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HomeMy WebLinkAboutAgenda Packet_2022-03-01City Council Meeting Packet March 1, 2022 CLOSED SESSION MEETING – CANCELED REGULAR OPEN MEETING – 5:45 PM  CITY COUNCIL CHAMBER 22 Civic Center Plaza Santa Ana, CA 92701 Vicente Sarmiento Mayor Thai Viet Phan Councilmember – Ward 1 David Penaloza Councilmember ­ Ward 2 Jessie Lopez Councilmember ­ Ward 3 Phil Bacerra Mayor Pro Tem ­ Ward 4 Johnathan Ryan Hernandez Councilmember ­ Ward 5 Nelida Mendoza Councilmember ­ Ward 6 Mayor and Council telephone: 714­647­6900 Agenda item inquiries: 714­647­6520 Sonia R. Carvalho City Attorney Kristine Ridge City Manager Daisy Gomez Clerk of the Council In compliance with the Americans with Disabilities Act (ADA), if you need special assistance to participate in this Meeting, contact Michael Ortiz, City ADA Program Coordinator, at (714) 647­5624. Notification 48 hours prior to the Meeting will enable the City to make reasonable arrangements to assure accessibility to this meeting. The City Council agenda and supporting documentation can be found on the City’s website – www.santa­ ana.org/city­meetings. CITY VISION AND CODE OF ETHICS The City of Santa Ana is committed to achieving a shared vision for the organization and its community. The Vision, Mission and Guiding Principles (Values) are the result of a thoughtful and inclusive process designed to set the City and organization on a course that meets the challenges of today and tomorrow, as follows: Vision ­ The dynamic center of Orange County which is acclaimed for our: Investment in youth • Safe and healthy community • Neighborhood pride • Thriving economic climate • Enriched and diverse culture • Quality government services Mission ­ To deliver efficient public services in partnership with our community which ensures public safety, a prosperous economic environment, opportunities for our youth, and a high quality of life for residents. Guiding Principles ­ Collaboration • Efficiency • Equity • Excellence • Fiscal Responsibility • Innovation • Transparency Code of Ethics and Conduct ­ At the Special Municipal Election held on February 5, 2008, voters approved an amendment to the City Charter which established the Code of Ethics and Conduct for elected officials and members of appointed boards, commissions, and committees to assure public confidence. The following are the core values expressed: • Integrity • Honesty • Responsibility • Fairness • Accountability • Respect • Efficiency Members of the public may attend the City Council meeting in­person or join via Zoom. The City Council meeting will occur live via teleconference Zoom webinar. You may view the meeting from your computer, tablet or smart phone via YouTube LiveStream at www.youtube.com/user/SantaAnaLibrary or on CTV3, available on Spectrum channel 3 and AT&T U­verse channel 99. PUBLIC COMMENTS – Members of the public who wish to address the City Council on items on the regular agenda or on matters which are not on the agenda, but are within the subject matter jurisdiction of the City Council may do so by one of the following ways: MAILING OPTION written communications – Public comments may be mailed to: Office of the Clerk of the Council, 20 Civic Center Plaza M­30, Santa Ana, CA 92701. All written communications received via mail by 4:00 p.m. on the day of the meeting will be distributed to the City Council and imaged into the City’s document archive system which is available for public review. SENDING E­MAIL OPTION – Public comments may be sent via email to the City Clerk’s office at eComment@santa­ana.org. Please note the agenda item you are commenting on in the subject line of the email. All emails received before 4:00 p.m. on the day of the meeting will be distributed to the City Council and imaged into the City’s document archive system which is available for public review. LIVE VIRTUAL OPTION – Members of the public may provide live comments during the meeting by Zoom or Conference Call. To join by Zoom click on or type the following address into your web browser https://us02web.zoom.us/j/315965149. To join the Conference Call: Dial (669) 900­9128 and enter MEETING ID: 315 965 149#. You will be prompted by the City Clerk when it is time for a: general agenda item or non­agenda item. You may request to speak by dialing *9 from your phone or you may virtually raise your hand from Zoom. After the Clerk confirms the last three digits of the caller’s phone number or Zoom ID and unmutes them, the caller must press *6 or microphone icon to speak. Callers are encouraged, but not required, to identify themselves by name. Each caller will be provided three (3) minutes to speak, unless due to the number of speakers wanting to speak a decision is made to provide a different amount of time to speak. IN­PERSON OPTION ­ Members of the public can provide in­person comments at the podium in the Council Chamber. The Council Chamber will have seating available for members of the public to attend the meeting in­person. Face coverings are optional for members of the public who enter City buildings who have been vaccinated against COVID­19. Public comments are limited to three (3) minutes per speaker, unless a different time is announced by the presiding chair. Speakers who wish to address the Council must do so by submitting a “Request to Speak” card by 6:00 p.m. for all other designated public comment periods as listed below. Cards will not be accepted after the Public Comment Session begins without the permission of the presiding chair. The following designated public comment periods are: LIVE PUBLIC COMMENTS ON REGULAR AGENDA ITEMS AND NON­AGENDA ITEMS (GENERAL PUBLIC COMMENT) – You can provide comments by joining Zoom or the Conference Call as described in the LIVE or IN­PERSON PUBLIC COMMENTS OPTION above. Speaker queue will open at 4:30 p.m. YOU MUST JOIN ZOOM OR THE CONFERENCE CALL PRIOR TO 6:00 p.m. Speakers who are not in the speaker queue by 6:00 p.m. will not be permitted to speak. About the Agenda To download or view the attachments (staff report and other supporting documentation) for each agenda item, you must select the agenda item to see the attachments to either open in a new link (the eyeball ) or download a pdf (the cloud symbol with the down arrow ). CITY COUNCIL REGULAR OPEN SESSION CALL TO ORDER ROLL CALL PLEDGE OF ALLEGIANCE Mayor Sarmiento WORDS OF INSPIRATION Dr. Bernice B. Rumala – Co­Founder, Health Equity, Diversity, Inclusion, Anti­Racism Taskforce (HEART) for Orange County CEREMONIAL PRESENTATIONS 1.Proclamation presented by Mayor Sarmiento to Ron Ono in Recognition of 52 years of Service and Outstanding Contributions to the Community. 2.Proclamation presented by Mayor Pro Tem Bacerra and Councilmember Mendoza to Orange County Soccer Club in Recognition of their Outstanding Contributions to Athletics. STAFF PRESENTATIONS 3.Homeless Update 4.Update from the Orange County Housing Finance Trust PUBLIC COMMENT – Public comments will be held during the beginning of the meeting for ALL comments on agenda and non­agenda items. CONSENT CALENDAR RECOMMENDED ACTION:  Approve staff recommendations on the following Consent Calendar Items: 5 through 22. 5.Excused Absences Department(s): Clerk of the Council Office Recommended Action: Excuse the absent members. 6.Appoint Amina Sen­Matthews nominated by Councilmember Phan as the Ward 1 representative to the Parks, Recreation and Community Services Commission for a partial­term expiring December 10, 2024 Department(s): Clerk of the Council Office Recommended Action: Appoint Amina Sen­Matthews to the Parks, Recreation and Community Services Commission representing Ward 1 and administer Oath of Office. 7.Appoint Jannelle Welker nominated by Councilmember Phan as the Ward 1 representative to the Environmental and Transportation Advisory Commission for a partial­term expiring December 10, 2024 Department(s): Clerk of the Council Office Recommended Action: Appoint Jannelle Welker to the Environmental and Transportation Advisory Commission representing Ward 1 and administer Oath of Office. 8.Receive and File Boards and Commissions Biannual Attendance Report for July through December 2021 Department(s): Clerk of the Council Office Recommended Action: Receive and file Boards and Commissions Biannual Attendance Report. 9.Approve Destruction of Obsolete City Records Department(s): Finance and Management Services Recommended Action: Approve the request for the destruction of obsolete records from the Finance & Management Services in accordance with the retention schedule outlined in City Council Resolution 2013­014.  10.Receive and file Quarterly Report of Contracts up to $50,000 for Non­Public Works and up to $250,000 for Public Works authorized by the City Manager as Permitted by Charter Section 421 Department(s): Finance and Management Services Recommended Action: Receive and file Quarterly Report of Contracts entered into between October 1, 2021 to December 31, 2021, valued at up to $50,000 for non­public works contracts and agreements and up to $250,000 for public works contracts and agreements.  11.Award a Purchase Order Contract for the Purchase of 411 Combination Waste­Recycle Receptacles for Various City parks to Outdoor Creations, Inc. in an Amount not to exceed $898,035 (Non­General Fund) (Proj. 22­2757) Department(s): Parks, Recreation, and Community Services Recommended Action: Authorize a one­time purchase and payment of purchase order contract for 411 combination waste­recycle receptacles for various City parks to Outdoor Creations, Inc. in the amount of $898,035, subject to non­substantive changes approved by the City Manager and City Attorney. 12.Award a Construction Contract to Elecnor Belco Electric, Inc. in the Amount of $307,613 for the Main Street at Walnut Street New Traffic Signal Installation Project and Crosswalk Upgrade Projects at Occidental Street, Saint Gertrude Place, Saint Andrew Place, Anahurst Place and Rousselle Street, with an Estimated Project Delivery Cost of $385,000 and Amend the Fiscal Year 2021­22 Capital Improvement Program (Project No. 22­7534) (Non­General Fund)  Department(s): Public Works Agency Recommended Action: 1. Award a Construction Contract to Elecnor Belco Electric, Inc., the lowest responsible bidder, in accordance with the Base Bid in the amount of $307,613, for construction of the Main Street at Walnut Street New Traffic Signal Installation and Crosswalk Upgrades Project, for the term beginning March 1, 2022 and ending upon project completion, subject to non­substantive changes approved by the City Manager and City Attorney.  2. Approve the Project Cost Analysis for a total estimated construction delivery cost of $385,000, which includes $307,613 for the construction contract, $46,079 for contract administration, inspection and testing, and a $31,308 project contingency for unanticipated or unforeseen work to be funded from Community Development Block Grant (CDBG) funds. 3. Approve an amendment to the Fiscal Year 2021­22 Capital Improvement Program to include $300,000 and an additional $85,000 in construction funds for the Main Street at Walnut Street New Traffic Signal Installation and Crosswalk Upgrades Project for a total of $385,000 to be funded from CDBG funds. 13.Approve Appropriation Adjustments, Reallocation of Funds, and Award a Construction Contract to Elecnor Belco Electric, Inc., in the Amount of $413,942 for the Main Street at 15th Street Traffic Signal Installation Project with an Estimated Project Delivery Cost of $523,636 (Project No. 18­ 6918) (Non­General Fund) Department(s): Public Works Agency Recommended Action: 1. Approve an appropriation adjustment recognizing $335,793 in Fiscal Year 2017­18 Highway Safety Improvement Program grant funds into the Federal Aid Safety Program, Federal Grant­Indirect revenue account, and appropriate the same amount into the Public Services Street Safety Projects, Improvements Other Than Building expenditure account. (Requires five affirmative votes) 2. Approve an appropriation adjustment recognizing $104,347 in Fiscal Year 2021­22 Highway Safety Improvement Program grant funds into the Federal Aid Safety Program, Federal Grant­ Indirect revenue account, and appropriate the same amount into the Public Services Street Safety Projects, Improvements Other Than Building expenditure account. (Requires five affirmative votes) 3. Approve an appropriation adjustment to transfer $33,549 from the Special Gas Tax Interfund Transfer account to the Select Street Construction Interfund Transfer account and appropriate the same amount into the Select Street Construction Fund, Improvements Other Than Building expenditure account. (Requires five affirmative votes) 4. Authorize the reallocation of $53,435 in unspent Measure M2 Local Fairshare funds from Citywide Speed Limit Study Project and $30,061 from Bike Lane Project Development, for a total of $83,496 to the Main Street at 15th Street New Traffic Signal Installation Project to complete the project’s funding requirement. 5. Award a construction contract to Elecnor Belco Electric, Inc., the lowest responsible bidder, in accordance with the base bid in the amount of $413,942, for construction of the Main Street at 15th Street Traffic Signal Installation Project, for the term beginning March 1, 2022, and ending upon project completion, subject to non­substantive changes approved by the City Manager and City Attorney.  6. Approve the Project Cost Analysis for a total estimated construction delivery cost of $523,636, which includes $413,942 for the construction contract; $68,300 for contract administration, inspection and testing; and a $41,394 project contingency for unanticipated or unforeseen work to be funded from Highway Safety Improvement Program grant funds. 14.Approve a Three­year Agreement with California Forensic Phlebotomy in the Amount of $163,767 for Blood Technician Services (General Fund) Department(s): Police Department Recommended Action: Authorize the City Manager to execute a three­year agreement with California Forensic Phlebotomy, Inc., for the period of March 5, 2022 through March 4, 2025, to perform blood technician services, in an annual amount not to exceed $49,589, for a total amount not to exceed $163,767 (including a $15,000 contingency), subject to non­substantive changes approved by the City Manager and City Attorney (Agreement No. 2022­XXX). 15.Agreement Amendment with MIG to Amend the Scope of Work and Increase the Compensation for a Parks, Facilities, Trails, and Open Space Master Plan (General Fund) Department(s): Parks, Recreation, and Community Services Recommended Action: Authorize the City Manager to execute an amendment to the agreement with MIG to amend the scope of work to prepare a Parks, Facilities, Trails, and Open Space Master Plan and increase the compensation by $44,970 for a total amount not to exceed $205,570, subject to non­substantive changes approved by the City Manager and City Attorney (Agreement No. 2022­ XXX). 16.Approve a First Amendment to Agreement with Pitney Bowes Presort Services, LLC for mail processing services for an amount not to exceed $40,000 and exercise an optional renewal extension from April 1, 2022 through February 1, 2024 (Non­General Fund) Department(s): Finance and Management Services Recommended Action: Authorize the City Manager to execute a First Amendment to Agreement with Pitney Bowes Presort Services, LLC for mail processing services and exercise a renewal option for a term commencing April 1, 2022 through January 31, 2024 for a total amount not to exceed $40,000, subject to non­substantive changes and approved by the City Manager and City Attorney (Agreement No. 2022­XXX). 17.Approve Agreements with Delhi Center, Elks Building Association of Santa Ana, United Across Borders Foundation, Latino Health Access, and OneOC for Food Distribution/Supply Programs for a One­Year Term in an Aggregate Amount Not to Exceed $900,000 (Revive Santa Ana Program) Department(s): City Manager Office Recommended Action: Authorize the City Manager to execute agreements with Delhi Center, Elks Building Association of Santa Ana, United Across Borders Foundation, Latino Health Access, and OneOC to operate food distribution and food supply programs for a one­year term beginning March 1, 2022 and expiring February 28, 2023, in a total shared aggregate amount not to exceed $900,000, subject to non­substantive changes approved by the City Manager and City Attorney (Agreement No. 2022­XXX). 18.Resolution in Support of Assembly Bill 485 Requiring All Law Enforcement Agencies to Report Hate Crime Data on Their Own Website Department(s): City Manager Office Recommended Action: Resolution No. 2022­XXX – Adopt a resolution in support of Assembly Bill 485 requiring all law enforcement agencies to report hate crime data on their own website. 19.Resolution Authorizing Execution of Notification of Intent to Comply with California Senate Bill 1383 Organic Waste Recycling Regulations Department(s): Public Works Agency Recommended Action: Resolution No. 2022­XXX – Adopt a resolution authorizing the City of Santa Ana to submit to CalRecycle a Notification of Intent to Comply with California Senate Bill 1383 Organic Waste Recycling Regulations. 20.Memorandum of Understanding between City of Santa Ana and Discovery Cube to Pursue Grant Applications and Study the Feasibility of a Future Outdoor Science Park on Adjacent City­Owned Property (Non­General Fund) Department(s): Community Development Agency Recommended Action: Authorize the City Manager to execute a Memorandum of Understanding with Discovery Cube for a period of March 1, 2022 to March 1, 2024, to pursue grant applications and study the feasibility of a future Outdoor Science Park on adjacent City­owned property, subject to non­substantive changes approved by the City Manager and City Attorney (Agreement No. 2022­ XXX). 21.Approve the Santa Ana Business Interruption Fund program to provide financial relief to businesses impacted by the OC Streetcar Construction in the Amount of $1,500,000 (General Fund) Department(s): Community Development Agency Recommended Action: Approve the Santa Ana Business Interruption Fund program in the amount of $1,500,000 to provide financial relief to businesses impacted by the OC Streetcar construction. 22.Approve Agreement with Townsend Public Affairs for State Legislative Advocacy Services (General and Non­General Fund) Department(s): City Manager Office Recommended Action: Authorize the City Manager to execute an agreement with Townsend Public Affairs for State legislative advocacy services for a three­year term, from March 1, 2022 through February 28, 2025, with an option to extend the term for an additional one­year period, for a four­year not­to­exceed amount of $252,000, subject to non­substantive changes approved by the City Manager and City Attorney (Agreement No. 2022­XXX). **END OF CONSENT CALENDAR** BUSINESS CALENDAR 23.Discuss and Provide Input Regarding the Structure of the School Collaboration City Council Subcommittee Department(s): Parks, Recreation, and Community Services Recommended Action: Discuss and provide input regarding the structure of the School Collaboration City Council Subcommittee that will add an element for joint meetings with Santa Ana Unified School District Governing Board.  24.Ordinance Amending City Manager’s Contracting Authority for Non­Public Works and Public Works Contracts Under Chapter 2, Article VII and Public Works Construction Rules and Regulations Under Chapter 33, Article VIII of the Santa Ana Municipal Code Department(s): Finance and Management Services Recommended Action: Approve first reading of an ordinance amending City Manager’s contracting authority for non­public works and public works contracts under Chapter 2, Article VII, Sections 2­748, 2­800 to 2­808 and public works construction rules and regulations under Chapter 33, Article VIII, Sections 33­200 to 33­203 of the Santa Ana Municipal Code as follows:  i) Amending Section 2­748 of Chapter 2, Article VII concerning the City Manager’s contract authority: (1) non­public works contracts to increase from $50,000 to $250,000; (2) emergency public works construction to increase from $100,000 to $750,000; (3) non­public works and public works contracts change orders authority increase from 10 percent or $25,000, whichever is greater, to 15 percent or $50,000, whichever is greater; and (4) add language codifying contract limits will be applied on a fiscal year basis by departments. ii) Amending Section 2­800 to 2­808 of Chapter 2, Articles VII.II concerning the Purchasing Rules and Regulations: (1) clarifying language administrative in nature; (2) extending local vendor preference to increase from procurement involving $5,000 and one $100,000 to procurement involving $10,000 and $100,000; (3) for reporting requirements to increase from $500 to $1,000; (4) for administrative contracts to increase from $5,000 to ten $10,000; (5) for informal contracts to increase from $5,000 and $25,000 to $10,000 and $50,000); (6) for formal contracts to increase from $25,000 to $50,000; (7) add language to coincide with current practices for awarding services contracts; and   (8) for non­bid purchases add City­owned software upgrades, maintenance, or additional licenses. iii) Amending Sections 33­200 to 33­203 of Chapter 33, Article VIII concerning the Public Works Construction Rules and Regulations: (1) housekeeping language administrative in nature; and (2) for non­emergency public works construction incorporate informal procurement process: a) administrative contracts up to $50,000 b) informal construction bid for contracts between $50,000 and $250,000 c) formal for bid for contracts in excess of $250,000 25.Fiscal Year 2021­2022 Mid­Year Budget Update Department(s): Finance and Management Services Recommended Action: 1. Receive and file the Fiscal Year 2021­22 Mid­Year Budget Update, including revised revenue estimates (Exhibit 1). 