-length transactions” are those in which both parties are on equal footing and fair market forces are at play, such as when multiple vendors are invited to compete for an entity’s business and the entity chooses the lowest of the resulting bids. “Self-dealing” is involved where an individual or entity is obligated to act as a trustee or fiduciary, as when handling public funds, and chooses to act in a manner that will benefit the individual or entity, directly or Docusign Envelope ID: 7FC52E42-28A0-4F6C-8771-4BC54066F229 In Process

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indirectly, to the detriment of, and in conflict with, the public purpose for which all grant monies are to be expended.

43.Severability: If any part of this Agreement is found to be unlawful or unenforceable, such provisions will be voided and severed from this Agreement, but the remainder of the provisions in the Agreement will remain in full force and effect.

44.Site Visits: The Grantee shall allow the California State Library to access and conduct site visits, with reasonable notice, at which grant funds are expended and related work being performed at any time during the performance of the work and for up to ninety (90) days after completion of the work, or until all issues related to the grant project have been resolved. A site visit may include, but not be limited to, monitoring the use of grant funds, provide technical assistance when needed, and to visit the State funded project.

45. Termination: The Agreement shall be subject to termination by the State Librarian or designee upon notice to the Grantee at least thirty (30) days prior to the effective date of termination. In the event this agreement is terminated, the Grantee shall deliver to the State Librarian copies of all reports, accounting, data, and materials prepared up to the date of termination. The State Librarian shall determine and pay the Grantee for necessary and appropriate expenditures and obligations up to the date of termination which have not been covered by prior installments previously paid to the Grantee. Upon such termination, the unused portion of the grant award must be returned to the California State Library within 45 days. If funding has been advanced to the Grantee, any unobligated balances, as determined by the State Librarian, shall be returned to the State Library within 45 days of the notice of termination.

46. Timeline: Time is of the essence to this Agreement. It is mutually agreed between the parties that the grant application and the timeline included therein are part of the Agreement.

47.Unused Funds: At the end-of-term Grantee agrees to return any unexpended or unaccounted for funds to the State Library, or to submit a written request for an extension of the grant period. Funds will be Docusign Envelope ID: 7FC52E42-28A0-4F6C-8771-4BC54066F229 In Process

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considered unexpended or unaccounted if they were: (1) not used for their intended purpose, or (2) used inconsistent with the terms of this Agreement.

Funds will also be considered unaccounted for, and must be returned, if the proposal outcomes or deliverables are materially incomplete by the end-of-term or earlier termination, as determined by the State Library in its sole discretion.

48.Waiver of Rights: California State Library shall not be deemed to have waived any rights under this Agreement unless such waiver is given in writing and signed by California State Library. No delay or omission on the part of California State Library in exercising any rights shall operate as a waiver of such right or any other right. A waiver by the California State Library of a provision of this Agreement shall not prejudice or constitute a waiver of California State Library’s right otherwise to demand strict compliance with that provision or any other provision of this Agreement.

No prior waiver by the California State Library, nor any course of dealing between California State Library and Grantee, shall constitute a waiver of any of California State Library’s rights or of any of grantee’s obligations as to any future transactions. Whenever the consent of California State Library is required under this Agreement, the granting of such consent by California State Library in any instance shall not constitute continuing consent to subsequent instances where such consent is required and in all cases such consent may be granted or withheld in the sole discretion of California State Library.

49.Work Products: Grantee shall provide California State Library with copies of all final products identified in the Work Plan and Application. Grantee shall also provide the State Library with copies of all public education and advertising material produced pursuant to this Agreement.

50.Worker’s Compensation: The State of California will not provide Workers’ Compensation insurance for Grantee or Grantee’s employees or contract personnel. If Grantee hires employees to perform services required by this Agreement, Grantee shall provide Workers’ Compensation insurance for them. The Grantee is aware of Labor Code Section 3700, which requires every employer to be insured against liability for Workers’ Compensation Docusign Envelope ID: 7FC52E42-28A0-4F6C-8771-4BC54066F229 In Process

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or to undertake self-insurance in accordance with the Labor Code, and the Grantee agrees to comply with such provisions before commencing the performance of the work of this Agreement.

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EXHIBIT B: CERTIFICATION of COMPLIANCE FORM

1. AUTHORIZED REPRESENTATIVE: I certify that the authorized representative named below is the legally designated representative of the Grantee for this Grant Agreement and project and is authorized to receive and expend funds in order to administer this grant program.

2. I certify that all information provided to the California State Library for review in association with this award is correct and complete to the best of my knowledge, and as the authorized representative of the Grantee, I commit to the conditions of this award, and I have the legal authority to do so.

3. I certify that any or all other participants or contractors in the grant program have agreed to the terms of the application/grant award and have entered into an agreement(s) concerning the final disposition of equipment, facilities, and materials purchased for this program from the funds awarded for the activities and services described in the attached, as approved and/or as amended in the application by the California State Librarian.

4. The authorized representative, on behalf of the Grantee, certifies that the Grantee will comply with all applicable requirements of State and Federal laws, regulations, and policies governing this program, to include the requirements listed below in this Certification of Compliance Form.

5. The authorized representative, on behalf of the Grantee, hereby certifies to the California State Library, for an award of funds in the amount $ 2448. This award will provide library services as set forth in the Project Application as approved and/or as amended by the California State Librarian.

6. STATEMENT OF COMPLIANCE: Grantee has, unless exempted, complied with the non-discrimination program requirements. (Gov. Code §12990 (af) and CCR, Title 2, Section 11102).

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7. DRUG-FREE WORKPLACE REQUIREMENTS: Grantee will comply with the requirements of the Drug-Free Workplace Act of 1990 and will provide a drug-free workplace by taking the following actions:
a. Publish a statement notifying employees that unlawful manufacture, distribution, dispensation, possession or use of a controlled substance is prohibited and specifying actions to be taken against employees for violations.
b. Establish a Drug-Free Awareness Program to inform employees about:
1) the dangers of drug abuse in the workplace;
2) the person's or organization's policy of maintaining a drug-free workplace;
3) any available counseling, rehabilitation and employee assistance programs; and,
4) penalties that may be imposed upon employees for drug abuse violations.
c. Every employee who works on the proposed Agreement will:
1) receive a copy of the company's drug-free workplace policy statement; and,
2) agree to abide by the terms of the company's statement as a condition of employment on the Agreement.

Failure to comply with these requirements may result in suspension of payments under the Agreement or termination of the Agreement or both and Grantee may be ineligible for award of any future State agreements if the department determines that any of the following has occurred: the Grantee has made false certification or violated the certification by failing to carry out the requirements as noted above. (Gov. Code § 8350 et. seq.)

8. CONFLICT OF INTEREST: Grantee needs to be aware of the following provisions regarding current or former state employees. If Grantee has any questions on the status of any person rendering services or involved with the Agreement, the California State Library must be contacted immediately for clarification.

Current State Employees (Pub. Contract Code § 10410):
a. No officer or employee shall engage in any employment, activity or enterprise from which the officer or employee receives
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funded by any state agency, unless the employment, activity or enterprise is required as a condition of regular state employment. b. No officer or employee shall contract on his or her own behalf as an independent contractor with any state agency to provide goods or services.

Former State Employees (Pub. Contract Code § 10411):
a. For the two-year period from the date, he or she left state employment, no former state officer or employee may enter into a contract in which he or she engaged in any of the negotiations, transactions, planning, arrangements or any part of the decisionmaking process relevant to the contract while employed in any capacity by any state agency.
b. For the twelve-month period from the date he or she left state employment, no former state officer or employee may enter into a contract with any state agency if he or she was employed by that state agency in a policy-making position in the same general subject area as the proposed contract within the 12-month period prior to his or her leaving state service.

If Grantee violates any provisions of above paragraphs, such action by Grantee shall render this Agreement void. (Pub. Contract Code § 10420).

Members of boards and commissions are exempt from this section if they do not receive payment other than payment of each meeting of the board or commission, payment for preparatory time and payment for per diem. (Pub. Contract Code § 10430 (e).

9. LABOR CODE/WORKERS' COMPENSATION: Grantee needs to be aware of the provisions which require every employer to be insured against liability for Worker's Compensation or to undertake self-insurance in accordance with the provisions, and Grantee affirms to comply with such provisions before commencing the performance of the work of this Agreement. (Labor Code § 3700).

10.AMERICANS WITH DISABILITIES ACT: Grantee assures the State that it complies with the Americans with Disabilities Act (ADA) of 1990, which prohibits discrimination on the basis of disability, as well as all applicable regulations and guidelines issued pursuant to the ADA. (42 U.S.C. 12101 et. seq.)

11.RESOLUTION: For awards totaling $350,000 or more, a county, city, district, or other local public body must provide the State with a copy of a resolution, order, motion, or ordinance of the local governing body which Docusign Envelope ID: 7FC52E42-28A0-4F6C-8771-4BC54066F229 In Process

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by law has authority to enter into an agreement, authorizing execution of the agreement.