2. Approve recommended Mid­Year Appropriation Adjustments described below and in Exhibit 2. (Requires five affirmative votes) 3. Approve recommended Appropriation Adjustments described in Exhibit 3 to reallocate Pension Debt and Unfunded Liability expenditures for Fiscal Year 2021­2022 to align with results of the pension debt refinancing. There is no net fiscal impact to the overall budget, but there are adjustments between departments and funds. (Requires five affirmative votes) 4. Resolution No. 2022­XXX – Adopt a resolution amending the current Fiscal Year 2021­2022 Annual Budget to add 14 full­time positions in the Public Works Agency, Clerk of the Council, City Attorney’s Office, Parks, Recreation & Community Service Agency, and Library, and to delete 6 full­ time positions in the Parks, Recreation & Community Services Agency and Library. There is no net fiscal impact to the overall budget (Exhibit 4). 5. Resolution No. 2022­XXX – Adopt a resolution adding classification titles to the Classification and Compensation Plan (Exhibit 5). 26.Ordinance Concerning City Council Voting, Recusal for Conflicts, and Prohibiting Abstentions Department(s): City Manager Office Recommended Action: Consider one of the following options:  1. Approve the first reading of an ordinance concerning City Council voting, recusal for conflicts, and prohibiting abstentions. 2. Provide direction to staff. 27.Ordinance Options Prohibiting the Sale of Flavored Tobacco Products Department(s): City Manager Office Recommended Action: Consider one of the following options:  Option 1 A. Ordinance No. NS­XXXX – Adopt an urgency ordinance prohibiting the sale of flavored tobacco products, including hookah. (Requires five affirmative votes) B. Ordinance No. NS­XXXX – Adopt an urgency ordinance prohibiting the sale of flavored tobacco products, excluding hookah. (Requires five affirmative votes) Option 2 A. Approve the first reading of an ordinance prohibiting the sale of flavored tobacco products, including hookah. B. Approve the first reading of an ordinance prohibiting the sale of flavored tobacco products, excluding hookah. Option 3 Consider whether to direct staff to prepare an ordinance regarding enforcement and/or security measures for tobacco retailers; or Option 4 Take no action at this time and wait to see whether senate bill 793 goes into effect following a statewide referendum vote in November 2022. **END OF BUSINESS CALENDAR** CITY MANAGER COMMENTS COUNCIL COMMENTS AB1234 DISCLOSURE – If the City paid for travel or other expenses this is the time for members of the Council to provide a brief oral report on attendance of any regional board or commission meeting or any conference, meeting or event attended. ADJOURNMENT – Adjourn the City Council meeting. Future Items 1. Mental Health Mobile Outreach Services 2. Housing Element Update 3. Billboard Ordinance Update 4. Cannabis Ordinance Update 5. Proposition 218 Solid Waste Rates Public Hearing City Council 1 3/1/2022 City Council Meeting PacketMarch 1, 2022CLOSED SESSION MEETING – CANCELEDREGULAR OPEN MEETING – 5:45 PM CITY COUNCIL CHAMBER22 Civic Center Plaza Santa Ana, CA 92701Vicente SarmientoMayorThai Viet PhanCouncilmember – Ward 1 David PenalozaCouncilmember ­ Ward 2Jessie LopezCouncilmember ­ Ward 3 Phil BacerraMayor Pro Tem ­ Ward 4Johnathan Ryan HernandezCouncilmember ­ Ward 5 Nelida MendozaCouncilmember ­ Ward 6Mayor and Council telephone: 714­647­6900Agenda item inquiries: 714­647­6520Sonia R. CarvalhoCity Attorney Kristine RidgeCity Manager Daisy GomezClerk of the Council In compliance with the Americans with Disabilities Act (ADA), if you need special assistance to participate in this Meeting, contact Michael Ortiz, City ADA Program Coordinator, at (714) 647­5624. Notification 48 hours prior to the Meeting will enable the City to make reasonable arrangements to assure accessibility to this meeting. The City Council agenda and supporting documentation can be found on the City’s website – www.santa­ ana.org/city­meetings. CITY VISION AND CODE OF ETHICS The City of Santa Ana is committed to achieving a shared vision for the organization and its community. The Vision, Mission and Guiding Principles (Values) are the result of a thoughtful and inclusive process designed to set the City and organization on a course that meets the challenges of today and tomorrow, as follows: Vision ­ The dynamic center of Orange County which is acclaimed for our: Investment in youth • Safe and healthy community • Neighborhood pride • Thriving economic climate • Enriched and diverse culture • Quality government services Mission ­ To deliver efficient public services in partnership with our community which ensures public safety, a prosperous economic environment, opportunities for our youth, and a high quality of life for residents. Guiding Principles ­ Collaboration • Efficiency • Equity • Excellence • Fiscal Responsibility • Innovation • Transparency Code of Ethics and Conduct ­ At the Special Municipal Election held on February 5, 2008, voters approved an amendment to the City Charter which established the Code of Ethics and Conduct for elected officials and members of appointed boards, commissions, and committees to assure public confidence. The following are the core values expressed: • Integrity • Honesty • Responsibility • Fairness • Accountability • Respect • Efficiency Members of the public may attend the City Council meeting in­person or join via Zoom. The City Council meeting will occur live via teleconference Zoom webinar. You may view the meeting from your computer, tablet or smart phone via YouTube LiveStream at www.youtube.com/user/SantaAnaLibrary or on CTV3, available on Spectrum channel 3 and AT&T U­verse channel 99. PUBLIC COMMENTS – Members of the public who wish to address the City Council on items on the regular agenda or on matters which are not on the agenda, but are within the subject matter jurisdiction of the City Council may do so by one of the following ways: MAILING OPTION written communications – Public comments may be mailed to: Office of the Clerk of the Council, 20 Civic Center Plaza M­30, Santa Ana, CA 92701. All written communications received via mail by 4:00 p.m. on the day of the meeting will be distributed to the City Council and imaged into the City’s document archive system which is available for public review. SENDING E­MAIL OPTION – Public comments may be sent via email to the City Clerk’s office at eComment@santa­ana.org. Please note the agenda item you are commenting on in the subject line of the email. All emails received before 4:00 p.m. on the day of the meeting will be distributed to the City Council and imaged into the City’s document archive system which is available for public review. LIVE VIRTUAL OPTION – Members of the public may provide live comments during the meeting by Zoom or Conference Call. To join by Zoom click on or type the following address into your web browser https://us02web.zoom.us/j/315965149. To join the Conference Call: Dial (669) 900­9128 and enter MEETING ID: 315 965 149#. You will be prompted by the City Clerk when it is time for a: general agenda item or non­agenda item. You may request to speak by dialing *9 from your phone or you may virtually raise your hand from Zoom. After the Clerk confirms the last three digits of the caller’s phone number or Zoom ID and unmutes them, the caller must press *6 or microphone icon to speak. Callers are encouraged, but not required, to identify themselves by name. Each caller will be provided three (3) minutes to speak, unless due to the number of speakers wanting to speak a decision is made to provide a different amount of time to speak. IN­PERSON OPTION ­ Members of the public can provide in­person comments at the podium in the Council Chamber. The Council Chamber will have seating available for members of the public to attend the meeting in­person. Face coverings are optional for members of the public who enter City buildings who have been vaccinated against COVID­19. Public comments are limited to three (3) minutes per speaker, unless a different time is announced by the presiding chair. Speakers who wish to address the Council must do so by submitting a “Request to Speak” card by 6:00 p.m. for all other designated public comment periods as listed below. Cards will not be accepted after the Public Comment Session begins without the permission of the presiding chair. The following designated public comment periods are: LIVE PUBLIC COMMENTS ON REGULAR AGENDA ITEMS AND NON­AGENDA ITEMS (GENERAL PUBLIC COMMENT) – You can provide comments by joining Zoom or the Conference Call as described in the LIVE or IN­PERSON PUBLIC COMMENTS OPTION above. Speaker queue will open at 4:30 p.m. YOU MUST JOIN ZOOM OR THE CONFERENCE CALL PRIOR TO 6:00 p.m. Speakers who are not in the speaker queue by 6:00 p.m. will not be permitted to speak. About the Agenda To download or view the attachments (staff report and other supporting documentation) for each agenda item, you must select the agenda item to see the attachments to either open in a new link (the eyeball ) or download a pdf (the cloud symbol with the down arrow ). CITY COUNCIL REGULAR OPEN SESSION CALL TO ORDER ROLL CALL PLEDGE OF ALLEGIANCE Mayor Sarmiento WORDS OF INSPIRATION Dr. Bernice B. Rumala – Co­Founder, Health Equity, Diversity, Inclusion, Anti­Racism Taskforce (HEART) for Orange County CEREMONIAL PRESENTATIONS 1.Proclamation presented by Mayor Sarmiento to Ron Ono in Recognition of 52 years of Service and Outstanding Contributions to the Community. 2.Proclamation presented by Mayor Pro Tem Bacerra and Councilmember Mendoza to Orange County Soccer Club in Recognition of their Outstanding Contributions to Athletics. STAFF PRESENTATIONS 3.Homeless Update 4.Update from the Orange County Housing Finance Trust PUBLIC COMMENT – Public comments will be held during the beginning of the meeting for ALL comments on agenda and non­agenda items. CONSENT CALENDAR RECOMMENDED ACTION:  Approve staff recommendations on the following Consent Calendar Items: 5 through 22. 5.Excused Absences Department(s): Clerk of the Council Office Recommended Action: Excuse the absent members. 6.Appoint Amina Sen­Matthews nominated by Councilmember Phan as the Ward 1 representative to the Parks, Recreation and Community Services Commission for a partial­term expiring December 10, 2024 Department(s): Clerk of the Council Office Recommended Action: Appoint Amina Sen­Matthews to the Parks, Recreation and Community Services Commission representing Ward 1 and administer Oath of Office. 7.Appoint Jannelle Welker nominated by Councilmember Phan as the Ward 1 representative to the Environmental and Transportation Advisory Commission for a partial­term expiring December 10, 2024 Department(s): Clerk of the Council Office Recommended Action: Appoint Jannelle Welker to the Environmental and Transportation Advisory Commission representing Ward 1 and administer Oath of Office. 8.Receive and File Boards and Commissions Biannual Attendance Report for July through December 2021 Department(s): Clerk of the Council Office Recommended Action: Receive and file Boards and Commissions Biannual Attendance Report. 9.Approve Destruction of Obsolete City Records Department(s): Finance and Management Services Recommended Action: Approve the request for the destruction of obsolete records from the Finance & Management Services in accordance with the retention schedule outlined in City Council Resolution 2013­014.  10.Receive and file Quarterly Report of Contracts up to $50,000 for Non­Public Works and up to $250,000 for Public Works authorized by the City Manager as Permitted by Charter Section 421 Department(s): Finance and Management Services Recommended Action: Receive and file Quarterly Report of Contracts entered into between October 1, 2021 to December 31, 2021, valued at up to $50,000 for non­public works contracts and agreements and up to $250,000 for public works contracts and agreements.  11.Award a Purchase Order Contract for the Purchase of 411 Combination Waste­Recycle Receptacles for Various City parks to Outdoor Creations, Inc. in an Amount not to exceed $898,035 (Non­General Fund) (Proj. 22­2757) Department(s): Parks, Recreation, and Community Services Recommended Action: Authorize a one­time purchase and payment of purchase order contract for 411 combination waste­recycle receptacles for various City parks to Outdoor Creations, Inc. in the amount of $898,035, subject to non­substantive changes approved by the City Manager and City Attorney. 12.Award a Construction Contract to Elecnor Belco Electric, Inc. in the Amount of $307,613 for the Main Street at Walnut Street New Traffic Signal Installation Project and Crosswalk Upgrade Projects at Occidental Street, Saint Gertrude Place, Saint Andrew Place, Anahurst Place and Rousselle Street, with an Estimated Project Delivery Cost of $385,000 and Amend the Fiscal Year 2021­22 Capital Improvement Program (Project No. 22­7534) (Non­General Fund)  Department(s): Public Works Agency Recommended Action: 1. Award a Construction Contract to Elecnor Belco Electric, Inc., the lowest responsible bidder, in accordance with the Base Bid in the amount of $307,613, for construction of the Main Street at Walnut Street New Traffic Signal Installation and Crosswalk Upgrades Project, for the term beginning March 1, 2022 and ending upon project completion, subject to non­substantive changes approved by the City Manager and City Attorney.  2. Approve the Project Cost Analysis for a total estimated construction delivery cost of $385,000, which includes $307,613 for the construction contract, $46,079 for contract administration, inspection and testing, and a $31,308 project contingency for unanticipated or unforeseen work to be funded from Community Development Block Grant (CDBG) funds. 3. Approve an amendment to the Fiscal Year 2021­22 Capital Improvement Program to include $300,000 and an additional $85,000 in construction funds for the Main Street at Walnut Street New Traffic Signal Installation and Crosswalk Upgrades Project for a total of $385,000 to be funded from CDBG funds. 13.Approve Appropriation Adjustments, Reallocation of Funds, and Award a Construction Contract to Elecnor Belco Electric, Inc., in the Amount of $413,942 for the Main Street at 15th Street Traffic Signal Installation Project with an Estimated Project Delivery Cost of $523,636 (Project No. 18­ 6918) (Non­General Fund) Department(s): Public Works Agency Recommended Action: 1. Approve an appropriation adjustment recognizing $335,793 in Fiscal Year 2017­18 Highway Safety Improvement Program grant funds into the Federal Aid Safety Program, Federal Grant­Indirect revenue account, and appropriate the same amount into the Public Services Street Safety Projects, Improvements Other Than Building expenditure account. (Requires five affirmative votes) 2. Approve an appropriation adjustment recognizing $104,347 in Fiscal Year 2021­22 Highway Safety Improvement Program grant funds into the Federal Aid Safety Program, Federal Grant­ Indirect revenue account, and appropriate the same amount into the Public Services Street Safety Projects, Improvements Other Than Building expenditure account. (Requires five affirmative votes) 3. Approve an appropriation adjustment to transfer $33,549 from the Special Gas Tax Interfund Transfer account to the Select Street Construction Interfund Transfer account and appropriate the same amount into the Select Street Construction Fund, Improvements Other Than Building expenditure account. (Requires five affirmative votes) 4. Authorize the reallocation of $53,435 in unspent Measure M2 Local Fairshare funds from Citywide Speed Limit Study Project and $30,061 from Bike Lane Project Development, for a total of $83,496 to the Main Street at 15th Street New Traffic Signal Installation Project to complete the project’s funding requirement. 5. Award a construction contract to Elecnor Belco Electric, Inc., the lowest responsible bidder, in accordance with the base bid in the amount of $413,942, for construction of the Main Street at 15th Street Traffic Signal Installation Project, for the term beginning March 1, 2022, and ending upon project completion, subject to non­substantive changes approved by the City Manager and City Attorney.  6. Approve the Project Cost Analysis for a total estimated construction delivery cost of $523,636, which includes $413,942 for the construction contract; $68,300 for contract administration, inspection and testing; and a $41,394 project contingency for unanticipated or unforeseen work to be funded from Highway Safety Improvement Program grant funds. 14.Approve a Three­year Agreement with California Forensic Phlebotomy in the Amount of $163,767 for Blood Technician Services (General Fund) Department(s): Police Department Recommended Action: Authorize the City Manager to execute a three­year agreement with California Forensic Phlebotomy, Inc., for the period of March 5, 2022 through March 4, 2025, to perform blood technician services, in an annual amount not to exceed $49,589, for a total amount not to exceed $163,767 (including a $15,000 contingency), subject to non­substantive changes approved by the City Manager and City Attorney (Agreement No. 2022­XXX). 15.Agreement Amendment with MIG to Amend the Scope of Work and Increase the Compensation for a Parks, Facilities, Trails, and Open Space Master Plan (General Fund) Department(s): Parks, Recreation, and Community Services Recommended Action: Authorize the City Manager to execute an amendment to the agreement with MIG to amend the scope of work to prepare a Parks, Facilities, Trails, and Open Space Master Plan and increase the compensation by $44,970 for a total amount not to exceed $205,570, subject to non­substantive changes approved by the City Manager and City Attorney (Agreement No. 2022­ XXX). 16.Approve a First Amendment to Agreement with Pitney Bowes Presort Services, LLC for mail processing services for an amount not to exceed $40,000 and exercise an optional renewal extension from April 1, 2022 through February 1, 2024 (Non­General Fund) Department(s): Finance and Management Services Recommended Action: Authorize the City Manager to execute a First Amendment to Agreement with Pitney Bowes Presort Services, LLC for mail processing services and exercise a renewal option for a term commencing April 1, 2022 through January 31, 2024 for a total amount not to exceed $40,000, subject to non­substantive changes and approved by the City Manager and City Attorney (Agreement No. 2022­XXX). 17.Approve Agreements with Delhi Center, Elks Building Association of Santa Ana, United Across Borders Foundation, Latino Health Access, and OneOC for Food Distribution/Supply Programs for a One­Year Term in an Aggregate Amount Not to Exceed $900,000 (Revive Santa Ana Program) Department(s): City Manager Office Recommended Action: Authorize the City Manager to execute agreements with Delhi Center, Elks Building Association of Santa Ana, United Across Borders Foundation, Latino Health Access, and OneOC to operate food distribution and food supply programs for a one­year term beginning March 1, 2022 and expiring February 28, 2023, in a total shared aggregate amount not to exceed $900,000, subject to non­substantive changes approved by the City Manager and City Attorney (Agreement No. 2022­XXX). 18.Resolution in Support of Assembly Bill 485 Requiring All Law Enforcement Agencies to Report Hate Crime Data on Their Own Website Department(s): City Manager Office Recommended Action: Resolution No. 2022­XXX – Adopt a resolution in support of Assembly Bill 485 requiring all law enforcement agencies to report hate crime data on their own website. 19.Resolution Authorizing Execution of Notification of Intent to Comply with California Senate Bill 1383 Organic Waste Recycling Regulations Department(s): Public Works Agency Recommended Action: Resolution No. 2022­XXX – Adopt a resolution authorizing the City of Santa Ana to submit to CalRecycle a Notification of Intent to Comply with California Senate Bill 1383 Organic Waste Recycling Regulations. 20.Memorandum of Understanding between City of Santa Ana and Discovery Cube to Pursue Grant Applications and Study the Feasibility of a Future Outdoor Science Park on Adjacent City­Owned Property (Non­General Fund) Department(s): Community Development Agency Recommended Action: Authorize the City Manager to execute a Memorandum of Understanding with Discovery Cube for a period of March 1, 2022 to March 1, 2024, to pursue grant applications and study the feasibility of a future Outdoor Science Park on adjacent City­owned property, subject to non­substantive changes approved by the City Manager and City Attorney (Agreement No. 2022­ XXX). 21.Approve the Santa Ana Business Interruption Fund program to provide financial relief to businesses impacted by the OC Streetcar Construction in the Amount of $1,500,000 (General Fund) Department(s): Community Development Agency Recommended Action: Approve the Santa Ana Business Interruption Fund program in the amount of $1,500,000 to provide financial relief to businesses impacted by the OC Streetcar construction. 22.Approve Agreement with Townsend Public Affairs for State Legislative Advocacy Services (General and Non­General Fund) Department(s): City Manager Office Recommended Action: Authorize the City Manager to execute an agreement with Townsend Public Affairs for State legislative advocacy services for a three­year term, from March 1, 2022 through February 28, 2025, with an option to extend the term for an additional one­year period, for a four­year not­to­exceed amount of $252,000, subject to non­substantive changes approved by the City Manager and City Attorney (Agreement No. 2022­XXX). **END OF CONSENT CALENDAR** BUSINESS CALENDAR 23.Discuss and Provide Input Regarding the Structure of the School Collaboration City Council Subcommittee Department(s): Parks, Recreation, and Community Services Recommended Action: Discuss and provide input regarding the structure of the School Collaboration City Council Subcommittee that will add an element for joint meetings with Santa Ana Unified School District Governing Board.  24.Ordinance Amending City Manager’s Contracting Authority for Non­Public Works and Public Works Contracts Under Chapter 2, Article VII and Public Works Construction Rules and Regulations Under Chapter 33, Article VIII of the Santa Ana Municipal Code Department(s): Finance and Management Services Recommended Action: Approve first reading of an ordinance amending City Manager’s contracting authority for non­public works and public works contracts under Chapter 2, Article VII, Sections 2­748, 2­800 to 2­808 and public works construction rules and regulations under Chapter 33, Article VIII, Sections 33­200 to 33­203 of the Santa Ana Municipal Code as follows:  i) Amending Section 2­748 of Chapter 2, Article VII concerning the City Manager’s contract authority: (1) non­public works contracts to increase from $50,000 to $250,000; (2) emergency public works construction to increase from $100,000 to $750,000; (3) non­public works and public works contracts change orders authority increase from 10 percent or $25,000, whichever is greater, to 15 percent or $50,000, whichever is greater; and (4) add language codifying contract limits will be applied on a fiscal year basis by departments. ii) Amending Section 2­800 to 2­808 of Chapter 2, Articles VII.II concerning the Purchasing Rules and Regulations: (1) clarifying language administrative in nature; (2) extending local vendor preference to increase from procurement involving $5,000 and one $100,000 to procurement involving $10,000 and $100,000; (3) for reporting requirements to increase from $500 to $1,000; (4) for administrative contracts to increase from $5,000 to ten $10,000; (5) for informal contracts to increase from $5,000 and $25,000 to $10,000 and $50,000); (6) for formal contracts to increase from $25,000 to $50,000; (7) add language to coincide with current practices for awarding services contracts; and   (8) for non­bid purchases add City­owned software upgrades, maintenance, or additional licenses. iii) Amending Sections 33­200 to 33­203 of Chapter 33, Article VIII concerning the Public Works Construction Rules and Regulations: (1) housekeeping language administrative in nature; and (2) for non­emergency public works construction incorporate informal procurement process: a) administrative contracts up to $50,000 b) informal construction bid for contracts between $50,000 and $250,000 c) formal for bid for contracts in excess of $250,000 25.Fiscal Year 2021­2022 Mid­Year Budget Update Department(s): Finance and Management Services Recommended Action: 1. Receive and file the Fiscal Year 2021­22 Mid­Year Budget Update, including revised revenue estimates (Exhibit 1). 2. Approve recommended Mid­Year Appropriation Adjustments described below and in Exhibit 2. (Requires five affirmative votes) 3. Approve recommended Appropriation Adjustments described in Exhibit 3 to reallocate Pension Debt and Unfunded Liability expenditures for Fiscal Year 2021­2022 to align with results of the pension debt refinancing. There is no net fiscal impact to the overall budget, but there are adjustments between departments and funds. (Requires five affirmative votes) 4. Resolution No. 2022­XXX – Adopt a resolution amending the current Fiscal Year 2021­2022 Annual Budget to add 14 full­time positions in the Public Works Agency, Clerk of the Council, City Attorney’s Office, Parks, Recreation & Community Service Agency, and Library, and to delete 6 full­ time positions in the Parks, Recreation & Community Services Agency and Library. There is no net fiscal impact to the overall budget (Exhibit 4). 5. Resolution No. 2022­XXX – Adopt a resolution adding classification titles to the Classification and Compensation Plan (Exhibit 5). 26.Ordinance Concerning City Council Voting, Recusal for Conflicts, and Prohibiting Abstentions Department(s): City Manager Office Recommended Action: Consider one of the following options:  1. Approve the first reading of an ordinance concerning City Council voting, recusal for conflicts, and prohibiting abstentions. 2. Provide direction to staff. 27.Ordinance Options Prohibiting the Sale of Flavored Tobacco Products Department(s): City Manager Office Recommended Action: Consider one of the following options:  Option 1 A. Ordinance No. NS­XXXX – Adopt an urgency ordinance prohibiting the sale of flavored tobacco products, including hookah. (Requires five affirmative votes) B. Ordinance No. NS­XXXX – Adopt an urgency ordinance prohibiting the sale of flavored tobacco products, excluding hookah. (Requires five affirmative votes) Option 2 A. Approve the first reading of an ordinance prohibiting the sale of flavored tobacco products, including hookah. B. Approve the first reading of an ordinance prohibiting the sale of flavored tobacco products, excluding hookah. Option 3 Consider whether to direct staff to prepare an ordinance regarding enforcement and/or security measures for tobacco retailers; or Option 4 Take no action at this time and wait to see whether senate bill 793 goes into effect following a statewide referendum vote in November 2022. **END OF BUSINESS CALENDAR** CITY MANAGER COMMENTS COUNCIL COMMENTS AB1234 DISCLOSURE – If the City paid for travel or other expenses this is the time for members of the Council to provide a brief oral report on attendance of any regional board or commission meeting or any conference, meeting or event attended. ADJOURNMENT – Adjourn the City Council meeting. Future Items 1. Mental Health Mobile Outreach Services 2. Housing Element Update 3. Billboard Ordinance Update 4. Cannabis Ordinance Update 5. Proposition 218 Solid Waste Rates Public Hearing City Council 2 3/1/2022 City Council Meeting PacketMarch 1, 2022CLOSED SESSION MEETING – CANCELEDREGULAR OPEN MEETING – 5:45 PM CITY COUNCIL CHAMBER22 Civic Center Plaza Santa Ana, CA 92701Vicente SarmientoMayorThai Viet PhanCouncilmember – Ward 1 David PenalozaCouncilmember ­ Ward 2Jessie LopezCouncilmember ­ Ward 3 Phil BacerraMayor Pro Tem ­ Ward 4Johnathan Ryan HernandezCouncilmember ­ Ward 5 Nelida MendozaCouncilmember ­ Ward 6Mayor and Council telephone: 714­647­6900Agenda item inquiries: 714­647­6520Sonia R. CarvalhoCity Attorney Kristine RidgeCity Manager Daisy GomezClerk of the CouncilIn compliance with the Americans with Disabilities Act (ADA), if you need special assistance to participate in this Meeting, contact Michael Ortiz,City ADA Program Coordinator, at (714) 647­5624. Notification 48 hours prior to the Meeting will enable the City to make reasonable arrangements toassure accessibility to this meeting. The City Council agenda and supporting documentation can be found on the City’s website – www.santa­ana.org/city­meetings.CITY VISION AND CODE OF ETHICSThe City of Santa Ana is committed to achieving a shared vision for the organization and its community.The Vision, Mission and Guiding Principles (Values) are the result of a thoughtful and inclusive processdesigned to set the City and organization on a course that meets the challenges of today and tomorrow, asfollows:Vision ­ The dynamic center of Orange County which is acclaimed for our: Investment in youth • Safe andhealthy community • Neighborhood pride • Thriving economic climate • Enriched and diverse culture •Quality government servicesMission ­ To deliver efficient public services in partnership with our community which ensures public safety,a prosperous economic environment, opportunities for our youth, and a high quality of life for residents.Guiding Principles ­ Collaboration • Efficiency • Equity • Excellence • Fiscal Responsibility • Innovation •TransparencyCode of Ethics and Conduct ­ At the Special Municipal Election held on February 5, 2008, voters approved an amendment to the City Charter which established the Code of Ethics and Conduct for elected officials and members of appointed boards, commissions, and committees to assure public confidence. The following are the core values expressed: • Integrity • Honesty • Responsibility • Fairness • Accountability • Respect • Efficiency Members of the public may attend the City Council meeting in­person or join via Zoom. The City Council meeting will occur live via teleconference Zoom webinar. You may view the meeting from your computer, tablet or smart phone via YouTube LiveStream at www.youtube.com/user/SantaAnaLibrary or on CTV3, available on Spectrum channel 3 and AT&T U­verse channel 99. PUBLIC COMMENTS – Members of the public who wish to address the City Council on items on the regular agenda or on matters which are not on the agenda, but are within the subject matter jurisdiction of the City Council may do so by one of the following ways: MAILING OPTION written communications – Public comments may be mailed to: Office of the Clerk of the Council, 20 Civic Center Plaza M­30, Santa Ana, CA 92701. All written communications received via mail by 4:00 p.m. on the day of the meeting will be distributed to the City Council and imaged into the City’s document archive system which is available for public review. SENDING E­MAIL OPTION – Public comments may be sent via email to the City Clerk’s office at eComment@santa­ana.org. Please note the agenda item you are commenting on in the subject line of the email. All emails received before 4:00 p.m. on the day of the meeting will be distributed to the City Council and imaged into the City’s document archive system which is available for public review. LIVE VIRTUAL OPTION – Members of the public may provide live comments during the meeting by Zoom or Conference Call. To join by Zoom click on or type the following address into your web browser https://us02web.zoom.us/j/315965149. To join the Conference Call: Dial (669) 900­9128 and enter MEETING ID: 315 965 149#. You will be prompted by the City Clerk when it is time for a: general agenda item or non­agenda item. You may request to speak by dialing *9 from your phone or you may virtually raise your hand from Zoom. After the Clerk confirms the last three digits of the caller’s phone number or Zoom ID and unmutes them, the caller must press *6 or microphone icon to speak. Callers are encouraged, but not required, to identify themselves by name. Each caller will be provided three (3) minutes to speak, unless due to the number of speakers wanting to speak a decision is made to provide a different amount of time to speak. IN­PERSON OPTION ­ Members of the public can provide in­person comments at the podium in the Council Chamber. The Council Chamber will have seating available for members of the public to attend the meeting in­person. Face coverings are optional for members of the public who enter City buildings who have been vaccinated against COVID­19. Public comments are limited to three (3) minutes per speaker, unless a different time is announced by the presiding chair. Speakers who wish to address the Council must do so by submitting a “Request to Speak” card by 6:00 p.m. for all other designated public comment periods as listed below. Cards will not be accepted after the Public Comment Session begins without the permission of the presiding chair. The following designated public comment periods are: LIVE PUBLIC COMMENTS ON REGULAR AGENDA ITEMS AND NON­AGENDA ITEMS (GENERAL PUBLIC COMMENT) – You can provide comments by joining Zoom or the Conference Call as described in the LIVE or IN­PERSON PUBLIC COMMENTS OPTION above. Speaker queue will open at 4:30 p.m. YOU MUST JOIN ZOOM OR THE CONFERENCE CALL PRIOR TO 6:00 p.m. Speakers who are not in the speaker queue by 6:00 p.m. will not be permitted to speak. About the Agenda To download or view the attachments (staff report and other supporting documentation) for each agenda item, you must select the agenda item to see the attachments to either open in a new link (the eyeball ) or download a pdf (the cloud symbol with the down arrow ). CITY COUNCIL REGULAR OPEN SESSION CALL TO ORDER ROLL CALL PLEDGE OF ALLEGIANCE Mayor Sarmiento WORDS OF INSPIRATION Dr. Bernice B. Rumala – Co­Founder, Health Equity, Diversity, Inclusion, Anti­Racism Taskforce (HEART) for Orange County CEREMONIAL PRESENTATIONS 1.Proclamation presented by Mayor Sarmiento to Ron Ono in Recognition of 52 years of Service and Outstanding Contributions to the Community. 2.Proclamation presented by Mayor Pro Tem Bacerra and Councilmember Mendoza to Orange County Soccer Club in Recognition of their Outstanding Contributions to Athletics. STAFF PRESENTATIONS 3.Homeless Update 4.Update from the Orange County Housing Finance Trust PUBLIC COMMENT – Public comments will be held during the beginning of the meeting for ALL comments on agenda and non­agenda items. CONSENT CALENDAR RECOMMENDED ACTION:  Approve staff recommendations on the following Consent Calendar Items: 5 through 22. 5.Excused Absences Department(s): Clerk of the Council Office Recommended Action: Excuse the absent members. 6.Appoint Amina Sen­Matthews nominated by Councilmember Phan as the Ward 1 representative to the Parks, Recreation and Community Services Commission for a partial­term expiring December 10, 2024 Department(s): Clerk of the Council Office Recommended Action: Appoint Amina Sen­Matthews to the Parks, Recreation and Community Services Commission representing Ward 1 and administer Oath of Office. 7.Appoint Jannelle Welker nominated by Councilmember Phan as the Ward 1 representative to the Environmental and Transportation Advisory Commission for a partial­term expiring December 10, 2024 Department(s): Clerk of the Council Office Recommended Action: Appoint Jannelle Welker to the Environmental and Transportation Advisory Commission representing Ward 1 and administer Oath of Office. 8.Receive and File Boards and Commissions Biannual Attendance Report for July through December 2021 Department(s): Clerk of the Council Office Recommended Action: Receive and file Boards and Commissions Biannual Attendance Report. 9.Approve Destruction of Obsolete City Records Department(s): Finance and Management Services Recommended Action: Approve the request for the destruction of obsolete records from the Finance & Management Services in accordance with the retention schedule outlined in City Council Resolution 2013­014.  10.Receive and file Quarterly Report of Contracts up to $50,000 for Non­Public Works and up to $250,000 for Public Works authorized by the City Manager as Permitted by Charter Section 421 Department(s): Finance and Management Services Recommended Action: Receive and file Quarterly Report of Contracts entered into between October 1, 2021 to December 31, 2021, valued at up to $50,000 for non­public works contracts and agreements and up to $250,000 for public works contracts and agreements.  11.Award a Purchase Order Contract for the Purchase of 411 Combination Waste­Recycle Receptacles for Various City parks to Outdoor Creations, Inc. in an Amount not to exceed $898,035 (Non­General Fund) (Proj. 22­2757) Department(s): Parks, Recreation, and Community Services Recommended Action: Authorize a one­time purchase and payment of purchase order contract for 411 combination waste­recycle receptacles for various City parks to Outdoor Creations, Inc. in the amount of $898,035, subject to non­substantive changes approved by the City Manager and City Attorney. 12.Award a Construction Contract to Elecnor Belco Electric, Inc. in the Amount of $307,613 for the Main Street at Walnut Street New Traffic Signal Installation Project and Crosswalk Upgrade Projects at Occidental Street, Saint Gertrude Place, Saint Andrew Place, Anahurst Place and Rousselle Street, with an Estimated Project Delivery Cost of $385,000 and Amend the Fiscal Year 2021­22 Capital Improvement Program (Project No. 22­7534) (Non­General Fund)  Department(s): Public Works Agency Recommended Action: 1. Award a Construction Contract to Elecnor Belco Electric, Inc., the lowest responsible bidder, in accordance with the Base Bid in the amount of $307,613, for construction of the Main Street at Walnut Street New Traffic Signal Installation and Crosswalk Upgrades Project, for the term beginning March 1, 2022 and ending upon project completion, subject to non­substantive changes approved by the City Manager and City Attorney.  2. Approve the Project Cost Analysis for a total estimated construction delivery cost of $385,000, which includes $307,613 for the construction contract, $46,079 for contract administration, inspection and testing, and a $31,308 project contingency for unanticipated or unforeseen work to be funded from Community Development Block Grant (CDBG) funds. 3. Approve an amendment to the Fiscal Year 2021­22 Capital Improvement Program to include $300,000 and an additional $85,000 in construction funds for the Main Street at Walnut Street New Traffic Signal Installation and Crosswalk Upgrades Project for a total of $385,000 to be funded from CDBG funds. 13.Approve Appropriation Adjustments, Reallocation of Funds, and Award a Construction Contract to Elecnor Belco Electric, Inc., in the Amount of $413,942 for the Main Street at 15th Street Traffic Signal Installation Project with an Estimated Project Delivery Cost of $523,636 (Project No. 18­ 6918) (Non­General Fund) Department(s): Public Works Agency Recommended Action: 1. Approve an appropriation adjustment recognizing $335,793 in Fiscal Year 2017­18 Highway Safety Improvement Program grant funds into the Federal Aid Safety Program, Federal Grant­Indirect revenue account, and appropriate the same amount into the Public Services Street Safety Projects, Improvements Other Than Building expenditure account. (Requires five affirmative votes) 2. Approve an appropriation adjustment recognizing $104,347 in Fiscal Year 2021­22 Highway Safety Improvement Program grant funds into the Federal Aid Safety Program, Federal Grant­ Indirect revenue account, and appropriate the same amount into the Public Services Street Safety Projects, Improvements Other Than Building expenditure account. (Requires five affirmative votes) 3. Approve an appropriation adjustment to transfer $33,549 from the Special Gas Tax Interfund Transfer account to the Select Street Construction Interfund Transfer account and appropriate the same amount into the Select Street Construction Fund, Improvements Other Than Building expenditure account. (Requires five affirmative votes) 4. Authorize the reallocation of $53,435 in unspent Measure M2 Local Fairshare funds from Citywide Speed Limit Study Project and $30,061 from Bike Lane Project Development, for a total of $83,496 to the Main Street at 15th Street New Traffic Signal Installation Project to complete the project’s funding requirement. 5. Award a construction contract to Elecnor Belco Electric, Inc., the lowest responsible bidder, in accordance with the base bid in the amount of $413,942, for construction of the Main Street at 15th Street Traffic Signal Installation Project, for the term beginning March 1, 2022, and ending upon project completion, subject to non­substantive changes approved by the City Manager and City Attorney.  6. Approve the Project Cost Analysis for a total estimated construction delivery cost of $523,636, which includes $413,942 for the construction contract; $68,300 for contract administration, inspection and testing; and a $41,394 project contingency for unanticipated or unforeseen work to be funded from Highway Safety Improvement Program grant funds. 14.Approve a Three­year Agreement with California Forensic Phlebotomy in the Amount of $163,767 for Blood Technician Services (General Fund) Department(s): Police Department Recommended Action: Authorize the City Manager to execute a three­year agreement with California Forensic Phlebotomy, Inc., for the period of March 5, 2022 through March 4, 2025, to perform blood technician services, in an annual amount not to exceed $49,589, for a total amount not to exceed $163,767 (including a $15,000 contingency), subject to non­substantive changes approved by the City Manager and City Attorney (Agreement No. 2022­XXX). 15.Agreement Amendment with MIG to Amend the Scope of Work and Increase the Compensation for a Parks, Facilities, Trails, and Open Space Master Plan (General Fund) Department(s): Parks, Recreation, and Community Services Recommended Action: Authorize the City Manager to execute an amendment to the agreement with MIG to amend the scope of work to prepare a Parks, Facilities, Trails, and Open Space Master Plan and increase the compensation by $44,970 for a total amount not to exceed $205,570, subject to non­substantive changes approved by the City Manager and City Attorney (Agreement No. 2022­ XXX). 