12.PAYEE DATA RECORD FORM STD. 204: This form must be completed by all Grantees that are not another state agency or other governmental entity.

13.DRUG FREE WORKPLACE:
a. Continue to provide a drug-free workplace by complying with the requirements in 2 C.F.R. part 3186 (Requirements for Drug-Free Workplace (Financial Assistance)). In particular, the recipient must comply with drug- free workplace requirements in subpart B of 2 C.F.R. part 3186, which adopts the Government-wide
implementation (2 C.F.R. part 182) of sections 5152-5158 of the Drug-Free Workplace Act of 1988 (P. L. 100-690, Title V, Subtitle D; 41 U.S.C. §§ 701-707).
b. This includes but is not limited to making a good faith effort, on a continuing basis, to maintain a drug-free workplace; publishing a drug-free workplace statement; establishing a drug-free awareness program for the employees; taking actions concerning employees who are convicted of violating drug statutes in the workplace.

14.ACCESSIBILITY: The organization receiving this award, as listed in the certification section below, and all program staff, will ensure all project materials will meet California accessibility standards.

15.NON-DISCRIMINATION: The organization receiving this award, as listed in the certification section below, and all program staff agree to comply with all California non-discrimination laws.

16.ACKNOWLEDGEMENT: The organization receiving this award, as listed in the certification section below, and all program staff agree to comply with California State Library acknowledgement requirements.

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Certification

ORGANIZATION
Name: Address (official and complete):

PROJECT COORDINATOR
Name:

Email: Phone:

GRANTTEE AUTHORIZED REPRESENTATIVE
Name: Title:

Email: Phone:

Signature: Date:

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Authorized Representative Signature

ORGANIZATION
Name: Address (official and complete):

AUTHROIZED REPRESENTATIVE
Signature: Date:

Printed Name of Person Signing: Title:

STATE OF CALIFORNIA
Agency Name: California State Library Address: 900 N Street, Sacramento, CA 95814 Signature: Date:

Printed Name of Person Signing: Title: California State Librarian Docusign Envelope ID: 7FC52E42-28A0-4F6C-8771-4BC54066F229 Greg Lucas
9/2/2025
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EXHIBIT C: STATE REIMBURSABLE TRAVEL EXPENSES
Rates are subject to change per State of California, Department of Human Resources
Please Check State of California, Department of Human Resources Website for updated expenses:
http://www.calhr.ca.gov/employees/pages/travel-reimbursements.aspx Mileage:

Rate subject to change
$0.585 per mile – approved business/travel expense
Meals:

Receipts are required
$7.00 – Breakfast
$11.00 – Lunch
$23.00 – Dinner
$5.00 - Incidentals
Meals Note: Lunch can only be claimed if travel is more than 24 hours. Incidental charge may be claimed once for every 24-hour period and should cover incidental expenses, such as but not limited to, tip, baggage handling, etc.

Hotel:

Receipts are required
and MUST have a zero
balance.
$ 90.00 plus tax for all counties/cities not listed below $ 95.00 plus tax for Napa, Riverside, and Sacramento
Counties
$ 110.00 plus tax for Marin County
$ 120.00 plus tax for Los Angeles, Orange, Ventura
Counties, and Edwards AFB. Excluding the city of Santa
Monica
$ 125.00 plus tax for Monterey and San Diego Counties
$ 140.00 plus tax for Alameda, San Mateo and Santa
Clara Counties
$ 150.00 plus tax for the City of Santa Monica
$ 250.00 plus tax for San Francisco County
Out of State: Prior authorization must be obtained, as well as three print-out hotel quotes. Actual receipt must be included with authorization and additional quotes.

Hotel Note: If the above approved reimbursable hotel rates cannot be secured, please contact your grant monitor to obtain an excess lodging form. This form must be approved prior to actual travel.

Docusign Envelope ID: 7FC52E42-28A0-4F6C-8771-4BC54066F229 In Process

SANTA FE SPRINGS CITY LIBRARY
2025-2026 Zip Books
ZIP 25-77

Page 32 ends

32 Library – Courts Building
P.O. Box 942837
Sacramento, CA 94237-0001
916-323-9759
[email protected]
www.library.ca.gov
AIRLINE TICKETS:

Itinerary and receipts are
required
Actual reasonable fees pertaining to airline travel will be reimbursed. Business, First Class, or Early Bird Check-in fee is not an approved reimbursable expense.

April 25, 2022
RE: Contractor and Grantee Compliance with Economic Sanctions Imposed in Response to Russia’s Actions in Ukraine
Dear Grantee,
You are receiving this notification because you currently have an active grant through the California State Library.

On March 4, 2022, Governor Gavin Newsom issued Executive Order N-6-22 (EO) regarding sanctions in response to Russian aggression in Ukraine. The EO is located at https://www.gov.ca.gov/wp-content/uploads/2022/03/3.4.22-Russia-Ukraine-ExecutiveOrder.pdf.

The EO directs all agencies and departments that are subject to the Governor’s authority to take certain immediate steps, including notifying all contractors and grantees of their obligations to comply with existing economic sanctions imposed by the U.S. government in response to Russia's actions in Ukraine, as well as any sanctions imposed under state law.

This correspondence serves as a notice under the EO that as a contractor or grantee, compliance with the economic sanctions imposed in response to Russia’s actions in Ukraine is required, including with respect to, but not limited to, the federal executive orders identified in the EO and the sanctions identified on the U.S. Department of the Treasury website (https://home.treasury.gov/policy-issues/financial-sanctions/sanctions-programs-and-countryinformation/ukraine-russia-related-sanctions). Failure to comply may result in the termination of contracts or grants, as applicable.

Please note that for any agreements or grants valued at $5 million or more, a separate notification will be sent outlining additional requirements specified under the EO.

Annly Roman
California State Library
900 N Street
Sacramento, CA 95814
Docusign Envelope ID: 7FC52E42-28A0-4F6C-8771-4BC54066F229 In Process

CALIFORNIA LIBRARY SERVICES ACT

FINANCIAL CLAIM

PAYMENT IN FULL

CERTIFICATION
I hereby certify under penalty of perjury: that I am the duly authorized representative of the claimant herein; that this claim is in all respects true, correct and in accordance with law and the terms of the agreement; and that payment has not previously been received for the amount claimed herein.

By
(Signature of the Authorized Representative)
(Print Name) (Title)
*Legal payee name must match the payee’s federal tax return. Warrant will be made payable to payee name. Payee discrepancies in name and/or address may cause delay in payment. If you need to change payee name and/or address, please contact Fiscal Services at [email protected].

State of California, State Library Fiscal Office
ENY: 2025 ITEM NO: 6120-211-0001, Chapter 4, Statutes of 2025 PURCHASING AUTHORITY NUMBER: CSL-6120 REPORTING STRUCTURE: 61202000 COA: 5432000 PROGRAM #: 5312
FAIN: LS or N/A
By Date
(State Library Representative)
Grant Award #: ZIP 25-77 Date:

Invoice #: ZIP 25-77-01 PO #:

Payee Name: Santa Fe Springs City Library
(Legal name of authorized agency to receive, disburse and account for funds*) Complete Address:

Street Address, City, State, Zip Code (Warrant will be mailed to this address) Amount Claimed: $2,448 Type of Payment:
(Payable Upon Execution of Agreement) ☐ PROGRESS
Grantee Name: Santa Fe Springs City Library ☐ FINAL
(Name on Award Letter and Agreement) ☒ IN FULL
Project Title: Zip Books Project ☐ AUGMENT
For Period From: upon execution to end of grant period
Docusign Envelope ID: 7FC52E42-28A0-4F6C-8771-4BC54066F229 Deborah Raia
In Process
STATE OF CALIFORNIA – DEPARTMENT OF FINANCE

PAYEE DATA RECORD
(Required when receiving payment from the State of California in lieu of IRS W-9 or W-7) STD 204 (Rev. 03/2021)
Section 1 – Payee Information
NAME (This is required. Do not leave this line blank. Must match the payee’s federal tax return) BUSINESS NAME, DBA NAME or DISREGARDED SINGLE MEMBER LLC NAME (If different from above) MAILING ADDRESS (number, street, apt. or suite no.) (See instructions on Page 2)

CITY, STATE, ZIP CODE E-MAIL ADDRESS
Section 2 – Entity Type
Check one (1) box only that matches the entity type of the Payee listed in Section 1 above. (See instructions on page 2) ☐ SOLE PROPRIETOR / INDIVIDUAL CORPORATION (see instructions on page 2) ☐ ☐ MEDICAL (e.g., dentistry, chiropractic, etc.) SINGLE MEMBER LLC Disregarded Entity owned by an individual ☐ PARTNERSHIP
☐ ESTATE OR TRUST
☐ LEGAL (e.g., attorney services)
☐ EXEMPT (e.g., nonprofit)
☐ ALL OTHERS
Section 3 – Tax Identification Number
Enter your Tax Identification Number (TIN) in the appropriate box. The TIN must match the name given in Section 1 of this form. Do not provide more than one (1) TIN.