16.Approve a First Amendment to Agreement with Pitney Bowes Presort Services, LLC for mail processing services for an amount not to exceed $40,000 and exercise an optional renewal extension from April 1, 2022 through February 1, 2024 (Non­General Fund) Department(s): Finance and Management Services Recommended Action: Authorize the City Manager to execute a First Amendment to Agreement with Pitney Bowes Presort Services, LLC for mail processing services and exercise a renewal option for a term commencing April 1, 2022 through January 31, 2024 for a total amount not to exceed $40,000, subject to non­substantive changes and approved by the City Manager and City Attorney (Agreement No. 2022­XXX). 17.Approve Agreements with Delhi Center, Elks Building Association of Santa Ana, United Across Borders Foundation, Latino Health Access, and OneOC for Food Distribution/Supply Programs for a One­Year Term in an Aggregate Amount Not to Exceed $900,000 (Revive Santa Ana Program) Department(s): City Manager Office Recommended Action: Authorize the City Manager to execute agreements with Delhi Center, Elks Building Association of Santa Ana, United Across Borders Foundation, Latino Health Access, and OneOC to operate food distribution and food supply programs for a one­year term beginning March 1, 2022 and expiring February 28, 2023, in a total shared aggregate amount not to exceed $900,000, subject to non­substantive changes approved by the City Manager and City Attorney (Agreement No. 2022­XXX). 18.Resolution in Support of Assembly Bill 485 Requiring All Law Enforcement Agencies to Report Hate Crime Data on Their Own Website Department(s): City Manager Office Recommended Action: Resolution No. 2022­XXX – Adopt a resolution in support of Assembly Bill 485 requiring all law enforcement agencies to report hate crime data on their own website. 19.Resolution Authorizing Execution of Notification of Intent to Comply with California Senate Bill 1383 Organic Waste Recycling Regulations Department(s): Public Works Agency Recommended Action: Resolution No. 2022­XXX – Adopt a resolution authorizing the City of Santa Ana to submit to CalRecycle a Notification of Intent to Comply with California Senate Bill 1383 Organic Waste Recycling Regulations. 20.Memorandum of Understanding between City of Santa Ana and Discovery Cube to Pursue Grant Applications and Study the Feasibility of a Future Outdoor Science Park on Adjacent City­Owned Property (Non­General Fund) Department(s): Community Development Agency Recommended Action: Authorize the City Manager to execute a Memorandum of Understanding with Discovery Cube for a period of March 1, 2022 to March 1, 2024, to pursue grant applications and study the feasibility of a future Outdoor Science Park on adjacent City­owned property, subject to non­substantive changes approved by the City Manager and City Attorney (Agreement No. 2022­ XXX). 21.Approve the Santa Ana Business Interruption Fund program to provide financial relief to businesses impacted by the OC Streetcar Construction in the Amount of $1,500,000 (General Fund) Department(s): Community Development Agency Recommended Action: Approve the Santa Ana Business Interruption Fund program in the amount of $1,500,000 to provide financial relief to businesses impacted by the OC Streetcar construction. 22.Approve Agreement with Townsend Public Affairs for State Legislative Advocacy Services (General and Non­General Fund) Department(s): City Manager Office Recommended Action: Authorize the City Manager to execute an agreement with Townsend Public Affairs for State legislative advocacy services for a three­year term, from March 1, 2022 through February 28, 2025, with an option to extend the term for an additional one­year period, for a four­year not­to­exceed amount of $252,000, subject to non­substantive changes approved by the City Manager and City Attorney (Agreement No. 2022­XXX). **END OF CONSENT CALENDAR** BUSINESS CALENDAR 23.Discuss and Provide Input Regarding the Structure of the School Collaboration City Council Subcommittee Department(s): Parks, Recreation, and Community Services Recommended Action: Discuss and provide input regarding the structure of the School Collaboration City Council Subcommittee that will add an element for joint meetings with Santa Ana Unified School District Governing Board.  24.Ordinance Amending City Manager’s Contracting Authority for Non­Public Works and Public Works Contracts Under Chapter 2, Article VII and Public Works Construction Rules and Regulations Under Chapter 33, Article VIII of the Santa Ana Municipal Code Department(s): Finance and Management Services Recommended Action: Approve first reading of an ordinance amending City Manager’s contracting authority for non­public works and public works contracts under Chapter 2, Article VII, Sections 2­748, 2­800 to 2­808 and public works construction rules and regulations under Chapter 33, Article VIII, Sections 33­200 to 33­203 of the Santa Ana Municipal Code as follows:  i) Amending Section 2­748 of Chapter 2, Article VII concerning the City Manager’s contract authority: (1) non­public works contracts to increase from $50,000 to $250,000; (2) emergency public works construction to increase from $100,000 to $750,000; (3) non­public works and public works contracts change orders authority increase from 10 percent or $25,000, whichever is greater, to 15 percent or $50,000, whichever is greater; and (4) add language codifying contract limits will be applied on a fiscal year basis by departments. ii) Amending Section 2­800 to 2­808 of Chapter 2, Articles VII.II concerning the Purchasing Rules and Regulations: (1) clarifying language administrative in nature; (2) extending local vendor preference to increase from procurement involving $5,000 and one $100,000 to procurement involving $10,000 and $100,000; (3) for reporting requirements to increase from $500 to $1,000; (4) for administrative contracts to increase from $5,000 to ten $10,000; (5) for informal contracts to increase from $5,000 and $25,000 to $10,000 and $50,000); (6) for formal contracts to increase from $25,000 to $50,000; (7) add language to coincide with current practices for awarding services contracts; and   (8) for non­bid purchases add City­owned software upgrades, maintenance, or additional licenses. iii) Amending Sections 33­200 to 33­203 of Chapter 33, Article VIII concerning the Public Works Construction Rules and Regulations: (1) housekeeping language administrative in nature; and (2) for non­emergency public works construction incorporate informal procurement process: a) administrative contracts up to $50,000 b) informal construction bid for contracts between $50,000 and $250,000 c) formal for bid for contracts in excess of $250,000 25.Fiscal Year 2021­2022 Mid­Year Budget Update Department(s): Finance and Management Services Recommended Action: 1. Receive and file the Fiscal Year 2021­22 Mid­Year Budget Update, including revised revenue estimates (Exhibit 1). 2. Approve recommended Mid­Year Appropriation Adjustments described below and in Exhibit 2. (Requires five affirmative votes) 3. Approve recommended Appropriation Adjustments described in Exhibit 3 to reallocate Pension Debt and Unfunded Liability expenditures for Fiscal Year 2021­2022 to align with results of the pension debt refinancing. There is no net fiscal impact to the overall budget, but there are adjustments between departments and funds. (Requires five affirmative votes) 4. Resolution No. 2022­XXX – Adopt a resolution amending the current Fiscal Year 2021­2022 Annual Budget to add 14 full­time positions in the Public Works Agency, Clerk of the Council, City Attorney’s Office, Parks, Recreation & Community Service Agency, and Library, and to delete 6 full­ time positions in the Parks, Recreation & Community Services Agency and Library. There is no net fiscal impact to the overall budget (Exhibit 4). 5. Resolution No. 2022­XXX – Adopt a resolution adding classification titles to the Classification and Compensation Plan (Exhibit 5). 26.Ordinance Concerning City Council Voting, Recusal for Conflicts, and Prohibiting Abstentions Department(s): City Manager Office Recommended Action: Consider one of the following options:  1. Approve the first reading of an ordinance concerning City Council voting, recusal for conflicts, and prohibiting abstentions. 2. Provide direction to staff. 27.Ordinance Options Prohibiting the Sale of Flavored Tobacco Products Department(s): City Manager Office Recommended Action: Consider one of the following options:  Option 1 A. Ordinance No. NS­XXXX – Adopt an urgency ordinance prohibiting the sale of flavored tobacco products, including hookah. (Requires five affirmative votes) B. Ordinance No. NS­XXXX – Adopt an urgency ordinance prohibiting the sale of flavored tobacco products, excluding hookah. (Requires five affirmative votes) Option 2 A. Approve the first reading of an ordinance prohibiting the sale of flavored tobacco products, including hookah. B. Approve the first reading of an ordinance prohibiting the sale of flavored tobacco products, excluding hookah. Option 3 Consider whether to direct staff to prepare an ordinance regarding enforcement and/or security measures for tobacco retailers; or Option 4 Take no action at this time and wait to see whether senate bill 793 goes into effect following a statewide referendum vote in November 2022. **END OF BUSINESS CALENDAR** CITY MANAGER COMMENTS COUNCIL COMMENTS AB1234 DISCLOSURE – If the City paid for travel or other expenses this is the time for members of the Council to provide a brief oral report on attendance of any regional board or commission meeting or any conference, meeting or event attended. ADJOURNMENT – Adjourn the City Council meeting. Future Items 1. Mental Health Mobile Outreach Services 2. Housing Element Update 3. Billboard Ordinance Update 4. Cannabis Ordinance Update 5. Proposition 218 Solid Waste Rates Public Hearing City Council 3 3/1/2022 City Council Meeting PacketMarch 1, 2022CLOSED SESSION MEETING – CANCELEDREGULAR OPEN MEETING – 5:45 PM CITY COUNCIL CHAMBER22 Civic Center Plaza Santa Ana, CA 92701Vicente SarmientoMayorThai Viet PhanCouncilmember – Ward 1 David PenalozaCouncilmember ­ Ward 2Jessie LopezCouncilmember ­ Ward 3 Phil BacerraMayor Pro Tem ­ Ward 4Johnathan Ryan HernandezCouncilmember ­ Ward 5 Nelida MendozaCouncilmember ­ Ward 6Mayor and Council telephone: 714­647­6900Agenda item inquiries: 714­647­6520Sonia R. CarvalhoCity Attorney Kristine RidgeCity Manager Daisy GomezClerk of the CouncilIn compliance with the Americans with Disabilities Act (ADA), if you need special assistance to participate in this Meeting, contact Michael Ortiz,City ADA Program Coordinator, at (714) 647­5624. Notification 48 hours prior to the Meeting will enable the City to make reasonable arrangements toassure accessibility to this meeting. The City Council agenda and supporting documentation can be found on the City’s website – www.santa­ana.org/city­meetings.CITY VISION AND CODE OF ETHICSThe City of Santa Ana is committed to achieving a shared vision for the organization and its community.The Vision, Mission and Guiding Principles (Values) are the result of a thoughtful and inclusive processdesigned to set the City and organization on a course that meets the challenges of today and tomorrow, asfollows:Vision ­ The dynamic center of Orange County which is acclaimed for our: Investment in youth • Safe andhealthy community • Neighborhood pride • Thriving economic climate • Enriched and diverse culture •Quality government servicesMission ­ To deliver efficient public services in partnership with our community which ensures public safety,a prosperous economic environment, opportunities for our youth, and a high quality of life for residents.Guiding Principles ­ Collaboration • Efficiency • Equity • Excellence • Fiscal Responsibility • Innovation •TransparencyCode of Ethics and Conduct ­ At the Special Municipal Election held on February 5, 2008, votersapproved an amendment to the City Charter which established the Code of Ethics and Conduct for electedofficials and members of appointed boards, commissions, and committees to assure public confidence.The following are the core values expressed: • Integrity • Honesty • Responsibility • Fairness •Accountability • Respect • EfficiencyMembers of the public may attend the City Council meeting in­person or join via Zoom. The City Councilmeeting will occur live via teleconference Zoom webinar. You may view the meeting from your computer,tablet or smart phone via YouTube LiveStream at www.youtube.com/user/SantaAnaLibrary or on CTV3,available on Spectrum channel 3 and AT&T U­verse channel 99.PUBLIC COMMENTS – Members of the public who wish to address the City Council on items on theregular agenda or on matters which are not on the agenda, but are within the subject matter jurisdiction ofthe City Council may do so by one of the following ways:MAILING OPTION written communications – Public comments may be mailed to: Office of the Clerkof the Council, 20 Civic Center Plaza M­30, Santa Ana, CA 92701. All written communicationsreceived via mail by 4:00 p.m. on the day of the meeting will be distributed to the City Council andimaged into the City’s document archive system which is available for public review.SENDING E­MAIL OPTION – Public comments may be sent via email to the City Clerk’s office ateComment@santa­ana.org. Please note the agenda item you are commenting on in the subject lineof the email. All emails received before 4:00 p.m. on the day of the meeting will be distributed to theCity Council and imaged into the City’s document archive system which is available for public review.LIVE VIRTUAL OPTION – Members of the public may provide live comments during the meeting byZoom or Conference Call. To join by Zoom click on or type the following address into your webbrowser https://us02web.zoom.us/j/315965149. To join the Conference Call: Dial (669) 900­9128 andenter MEETING ID: 315 965 149#. You will be prompted by the City Clerk when it is time for a:general agenda item or non­agenda item. You may request to speak by dialing *9 from your phone oryou may virtually raise your hand from Zoom. After the Clerk confirms the last three digits of thecaller’s phone number or Zoom ID and unmutes them, the caller must press *6 or microphone icon tospeak. Callers are encouraged, but not required, to identify themselves by name. Each caller will beprovided three (3) minutes to speak, unless due to the number of speakers wanting to speak adecision is made to provide a different amount of time to speak.IN­PERSON OPTION ­ Members of the public can provide in­person comments at the podium in theCouncil Chamber. The Council Chamber will have seating available for members of the public toattend the meeting in­person. Face coverings are optional for members of the public who enter Citybuildings who have been vaccinated against COVID­19. Public comments are limited to three (3)minutes per speaker, unless a different time is announced by the presiding chair. Speakers who wishto address the Council must do so by submitting a “Request to Speak” card by 6:00 p.m. for allother designated public comment periods as listed below. Cards will not be accepted after thePublic Comment Session begins without the permission of the presiding chair.The following designated public comment periods are:LIVE PUBLIC COMMENTS ON REGULAR AGENDA ITEMS AND NON­AGENDA ITEMS (GENERALPUBLIC COMMENT) – You can provide comments by joining Zoom or the Conference Call as described inthe LIVE or IN­PERSON PUBLIC COMMENTS OPTION above. Speaker queue will open at 4:30 p.m.YOU MUST JOIN ZOOM OR THE CONFERENCE CALL PRIOR TO 6:00 p.m. Speakers who are not inthe speaker queue by 6:00 p.m. will not be permitted to speak.About the AgendaTo download or view the attachments (staff report and other supporting documentation) for each agenda item, you must select the agenda item to see the attachments to either open in a new link (the eyeball ) or download a pdf (the cloud symbol with the down arrow ). CITY COUNCIL REGULAR OPEN SESSION CALL TO ORDER ROLL CALL PLEDGE OF ALLEGIANCE Mayor Sarmiento WORDS OF INSPIRATION Dr. Bernice B. Rumala – Co­Founder, Health Equity, Diversity, Inclusion, Anti­Racism Taskforce (HEART) for Orange County CEREMONIAL PRESENTATIONS 1.Proclamation presented by Mayor Sarmiento to Ron Ono in Recognition of 52 years of Service and Outstanding Contributions to the Community. 2.Proclamation presented by Mayor Pro Tem Bacerra and Councilmember Mendoza to Orange County Soccer Club in Recognition of their Outstanding Contributions to Athletics. STAFF PRESENTATIONS 3.Homeless Update 4.Update from the Orange County Housing Finance Trust PUBLIC COMMENT – Public comments will be held during the beginning of the meeting for ALL comments on agenda and non­agenda items. CONSENT CALENDAR RECOMMENDED ACTION:  Approve staff recommendations on the following Consent Calendar Items: 5 through 22. 5.Excused Absences Department(s): Clerk of the Council Office Recommended Action: Excuse the absent members. 6.Appoint Amina Sen­Matthews nominated by Councilmember Phan as the Ward 1 representative to the Parks, Recreation and Community Services Commission for a partial­term expiring December 10, 2024 Department(s): Clerk of the Council Office Recommended Action: Appoint Amina Sen­Matthews to the Parks, Recreation and Community Services Commission representing Ward 1 and administer Oath of Office. 7.Appoint Jannelle Welker nominated by Councilmember Phan as the Ward 1 representative to the Environmental and Transportation Advisory Commission for a partial­term expiring December 10, 2024 Department(s): Clerk of the Council Office Recommended Action: Appoint Jannelle Welker to the Environmental and Transportation Advisory Commission representing Ward 1 and administer Oath of Office. 8.Receive and File Boards and Commissions Biannual Attendance Report for July through December 2021 Department(s): Clerk of the Council Office Recommended Action: Receive and file Boards and Commissions Biannual Attendance Report. 9.Approve Destruction of Obsolete City Records Department(s): Finance and Management Services Recommended Action: Approve the request for the destruction of obsolete records from the Finance & Management Services in accordance with the retention schedule outlined in City Council Resolution 2013­014.  10.Receive and file Quarterly Report of Contracts up to $50,000 for Non­Public Works and up to $250,000 for Public Works authorized by the City Manager as Permitted by Charter Section 421 Department(s): Finance and Management Services Recommended Action: Receive and file Quarterly Report of Contracts entered into between October 1, 2021 to December 31, 2021, valued at up to $50,000 for non­public works contracts and agreements and up to $250,000 for public works contracts and agreements.  11.Award a Purchase Order Contract for the Purchase of 411 Combination Waste­Recycle Receptacles for Various City parks to Outdoor Creations, Inc. in an Amount not to exceed $898,035 (Non­General Fund) (Proj. 22­2757) Department(s): Parks, Recreation, and Community Services Recommended Action: Authorize a one­time purchase and payment of purchase order contract for 411 combination waste­recycle receptacles for various City parks to Outdoor Creations, Inc. in the amount of $898,035, subject to non­substantive changes approved by the City Manager and City Attorney. 12.Award a Construction Contract to Elecnor Belco Electric, Inc. in the Amount of $307,613 for the Main Street at Walnut Street New Traffic Signal Installation Project and Crosswalk Upgrade Projects at Occidental Street, Saint Gertrude Place, Saint Andrew Place, Anahurst Place and Rousselle Street, with an Estimated Project Delivery Cost of $385,000 and Amend the Fiscal Year 2021­22 Capital Improvement Program (Project No. 22­7534) (Non­General Fund)  Department(s): Public Works Agency Recommended Action: 1. Award a Construction Contract to Elecnor Belco Electric, Inc., the lowest responsible bidder, in accordance with the Base Bid in the amount of $307,613, for construction of the Main Street at Walnut Street New Traffic Signal Installation and Crosswalk Upgrades Project, for the term beginning March 1, 2022 and ending upon project completion, subject to non­substantive changes approved by the City Manager and City Attorney.  2. Approve the Project Cost Analysis for a total estimated construction delivery cost of $385,000, which includes $307,613 for the construction contract, $46,079 for contract administration, inspection and testing, and a $31,308 project contingency for unanticipated or unforeseen work to be funded from Community Development Block Grant (CDBG) funds. 3. Approve an amendment to the Fiscal Year 2021­22 Capital Improvement Program to include $300,000 and an additional $85,000 in construction funds for the Main Street at Walnut Street New Traffic Signal Installation and Crosswalk Upgrades Project for a total of $385,000 to be funded from CDBG funds. 13.Approve Appropriation Adjustments, Reallocation of Funds, and Award a Construction Contract to Elecnor Belco Electric, Inc., in the Amount of $413,942 for the Main Street at 15th Street Traffic Signal Installation Project with an Estimated Project Delivery Cost of $523,636 (Project No. 18­ 6918) (Non­General Fund) Department(s): Public Works Agency Recommended Action: 1. Approve an appropriation adjustment recognizing $335,793 in Fiscal Year 2017­18 Highway Safety Improvement Program grant funds into the Federal Aid Safety Program, Federal Grant­Indirect revenue account, and appropriate the same amount into the Public Services Street Safety Projects, Improvements Other Than Building expenditure account. (Requires five affirmative votes) 2. Approve an appropriation adjustment recognizing $104,347 in Fiscal Year 2021­22 Highway Safety Improvement Program grant funds into the Federal Aid Safety Program, Federal Grant­ Indirect revenue account, and appropriate the same amount into the Public Services Street Safety Projects, Improvements Other Than Building expenditure account. (Requires five affirmative votes) 3. Approve an appropriation adjustment to transfer $33,549 from the Special Gas Tax Interfund Transfer account to the Select Street Construction Interfund Transfer account and appropriate the same amount into the Select Street Construction Fund, Improvements Other Than Building expenditure account. (Requires five affirmative votes) 4. Authorize the reallocation of $53,435 in unspent Measure M2 Local Fairshare funds from Citywide Speed Limit Study Project and $30,061 from Bike Lane Project Development, for a total of $83,496 to the Main Street at 15th Street New Traffic Signal Installation Project to complete the project’s funding requirement. 5. Award a construction contract to Elecnor Belco Electric, Inc., the lowest responsible bidder, in accordance with the base bid in the amount of $413,942, for construction of the Main Street at 15th Street Traffic Signal Installation Project, for the term beginning March 1, 2022, and ending upon project completion, subject to non­substantive changes approved by the City Manager and City Attorney.  6. Approve the Project Cost Analysis for a total estimated construction delivery cost of $523,636, which includes $413,942 for the construction contract; $68,300 for contract administration, inspection and testing; and a $41,394 project contingency for unanticipated or unforeseen work to be funded from Highway Safety Improvement Program grant funds. 14.Approve a Three­year Agreement with California Forensic Phlebotomy in the Amount of $163,767 for Blood Technician Services (General Fund) Department(s): Police Department Recommended Action: Authorize the City Manager to execute a three­year agreement with California Forensic Phlebotomy, Inc., for the period of March 5, 2022 through March 4, 2025, to perform blood technician services, in an annual amount not to exceed $49,589, for a total amount not to exceed $163,767 (including a $15,000 contingency), subject to non­substantive changes approved by the City Manager and City Attorney (Agreement No. 2022­XXX). 15.Agreement Amendment with MIG to Amend the Scope of Work and Increase the Compensation for a Parks, Facilities, Trails, and Open Space Master Plan (General Fund) Department(s): Parks, Recreation, and Community Services Recommended Action: Authorize the City Manager to execute an amendment to the agreement with MIG to amend the scope of work to prepare a Parks, Facilities, Trails, and Open Space Master Plan and increase the compensation by $44,970 for a total amount not to exceed $205,570, subject to non­substantive changes approved by the City Manager and City Attorney (Agreement No. 2022­ XXX). 16.Approve a First Amendment to Agreement with Pitney Bowes Presort Services, LLC for mail processing services for an amount not to exceed $40,000 and exercise an optional renewal extension from April 1, 2022 through February 1, 2024 (Non­General Fund) Department(s): Finance and Management Services Recommended Action: Authorize the City Manager to execute a First Amendment to Agreement with Pitney Bowes Presort Services, LLC for mail processing services and exercise a renewal option for a term commencing April 1, 2022 through January 31, 2024 for a total amount not to exceed $40,000, subject to non­substantive changes and approved by the City Manager and City Attorney (Agreement No. 2022­XXX). 17.Approve Agreements with Delhi Center, Elks Building Association of Santa Ana, United Across Borders Foundation, Latino Health Access, and OneOC for Food Distribution/Supply Programs for a One­Year Term in an Aggregate Amount Not to Exceed $900,000 (Revive Santa Ana Program) Department(s): City Manager Office Recommended Action: Authorize the City Manager to execute agreements with Delhi Center, Elks Building Association of Santa Ana, United Across Borders Foundation, Latino Health Access, and OneOC to operate food distribution and food supply programs for a one­year term beginning March 1, 2022 and expiring February 28, 2023, in a total shared aggregate amount not to exceed $900,000, subject to non­substantive changes approved by the City Manager and City Attorney (Agreement No. 2022­XXX). 18.Resolution in Support of Assembly Bill 485 Requiring All Law Enforcement Agencies to Report Hate Crime Data on Their Own Website Department(s): City Manager Office Recommended Action: Resolution No. 2022­XXX – Adopt a resolution in support of Assembly Bill 485 requiring all law enforcement agencies to report hate crime data on their own website. 19.Resolution Authorizing Execution of Notification of Intent to Comply with California Senate Bill 1383 Organic Waste Recycling Regulations Department(s): Public Works Agency Recommended Action: Resolution No. 2022­XXX – Adopt a resolution authorizing the City of Santa Ana to submit to CalRecycle a Notification of Intent to Comply with California Senate Bill 1383 Organic Waste Recycling Regulations. 20.Memorandum of Understanding between City of Santa Ana and Discovery Cube to Pursue Grant Applications and Study the Feasibility of a Future Outdoor Science Park on Adjacent City­Owned Property (Non­General Fund) Department(s): Community Development Agency Recommended Action: Authorize the City Manager to execute a Memorandum of Understanding with Discovery Cube for a period of March 1, 2022 to March 1, 2024, to pursue grant applications and study the feasibility of a future Outdoor Science Park on adjacent City­owned property, subject to non­substantive changes approved by the City Manager and City Attorney (Agreement No. 2022­ XXX). 21.Approve the Santa Ana Business Interruption Fund program to provide financial relief to businesses impacted by the OC Streetcar Construction in the Amount of $1,500,000 (General Fund) Department(s): Community Development Agency Recommended Action: Approve the Santa Ana Business Interruption Fund program in the amount of $1,500,000 to provide financial relief to businesses impacted by the OC Streetcar construction. 22.Approve Agreement with Townsend Public Affairs for State Legislative Advocacy Services (General and Non­General Fund) Department(s): City Manager Office Recommended Action: Authorize the City Manager to execute an agreement with Townsend Public Affairs for State legislative advocacy services for a three­year term, from March 1, 2022 through February 28, 2025, with an option to extend the term for an additional one­year period, for a four­year not­to­exceed amount of $252,000, subject to non­substantive changes approved by the City Manager and City Attorney (Agreement No. 2022­XXX). **END OF CONSENT CALENDAR** BUSINESS CALENDAR 23.Discuss and Provide Input Regarding the Structure of the School Collaboration City Council Subcommittee Department(s): Parks, Recreation, and Community Services Recommended Action: Discuss and provide input regarding the structure of the School Collaboration City Council Subcommittee that will add an element for joint meetings with Santa Ana Unified School District Governing Board.  24.Ordinance Amending City Manager’s Contracting Authority for Non­Public Works and Public Works Contracts Under Chapter 2, Article VII and Public Works Construction Rules and Regulations Under Chapter 33, Article VIII of the Santa Ana Municipal Code Department(s): Finance and Management Services Recommended Action: Approve first reading of an ordinance amending City Manager’s contracting authority for non­public works and public works contracts under Chapter 2, Article VII, Sections 2­748, 2­800 to 2­808 and public works construction rules and regulations under Chapter 33, Article VIII, Sections 33­200 to 33­203 of the Santa Ana Municipal Code as follows:  i) Amending Section 2­748 of Chapter 2, Article VII concerning the City Manager’s contract authority: (1) non­public works contracts to increase from $50,000 to $250,000; (2) emergency public works construction to increase from $100,000 to $750,000; (3) non­public works and public works contracts change orders authority increase from 10 percent or $25,000, whichever is greater, to 15 percent or $50,000, whichever is greater; and (4) add language codifying contract limits will be applied on a fiscal year basis by departments. ii) Amending Section 2­800 to 2­808 of Chapter 2, Articles VII.II concerning the Purchasing Rules and Regulations: (1) clarifying language administrative in nature; (2) extending local vendor preference to increase from procurement involving $5,000 and one $100,000 to procurement involving $10,000 and $100,000; (3) for reporting requirements to increase from $500 to $1,000; (4) for administrative contracts to increase from $5,000 to ten $10,000; (5) for informal contracts to increase from $5,000 and $25,000 to $10,000 and $50,000); (6) for formal contracts to increase from $25,000 to $50,000; (7) add language to coincide with current practices for awarding services contracts; and   (8) for non­bid purchases add City­owned software upgrades, maintenance, or additional licenses. iii) Amending Sections 33­200 to 33­203 of Chapter 33, Article VIII concerning the Public Works Construction Rules and Regulations: (1) housekeeping language administrative in nature; and (2) for non­emergency public works construction incorporate informal procurement process: a) administrative contracts up to $50,000 b) informal construction bid for contracts between $50,000 and $250,000 c) formal for bid for contracts in excess of $250,000 25.Fiscal Year 2021­2022 Mid­Year Budget Update Department(s): Finance and Management Services Recommended Action: 1. Receive and file the Fiscal Year 2021­22 Mid­Year Budget Update, including revised revenue estimates (Exhibit 1). 2. Approve recommended Mid­Year Appropriation Adjustments described below and in Exhibit 2. (Requires five affirmative votes) 3. Approve recommended Appropriation Adjustments described in Exhibit 3 to reallocate Pension Debt and Unfunded Liability expenditures for Fiscal Year 2021­2022 to align with results of the pension debt refinancing. There is no net fiscal impact to the overall budget, but there are adjustments between departments and funds. (Requires five affirmative votes) 4. Resolution No. 2022­XXX – Adopt a resolution amending the current Fiscal Year 2021­2022 Annual Budget to add 14 full­time positions in the Public Works Agency, Clerk of the Council, City Attorney’s Office, Parks, Recreation & Community Service Agency, and Library, and to delete 6 full­ time positions in the Parks, Recreation & Community Services Agency and Library. There is no net fiscal impact to the overall budget (Exhibit 4). 5. Resolution No. 2022­XXX – Adopt a resolution adding classification titles to the Classification and Compensation Plan (Exhibit 5). 26.Ordinance Concerning City Council Voting, Recusal for Conflicts, and Prohibiting Abstentions Department(s): City Manager Office Recommended Action: Consider one of the following options:  1. Approve the first reading of an ordinance concerning City Council voting, recusal for conflicts, and prohibiting abstentions. 2. Provide direction to staff. 27.Ordinance Options Prohibiting the Sale of Flavored Tobacco Products Department(s): City Manager Office Recommended Action: Consider one of the following options:  Option 1 A. Ordinance No. NS­XXXX – Adopt an urgency ordinance prohibiting the sale of flavored tobacco products, including hookah. (Requires five affirmative votes) B. Ordinance No. NS­XXXX – Adopt an urgency ordinance prohibiting the sale of flavored tobacco products, excluding hookah. (Requires five affirmative votes) Option 2 A. Approve the first reading of an ordinance prohibiting the sale of flavored tobacco products, including hookah. B. Approve the first reading of an ordinance prohibiting the sale of flavored tobacco products, excluding hookah. Option 3 Consider whether to direct staff to prepare an ordinance regarding enforcement and/or security measures for tobacco retailers; or Option 4 Take no action at this time and wait to see whether senate bill 793 goes into effect following a statewide referendum vote in November 2022. **END OF BUSINESS CALENDAR** CITY MANAGER COMMENTS COUNCIL COMMENTS AB1234 DISCLOSURE – If the City paid for travel or other expenses this is the time for members of the Council to provide a brief oral report on attendance of any regional board or commission meeting or any conference, meeting or event attended. ADJOURNMENT – Adjourn the City Council meeting. Future Items 1. Mental Health Mobile Outreach Services 2. Housing Element Update 3. Billboard Ordinance Update 4. Cannabis Ordinance Update 5. Proposition 218 Solid Waste Rates Public Hearing City Council 4 3/1/2022 City Council Meeting PacketMarch 1, 2022CLOSED SESSION MEETING – CANCELEDREGULAR OPEN MEETING – 5:45 PM CITY COUNCIL CHAMBER22 Civic Center Plaza Santa Ana, CA 92701Vicente SarmientoMayorThai Viet PhanCouncilmember – Ward 1 David PenalozaCouncilmember ­ Ward 2Jessie LopezCouncilmember ­ Ward 3 Phil BacerraMayor Pro Tem ­ Ward 4Johnathan Ryan HernandezCouncilmember ­ Ward 5 Nelida MendozaCouncilmember ­ Ward 6Mayor and Council telephone: 714­647­6900Agenda item inquiries: 714­647­6520Sonia R. CarvalhoCity Attorney Kristine RidgeCity Manager Daisy GomezClerk of the CouncilIn compliance with the Americans with Disabilities Act (ADA), if you need special assistance to participate in this Meeting, contact Michael Ortiz,City ADA Program Coordinator, at (714) 647­5624. Notification 48 hours prior to the Meeting will enable the City to make reasonable arrangements toassure accessibility to this meeting. The City Council agenda and supporting documentation can be found on the City’s website – www.santa­ana.org/city­meetings.CITY VISION AND CODE OF ETHICSThe City of Santa Ana is committed to achieving a shared vision for the organization and its community.The Vision, Mission and Guiding Principles (Values) are the result of a thoughtful and inclusive processdesigned to set the City and organization on a course that meets the challenges of today and tomorrow, asfollows:Vision ­ The dynamic center of Orange County which is acclaimed for our: Investment in youth • Safe andhealthy community • Neighborhood pride • Thriving economic climate • Enriched and diverse culture •Quality government servicesMission ­ To deliver efficient public services in partnership with our community which ensures public safety,a prosperous economic environment, opportunities for our youth, and a high quality of life for residents.Guiding Principles ­ Collaboration • Efficiency • Equity • Excellence • Fiscal Responsibility • Innovation •TransparencyCode of Ethics and Conduct ­ At the Special Municipal Election held on February 5, 2008, votersapproved an amendment to the City Charter which established the Code of Ethics and Conduct for electedofficials and members of appointed boards, commissions, and committees to assure public confidence.The following are the core values expressed: • Integrity • Honesty • Responsibility • Fairness •Accountability • Respect • EfficiencyMembers of the public may attend the City Council meeting in­person or join via Zoom. The City Councilmeeting will occur live via teleconference Zoom webinar. You may view the meeting from your computer,tablet or smart phone via YouTube LiveStream at www.youtube.com/user/SantaAnaLibrary or on CTV3,available on Spectrum channel 3 and AT&T U­verse channel 99.PUBLIC COMMENTS – Members of the public who wish to address the City Council on items on theregular agenda or on matters which are not on the agenda, but are within the subject matter jurisdiction ofthe City Council may do so by one of the following ways:MAILING OPTION written communications – Public comments may be mailed to: Office of the Clerkof the Council, 20 Civic Center Plaza M­30, Santa Ana, CA 92701. All written communicationsreceived via mail by 4:00 p.m. on the day of the meeting will be distributed to the City Council andimaged into the City’s document archive system which is available for public review.SENDING E­MAIL OPTION – Public comments may be sent via email to the City Clerk’s office ateComment@santa­ana.org. Please note the agenda item you are commenting on in the subject lineof the email. All emails received before 4:00 p.m. on the day of the meeting will be distributed to theCity Council and imaged into the City’s document archive system which is available for public review.LIVE VIRTUAL OPTION – Members of the public may provide live comments during the meeting byZoom or Conference Call. To join by Zoom click on or type the following address into your webbrowser https://us02web.zoom.us/j/315965149. To join the Conference Call: Dial (669) 900­9128 andenter MEETING ID: 315 965 149#. You will be prompted by the City Clerk when it is time for a:general agenda item or non­agenda item. You may request to speak by dialing *9 from your phone oryou may virtually raise your hand from Zoom. After the Clerk confirms the last three digits of thecaller’s phone number or Zoom ID and unmutes them, the caller must press *6 or microphone icon tospeak. Callers are encouraged, but not required, to identify themselves by name. Each caller will beprovided three (3) minutes to speak, unless due to the number of speakers wanting to speak adecision is made to provide a different amount of time to speak.IN­PERSON OPTION ­ Members of the public can provide in­person comments at the podium in theCouncil Chamber. The Council Chamber will have seating available for members of the public toattend the meeting in­person. Face coverings are optional for members of the public who enter Citybuildings who have been vaccinated against COVID­19. Public comments are limited to three (3)minutes per speaker, unless a different time is announced by the presiding chair. Speakers who wishto address the Council must do so by submitting a “Request to Speak” card by 6:00 p.m. for allother designated public comment periods as listed below. Cards will not be accepted after thePublic Comment Session begins without the permission of the presiding chair.The following designated public comment periods are:LIVE PUBLIC COMMENTS ON REGULAR AGENDA ITEMS AND NON­AGENDA ITEMS (GENERALPUBLIC COMMENT) – You can provide comments by joining Zoom or the Conference Call as described inthe LIVE or IN­PERSON PUBLIC COMMENTS OPTION above. Speaker queue will open at 4:30 p.m.YOU MUST JOIN ZOOM OR THE CONFERENCE CALL PRIOR TO 6:00 p.m. Speakers who are not inthe speaker queue by 6:00 p.m. will not be permitted to speak.About the AgendaTo download or view the attachments (staff report and other supporting documentation) for each agendaitem, you must select the agenda item to see the attachments to either open in a new link (the eyeball )or download a pdf (the cloud symbol with the down arrow ).CITY COUNCIL REGULAR OPEN SESSIONCALL TO ORDERROLL CALLPLEDGE OF ALLEGIANCE Mayor SarmientoWORDS OF INSPIRATION Dr. Bernice B. Rumala – Co­Founder, Health Equity,Diversity, Inclusion, Anti­Racism Taskforce (HEART) for Orange CountyCEREMONIAL PRESENTATIONS1.Proclamation presented by Mayor Sarmiento to Ron Ono in Recognition of 52 years of Service andOutstanding Contributions to the Community.2.Proclamation presented by Mayor Pro Tem Bacerra and Councilmember Mendoza to Orange CountySoccer Club in Recognition of their Outstanding Contributions to Athletics.STAFF PRESENTATIONS3.Homeless Update4.Update from the Orange County Housing Finance TrustPUBLIC COMMENT – Public comments will be held during the beginning of the meeting for ALLcomments on agenda and non­agenda items.CONSENT CALENDARRECOMMENDED ACTION:  Approve staff recommendations on the following Consent CalendarItems: 5 through 22.5.Excused AbsencesDepartment(s): Clerk of the Council OfficeRecommended Action: Excuse the absent members.6.Appoint Amina Sen­Matthews nominated by Councilmember Phan as the Ward 1 representative tothe Parks, Recreation and Community Services Commission for a partial­term expiring December10, 2024Department(s): Clerk of the Council OfficeRecommended Action: Appoint Amina Sen­Matthews to the Parks, Recreation and CommunityServices Commission representing Ward 1 and administer Oath of Office.7.Appoint Jannelle Welker nominated by Councilmember Phan as the Ward 1 representative to theEnvironmental and Transportation Advisory Commission for a partial­term expiring December 10, 2024 Department(s): Clerk of the Council Office Recommended Action: Appoint Jannelle Welker to the Environmental and Transportation Advisory Commission representing Ward 1 and administer Oath of Office. 8.Receive and File Boards and Commissions Biannual Attendance Report for July through December 2021 Department(s): Clerk of the Council Office Recommended Action: Receive and file Boards and Commissions Biannual Attendance Report. 