The TIN is a 9-digit number. Note: Payment will not be processed without a TIN. •
•
•
•
•
•
For Individuals, enter SSN.

If you are a Resident Alien, and you do not have and are not eligible to get an SSN, enter your ITIN.

Grantor Trusts (such as a Revocable Living Trust while the grantors are alive) may not have a separate FEIN. Those trusts must enter the individual grantor’s SSN.

For Sole Proprietor or Single Member LLC (disregarded entity), in which the sole member is an individual, enter SSN (ITIN if applicable) or FEIN (FTB prefers SSN).

For Single Member LLC (disregarded entity), in which the sole member is a business entity, enter the owner entity’s FEIN. Do not use the disregarded entity’s FEIN.

For all other entities including LLC that is taxed as a corporation or partnership, estates/trusts (with FEINs), enter the entity’s FEIN.

Social Security Number (SSN) or
Individual Tax Identification Number (ITIN)
___ ___ ___ -___ ___ - ___ ___ ___ ___
OR
Federal Employer Identification Number
(FEIN)
___ ___ - ___ ___ ___ ___ ___ ___ ___
Section 4 – Payee Residency Status (See instructions)

☐ CALIFORNIA RESIDENT – Qualified to do business in California or maintains a permanent place of business in California. ☐ CALIFORNIA NONRESIDENT – Payments to nonresidents for services may be subject to state income tax withholding. ☐No services performed in California
☐Copy of Franchise Tax Board waiver of state withholding is attached.

Section 5 – Certification
I hereby certify under penalty of perjury that the information provided on this document is true and correct.

Should my residency status change, I will promptly notify the state agency below.

NAME OF AUTHORIZED PAYEE REPRESENTATIVE TITLE E-MAIL ADDRESS SIGNATURE DATE TELEPHONE (include area code)
Section 6 – Paying State Agency
Please return completed form to:

STATE AGENCY/DEPARTMENT OFFICE UNIT/SECTION
MAILING ADDRESS FAX TELEPHONE (include area code)

CITY STATE ZIP CODE E-MAIL ADDRESS
Print Form Reset Form
Docusign Envelope ID: 7FC52E42-28A0-4F6C-8771-4BC54066F229 [email protected]
Admin/Accoutning
Sacramento CA
900 N Street 916-603-7157
Ca. State Library
95814
In Process

STATE OF CALIFORNIA – DEPARTMENT OF FINANCE

PAYEE DATA RECORD
(Required when receiving payment from the State of California in lieu of IRS W-9 or W-7) STD 204 (Rev. 03/2021)

GENERAL INSTRUCTIONS
Type or print the information on the Payee Data Record, STD 204 form. Sign, date, and return to the state agency/department office address shown in Section 6.

Prompt return of this fully completed form will prevent delays when processing payments.

Information provided in this form will be used by California state agencies/departments to prepare Information Returns (Form1099).

NOTE: Completion of this form is optional for Government entities, i.e. federal, state, local, and special districts.

A completed Payee Data Record, STD 204 form, is required for all payees (non-governmental entities or individuals) entering into a transaction that may lead to a payment from the state. Each state agency requires a completed, signed, and dated STD 204 on file; therefore, it is possible for you to receive this form from multiple state agencies with which you do business.

Payees who do not wish to complete the STD 204 may elect not to do business with the state. If the payee does not complete the STD 204 and the required payee data is not otherwise provided, payment may be reduced for federal and state backup withholding. Amounts reported on Information Returns (Form 1099) are in accordance with the Internal Revenue Code (IRC) and the California Revenue and Taxation Code (R&TC).

Section 1 – Payee Information
Name – Enter the name that appears on the payee's federal tax return. The name provided shall be the tax liable party and is subject to IRS TIN matching (when applicable).
• Sole Proprietor/Individual/Revocable Trusts – enter the name shown on your federal tax return. • Single Member Limited Liability Companies (LLCs) that is disregarded as an entity separate from its owner for federal tax purposes - enter the name of the individual or business entity that is tax liable for the business in section 1. Enter the DBA, LLC name, trade, or fictitious name under Business Name. • Note: for the State of California tax purposes, a Single Member LLC is not disregarded from its owner, even if they may be disregarded at the Federal level. • Partnerships, Estates/Trusts, or Corporations – enter the entity name as shown on the entity’s federal tax return. The name provided in Section 1 must match to the TIN provided in section 3. Enter any DBA, trade, or fictitious business names under Business Name.

Business Name – Enter the business name, DBA name, trade or fictitious name, or disregarded LLC name.

Mailing Address – The mailing address is the address where the payee will receive information returns. Use form STD 205, Payee Data Record Supplement to provide a remittance address if different from the mailing address for information returns, or make subsequent changes to the remittance address.

Section 2 – Entity Type
If the Payee in Section 1 is a(n)… THEN Select the Box for… Individual ● Sole Proprietorship ● Grantor (Revocable Living) Trust disregarded for federal tax purposes Sole Proprietor/Individual Limited Liability Company (LLC) owned by an individual and is disregarded for federal tax purposes Single Member LLC-owned by an individual Partnerships ● Limited Liability Partnerships (LLP) ● and, LLC treated as a Partnership Partnerships Estate ● Trust (other than disregarded Grantor Trust) Estate or Trust Corporation that is medical in nature (e.g., medical and healthcare services, physician care, nursery care, dentistry, etc. ● LLC that is to be taxed like a Corporation and is medical in nature Corporation-Medical
Corporation that is legal in nature (e.g., services of attorneys, arbitrators, notary publics involving legal or law related matters, etc.) ● LLC that is to be taxed like a Corporation and is legal in nature Corporation-Legal
Corporation that qualifies for an Exempt status, including 501(c) 3 and domestic non-profit corporations. Corporation-Exempt Corporation that does not meet the qualifications of any of the other corporation types listed above ● LLC that is to be taxed as a Corporation and does not meet any of the other corporation types listed above Corporation-All Other
Section 3 – Tax Identification Number
The State of California requires that all parties entering into business transactions that may lead to payment(s) from the state provide their Taxpayer Identification Number (TIN). The TIN is required by R&TC sections 18646 and 18661 to facilitate tax compliance enforcement activities and preparation of Form 1099 and other information returns as required by the IRC section 6109(a) and R&TC section 18662 and its regulations.

Section 4 – Payee Residency Status
Are you a California resident or nonresident?
• A corporation will be defined as a "resident" if it has a permanent place of business in California or is qualified through the Secretary of State to do business in California.
• A partnership is considered a resident partnership if it has a permanent place of business in California. • An estate is a resident if the decedent was a California resident at time of death. • A trust is a resident if at least one trustee is a California resident. o For individuals and sole proprietors, the term "resident" includes every individual who is in California for other than a temporary or transitory purpose and any individual domiciled in California who is absent for a temporary or transitory purpose. Generally, an individual who comes to California for a purpose that will extend over a long or indefinite period will be considered a resident. However, an individual who comes to perform a particular contract of short duration will be considered a nonresident.

For information on Nonresident Withholding, contact the Franchise Tax Board at the numbers listed below:

Withholding Services and Compliance Section: 1-888-792-4900 E-mail address: [email protected] For hearing impaired with TDD, call: 1-800-822-6268 Website: www.ftb.ca.gov Section 5 – Certification
Provide the name, title, email address, signature, and telephone number of individual completing this form and date completed. In the event that a SSN or ITIN is provided, the individual identified as the tax liable party must certify the form. Note: the signee may differ from the tax liable party in this situation if the signee can provide a power of attorney documented for the individual.

Section 6 – Paying State Agency
This section must be completed by the state agency/department requesting the STD 204.

Privacy Statement
Section 7(b) of the Privacy Act of 1974 (Public Law 93-579) requires that any federal, state, or local governmental agency, which requests an individual to disclose their social security account number, shall inform that individual whether that disclosure is mandatory or voluntary, by which statutory or other authority such number is solicited, and what uses will be made of it. It is mandatory to furnish the information requested. Federal law requires that payment for which the requested information is not provided is subject to federal backup withholding and state law imposes noncompliance penalties of up to $20,000. You have the right to access records containing your personal information, such as your SSN. To exercise that right, please contact the business services unit or the accounts payable unit of the state agency(ies) with which you transact that business.

All questions should be referred to the requesting state agency listed on the bottom front of this form.

Docusign Envelope ID: 7FC52E42-28A0-4F6C-8771-4BC54066F229 In Process
ITEM # 20

CITY OF SANTA FE SPRINGS

CITY COUNCIL AGENDA STAFF REPORT
TO: Honorable Mayor and City Council Members
FROM: René Bobadilla, P.E., City Manager
BY: Maricela Balderas, Director of Community Services
SUBJECT: ART IN PUBLIC PLACES FY 2025-26 ART EDUCATION GRANT

REVISED PROGRAM AWARDS
DATE: October 7, 2025
RECOMMENDATION(S):

It is recommended that the City Council:
1) Authorize the FY 2025-26 award distribution of an additional $4,972.30, for a total of $71,883.75, as recommended by the Heritage Arts Advisory Committee (HAAC), to fund the Art Education Grant Program recipients; and 2) Authorize the allocation of an additional $1,883.75 to the Public Art & Art Education Program – Contribution/Art Education Grants account (No. 10511001-593000) for Fiscal Year 2025-26; and
3) Take such additional, related, action that may be desirable.