9.Approve Destruction of Obsolete City Records Department(s): Finance and Management Services Recommended Action: Approve the request for the destruction of obsolete records from the Finance & Management Services in accordance with the retention schedule outlined in City Council Resolution 2013­014.  10.Receive and file Quarterly Report of Contracts up to $50,000 for Non­Public Works and up to $250,000 for Public Works authorized by the City Manager as Permitted by Charter Section 421 Department(s): Finance and Management Services Recommended Action: Receive and file Quarterly Report of Contracts entered into between October 1, 2021 to December 31, 2021, valued at up to $50,000 for non­public works contracts and agreements and up to $250,000 for public works contracts and agreements.  11.Award a Purchase Order Contract for the Purchase of 411 Combination Waste­Recycle Receptacles for Various City parks to Outdoor Creations, Inc. in an Amount not to exceed $898,035 (Non­General Fund) (Proj. 22­2757) Department(s): Parks, Recreation, and Community Services Recommended Action: Authorize a one­time purchase and payment of purchase order contract for 411 combination waste­recycle receptacles for various City parks to Outdoor Creations, Inc. in the amount of $898,035, subject to non­substantive changes approved by the City Manager and City Attorney. 12.Award a Construction Contract to Elecnor Belco Electric, Inc. in the Amount of $307,613 for the Main Street at Walnut Street New Traffic Signal Installation Project and Crosswalk Upgrade Projects at Occidental Street, Saint Gertrude Place, Saint Andrew Place, Anahurst Place and Rousselle Street, with an Estimated Project Delivery Cost of $385,000 and Amend the Fiscal Year 2021­22 Capital Improvement Program (Project No. 22­7534) (Non­General Fund)  Department(s): Public Works Agency Recommended Action: 1. Award a Construction Contract to Elecnor Belco Electric, Inc., the lowest responsible bidder, in accordance with the Base Bid in the amount of $307,613, for construction of the Main Street at Walnut Street New Traffic Signal Installation and Crosswalk Upgrades Project, for the term beginning March 1, 2022 and ending upon project completion, subject to non­substantive changes approved by the City Manager and City Attorney.  2. Approve the Project Cost Analysis for a total estimated construction delivery cost of $385,000, which includes $307,613 for the construction contract, $46,079 for contract administration, inspection and testing, and a $31,308 project contingency for unanticipated or unforeseen work to be funded from Community Development Block Grant (CDBG) funds. 3. Approve an amendment to the Fiscal Year 2021­22 Capital Improvement Program to include $300,000 and an additional $85,000 in construction funds for the Main Street at Walnut Street New Traffic Signal Installation and Crosswalk Upgrades Project for a total of $385,000 to be funded from CDBG funds. 13.Approve Appropriation Adjustments, Reallocation of Funds, and Award a Construction Contract to Elecnor Belco Electric, Inc., in the Amount of $413,942 for the Main Street at 15th Street Traffic Signal Installation Project with an Estimated Project Delivery Cost of $523,636 (Project No. 18­ 6918) (Non­General Fund) Department(s): Public Works Agency Recommended Action: 1. Approve an appropriation adjustment recognizing $335,793 in Fiscal Year 2017­18 Highway Safety Improvement Program grant funds into the Federal Aid Safety Program, Federal Grant­Indirect revenue account, and appropriate the same amount into the Public Services Street Safety Projects, Improvements Other Than Building expenditure account. (Requires five affirmative votes) 2. Approve an appropriation adjustment recognizing $104,347 in Fiscal Year 2021­22 Highway Safety Improvement Program grant funds into the Federal Aid Safety Program, Federal Grant­ Indirect revenue account, and appropriate the same amount into the Public Services Street Safety Projects, Improvements Other Than Building expenditure account. (Requires five affirmative votes) 3. Approve an appropriation adjustment to transfer $33,549 from the Special Gas Tax Interfund Transfer account to the Select Street Construction Interfund Transfer account and appropriate the same amount into the Select Street Construction Fund, Improvements Other Than Building expenditure account. (Requires five affirmative votes) 4. Authorize the reallocation of $53,435 in unspent Measure M2 Local Fairshare funds from Citywide Speed Limit Study Project and $30,061 from Bike Lane Project Development, for a total of $83,496 to the Main Street at 15th Street New Traffic Signal Installation Project to complete the project’s funding requirement. 5. Award a construction contract to Elecnor Belco Electric, Inc., the lowest responsible bidder, in accordance with the base bid in the amount of $413,942, for construction of the Main Street at 15th Street Traffic Signal Installation Project, for the term beginning March 1, 2022, and ending upon project completion, subject to non­substantive changes approved by the City Manager and City Attorney.  6. Approve the Project Cost Analysis for a total estimated construction delivery cost of $523,636, which includes $413,942 for the construction contract; $68,300 for contract administration, inspection and testing; and a $41,394 project contingency for unanticipated or unforeseen work to be funded from Highway Safety Improvement Program grant funds. 14.Approve a Three­year Agreement with California Forensic Phlebotomy in the Amount of $163,767 for Blood Technician Services (General Fund) Department(s): Police Department Recommended Action: Authorize the City Manager to execute a three­year agreement with California Forensic Phlebotomy, Inc., for the period of March 5, 2022 through March 4, 2025, to perform blood technician services, in an annual amount not to exceed $49,589, for a total amount not to exceed $163,767 (including a $15,000 contingency), subject to non­substantive changes approved by the City Manager and City Attorney (Agreement No. 2022­XXX). 15.Agreement Amendment with MIG to Amend the Scope of Work and Increase the Compensation for a Parks, Facilities, Trails, and Open Space Master Plan (General Fund) Department(s): Parks, Recreation, and Community Services Recommended Action: Authorize the City Manager to execute an amendment to the agreement with MIG to amend the scope of work to prepare a Parks, Facilities, Trails, and Open Space Master Plan and increase the compensation by $44,970 for a total amount not to exceed $205,570, subject to non­substantive changes approved by the City Manager and City Attorney (Agreement No. 2022­ XXX). 16.Approve a First Amendment to Agreement with Pitney Bowes Presort Services, LLC for mail processing services for an amount not to exceed $40,000 and exercise an optional renewal extension from April 1, 2022 through February 1, 2024 (Non­General Fund) Department(s): Finance and Management Services Recommended Action: Authorize the City Manager to execute a First Amendment to Agreement with Pitney Bowes Presort Services, LLC for mail processing services and exercise a renewal option for a term commencing April 1, 2022 through January 31, 2024 for a total amount not to exceed $40,000, subject to non­substantive changes and approved by the City Manager and City Attorney (Agreement No. 2022­XXX). 17.Approve Agreements with Delhi Center, Elks Building Association of Santa Ana, United Across Borders Foundation, Latino Health Access, and OneOC for Food Distribution/Supply Programs for a One­Year Term in an Aggregate Amount Not to Exceed $900,000 (Revive Santa Ana Program) Department(s): City Manager Office Recommended Action: Authorize the City Manager to execute agreements with Delhi Center, Elks Building Association of Santa Ana, United Across Borders Foundation, Latino Health Access, and OneOC to operate food distribution and food supply programs for a one­year term beginning March 1, 2022 and expiring February 28, 2023, in a total shared aggregate amount not to exceed $900,000, subject to non­substantive changes approved by the City Manager and City Attorney (Agreement No. 2022­XXX). 18.Resolution in Support of Assembly Bill 485 Requiring All Law Enforcement Agencies to Report Hate Crime Data on Their Own Website Department(s): City Manager Office Recommended Action: Resolution No. 2022­XXX – Adopt a resolution in support of Assembly Bill 485 requiring all law enforcement agencies to report hate crime data on their own website. 19.Resolution Authorizing Execution of Notification of Intent to Comply with California Senate Bill 1383 Organic Waste Recycling Regulations Department(s): Public Works Agency Recommended Action: Resolution No. 2022­XXX – Adopt a resolution authorizing the City of Santa Ana to submit to CalRecycle a Notification of Intent to Comply with California Senate Bill 1383 Organic Waste Recycling Regulations. 20.Memorandum of Understanding between City of Santa Ana and Discovery Cube to Pursue Grant Applications and Study the Feasibility of a Future Outdoor Science Park on Adjacent City­Owned Property (Non­General Fund) Department(s): Community Development Agency Recommended Action: Authorize the City Manager to execute a Memorandum of Understanding with Discovery Cube for a period of March 1, 2022 to March 1, 2024, to pursue grant applications and study the feasibility of a future Outdoor Science Park on adjacent City­owned property, subject to non­substantive changes approved by the City Manager and City Attorney (Agreement No. 2022­ XXX). 21.Approve the Santa Ana Business Interruption Fund program to provide financial relief to businesses impacted by the OC Streetcar Construction in the Amount of $1,500,000 (General Fund) Department(s): Community Development Agency Recommended Action: Approve the Santa Ana Business Interruption Fund program in the amount of $1,500,000 to provide financial relief to businesses impacted by the OC Streetcar construction. 22.Approve Agreement with Townsend Public Affairs for State Legislative Advocacy Services (General and Non­General Fund) Department(s): City Manager Office Recommended Action: Authorize the City Manager to execute an agreement with Townsend Public Affairs for State legislative advocacy services for a three­year term, from March 1, 2022 through February 28, 2025, with an option to extend the term for an additional one­year period, for a four­year not­to­exceed amount of $252,000, subject to non­substantive changes approved by the City Manager and City Attorney (Agreement No. 2022­XXX). **END OF CONSENT CALENDAR** BUSINESS CALENDAR 23.Discuss and Provide Input Regarding the Structure of the School Collaboration City Council Subcommittee Department(s): Parks, Recreation, and Community Services Recommended Action: Discuss and provide input regarding the structure of the School Collaboration City Council Subcommittee that will add an element for joint meetings with Santa Ana Unified School District Governing Board.  24.Ordinance Amending City Manager’s Contracting Authority for Non­Public Works and Public Works Contracts Under Chapter 2, Article VII and Public Works Construction Rules and Regulations Under Chapter 33, Article VIII of the Santa Ana Municipal Code Department(s): Finance and Management Services Recommended Action: Approve first reading of an ordinance amending City Manager’s contracting authority for non­public works and public works contracts under Chapter 2, Article VII, Sections 2­748, 2­800 to 2­808 and public works construction rules and regulations under Chapter 33, Article VIII, Sections 33­200 to 33­203 of the Santa Ana Municipal Code as follows:  i) Amending Section 2­748 of Chapter 2, Article VII concerning the City Manager’s contract authority: (1) non­public works contracts to increase from $50,000 to $250,000; (2) emergency public works construction to increase from $100,000 to $750,000; (3) non­public works and public works contracts change orders authority increase from 10 percent or $25,000, whichever is greater, to 15 percent or $50,000, whichever is greater; and (4) add language codifying contract limits will be applied on a fiscal year basis by departments. ii) Amending Section 2­800 to 2­808 of Chapter 2, Articles VII.II concerning the Purchasing Rules and Regulations: (1) clarifying language administrative in nature; (2) extending local vendor preference to increase from procurement involving $5,000 and one $100,000 to procurement involving $10,000 and $100,000; (3) for reporting requirements to increase from $500 to $1,000; (4) for administrative contracts to increase from $5,000 to ten $10,000; (5) for informal contracts to increase from $5,000 and $25,000 to $10,000 and $50,000); (6) for formal contracts to increase from $25,000 to $50,000; (7) add language to coincide with current practices for awarding services contracts; and   (8) for non­bid purchases add City­owned software upgrades, maintenance, or additional licenses. iii) Amending Sections 33­200 to 33­203 of Chapter 33, Article VIII concerning the Public Works Construction Rules and Regulations: (1) housekeeping language administrative in nature; and (2) for non­emergency public works construction incorporate informal procurement process: a) administrative contracts up to $50,000 b) informal construction bid for contracts between $50,000 and $250,000 c) formal for bid for contracts in excess of $250,000 25.Fiscal Year 2021­2022 Mid­Year Budget Update Department(s): Finance and Management Services Recommended Action: 1. Receive and file the Fiscal Year 2021­22 Mid­Year Budget Update, including revised revenue estimates (Exhibit 1). 2. Approve recommended Mid­Year Appropriation Adjustments described below and in Exhibit 2. (Requires five affirmative votes) 3. Approve recommended Appropriation Adjustments described in Exhibit 3 to reallocate Pension Debt and Unfunded Liability expenditures for Fiscal Year 2021­2022 to align with results of the pension debt refinancing. There is no net fiscal impact to the overall budget, but there are adjustments between departments and funds. (Requires five affirmative votes) 4. Resolution No. 2022­XXX – Adopt a resolution amending the current Fiscal Year 2021­2022 Annual Budget to add 14 full­time positions in the Public Works Agency, Clerk of the Council, City Attorney’s Office, Parks, Recreation & Community Service Agency, and Library, and to delete 6 full­ time positions in the Parks, Recreation & Community Services Agency and Library. There is no net fiscal impact to the overall budget (Exhibit 4). 5. Resolution No. 2022­XXX – Adopt a resolution adding classification titles to the Classification and Compensation Plan (Exhibit 5). 26.Ordinance Concerning City Council Voting, Recusal for Conflicts, and Prohibiting Abstentions Department(s): City Manager Office Recommended Action: Consider one of the following options:  1. Approve the first reading of an ordinance concerning City Council voting, recusal for conflicts, and prohibiting abstentions. 2. Provide direction to staff. 27.Ordinance Options Prohibiting the Sale of Flavored Tobacco Products Department(s): City Manager Office Recommended Action: Consider one of the following options:  Option 1 A. Ordinance No. NS­XXXX – Adopt an urgency ordinance prohibiting the sale of flavored tobacco products, including hookah. (Requires five affirmative votes) B. Ordinance No. NS­XXXX – Adopt an urgency ordinance prohibiting the sale of flavored tobacco products, excluding hookah. (Requires five affirmative votes) Option 2 A. Approve the first reading of an ordinance prohibiting the sale of flavored tobacco products, including hookah. B. Approve the first reading of an ordinance prohibiting the sale of flavored tobacco products, excluding hookah. Option 3 Consider whether to direct staff to prepare an ordinance regarding enforcement and/or security measures for tobacco retailers; or Option 4 Take no action at this time and wait to see whether senate bill 793 goes into effect following a statewide referendum vote in November 2022. **END OF BUSINESS CALENDAR** CITY MANAGER COMMENTS COUNCIL COMMENTS AB1234 DISCLOSURE – If the City paid for travel or other expenses this is the time for members of the Council to provide a brief oral report on attendance of any regional board or commission meeting or any conference, meeting or event attended. ADJOURNMENT – Adjourn the City Council meeting. Future Items 1. Mental Health Mobile Outreach Services 2. Housing Element Update 3. Billboard Ordinance Update 4. Cannabis Ordinance Update 5. Proposition 218 Solid Waste Rates Public Hearing City Council 5 3/1/2022 City Council Meeting PacketMarch 1, 2022CLOSED SESSION MEETING – CANCELEDREGULAR OPEN MEETING – 5:45 PM CITY COUNCIL CHAMBER22 Civic Center Plaza Santa Ana, CA 92701Vicente SarmientoMayorThai Viet PhanCouncilmember – Ward 1 David PenalozaCouncilmember ­ Ward 2Jessie LopezCouncilmember ­ Ward 3 Phil BacerraMayor Pro Tem ­ Ward 4Johnathan Ryan HernandezCouncilmember ­ Ward 5 Nelida MendozaCouncilmember ­ Ward 6Mayor and Council telephone: 714­647­6900Agenda item inquiries: 714­647­6520Sonia R. CarvalhoCity Attorney Kristine RidgeCity Manager Daisy GomezClerk of the CouncilIn compliance with the Americans with Disabilities Act (ADA), if you need special assistance to participate in this Meeting, contact Michael Ortiz,City ADA Program Coordinator, at (714) 647­5624. Notification 48 hours prior to the Meeting will enable the City to make reasonable arrangements toassure accessibility to this meeting. The City Council agenda and supporting documentation can be found on the City’s website – www.santa­ana.org/city­meetings.CITY VISION AND CODE OF ETHICSThe City of Santa Ana is committed to achieving a shared vision for the organization and its community.The Vision, Mission and Guiding Principles (Values) are the result of a thoughtful and inclusive processdesigned to set the City and organization on a course that meets the challenges of today and tomorrow, asfollows:Vision ­ The dynamic center of Orange County which is acclaimed for our: Investment in youth • Safe andhealthy community • Neighborhood pride • Thriving economic climate • Enriched and diverse culture •Quality government servicesMission ­ To deliver efficient public services in partnership with our community which ensures public safety,a prosperous economic environment, opportunities for our youth, and a high quality of life for residents.Guiding Principles ­ Collaboration • Efficiency • Equity • Excellence • Fiscal Responsibility • Innovation •TransparencyCode of Ethics and Conduct ­ At the Special Municipal Election held on February 5, 2008, votersapproved an amendment to the City Charter which established the Code of Ethics and Conduct for electedofficials and members of appointed boards, commissions, and committees to assure public confidence.The following are the core values expressed: • Integrity • Honesty • Responsibility • Fairness •Accountability • Respect • EfficiencyMembers of the public may attend the City Council meeting in­person or join via Zoom. The City Councilmeeting will occur live via teleconference Zoom webinar. You may view the meeting from your computer,tablet or smart phone via YouTube LiveStream at www.youtube.com/user/SantaAnaLibrary or on CTV3,available on Spectrum channel 3 and AT&T U­verse channel 99.PUBLIC COMMENTS – Members of the public who wish to address the City Council on items on theregular agenda or on matters which are not on the agenda, but are within the subject matter jurisdiction ofthe City Council may do so by one of the following ways:MAILING OPTION written communications – Public comments may be mailed to: Office of the Clerkof the Council, 20 Civic Center Plaza M­30, Santa Ana, CA 92701. All written communicationsreceived via mail by 4:00 p.m. on the day of the meeting will be distributed to the City Council andimaged into the City’s document archive system which is available for public review.SENDING E­MAIL OPTION – Public comments may be sent via email to the City Clerk’s office ateComment@santa­ana.org. Please note the agenda item you are commenting on in the subject lineof the email. All emails received before 4:00 p.m. on the day of the meeting will be distributed to theCity Council and imaged into the City’s document archive system which is available for public review.LIVE VIRTUAL OPTION – Members of the public may provide live comments during the meeting byZoom or Conference Call. To join by Zoom click on or type the following address into your webbrowser https://us02web.zoom.us/j/315965149. To join the Conference Call: Dial (669) 900­9128 andenter MEETING ID: 315 965 149#. You will be prompted by the City Clerk when it is time for a:general agenda item or non­agenda item. You may request to speak by dialing *9 from your phone oryou may virtually raise your hand from Zoom. After the Clerk confirms the last three digits of thecaller’s phone number or Zoom ID and unmutes them, the caller must press *6 or microphone icon tospeak. Callers are encouraged, but not required, to identify themselves by name. Each caller will beprovided three (3) minutes to speak, unless due to the number of speakers wanting to speak adecision is made to provide a different amount of time to speak.IN­PERSON OPTION ­ Members of the public can provide in­person comments at the podium in theCouncil Chamber. The Council Chamber will have