FISCAL IMPACT
The Public Art & Art Education Program Activity (No. 10511001) is fully funded by developers’ fees through the Art in Public Places Special Fund (No. 2510). FY 2025–26 grant awards are disbursed from the Public Art & Art Education Program – Contribution/Art Education Grants account (No. 10511001-593000).

A total of $70,000 was budgeted for art grants in FY 2025–26. With the late addition of one eligible application for $4,972.30, the revised award total is $71,883.75. Staff requests Council authorization for an additional allocation of $1,883.75 to cover the full cost of the recommended awards. Sufficient funding exists in the Art in Public Places Special Fund (No. 2510) to accommodate this request.

There is no General Fund impact.

CITY COUNCIL AGENDA REPORT – MEETING OF OCTOBER 7, 2025 ART IN PUBLIC PLACES FY 2025-26 ART EDUCATION GRANT REVISED

PROGRAM AWARDS

Page 2 of 3 ends

BACKGROUND
For over 30 years, the City’s Heritage Artwork in Public Places Program has supported art education in local schools through the Art Education Grant Program. This initiative provides financial support to K–12 schools serving Santa Fe Springs residents, enabling projects that foster age-appropriate art education experiences. Funded projects culminate in student exhibitions, performances, demonstrations, or art-related field trips, enriching both students and the community.

In Fiscal Year 2024–25, the City awarded a record $69,992.50 to 29 local schools, reflecting both growing interest in the program and rising supply costs.

Grant recipients are required to submit a final report by May of the academic year, detailing the use of funds and providing supporting documentation. Any unspent funds must be returned to the City upon approval of the final report. To date, all unexpended funds from previous years have been returned in accordance with program requirements.

ANALYSIS
Applications for the 2025–26 school year were distributed to local school staff in early 2025 and due June 15, 2025. A record 30 applications were received.

On July 29, 2025, the Heritage Arts Advisory Committee (HAAC) convened a special meeting to review the submissions. At that time, the Committee recommended City Council approval of funding for 28 of the 30 applicants, totaling $66,911.45 (see Attachment A). Two applications were not recommended due to an improperly itemized budget and a missing principal’s signature.

Subsequently, staff realized that one eligible application, requesting $4,972.30, had been inadvertently omitted from the original review packet due to staff error. The corrected total number of grant applications received is 31.To address this oversight, the HAAC convened another special meeting on September 30, 2025, and voted to recommend full approval of the request.

With the addition of this grant, the revised total recommendation for FY 2025–26 art grant awards is $71,883.75 (see Attachment B).

In accordance with program guidelines, only eligible expenses are recommended.

Ineligible items such as contracted printing services, pre-made costumes, and non-art tools/supplies were excluded from funding.

ENVIRONMENTAL
N/A
CITY COUNCIL AGENDA REPORT – MEETING OF OCTOBER 7, 2025 ART IN PUBLIC PLACES FY 2025-26 ART EDUCATION GRANT REVISED

PROGRAM AWARDS

Page 3 of 3 ends

SUMMARY/NEXT STEPS
Upon City Council approval, City staff will coordinate with the Finance Department to process and disburse the additional grant award to the approved Art Education Grant recipient for the 2025–26 school year.

ATTACHMENT(S):

A. 2025-2026 Art Education Grant Applications List
B. 2025-2026 Art Education Revised Grant Applications List ITEM STATUS:

APPROVED:

DENIED:

TABLED:

DIRECTION GIVEN:

DATE APPLICANT GRADES / GRANT AMOUNT
RECEIVED NAME NO. OF YOUTH / PER STUDENT REQUESTED
A 6.13.25 Cresson Elementary School Erin Dunroe Addressing Mental Health Through Art 4-5th grades / 65 students / $73.84 $4,800.00 $4,800.00 Approved $4,800.00 $4,800.00
B 6.13.25 Jersey Avenue Elementary School Margaret Gomez Folklorico Dance Program K-5th grades/ 65 students / $76.92 $5,000.00 $4,250.00 Approved - T-shirts not approved.

C 6.13.25 Jersey Avenue Elementary School Heather Norris Garden Art & Art Parent Night TK-5th grades / 60 students / $42.00 $2,520.00 $620.00 Approved - Parent cost not allowed, supplies not approved as not itemized properly. $7,520.00 $4,870.00
D 6.10.25 Lake Center Middle School Amy Jordan Field Trip 6-8th grades / 184 students / $24.03 $4,420.00 $4,420.00 Approved E 6.3.25 Lake Center Middle School Susie Luu Painting with Ceramics 6th grade / 118 students / $38.29 $4,518.00 $4,248.00 Aproved - Delivery fee not approvedF 6.2.25 Lake Center Middle School Sabrina Ireland Art Through the Seasons 6th grade / 198 students / $23.00 $4,554.00 $4,554.00 Approved G 6.12.25 Lake Center Middle School Jennifer Conforti Mosaic Tile Coaster 8th grade / 132 students / $23.79 $3,140.42 $2,980.42 Approved - Sub teacher not approved $16,632.42 $16,202.42
H 6.13.25 Lakeland Elementary School
Georgette BaltierrezManohorathat Folklorico at Lakeland Elementary K-5th grades / 40 students / $112.00 $4,480.00 $2,688.00 Approved - Costumes not allowed $4,480.00 $2,688.00
I 6.13.25 Lakeview Elementary School Ruby Dominguez Take 2 Drama Club & Visual & Perf. Arts K-5th grades / 150 students / $33.33 $5,000.00 $3,791.50J 6.13.25 Lakeview Elementary School Susana Carranza Second Grade Art Program 2nd grade / 75 students / $43.45 $3,259.00 NA Rejected-Incorrect itemized budget and revised itemization submitted late K 6.10.25 Lakeview Elementary School Nicole Baski Art in Primary! (Special Education Prgm.) TK-5th grades / 20 students / $43.15 $862.98 $862.98 Approved L 5.19.25 Lakeview Elementary School Raquel Ponce TK Indoor / Outdoor Creations TK grade / 40 students / $123.13 $4,925.10 $1,451.41 Approved - Several items not approved per guidelinesM 6.10.25 Lakeview Elementary School Kelly Love Meet the Masters K-5th grades / 440 students / $7.25 $3,189.76 $3,189.76 Approved $17,236.84 $9,295.65
N 6.13.25 Rancho Santa Gertrudes Elem. School Alysia Odipo Rancho Santa Gertrudes Elem. Art Initiative TK-5th grades / 318 students / $15.72 $5,000.00 $667.50 Approved - Several items not approved per guidelines $5,000.00 $667.50
O 6.10.25 Santa Fe High School Terry Dawson Band & Mariachi Sheet Musice & Guest Artist 9-12th grades / 90 students / $27.78 $2,500.00 $2,500.00 Approved P 6.11.25 Santa Fe High School Giao Nguyen Under the Sea 9-12th grades / 150 students / $31.31 $4,696.13 $4,237.62 Approved - Several items not approved per guidelinesQ 6.13.25 Santa Fe High School Jessica Guiragossian Under the Sea: Fish, Fashion, & Fantasy 9-12th grades / 175 students / $28.50 $4,987.07 $4,899.47 Approved - Several items not approved per guidelines $12,183.20 $11,637.09
R 5.15.25 Santa Fe Springs Christian School Cindy Jarvis Art Master Legacy Series 2 K-8th grades / 150 students / $40.60 $6,089.12 $5,000.00 Approved S 5.15.25 Santa Fe Springs Christian School Andrea Neely Kindergarten Art Projects K grade / 15 students / $10.29 $154.40 $154.40 Approved T 5.15.25 Santa Fe Springs Christian School Danielle Michaels First Grade Art Supplies 1st grade / 17 students / $7.68 $130.62 $130.62 Approved U 5.15.25 Santa Fe Springs Christian School Shinar Lumahan Dinosaurs and Masks 2nd grade / 12 students / $16.54 $198.48 $198.48 Approved V 5.15.25 Santa Fe Springs Christian School Lori Chronister Social Studies Projects (incl. holidays) 3rd grade / 24 students / $9.25 $221.96 $221.96 Approved W 5.15.25 Santa Fe Springs Christian School Marie Gomez 4th Grade Art Grant 4th grade / 15 students / $13.36 $200.43 $200.43 Approved X 5.15.25 Santa Fe Springs Christian School Natalia Reynoso Revolutionary War Project 5th grade / 25 students /$12.42 $310.46 $310.46 Approved Y 5.15.25 Santa Fe Springs Christian School Adriana Stanphill Places in our World 6-8th grades / 50 students / $5.90 $294.91 $294.91 Approved Z 5.15.25 Santa Fe Springs Christian School Sharon Powell Walk Through the Ancient World 6-7th grades / 26 stduents / $22.50 $585.00 $585.00 Approved AA 5.15.25 Santa Fe Springs Christian School Jennifer Senglaub Jr. High Performing Arts 6-8th grades / 25 students / $14.80 $370.08 $370.08 Approved $8,555.46 $7,466.34 Approved
BB 6.11.25 St. Paul High School Ashwin Mitchell From Studoi Saint Paul 9-12th grades / 120 students / $41.64 $4,997.27 $4,466.87 Approved - No Printing Allowed CC 6.13.25 St. Paul High School Ashley Lynch Rhythm in Motion: Elevating HS Dance Ed. 9-12th grades / 25 students / $40.27 $1,006.75 NA Rejected - Not signed by Principal $6,004.02 $4,466.87
DD 5.27.25 St. Pius X Parish School Yessica Chacon Meet the Masters K-8th grades / 155 students / $31.08 $4,817.58 $4,817.58 Approved $4,817.58 $4,817.58
Total Awarded:

TOTAL NO. OF APPLICATIONS RECEIVED: 30 TOTAL GRANT FUNDS REQUESTED: $87,229.52 $66,911.45 TOTAL:TOTAL:TOTAL:TOTAL:TOTAL:TOTAL:TOTAL:TOTAL:

NO. SCHOOL NAME TITLE OF GRANT
HAAC

RECOMMENDED/

APPROVED COMMENTS ON APPLICATION
Grant Applications List
Attachment A - 2025-2026 Art Education

C 6.13.25 Jersey Avenue Elementary School Heather Norris Garden Art & Art Parent Night TK-5th grades / 60 students / $42.00 $2,520.00 $620.00 Approved - Parent cost not allowed, supplies not approved as not itemized properly. $7,520.00 $4,870.00
D 6.10.25 Lake Center Middle School Amy Jordan Field Trip 6-8th grades / 184 students / $24.03 $4,420.00 $4,420.00 Approved E 6.3.25 Lake Center Middle School Susie Luu Painting with Ceramics 6th grade / 118 students / $38.29 $4,518.00 $4,248.00 Aproved - Delivery fee not approvedF 6.2.25 Lake Center Middle School Sabrina Ireland Art Through the Seasons 6th grade / 198 students / $23.00 $4,554.00 $4,554.00 Approved G 6.12.25 Lake Center Middle School Jennifer Conforti Mosaic Tile Coaster 8th grade / 132 students / $23.79 $3,140.42 $2,980.42 Approved - Sub teacher not approved $16,632.42 $16,202.42
H 6.13.25 Lakeland Elementary School
Georgette BaltierrezManohorathat Folklorico at Lakeland Elementary K-5th grades / 40 students / $112.00 $4,480.00 $2,688.00 Approved - Costumes not allowed $4,480.00 $2,688.00
I 6.13.25 Lakeview Elementary School Ruby Dominguez Take 2 Drama Club & Visual & Perf. Arts K-5th grades / 150 students / $33.33 $5,000.00 $3,791.50J 6.13.25 Lakeview Elementary School Susana Carranza Second Grade Art Program 2nd grade / 75 students / $43.45 $3,259.00 NA Rejected-Incorrect itemized budget and revised itemization submitted lateK 6.10.25 Lakeview Elementary School Nicole Baski Art in Primary! (Special Education Prgm.) TK-5th grades / 20 students / $43.15 $862.98 $862.98 Approved L 5.19.25 Lakeview Elementary School Raquel Ponce TK Indoor / Outdoor Creations TK grade / 40 students / $123.13 $4,925.10 $1,451.41 Approved - Several items not approved per guidelinesM 6.10.25 Lakeview Elementary School Kelly Love Meet the Masters K-5th grades / 440 students / $7.25 $3,189.76 $3,189.76 Approved $17,236.84 $9,295.65
N 6.13.25 Rancho Santa Gertrudes Elem. School Alysia Odipo Rancho Santa Gertrudes Elem. Art Initiative TK-5th grades / 318 students / $15.72 $5,000.00 $667.50 Approved - Several items not approved per guidelines $5,000.00 $667.50
O 6.10.25 Santa Fe High School Terry Dawson Band & Mariachi Sheet Musice & Guest Artist 9-12th grades / 90 students / $27.78 $2,500.00 $2,500.00 Approved P 6.11.25 Santa Fe High School Giao Nguyen Under the Sea 9-12th grades / 150 students / $31.31 $4,696.13 $4,237.62 Approved - Several items not approved per guidelinesQ 6.13.25 Santa Fe High School Jessica Guiragossian Under the Sea: Fish, Fashion, & Fantasy 9-12th grades / 175 students / $28.50 $4,987.07 $4,899.47 Approved - Several items not approved per guidelinesQ1 6.13.25 Santa Fe High School Jenny Sedo Under the Sea 9-12th grades / 200 students / $24.86 $4,972.30 $4,972.30 Approved $17,155.50 $16,609.39
R 5.15.25 Santa Fe Springs Christian School Cindy Jarvis Art Master Legacy Series 2 K-8th grades / 150 students / $40.60 $6,089.12 $5,000.00 Approved S 5.15.25 Santa Fe Springs Christian School Andrea Neely Kindergarten Art Projects K grade / 15 students / $10.29 $154.40 $154.40 Approved T 5.15.25 Santa Fe Springs Christian School Danielle Michaels First Grade Art Supplies 1st grade / 17 students / $7.68 $130.62 $130.62 Approved U 5.15.25 Santa Fe Springs Christian School Shinar Lumahan Dinosaurs and Masks 2nd grade / 12 students / $16.54 $198.48 $198.48 Approved V 5.15.25 Santa Fe Springs Christian School Lori Chronister Social Studies Projects (incl. holidays) 3rd grade / 24 students / $9.25 $221.96 $221.96 Approved W 5.15.25 Santa Fe Springs Christian School Marie Gomez 4th Grade Art Grant 4th grade / 15 students / $13.36 $200.43 $200.43 Approved X 5.15.25 Santa Fe Springs Christian School Natalia Reynoso Revolutionary War Project 5th grade / 25 students /$12.42 $310.46 $310.46 Approved Y 5.15.25 Santa Fe Springs Christian School Adriana Stanphill Places in our World 6-8th grades / 50 students / $5.90 $294.91 $294.91 Approved Z 5.15.25 Santa Fe Springs Christian School Sharon Powell Walk Through the Ancient World 6-7th grades / 26 stduents / $22.50 $585.00 $585.00 Approved AA 5.15.25 Santa Fe Springs Christian School Jennifer Senglaub Jr. High Performing Arts 6-8th grades / 25 students / $14.80 $370.08 $370.08 Approved $8,555.46 $7,466.34 Approved
BB 6.11.25 St. Paul High School Ashwin Mitchell From Studoi Saint Paul 9-12th grades / 120 students / $41.64 $4,997.27 $4,466.87 Approved - No Printing Allowed CC 6.13.25 St. Paul High School Ashley Lynch Rhythm in Motion: Elevating HS Dance Ed. 9-12th grades / 25 students / $40.27 $1,006.75 NA Rejected - Not signed by Principal $6,004.02 $4,466.87
DD 5.27.25 St. Pius X Parish School Yessica Chacon Meet the Masters K-8th grades / 155 students / $31.08 $4,817.58 $4,817.58 Approved $4,817.58 $4,817.58
Total Awarded:

TOTAL NO. OF APPLICATIONS RECEIVED: 31 TOTAL GRANT FUNDS REQUESTED: $92,201.82 $71,883.75 NO. SCHOOL NAME TITLE OF GRANT
HAAC

RECOMMENDED/

APPROVED COMMENTS ON APPLICATION
TOTAL:TOTAL:TOTAL:TOTAL:TOTAL:TOTAL:TOTAL:TOTAL:

ITEM # 21

CITY OF SANTA FE SPRINGS

SERVICES REQUEST FOR PROPOSAL
DATE: October 7, 2025
RECOMMENDATION(S):

It is recommended that the City Council:
1) Authorize the issuance of a Request for Proposals (RFP) for professional graphic design services for the City’s Community Guide and Newsletter; and 2) Authorize the City Manager to execute a three (3) year agreement, with the option to extend for two (2) additional one-year terms, with the selected vendor in a form approved by the City Attorney; and
3) Take such additional, related, action that may be desirable.

FISCAL IMPACT
The proposed contract will be structured as a three-year agreement with the option for two one-year extensions. While the City’s current vendor charges approximately $33,000 annually for design services, these costs do not include online hosting. Staff believe that by reducing the number of Community Guide publications and seeking competitive proposals through an RFP process, the City will be able to expand services, add digital publishing, and still maintain costs under $33,000 per year.

Funding for these services is included in the Community Services Department’s operating budget under Administration Contractual Services (Account No. 10105199-542050).

Funds for these services will continue to be included in future proposed budgets for City Council approval.