seating available for members of the public toattend the meeting in­person. Face coverings are optional for members of the public who enter Citybuildings who have been vaccinated against COVID­19. Public comments are limited to three (3)minutes per speaker, unless a different time is announced by the presiding chair. Speakers who wishto address the Council must do so by submitting a “Request to Speak” card by 6:00 p.m. for allother designated public comment periods as listed below. Cards will not be accepted after thePublic Comment Session begins without the permission of the presiding chair.The following designated public comment periods are:LIVE PUBLIC COMMENTS ON REGULAR AGENDA ITEMS AND NON­AGENDA ITEMS (GENERALPUBLIC COMMENT) – You can provide comments by joining Zoom or the Conference Call as described inthe LIVE or IN­PERSON PUBLIC COMMENTS OPTION above. Speaker queue will open at 4:30 p.m.YOU MUST JOIN ZOOM OR THE CONFERENCE CALL PRIOR TO 6:00 p.m. Speakers who are not inthe speaker queue by 6:00 p.m. will not be permitted to speak.About the AgendaTo download or view the attachments (staff report and other supporting documentation) for each agendaitem, you must select the agenda item to see the attachments to either open in a new link (the eyeball )or download a pdf (the cloud symbol with the down arrow ).CITY COUNCIL REGULAR OPEN SESSIONCALL TO ORDERROLL CALLPLEDGE OF ALLEGIANCE Mayor SarmientoWORDS OF INSPIRATION Dr. Bernice B. Rumala – Co­Founder, Health Equity,Diversity, Inclusion, Anti­Racism Taskforce (HEART) for Orange CountyCEREMONIAL PRESENTATIONS1.Proclamation presented by Mayor Sarmiento to Ron Ono in Recognition of 52 years of Service andOutstanding Contributions to the Community.2.Proclamation presented by Mayor Pro Tem Bacerra and Councilmember Mendoza to Orange CountySoccer Club in Recognition of their Outstanding Contributions to Athletics.STAFF PRESENTATIONS3.Homeless Update4.Update from the Orange County Housing Finance TrustPUBLIC COMMENT – Public comments will be held during the beginning of the meeting for ALLcomments on agenda and non­agenda items.CONSENT CALENDARRECOMMENDED ACTION:  Approve staff recommendations on the following Consent CalendarItems: 5 through 22.5.Excused AbsencesDepartment(s): Clerk of the Council OfficeRecommended Action: Excuse the absent members.6.Appoint Amina Sen­Matthews nominated by Councilmember Phan as the Ward 1 representative tothe Parks, Recreation and Community Services Commission for a partial­term expiring December10, 2024Department(s): Clerk of the Council OfficeRecommended Action: Appoint Amina Sen­Matthews to the Parks, Recreation and CommunityServices Commission representing Ward 1 and administer Oath of Office.7.Appoint Jannelle Welker nominated by Councilmember Phan as the Ward 1 representative to theEnvironmental and Transportation Advisory Commission for a partial­term expiring December 10,2024Department(s): Clerk of the Council OfficeRecommended Action: Appoint Jannelle Welker to the Environmental and Transportation AdvisoryCommission representing Ward 1 and administer Oath of Office.8.Receive and File Boards and Commissions Biannual Attendance Report for July through December2021Department(s): Clerk of the Council OfficeRecommended Action: Receive and file Boards and Commissions Biannual Attendance Report.9.Approve Destruction of Obsolete City RecordsDepartment(s): Finance and Management ServicesRecommended Action: Approve the request for the destruction of obsolete records from theFinance & Management Services in accordance with the retention schedule outlined in City CouncilResolution 2013­014. 10.Receive and file Quarterly Report of Contracts up to $50,000 for Non­Public Works and up to$250,000 for Public Works authorized by the City Manager as Permitted by Charter Section 421Department(s): Finance and Management ServicesRecommended Action: Receive and file Quarterly Report of Contracts entered into betweenOctober 1, 2021 to December 31, 2021, valued at up to $50,000 for non­public works contracts andagreements and up to $250,000 for public works contracts and agreements. 11.Award a Purchase Order Contract for the Purchase of 411 Combination Waste­RecycleReceptacles for Various City parks to Outdoor Creations, Inc. in an Amount not to exceed $898,035(Non­General Fund) (Proj. 22­2757)Department(s): Parks, Recreation, and Community ServicesRecommended Action: Authorize a one­time purchase and payment of purchase order contractfor 411 combination waste­recycle receptacles for various City parks to Outdoor Creations, Inc. inthe amount of $898,035, subject to non­substantive changes approved by the City Manager and CityAttorney.12.Award a Construction Contract to Elecnor Belco Electric, Inc. in the Amount of $307,613 for theMain Street at Walnut Street New Traffic Signal Installation Project and Crosswalk Upgrade Projectsat Occidental Street, Saint Gertrude Place, Saint Andrew Place, Anahurst Place and RousselleStreet, with an Estimated Project Delivery Cost of $385,000 and Amend the Fiscal Year 2021­22Capital Improvement Program (Project No. 22­7534) (Non­General Fund) Department(s): Public Works AgencyRecommended Action: 1. Award a Construction Contract to Elecnor Belco Electric, Inc., thelowest responsible bidder, in accordance with the Base Bid in the amount of $307,613, forconstruction of the Main Street at Walnut Street New Traffic Signal Installation and CrosswalkUpgrades Project, for the term beginning March 1, 2022 and ending upon project completion,subject to non­substantive changes approved by the City Manager and City Attorney. 2. Approve the Project Cost Analysis for a total estimated construction delivery cost of $385,000,which includes $307,613 for the construction contract, $46,079 for contract administration, inspection and testing, and a $31,308 project contingency for unanticipated or unforeseen work to be funded from Community Development Block Grant (CDBG) funds. 3. Approve an amendment to the Fiscal Year 2021­22 Capital Improvement Program to include $300,000 and an additional $85,000 in construction funds for the Main Street at Walnut Street New Traffic Signal Installation and Crosswalk Upgrades Project for a total of $385,000 to be funded from CDBG funds. 13.Approve Appropriation Adjustments, Reallocation of Funds, and Award a Construction Contract to Elecnor Belco Electric, Inc., in the Amount of $413,942 for the Main Street at 15th Street Traffic Signal Installation Project with an Estimated Project Delivery Cost of $523,636 (Project No. 18­ 6918) (Non­General Fund) Department(s): Public Works Agency Recommended Action: 1. Approve an appropriation adjustment recognizing $335,793 in Fiscal Year 2017­18 Highway Safety Improvement Program grant funds into the Federal Aid Safety Program, Federal Grant­Indirect revenue account, and appropriate the same amount into the Public Services Street Safety Projects, Improvements Other Than Building expenditure account. (Requires five affirmative votes) 2. Approve an appropriation adjustment recognizing $104,347 in Fiscal Year 2021­22 Highway Safety Improvement Program grant funds into the Federal Aid Safety Program, Federal Grant­ Indirect revenue account, and appropriate the same amount into the Public Services Street Safety Projects, Improvements Other Than Building expenditure account. (Requires five affirmative votes) 3. Approve an appropriation adjustment to transfer $33,549 from the Special Gas Tax Interfund Transfer account to the Select Street Construction Interfund Transfer account and appropriate the same amount into the Select Street Construction Fund, Improvements Other Than Building expenditure account. (Requires five affirmative votes) 4. Authorize the reallocation of $53,435 in unspent Measure M2 Local Fairshare funds from Citywide Speed Limit Study Project and $30,061 from Bike Lane Project Development, for a total of $83,496 to the Main Street at 15th Street New Traffic Signal Installation Project to complete the project’s funding requirement. 5. Award a construction contract to Elecnor Belco Electric, Inc., the lowest responsible bidder, in accordance with the base bid in the amount of $413,942, for construction of the Main Street at 15th Street Traffic Signal Installation Project, for the term beginning March 1, 2022, and ending upon project completion, subject to non­substantive changes approved by the City Manager and City Attorney.  6. Approve the Project Cost Analysis for a total estimated construction delivery cost of $523,636, which includes $413,942 for the construction contract; $68,300 for contract administration, inspection and testing; and a $41,394 project contingency for unanticipated or unforeseen work to be funded from Highway Safety Improvement Program grant funds. 14.Approve a Three­year Agreement with California Forensic Phlebotomy in the Amount of $163,767 for Blood Technician Services (General Fund) Department(s): Police Department Recommended Action: Authorize the City Manager to execute a three­year agreement with California Forensic Phlebotomy, Inc., for the period of March 5, 2022 through March 4, 2025, to perform blood technician services, in an annual amount not to exceed $49,589, for a total amount not to exceed $163,767 (including a $15,000 contingency), subject to non­substantive changes approved by the City Manager and City Attorney (Agreement No. 2022­XXX). 15.Agreement Amendment with MIG to Amend the Scope of Work and Increase the Compensation for a Parks, Facilities, Trails, and Open Space Master Plan (General Fund) Department(s): Parks, Recreation, and Community Services Recommended Action: Authorize the City Manager to execute an amendment to the agreement with MIG to amend the scope of work to prepare a Parks, Facilities, Trails, and Open Space Master Plan and increase the compensation by $44,970 for a total amount not to exceed $205,570, subject to non­substantive changes approved by the City Manager and City Attorney (Agreement No. 2022­ XXX). 16.Approve a First Amendment to Agreement with Pitney Bowes Presort Services, LLC for mail processing services for an amount not to exceed $40,000 and exercise an optional renewal extension from April 1, 2022 through February 1, 2024 (Non­General Fund) Department(s): Finance and Management Services Recommended Action: Authorize the City Manager to execute a First Amendment to Agreement with Pitney Bowes Presort Services, LLC for mail processing services and exercise a renewal option for a term commencing April 1, 2022 through January 31, 2024 for a total amount not to exceed $40,000, subject to non­substantive changes and approved by the City Manager and City Attorney (Agreement No. 2022­XXX). 17.Approve Agreements with Delhi Center, Elks Building Association of Santa Ana, United Across Borders Foundation, Latino Health Access, and OneOC for Food Distribution/Supply Programs for a One­Year Term in an Aggregate Amount Not to Exceed $900,000 (Revive Santa Ana Program) Department(s): City Manager Office Recommended Action: Authorize the City Manager to execute agreements with Delhi Center, Elks Building Association of Santa Ana, United Across Borders Foundation, Latino Health Access, and OneOC to operate food distribution and food supply programs for a one­year term beginning March 1, 2022 and expiring February 28, 2023, in a total shared aggregate amount not to exceed $900,000, subject to non­substantive changes approved by the City Manager and City Attorney (Agreement No. 2022­XXX). 18.Resolution in Support of Assembly Bill 485 Requiring All Law Enforcement Agencies to Report Hate Crime Data on Their Own Website Department(s): City Manager Office Recommended Action: Resolution No. 2022­XXX – Adopt a resolution in support of Assembly Bill 485 requiring all law enforcement agencies to report hate crime data on their own website. 19.Resolution Authorizing Execution of Notification of Intent to Comply with California Senate Bill 1383 Organic Waste Recycling Regulations Department(s): Public Works Agency Recommended Action: Resolution No. 2022­XXX – Adopt a resolution authorizing the City of Santa Ana to submit to CalRecycle a Notification of Intent to Comply with California Senate Bill 1383 Organic Waste Recycling Regulations. 20.Memorandum of Understanding between City of Santa Ana and Discovery Cube to Pursue Grant Applications and Study the Feasibility of a Future Outdoor Science Park on Adjacent City­Owned Property (Non­General Fund) Department(s): Community Development Agency Recommended Action: Authorize the City Manager to execute a Memorandum of Understanding with Discovery Cube for a period of March 1, 2022 to March 1, 2024, to pursue grant applications and study the feasibility of a future Outdoor Science Park on adjacent City­owned property, subject to non­substantive changes approved by the City Manager and City Attorney (Agreement No. 2022­ XXX). 21.Approve the Santa Ana Business Interruption Fund program to provide financial relief to businesses impacted by the OC Streetcar Construction in the Amount of $1,500,000 (General Fund) Department(s): Community Development Agency Recommended Action: Approve the Santa Ana Business Interruption Fund program in the amount of $1,500,000 to provide financial relief to businesses impacted by the OC Streetcar construction. 22.Approve Agreement with Townsend Public Affairs for State Legislative Advocacy Services (General and Non­General Fund) Department(s): City Manager Office Recommended Action: Authorize the City Manager to execute an agreement with Townsend Public Affairs for State legislative advocacy services for a three­year term, from March 1, 2022 through February 28, 2025, with an option to extend the term for an additional one­year period, for a four­year not­to­exceed amount of $252,000, subject to non­substantive changes approved by the City Manager and City Attorney (Agreement No. 2022­XXX). **END OF CONSENT CALENDAR** BUSINESS CALENDAR 23.Discuss and Provide Input Regarding the Structure of the School Collaboration City Council Subcommittee Department(s): Parks, Recreation, and Community Services Recommended Action: Discuss and provide input regarding the structure of the School Collaboration City Council Subcommittee that will add an element for joint meetings with Santa Ana Unified School District Governing Board.  24.Ordinance Amending City Manager’s Contracting Authority for Non­Public Works and Public Works Contracts Under Chapter 2, Article VII and Public Works Construction Rules and Regulations Under Chapter 33, Article VIII of the Santa Ana Municipal Code Department(s): Finance and Management Services Recommended Action: Approve first reading of an ordinance amending City Manager’s contracting authority for non­public works and public works contracts under Chapter 2, Article VII, Sections 2­748, 2­800 to 2­808 and public works construction rules and regulations under Chapter 33, Article VIII, Sections 33­200 to 33­203 of the Santa Ana Municipal Code as follows:  i) Amending Section 2­748 of Chapter 2, Article VII concerning the City Manager’s contract authority: (1) non­public works contracts to increase from $50,000 to $250,000; (2) emergency public works construction to increase from $100,000 to $750,000; (3) non­public works and public works contracts change orders authority increase from 10 percent or $25,000, whichever is greater, to 15 percent or $50,000, whichever is greater; and (4) add language codifying contract limits will be applied on a fiscal year basis by departments. ii) Amending Section 2­800 to 2­808 of Chapter 2, Articles VII.II concerning the Purchasing Rules and Regulations: (1) clarifying language administrative in nature; (2) extending local vendor preference to increase from procurement involving $5,000 and one $100,000 to procurement involving $10,000 and $100,000; (3) for reporting requirements to increase from $500 to $1,000; (4) for administrative contracts to increase from $5,000 to ten $10,000; (5) for informal contracts to increase from $5,000 and $25,000 to $10,000 and $50,000); (6) for formal contracts to increase from $25,000 to $50,000; (7) add language to coincide with current practices for awarding services contracts; and   (8) for non­bid purchases add City­owned software upgrades, maintenance, or additional licenses. iii) Amending Sections 33­200 to 33­203 of Chapter 33, Article VIII concerning the Public Works Construction Rules and Regulations: (1) housekeeping language administrative in nature; and (2) for non­emergency public works construction incorporate informal procurement process: a) administrative contracts up to $50,000 b) informal construction bid for contracts between $50,000 and $250,000 c) formal for bid for contracts in excess of $250,000 25.Fiscal Year 2021­2022 Mid­Year Budget Update Department(s): Finance and Management Services Recommended Action: 1. Receive and file the Fiscal Year 2021­22 Mid­Year Budget Update, including revised revenue estimates (Exhibit 1). 2. Approve recommended Mid­Year Appropriation Adjustments described below and in Exhibit 2. (Requires five affirmative votes) 3. Approve recommended Appropriation Adjustments described in Exhibit 3 to reallocate Pension Debt and Unfunded Liability expenditures for Fiscal Year 2021­2022 to align with results of the pension debt refinancing. There is no net fiscal impact to the overall budget, but there are adjustments between departments and funds. (Requires five affirmative votes) 4. Resolution No. 2022­XXX – Adopt a resolution amending the current Fiscal Year 2021­2022 Annual Budget to add 14 full­time positions in the Public Works Agency, Clerk of the Council, City Attorney’s Office, Parks, Recreation & Community Service Agency, and Library, and to delete 6 full­ time positions in the Parks, Recreation & Community Services Agency and Library. There is no net fiscal impact to the overall budget (Exhibit 4). 5. Resolution No. 2022­XXX – Adopt a resolution adding classification titles to the Classification and Compensation Plan (Exhibit 5). 26.Ordinance Concerning City Council Voting, Recusal for Conflicts, and Prohibiting Abstentions Department(s): City Manager Office Recommended Action: Consider one of the following options:  1. Approve the first reading of an ordinance concerning City Council voting, recusal for conflicts, and prohibiting abstentions. 2. Provide direction to staff. 