CITY COUNCIL AGENDA REPORT – MEETING OF OCTOBER 7, 2025

CITY COMMUNITY GUIDE AND NEWSLETTER GRAPHIC DESIGN SERVICES

REQUEST FOR PROPOSAL

Page 2 of 3 ends

BACKGROUND
The City currently contracts with Simpson Advertising, Inc., which has supported the City since 1973 and has provided design services for the Community Guide and City Newsletter for more than a decade. Over the years, Simpson Advertising has been an important partner in producing high-quality publications that promote City programs and services to the community. However, the firm will retire in December 2025, and in anticipation of this transition, staff is requesting authorization to issue an RFP to secure a new vendor beginning in December 2025.

The new contract will cover design and layout of both publications, along with hosting interactive digital versions on a web-based platform. This platform will allow residents to “flip” through pages online and click links that connect directly to the City’s ActiveNet system to register for classes and activities.

ANALYSIS
To improve efficiency and communication with the community, staff are proposing changes to both the Community Guide and the City Newsletter. Beginning in 2026, the Community Guide will be produced three times per year rather than four, with each issue covering four months. This adjustment will align the guide with seasonal programming, allow information to reach the community earlier, and provide staff with additional time to prepare high-quality content. Reducing the number of issues will also help lower printing costs, streamline production schedules, and create a more sustainable and manageable workload for staff. In addition, the new vendor will redesign the publication to reflect the City’s updated branding, resulting in a more cohesive and professional look.

The City Newsletter will also transition to a new publishing schedule. Instead of being issued in March/April, June/July, and September/October, future editions will be released in April/May, August/September, and December/January. This revised schedule will better complement the release of the Community Guide, ensuring that information is communicated to residents on a more balanced and staggered basis throughout the year.

This alignment will strengthen the City’s overall messaging strategy, provide residents with more timely updates, and improve coordination of community-wide announcements.

A key feature of the new contract is the requirement for the vendor to host both the Community Guide and the Newsletter on an interactive digital publishing platform. This format will allow residents to view publications online, flip through pages as if they were reading a printed booklet, and access embedded links that connect directly to the City’s registration system and other online resources. This enhancement will make the publications more engaging, accessible, and mobile-friendly, while supporting the City’s sustainability goals by reducing the reliance on printed copies. It will also allow for greater reach, as residents can share digital versions more easily with family and friends.

CITY COUNCIL AGENDA REPORT – MEETING OF OCTOBER 7, 2025

CITY COMMUNITY GUIDE AND NEWSLETTER GRAPHIC DESIGN SERVICES

REQUEST FOR PROPOSAL

Page 3 of 3 ends

ENVIRONMENTAL
N/A

DISCUSSION
N/A

SUMMARY/NEXT STEPS
The proposed changes will modernize the City’s communication tools, enhance branding, improve access to programs and services, and create greater efficiency in production.

Staff recommend authorization to release the RFP and to authorize the City Manager to execute an agreement with the selected vendor.

ATTACHMENT(S):

A. Proposed Graphic Design Services RFP 26-5
ITEM STATUS:

APPROVED:

DENIED:

TABLED:

DIRECTION GIVEN:

REQUEST FOR PROPOSALS
No. 26 - 5
Community Guide &
Newsletter Graphic Design Services
Issue Date: Wednesday, October 8, 2025
Questions Due Date: Tuesday, October 21, 2025, at 2 PM Pacific Proposal Due Date: Thursday, November 6, 2025, at 2 PM Pacific 2 (THIS PAGE INTENTIONALLY LEFT BLANK)
3 TO PROSPECTIVE PROPOSERS
The City of Santa Fe Springs (“City”) invites qualified firms to submit proposals in response to this Request for Proposals (“RFP”). The City will evaluate responses to this solicitation to determine qualifications. Submissions must adhere to the format and content described. Only proposals that adhere to the requirements will be considered.

DATE OF SOLICITATION
October 8, 2025

PROJECT
Community Guide & Newsletter Graphic Design Services

PROPOSAL OWNER
City of Santa Fe Springs – Community Services
9255 Pioneer Boulevard
Santa Fe Springs, CA 90670
Attn: Kaili Torres, Community Services Manager
Contact Phone: (562) 868 - 0511
Contact E-Mail: [email protected]

Proposals must be submitted by Thursday, November 6, 2025, at 2 PM Pacific.

Prospective proposers must register their business with PlanetBids before being able to submit questions and/or proposals. To access the City's PlanetBids Portal, please go to:
https://vendors.planetbids.com/portal/65093/bo/bo-detail/134154 4 CONTENTS
I. Notice Inviting Proposals..........................................................................................................5 II. About the City of Santa Fe Springs........................................................................................5 III. Timeline .........................................................................................................................................6 IV. Scope of Work/Services............................................................................................................6 V. Proposal Submittal ...................................................................................................................10 VI. Proposal Content and Format ...............................................................................................10 VII. Evaluation Criteria ....................................................................................................................12 VIII. Proposal Protests .....................................................................................................................13 IX. Execution of Agreement..........................................................................................................14 X. Insurance Requirements.........................................................................................................14 XI. Business License Requirements..........................................................................................17 XII. Use of Federal Funds...............................................................................................................17 XIII. Non-Commitment of City ........................................................................................................18 XIV. Labor Requirements.................................................................................................................18 XV. Records .......................................................................................................................................19 XVI. Use of Subcontractors.............................................................................................................19 XVII. Modifications/Changes............................................................................................................19 XVIII. Disclosure of Information .......................................................................................................19 XIX. Ex-Parte Communications......................................................................................................19 XX. General Rights of the City ......................................................................................................20 5 I. Notice Inviting Proposals
The City is seeking qualifications from professional architectural firms to provide conceptual site design and project plan review services in support of public and private development projects, as well as City capital initiatives. The selected firm(s) will assist the City with evaluating proposals, preparing site concepts, and ensuring that projects align with applicable regulations, community goals, and best practices in urban design.

Prospective respondents should carefully read information related to this opportunity before submitting a proposal.

To view the complete RFP package, please visit:
https://vendors.planetbids.com/portal/65093/bo/bo-detail/134154 Prospective Proposers must register with PlanetBids before being able to view all documentation or submit a response.

Questions must be submitted by Tuesday, October 21, 2025, at 2 PM Pacific. *****QUESTIONS MUST BE SUBMITTED VIA PLANETBIDS*****
Proposals must be submitted via PlanetBids by Thursday, November 6, 2025, at 2 PM Pacific. Responses to this RFP will be evaluated to determine the most qualified Proposer. Responses must adhere to the format and content described in the RFP.

The successful proposer will be required to enter into a Professional Services Agreement with the City for the project's duration. Final terms, including compensation and length of the agreement, are subject to City Council approval.

The City provides a full range of municipal services, including police and fire, street maintenance, water utilities, communityal services, public library, and cultural events.

The City has a vision statement that affirms: "The City of Santa Fe Springs is a great place to live, work and play," with the following mission statement: "The City of Santa Fe Springs is committed to enhancing the quality of life of its residents and businesses by providing: a safe environment, a thriving business community, quality family, youth, and senior services, and sound financial management of the community's resources." 6 The guiding values are as follows:
• Personal integrity, honesty, and ethics
• Public service
• Compassion
• Responsibility, accessibility, and accountability
• Dedication
III. Timeline
• Release RFP Wednesday, October 8, 2025
• Online Q&A Deadline Tuesday, October 21, 2025, at 2 PM Pacific • Deadline to Submit Proposals Thurs., November 6, 2025, at 2 PM Pacific • City Review of Submissions Mid-November 2025
• Interviews TBD (If Necessary)
• Notifications Sent to Proposers TBD
• Award of Contract TBD
IV. Scope of Work/Services
The City of Santa Fe Springs is soliciting services for the production of its community guide and printed newsletter, including graphic design and layout. The Vendor is also requested to host the publications on an interactive digital publishing platform (e.g., FlippingBook, Flipsnak, Issuu, etc.).

All proposals shall include turnkey pricing for all services requested. All pages are approximate, and the City reserves the right to reasonably increase or decrease the amounts and change specifications upon award.

The following are the general specifications of each.

Community Program Guide (Guide)
The Guide will be published three (3) times a year:
• Spring (February–May)
• Summer (June–September)
• Fall/Winter (October–January)
Each edition is 36–40 pages long and includes a full-color, four-page cover (front and back) as part of the total page count. All interior pages must also be in full color with photos.

The Guide will be:
• Printed and mailed to all residents
• Distributed at City facilities
• Posted on the City’s website
7 A digital version is required for the City website. Additionally, vendors must host the Guide on an interactive digital publishing platform that links to the City’s ActiveNet registration system. This ensures residents can easily view offerings and register for programs online.

Printed Newsletter (Newsletter)
The City newsletter is published three (3) times a year:
• April/May
• August/September
• December/January
Each issue includes both English and Spanish versions, totaling eight (8) pages (four (4) pages each). Newsletters are printed and mailed to all residents, with additional copies available at City facilities.

The City requires a full-color digital version to be posted on its website. Vendors are also asked to host the newsletter on an online digital publishing platform to provide residents with an easy-to-read, interactive format.

Specifications
A. Design
• Development and design of the Guide and Newsletter with new City branding, including design of branded masthead and template layout. • Provision of up to three (3) successive proofs, provided in print and digitally, of the Guide and Newsletter beginning with the layout template per edition, prior to the Department approving the final version.
• The design will be done using Adobe, and all proofs and artwork will be submitted electronically in a high-resolution press-quality PDF. File transfers to and from the Vendor should be done via a web upload platform provided by the Vendor.

B. Formatting
Santa Fe Springs staff will supply text in Microsoft Word—rough text copy to start approximately ten (10) weeks before delivery of the Guide and approximately eight (8) weeks before delivery of the Newsletter. Rough text pages will not be formatted, and e-mailed addendums may exist. Formatting, graphics, layouts, etc., will be the Vendor's responsibility.

C. Stock Photos
The Graphic Designer must have a selection of stock photos and art available for use at no extra cost. The selection of stock photos and art includes stock photos and art for all projects plus additional photos upon request to add to the Department's photo library at no extra cost.
8 Santa Fe Springs is a safe, welcoming, and inclusive City. Diversity in the use of photos and art is vital. If there is an additional cost, please note that in your pricing. Staff will provide digital photos for some programs to incorporate into the Guide. Photos may be black-and-white and/or color images as needed.

D. Property
The successful vendor/bidder shall agree that all work product produced under the agreement, included but not limited to stock photographs, designs, graphic work, printed materials, and similar marketing material provided to the City during and upon completion of the project, shall be the property of the City, and ownership of said work product shall be retained by the City at all times. The successful vendor/bidder may take and retain copies of such written products as desired, but no such products shall be the subject of a copyright application by the successful vendor/bidder.

Similarly, the successful vendor/bidder shall agree that all (non-proprietary) data, documents, discussions, or other information developed or received by the vendor/bidder or provided for performance of the project are deemed confidential and shall not be disclosed by the successful vendor/bidder without prior written consent by the City. The City shall grant such consent if disclosure is legally required. Finally, the successful vendor/bidder shall agree that all such written products shall be returned to the City upon the termination or expiration of the project.

E. Proofs
In order to ensure quality and conformance with standards, the Vendor shall be required to provide a digital high-resolution color press-quality PDF proof.

F. Turnaround Time
Time is of the essence when meeting delivery dates. Once the City provides final approval, the Vendor has one (1) business day to provide the printer the final high-resolution press-quality digital version.

Please note that the first edition of the Spring Community Guide has a shorter and very limited timeline. The City’s new logo may also not be available until midDecember. The Vendor must be able to complete it on time, with shorter turnaround periods, and within budget.
9 Failure to deliver the finished product to the printer in an acceptable form within the required period will result in the City’s right to cancel the contract.

G. General Specifications
Community Guide

PAPER SIZE
8 3/8” x 10 3/4” Finished

EDITIONS
3 editions per year (February – May, June – September, and October – January) PAGES
36-40 full color pages per edition with self-cover per edition 10 Printed Newsletter

PAPER SIZE
11” x 17” Finished

EDITIONS
Three (3) editions per year (April/May, August/September, and December/January)
PAGES
Eight (8) (4 English / 4 Spanish) full color pages per edition, Tabloid Size Nested, collated and folded to 8.5” x 11”
H. Additional Services
In addition to the services mentioned above, the City may request additional assistance related to the items identified in this request. The City understands that these services may incur an additional cost. The other services that may be requested include, but are not limited to:
• Graphic Design services are available per hour on an as-needed basis.

V. Proposal Submittal
Please see Section VI – Proposal Content and Format for specific details regarding the information that needs to be included in your submission. Failure to provide all requested information may be considered “non-responsive” and rejected.

A. Cover Letter - Please include a letter expressing your interest in being considered for the project. Include a statement regarding the Vendor's availability to dedicate time, personnel, and resources to this effort. Please include a statement demonstrating your understanding of the proposed project. Describe your general approach to completing the project successfully and technologies you employ.

Also, describe what information you would expect the City to supply. 11 B. Relevant Experience – Please include a brief statement of relevant experience within the last three (3) years.

Please also include three (3) references (See Attachment A).

C. Cost Proposal – Prospective vendors should provide their pricing using the “Line Items” tab PlanetBids. In addition, vendors may create a section which details their pricing in the proposal. Vendors are asked to review and double check the amounts to ensure accuracy.

Rates for Additional Services: If it should become necessary for the City to request the successful Vendor to render additional services to either supplement services requested in this RFP or to perform any additional work as a result of the specific recommendations included in any report issued resulting from this engagement, then such additional work shall be performed only if set forth in an addendum to the contract between the City and the Vendor. Any such additional work would be performed at the same rates submitted in the dollar cost bid unless otherwise noted in the proposal.

D. Proposed Scope of Services - Please provide a Proposed Scope of Services, based on the Scope of Work contained in this RFP; and discuss any ideas for modifying, clarifying, or improving the City’s proposed scope of work. Provide a realistic working schedule with key deliverables.

E. Work Samples
Please provide two (2) digital samples of community guides your business has produced in the last three (3) years.

Please provide two (2) digital samples of newsletters or other publications your business has produced in the last three (3) years.

F. Conflict of Interest Statement - The Vendor shall disclose any financial, business, or other relationship with the City that may have an impact upon the selection process. If the Vendor does not have any such conflicts, a statement declaring such should be included in their submission.

Responses shall not exceed thirty (30) pages when printed on 8-½ -inch by 11-inch paper.

The thirty (30) page requirement does not include a cover letter/letter of transmittal, or 12 any items included as additional attachments. Proposals should also include the following:

A. Title Page showing the request for proposals subject; the Proposer's name; the name, address, e-mail, and telephone number of the contact person; and the date of the proposal.

B. Table of Contents identifying the items/section listed in the “Proposal Content” section of this RFP.

C. Detailed proposal following the order set forth in the "Proposal Content" of this RFP.

VII. Evaluation Criteria
The City will establish an evaluation committee to review and rate each proposal. The proposal evaluation process will be conducted using a multi-step method, which will include the following steps:

A. Preliminary Proposal Review - The evaluation committee will review each submission to ensure adherence to the minimum/proposal format requirements.

B. Proposal Evaluation - In the second part of this process, the evaluation committee will review, and rate proposals based on the following:

3. Proposed fees for items/services (20 points)
• Proposed fees are reasonable.

4. Responsiveness to RFP (10 points)
• Compliance with the required format.
• Offered new/innovative services, suggestions.

City Staff will present to the City Council the ratings assigned to each proposal by the evaluation committee, together with Staff’s recommendations. The City Council exercises discretion and judgment in its award of a contract, which is a legislative act, and shall in no way be bound to follow the evaluation committee’s ratings or Staff’s recommendations. 13 Interviews
If necessary, the City may require top-rated proposers to participate in an interview. The City will e-mail proposers selected for the interview to schedule a date and time.

When a protest is filed before a scheduled proposal opening, certain steps must be followed:

A. The protest must be submitted in writing within the specified time frame (no later than ten (10) working days prior to a proposal opening). All protests must be filed with the City’s Director of Finance for determination. Protest must be submitted to the Director of Finance by mail or e-mail within the specified time frame. Protests can be sent to:

Mail:

D. All potential proposers will be advised of a pending protest.

E. The City shall not open proposals prior to the resolution of the protest unless it is determined that:
14 • The items to be procured are urgently required;
• Delivery or performance will be unduly delayed by failure to make the award promptly; or
• Failure to make a prompt award will otherwise cause undue harm to the City.

After the exhaustion of administrative remedies, the protesting party will be given the City’s final decision. The Director of Finance has the authority to decide on all protests.

Proposal Protest Procedures (After Proposal Opening/Post Award) A protest filed after a proposal opening must be filed within three (3) working days after the award. The City will grant the protesting party a fair review and shall have up to ten (10) business days to review the protest and render its decision.

Should the successful Proposer decline to execute the agreement, the City can either reject all proposals, accept one of the other proposals, or issue a new solicitation.

A. Commercial General Liability
Commercial General Liability (CGL) (equivalent in coverage scope to Insurance Services Office, Inc. Form CG 00 01) shall cover on an “occurrence” basis for bodily injury and property damage, including premise-operations, products-completed, broad form property damage, blanket contractual liability, independent contractors, personal injury or bodily injury, and advertising injury with limits no less than $2,000,000 per occurrence. If a general aggregate limit applies, the limit shall be twice the required occurrence limit.
15 If requested, the "City of Santa Fe Springs, its officials, employees, and agents" must be separately endorsed to the policy as additional insureds on an endorsement equivalent to the Insurance Services Office, Inc. Form CG 20 10 11 85 of CG 20 26 1185.

If an automobile is not necessary to perform services, the Consultant must submit a written request for a waiver of this requirement.

E. Cyber Liability Insurance (if applicable)
With limits not less than $2,000,000 per occurrence or claim, $2,000,000 aggregate.

Coverage shall be sufficiently broad to respond to the duties and obligations as is undertaken by Consultant 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, damage to or destruction of electronic information, release of private information, and alteration of electronic information. The policy shall provide coverage for breach response costs, regulatory fines and penalties as well as credit monitoring expenses.
16 F. Technology Professional Liability Errors & Omissions (if applicable) Coverage must be appropriate to Consultant's profession and work hereunder, with limits not less than $2,000,000 per occurrence. Coverage shall be sufficiently broad to respond to the duties and obligations undertaken by Consultant 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, damage to or destruction of electronic information, release of private information, and alteration of electronic information. The policy shall provide coverage for breach response costs, regulatory fines and penalties as well as credit monitoring expenses.

The policy shall include, or be endorsed to include, property damage liability coverage for damage to, alteration of, loss of, or destruction of electronic data and/or information “property” of the City in the care, custody, or control of Consultant. If not covered under Consultant’s liability policy, such “property” coverage of City may be endorsed onto Consultant’s Cyber Liability Policy as covered property.

Required insurance documentation
A. Certificate of Insurance
The Certificate Holder must be listed as follows:

2. Cancellation notice endorsements. Each policy must be endorsed to certify that it will not be cancelled or non-renewed by either party or reduced in coverage or limits (except by paid claims) unless the insurer has provided the City with thirty (30) days prior written notice of cancellation (ten (10) days for cancellation due to nonpayment of premium is acceptable). 17 3. Primary, non-contributory coverage endorsements. The general liability and professional liability (if required) policies must be endorsed to provide that each policy shall apply on a primary, non-contributing basis with any insurance or self-insurance, primary or excess, maintained by or available to the City or its officials, employees and agents.

C. Waiver and Modifications of the Insurance Requirements The City has the authority to modify these insurance requirements at any time at its discretion.

Consultants may request a waiver or modification of these insurance requirements.

The following standards apply to all purchases of items and services using Federal funds:
18 • Transactions shall be conducted lawfully and ethically. • Unnecessary/duplicative purchases are not permitted.
• Utilizing a vendor or supplier on the U.S. Federal Government's Debarred and Suspended List (available at SAM.gov) is prohibited.
• All individuals involved in the expenditure of federal monies must avoid any actual or apparent conflict of interest.
• Procurement transactions must be conducted in a manner providing full and open competition.
• Opportunities should be provided to minority businesses, women's business enterprises, and labor surplus area firms when possible. • Contracts and purchase orders should include the contract provisions required by 2 CFR 200 Appendix A.
• Purchases of goods and services must include documentation detailing the procurement history.

XIII. Non-Commitment of City
While the City intends to select a Consultant through this process, this intention is subject to change at any time during the process. The City does not commit to awarding an agreement, paying any costs incurred in preparing the proposal for this request, and/or procuring or contracting any items or services.

Neither shall the Consultant allow the use of or presence of alcohol or drugs on the premises or in the building.

E. Age: The Consultant will only hire individuals who are of legal age to work. 19 XV. Records
The Consultant agrees to permit the City Manager or designee access to records, reports, files, and other papers or property of the Consultant to audit any performance aspect under this agreement.

XVII. Modifications/Changes
Changes in the areas serviced and/or specifications may be necessary during the agreement term. Changes in the agreement requirements and corresponding changes in compensation may be implemented upon mutual understanding between the City and the Consultant. These changes will be processed by the City Manager.

This restriction does not prohibit consultants and their representatives from making oral statements or presentations to City representatives during a scheduled public meeting. 20 XX. General Rights of the City
At its discretion, the City reserves the right to:

A. Reject any and/or all proposals for no reason or any reason including, but not limited to, the following:

1. The proposal is incomplete, non-responsive, obscure, irregular, or lacking necessary detail and specificity.

2. The Proposer, in the sole judgment of the City, lacks the qualifications, experience, and/or responsibility necessary to provide the services.

3. The Proposer failed or neglected to complete and submit any information within the time specified by the City and as may be otherwise required herein.

B. Reject any proposal that, in the opinion of the City, is so unbalanced in comparison to other proposals received and/or to the City’s internal estimates that it does not accurately reflect the cost to perform;
C. Accept all or any part of a proposal;
D. Make multiple awards;
E. Cancel the entire RFP;
F. Issue subsequent RFPs; or
G. Waive any errors or informalities in any proposal to the extent law permits

PLEASE REVIEW
Attachment A – References
Attachment B – Sample PSA
RFP 26 - 5
Community Guide & Newsletter Graphic Design Services
ATTACHMENT A – References
(COMPLETE AND RETURN WITH YOUR PROPOSAL)
Entity Name
Entity Address
Name of Contact/Phone Number_________________________________________ Email of Contact
Project Title/Dollar Amount
Date of Project
Project Description____________________________________________________ ___________________________________________________________________ Entity Name
Entity Address
Name of Contact/Phone Number_________________________________________ Email of Contact
Project Title/Dollar Amount
Date of Project
Project Description____________________________________________________ ___________________________________________________________________ Entity Name
Entity Address
Name of Contact/Phone Number_________________________________________ Email of Contact
Project Title/Dollar Amount
Date of Project
Project Description____________________________________________________ ___________________________________________________________________ ITEM # 22

CITY OF SANTA FE SPRINGS

CITY COUNCIL AGENDA STAFF REPORT
TO: Honorable Mayor and City Council Members
FROM: René Bobadilla, P.E., City Manager
BY: Chad Van Meeteren, Fire Chief
SUBJECT: AUTHORIZATION TO PURCHASE DEPARTMENT OF FIRE-RESCUE

APPARATUS AND EQUIPMENT
DATE: October 7, 2025
RECOMMENDATION:

It is recommended that the City Council:
1) Approve the purchase of Fire-Rescue apparatus and associated equipment for the Santa Fe Springs Department of Fire-Rescue; and
2) Authorize the City Manager, or designee, to execute all documents necessary to complete the purchase, including purchase agreements, vendor contracts, and related documentation; and
3) Take such additional, related, action that may be desirable.

FISCAL IMPACT
The total cost for the proposed purchase of fire-rescue apparatus and equipment is $1,534,889.57. The City intends to utilize a Sourcewell cooperative purchasing agreement, which ensures competitive pricing and compliance with public procurement requirements while expediting the purchasing process. Staff recommends that the City Council authorize the purchase of this fire engine to ensure front-line fire apparatus are within the recognized replacement timeline set by the National Fire Protection Agency.

BACKGROUND
The Santa Fe Springs Department of Fire-Rescue continues to prioritize firefighter and public safety through the acquisition and maintenance of modern, reliable, and missioncapable fire-rescue equipment. The Department’s current front-line apparatus fleet CITY COUNCIL AGENDA REPORT – MEETING OF OCTOBER 7, 2025

AUTHORIZATION TO PURCHASE DEPARTMENT OF FIRE-RESCUE APPARATUS

AND EQUIPMENT

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includes vehicles that are approaching the end of their recommended service life, resulting in increased maintenance costs and reduced operational reliability.

Following a comprehensive needs assessment and consultation with regional and national fire apparatus vendors, the Santa Fe Springs Department of Fire-Rescue has identified the need for the acquisition of the following:
• One (1) Pierce Enforcer with a PUC (Pierce Ultimate Configuration) Engine • Associated equipment including tools, hose, breathing apparatus (SCBAs), and communication equipment

ANALYSIS
Upgrading the Fire Department’s fleet is critical to maintaining acceptable response times and effectively managing high-risk incidents such as structure fires, vehicle extrications, and technical rescues. The current apparatus, much of which is aging, lacks modern features needed to meet today’s emergency service demands, including advanced safety systems, greater pump capacity, integrated communications, and clean cab designs that support firefighter health and safety.

The proposed apparatus and equipment will meet current National Fire Protection Association (NFPA) standards, including NFPA 1901 (Automotive Fire Apparatus) and NFPA 1981 (Self-Contained Breathing Apparatus), ensuring alignment with industry best practices.

To ensure a cost-effective and efficient procurement process, the City intends to utilize a Sourcewell cooperative purchasing agreement, which provides pre-competitive pricing and compliance with public purchasing regulations.

This investment reflects the City’s long-term commitment to public safety, emergency preparedness, and community risk reduction. In addition to improving operational reliability and reducing maintenance costs, the upgraded apparatus will enhance interoperability with regional mutual aid partners.

DISCUSSION
Modern fire-rescue apparatus is essential for the delivery of high-quality emergency services. The proposed acquisition will allow the Santa Fe Springs Department of FireRescue to improve response times, increase operational capacity during fire, rescue, and hazardous materials incidents, and ensure compliance with NFPA standards.

In addition, the equipment and apparatus will enhance firefighter safety and align with the Department’s strategic goals to improve community resiliency and emergency preparedness.

CITY COUNCIL AGENDA REPORT – MEETING OF OCTOBER 7, 2025

AUTHORIZATION TO PURCHASE DEPARTMENT OF FIRE-RESCUE APPARATUS

AND EQUIPMENT

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Santa Fe Springs City CouncilOctober 7, 2025

Santa Fe Springs City Council
October 7, 2025