27.Ordinance Options Prohibiting the Sale of Flavored Tobacco Products Department(s): City Manager Office Recommended Action: Consider one of the following options:  Option 1 A. Ordinance No. NS­XXXX – Adopt an urgency ordinance prohibiting the sale of flavored tobacco products, including hookah. (Requires five affirmative votes) B. Ordinance No. NS­XXXX – Adopt an urgency ordinance prohibiting the sale of flavored tobacco products, excluding hookah. (Requires five affirmative votes) Option 2 A. Approve the first reading of an ordinance prohibiting the sale of flavored tobacco products, including hookah. B. Approve the first reading of an ordinance prohibiting the sale of flavored tobacco products, excluding hookah. Option 3 Consider whether to direct staff to prepare an ordinance regarding enforcement and/or security measures for tobacco retailers; or Option 4 Take no action at this time and wait to see whether senate bill 793 goes into effect following a statewide referendum vote in November 2022. **END OF BUSINESS CALENDAR** CITY MANAGER COMMENTS COUNCIL COMMENTS AB1234 DISCLOSURE – If the City paid for travel or other expenses this is the time for members of the Council to provide a brief oral report on attendance of any regional board or commission meeting or any conference, meeting or event attended. ADJOURNMENT – Adjourn the City Council meeting. Future Items 1. Mental Health Mobile Outreach Services 2. Housing Element Update 3. Billboard Ordinance Update 4. Cannabis Ordinance Update 5. Proposition 218 Solid Waste Rates Public Hearing City Council 6 3/1/2022 City Council Meeting PacketMarch 1, 2022CLOSED SESSION MEETING – CANCELEDREGULAR OPEN MEETING – 5:45 PM CITY COUNCIL CHAMBER22 Civic Center Plaza Santa Ana, CA 92701Vicente SarmientoMayorThai Viet PhanCouncilmember – Ward 1 David PenalozaCouncilmember ­ Ward 2Jessie LopezCouncilmember ­ Ward 3 Phil BacerraMayor Pro Tem ­ Ward 4Johnathan Ryan HernandezCouncilmember ­ Ward 5 Nelida MendozaCouncilmember ­ Ward 6Mayor and Council telephone: 714­647­6900Agenda item inquiries: 714­647­6520Sonia R. CarvalhoCity Attorney Kristine RidgeCity Manager Daisy GomezClerk of the CouncilIn compliance with the Americans with Disabilities Act (ADA), if you need special assistance to participate in this Meeting, contact Michael Ortiz,City ADA Program Coordinator, at (714) 647­5624. Notification 48 hours prior to the Meeting will enable the City to make reasonable arrangements toassure accessibility to this meeting. The City Council agenda and supporting documentation can be found on the City’s website – www.santa­ana.org/city­meetings.CITY VISION AND CODE OF ETHICSThe City of Santa Ana is committed to achieving a shared vision for the organization and its community.The Vision, Mission and Guiding Principles (Values) are the result of a thoughtful and inclusive processdesigned to set the City and organization on a course that meets the challenges of today and tomorrow, asfollows:Vision ­ The dynamic center of Orange County which is acclaimed for our: Investment in youth • Safe andhealthy community • Neighborhood pride • Thriving economic climate • Enriched and diverse culture •Quality government servicesMission ­ To deliver efficient public services in partnership with our community which ensures public safety,a prosperous economic environment, opportunities for our youth, and a high quality of life for residents.Guiding Principles ­ Collaboration • Efficiency • Equity • Excellence • Fiscal Responsibility • Innovation •TransparencyCode of Ethics and Conduct ­ At the Special Municipal Election held on February 5, 2008, votersapproved an amendment to the City Charter which established the Code of Ethics and Conduct for electedofficials and members of appointed boards, commissions, and committees to assure public confidence.The following are the core values expressed: • Integrity • Honesty • Responsibility • Fairness •Accountability • Respect • EfficiencyMembers of the public may attend the City Council meeting in­person or join via Zoom. The City Councilmeeting will occur live via teleconference Zoom webinar. You may view the meeting from your computer,tablet or smart phone via YouTube LiveStream at www.youtube.com/user/SantaAnaLibrary or on CTV3,available on Spectrum channel 3 and AT&T U­verse channel 99.PUBLIC COMMENTS – Members of the public who wish to address the City Council on items on theregular agenda or on matters which are not on the agenda, but are within the subject matter jurisdiction ofthe City Council may do so by one of the following ways:MAILING OPTION written communications – Public comments may be mailed to: Office of the Clerkof the Council, 20 Civic Center Plaza M­30, Santa Ana, CA 92701. All written communicationsreceived via mail by 4:00 p.m. on the day of the meeting will be distributed to the City Council andimaged into the City’s document archive system which is available for public review.SENDING E­MAIL OPTION – Public comments may be sent via email to the City Clerk’s office ateComment@santa­ana.org. Please note the agenda item you are commenting on in the subject lineof the email. All emails received before 4:00 p.m. on the day of the meeting will be distributed to theCity Council and imaged into the City’s document archive system which is available for public review.LIVE VIRTUAL OPTION – Members of the public may provide live comments during the meeting byZoom or Conference Call. To join by Zoom click on or type the following address into your webbrowser https://us02web.zoom.us/j/315965149. To join the Conference Call: Dial (669) 900­9128 andenter MEETING ID: 315 965 149#. You will be prompted by the City Clerk when it is time for a:general agenda item or non­agenda item. You may request to speak by dialing *9 from your phone oryou may virtually raise your hand from Zoom. After the Clerk confirms the last three digits of thecaller’s phone number or Zoom ID and unmutes them, the caller must press *6 or microphone icon tospeak. Callers are encouraged, but not required, to identify themselves by name. Each caller will beprovided three (3) minutes to speak, unless due to the number of speakers wanting to speak adecision is made to provide a different amount of time to speak.IN­PERSON OPTION ­ Members of the public can provide in­person comments at the podium in theCouncil Chamber. The Council Chamber will have seating available for members of the public toattend the meeting in­person. Face coverings are optional for members of the public who enter Citybuildings who have been vaccinated against COVID­19. Public comments are limited to three (3)minutes per speaker, unless a different time is announced by the presiding chair. Speakers who wishto address the Council must do so by submitting a “Request to Speak” card by 6:00 p.m. for allother designated public comment periods as listed below. Cards will not be accepted after thePublic Comment Session begins without the permission of the presiding chair.The following designated public comment periods are:LIVE PUBLIC COMMENTS ON REGULAR AGENDA ITEMS AND NON­AGENDA ITEMS (GENERALPUBLIC COMMENT) – You can provide comments by joining Zoom or the Conference Call as described inthe LIVE or IN­PERSON PUBLIC COMMENTS OPTION above. Speaker queue will open at 4:30 p.m.YOU MUST JOIN ZOOM OR THE CONFERENCE CALL PRIOR TO 6:00 p.m. Speakers who are not inthe speaker queue by 6:00 p.m. will not be permitted to speak.About the AgendaTo download or view the attachments (staff report and other supporting documentation) for each agendaitem, you must select the agenda item to see the attachments to either open in a new link (the eyeball )or download a pdf (the cloud symbol with the down arrow ).CITY COUNCIL REGULAR OPEN SESSIONCALL TO ORDERROLL CALLPLEDGE OF ALLEGIANCE Mayor SarmientoWORDS OF INSPIRATION Dr. Bernice B. Rumala – Co­Founder, Health Equity,Diversity, Inclusion, Anti­Racism Taskforce (HEART) for Orange CountyCEREMONIAL PRESENTATIONS1.Proclamation presented by Mayor Sarmiento to Ron Ono in Recognition of 52 years of Service andOutstanding Contributions to the Community.2.Proclamation presented by Mayor Pro Tem Bacerra and Councilmember Mendoza to Orange CountySoccer Club in Recognition of their Outstanding Contributions to Athletics.STAFF PRESENTATIONS3.Homeless Update4.Update from the Orange County Housing Finance TrustPUBLIC COMMENT – Public comments will be held during the beginning of the meeting for ALLcomments on agenda and non­agenda items.CONSENT CALENDARRECOMMENDED ACTION:  Approve staff recommendations on the following Consent CalendarItems: 5 through 22.5.Excused AbsencesDepartment(s): Clerk of the Council OfficeRecommended Action: Excuse the absent members.6.Appoint Amina Sen­Matthews nominated by Councilmember Phan as the Ward 1 representative tothe Parks, Recreation and Community Services Commission for a partial­term expiring December10, 2024Department(s): Clerk of the Council OfficeRecommended Action: Appoint Amina Sen­Matthews to the Parks, Recreation and CommunityServices Commission representing Ward 1 and administer Oath of Office.7.Appoint Jannelle Welker nominated by Councilmember Phan as the Ward 1 representative to theEnvironmental and Transportation Advisory Commission for a partial­term expiring December 10,2024Department(s): Clerk of the Council OfficeRecommended Action: Appoint Jannelle Welker to the Environmental and Transportation AdvisoryCommission representing Ward 1 and administer Oath of Office.8.Receive and File Boards and Commissions Biannual Attendance Report for July through December2021Department(s): Clerk of the Council OfficeRecommended Action: Receive and file Boards and Commissions Biannual Attendance Report.9.Approve Destruction of Obsolete City RecordsDepartment(s): Finance and Management ServicesRecommended Action: Approve the request for the destruction of obsolete records from theFinance & Management Services in accordance with the retention schedule outlined in City CouncilResolution 2013­014. 10.Receive and file Quarterly Report of Contracts up to $50,000 for Non­Public Works and up to$250,000 for Public Works authorized by the City Manager as Permitted by Charter Section 421Department(s): Finance and Management ServicesRecommended Action: Receive and file Quarterly Report of Contracts entered into betweenOctober 1, 2021 to December 31, 2021, valued at up to $50,000 for non­public works contracts andagreements and up to $250,000 for public works contracts and agreements. 11.Award a Purchase Order Contract for the Purchase of 411 Combination Waste­RecycleReceptacles for Various City parks to Outdoor Creations, Inc. in an Amount not to exceed $898,035(Non­General Fund) (Proj. 22­2757)Department(s): Parks, Recreation, and Community ServicesRecommended Action: Authorize a one­time purchase and payment of purchase order contractfor 411 combination waste­recycle receptacles for various City parks to Outdoor Creations, Inc. inthe amount of $898,035, subject to non­substantive changes approved by the City Manager and CityAttorney.12.Award a Construction Contract to Elecnor Belco Electric, Inc. in the Amount of $307,613 for theMain Street at Walnut Street New Traffic Signal Installation Project and Crosswalk Upgrade Projectsat Occidental Street, Saint Gertrude Place, Saint Andrew Place, Anahurst Place and RousselleStreet, with an Estimated Project Delivery Cost of $385,000 and Amend the Fiscal Year 2021­22Capital Improvement Program (Project No. 22­7534) (Non­General Fund) Department(s): Public Works AgencyRecommended Action: 1. Award a Construction Contract to Elecnor Belco Electric, Inc., thelowest responsible bidder, in accordance with the Base Bid in the amount of $307,613, forconstruction of the Main Street at Walnut Street New Traffic Signal Installation and CrosswalkUpgrades Project, for the term beginning March 1, 2022 and ending upon project completion,subject to non­substantive changes approved by the City Manager and City Attorney. 2. Approve the Project Cost Analysis for a total estimated construction delivery cost of $385,000,which includes $307,613 for the construction contract, $46,079 for contract administration,inspection and testing, and a $31,308 project contingency for unanticipated or unforeseen work tobe funded from Community Development Block Grant (CDBG) funds.3. Approve an amendment to the Fiscal Year 2021­22 Capital Improvement Program to include$300,000 and an additional $85,000 in construction funds for the Main Street at Walnut Street NewTraffic Signal Installation and Crosswalk Upgrades Project for a total of $385,000 to be funded fromCDBG funds.13.Approve Appropriation Adjustments, Reallocation of Funds, and Award a Construction Contract toElecnor Belco Electric, Inc., in the Amount of $413,942 for the Main Street at 15th Street TrafficSignal Installation Project with an Estimated Project Delivery Cost of $523,636 (Project No. 18­6918) (Non­General Fund)Department(s): Public Works AgencyRecommended Action: 1. Approve an appropriation adjustment recognizing $335,793 in FiscalYear 2017­18 Highway Safety Improvement Program grant funds into the Federal Aid SafetyProgram, Federal Grant­Indirect revenue account, and appropriate the same amount into the PublicServices Street Safety Projects, Improvements Other Than Building expenditure account. (Requiresfive affirmative votes)2. Approve an appropriation adjustment recognizing $104,347 in Fiscal Year 2021­22 HighwaySafety Improvement Program grant funds into the Federal Aid Safety Program, Federal Grant­Indirect revenue account, and appropriate the same amount into the Public Services Street SafetyProjects, Improvements Other Than Building expenditure account. (Requires five affirmative votes)3. Approve an appropriation adjustment to transfer $33,549 from the Special Gas Tax InterfundTransfer account to the Select Street Construction Interfund Transfer account and appropriate thesame amount into the Select Street Construction Fund, Improvements Other Than Buildingexpenditure account. (Requires five affirmative votes)4. Authorize the reallocation of $53,435 in unspent Measure M2 Local Fairshare funds fromCitywide Speed Limit Study Project and $30,061 from Bike Lane Project Development, for a total of$83,496 to the Main Street at 15th Street New Traffic Signal Installation Project to complete theproject’s funding requirement.5. Award a construction contract to Elecnor Belco Electric, Inc., the lowest responsible bidder, inaccordance with the base bid in the amount of $413,942, for construction of the Main Street at 15thStreet Traffic Signal Installation Project, for the term beginning March 1, 2022, and ending uponproject completion, subject to non­substantive changes approved by the City Manager and CityAttorney. 6. Approve the Project Cost Analysis for a total estimated construction delivery cost of $523,636,which includes $413,942 for the construction contract; $68,300 for contract administration,inspection and testing; and a $41,394 project contingency for unanticipated or unforeseen work tobe funded from Highway Safety Improvement Program grant funds.14.Approve a Three­year Agreement with California Forensic Phlebotomy in the Amount of $163,767for Blood Technician Services (General Fund)Department(s): Police DepartmentRecommended Action: Authorize the City Manager to execute a three­year agreement withCalifornia Forensic Phlebotomy, Inc., for the period of March 5, 2022 through March 4, 2025, toperform blood technician services, in an annual amount not to exceed $49,589, for a total amountnot to exceed $163,767 (including a $15,000 contingency), subject to non­substantive changesapproved by the City Manager and City Attorney (Agreement No. 2022­XXX). 15.Agreement Amendment with MIG to Amend the Scope of Work and Increase the Compensation for a Parks, Facilities, Trails, and Open Space Master Plan (General Fund) Department(s): Parks, Recreation, and Community Services Recommended Action: Authorize the City Manager to execute an amendment to the agreement with MIG to amend the scope of work to prepare a Parks, Facilities, Trails, and Open Space Master Plan and increase the compensation by $44,970 for a total amount not to exceed $205,570, subject to non­substantive changes approved by the City Manager and City Attorney (Agreement No. 2022­ XXX). 16.Approve a First Amendment to Agreement with Pitney Bowes Presort Services, LLC for mail processing services for an amount not to exceed $40,000 and exercise an optional renewal extension from April 1, 2022 through February 1, 2024 (Non­General Fund) Department(s): Finance and Management Services Recommended Action: Authorize the City Manager to execute a First Amendment to Agreement with Pitney Bowes Presort Services, LLC for mail processing services and exercise a renewal option for a term commencing April 1, 2022 through January 31, 2024 for a total amount not to exceed $40,000, subject to non­substantive changes and approved by the City Manager and City Attorney (Agreement No. 2022­XXX). 17.Approve Agreements with Delhi Center, Elks Building Association of Santa Ana, United Across Borders Foundation, Latino Health Access, and OneOC for Food Distribution/Supply Programs for a One­Year Term in an Aggregate Amount Not to Exceed $900,000 (Revive Santa Ana Program) Department(s): City Manager Office Recommended Action: Authorize the City Manager to execute agreements with Delhi Center, Elks Building Association of Santa Ana, United Across Borders Foundation, Latino Health Access, and OneOC to operate food distribution and food supply programs for a one­year term beginning March 1, 2022 and expiring February 28, 2023, in a total shared aggregate amount not to exceed $900,000, subject to non­substantive changes approved by the City Manager and City Attorney (Agreement No. 2022­XXX). 18.Resolution in Support of Assembly Bill 485 Requiring All Law Enforcement Agencies to Report Hate Crime Data on Their Own Website Department(s): City Manager Office Recommended Action: Resolution No. 2022­XXX – Adopt a resolution in support of Assembly Bill 485 requiring all law enforcement agencies to report hate crime data on their own website. 19.Resolution Authorizing Execution of Notification of Intent to Comply with California Senate Bill 1383 Organic Waste Recycling Regulations Department(s): Public Works Agency Recommended Action: Resolution No. 2022­XXX – Adopt a resolution authorizing the City of Santa Ana to submit to CalRecycle a Notification of Intent to Comply with California Senate Bill 1383 Organic Waste Recycling Regulations. 20.Memorandum of Understanding between City of Santa Ana and Discovery Cube to Pursue Grant Applications and Study the Feasibility of a Future Outdoor Science Park on Adjacent City­Owned Property (Non­General Fund) Department(s): Community Development Agency Recommended Action: Authorize the City Manager to execute a Memorandum of Understanding with Discovery Cube for a period of March 1, 2022 to March 1, 2024, to pursue grant applications and study the feasibility of a future Outdoor Science Park on adjacent City­owned property, subject to non­substantive changes approved by the City Manager and City Attorney (Agreement No. 2022­ XXX). 21.Approve the Santa Ana Business Interruption Fund program to provide financial relief to businesses impacted by the OC Streetcar Construction in the Amount of $1,500,000 (General Fund) Department(s): Community Development Agency Recommended Action: Approve the Santa Ana Business Interruption Fund program in the amount of $1,500,000 to provide financial relief to businesses impacted by the OC Streetcar construction. 22.Approve Agreement with Townsend Public Affairs for State Legislative Advocacy Services (General and Non­General Fund) Department(s): City Manager Office Recommended Action: Authorize the City Manager to execute an agreement with Townsend Public Affairs for State legislative advocacy services for a three­year term, from March 1, 2022 through February 28, 2025, with an option to extend the term for an additional one­year period, for a four­year not­to­exceed amount of $252,000, subject to non­substantive changes approved by the City Manager and City Attorney (Agreement No. 2022­XXX). **END OF CONSENT CALENDAR** BUSINESS CALENDAR 23.Discuss and Provide Input Regarding the Structure of the School Collaboration City Council Subcommittee Department(s): Parks, Recreation, and Community Services Recommended Action: Discuss and provide input regarding the structure of the School Collaboration City Council Subcommittee that will add an element for joint meetings with Santa Ana Unified School District Governing Board.  24.Ordinance Amending City Manager’s Contracting Authority for Non­Public Works and Public Works Contracts Under Chapter 2, Article VII and Public Works Construction Rules and Regulations Under Chapter 33, Article VIII of the Santa Ana Municipal Code Department(s): Finance and Management Services Recommended Action: Approve first reading of an ordinance amending City Manager’s contracting authority for non­public works and public works contracts under Chapter 2, Article VII, Sections 2­748, 2­800 to 2­808 and public works construction rules and regulations under Chapter 33, Article VIII, Sections 33­200 to 33­203 of the Santa Ana Municipal Code as follows:  i) Amending Section 2­748 of Chapter 2, Article VII concerning the City Manager’s contract authority: (1) non­public works contracts to increase from $50,000 to $250,000; (2) emergency public works construction to increase from $100,000 to $750,000; (3) non­public works and public works contracts change orders authority increase from 10 percent or $25,000, whichever is greater, to 15 percent or $50,000, whichever is greater; and (4) add language codifying contract limits will be applied on a fiscal year basis by departments. ii) Amending Section 2­800 to 2­808 of Chapter 2, Articles VII.II concerning the Purchasing Rules and Regulations: (1) clarifying language administrative in nature; (2) extending local vendor preference to increase from procurement involving $5,000 and one $100,000 to procurement involving $10,000 and $100,000; (3) for reporting requirements to increase from $500 to $1,000; (4) for administrative contracts to increase from $5,000 to ten $10,000; (5) for informal contracts to increase from $5,000 and $25,000 to $10,000 and $50,000); (6) for formal contracts to increase from $25,000 to $50,000; (7) add language to coincide with current practices for awarding services contracts; and   (8) for non­bid purchases add City­owned software upgrades, maintenance, or additional licenses. iii) Amending Sections 33­200 to 33­203 of Chapter 33, Article VIII concerning the Public Works Construction Rules and Regulations: (1) housekeeping language administrative in nature; and (2) for non­emergency public works construction incorporate informal procurement process: a) administrative contracts up to $50,000 b) informal construction bid for contracts between $50,000 and $250,000 c) formal for bid for contracts in excess of $250,000 25.Fiscal Year 2021­2022 Mid­Year Budget Update Department(s): Finance and Management Services Recommended Action: 1. Receive and file the Fiscal Year 2021­22 Mid­Year Budget Update, including revised revenue estimates (Exhibit 1). 2. Approve recommended Mid­Year Appropriation Adjustments described below and in Exhibit 2. (Requires five affirmative votes) 3. Approve recommended Appropriation Adjustments described in Exhibit 3 to reallocate Pension Debt and Unfunded Liability expenditures for Fiscal Year 2021­2022 to align with results of the pension debt refinancing. There is no net fiscal impact to the overall budget, but there are adjustments between departments and funds. (Requires five affirmative votes) 4. Resolution No. 2022­XXX – Adopt a resolution amending the current Fiscal Year 2021­2022 Annual Budget to add 14 full­time positions in the Public Works Agency, Clerk of the Council, City Attorney’s Office, Parks, Recreation & Community Service Agency, and Library, and to delete 6 full­ time positions in the Parks, Recreation & Community Services Agency and Library. There is no net fiscal impact to the overall budget (Exhibit 4). 5. Resolution No. 2022­XXX – Adopt a resolution adding classification titles to the Classification and Compensation Plan (Exhibit 5). 26.Ordinance Concerning City Council Voting, Recusal for Conflicts, and Prohibiting Abstentions Department(s): City Manager Office Recommended Action: Consider one of the following options:  1. Approve the first reading of an ordinance concerning City Council voting, recusal for conflicts, and prohibiting abstentions. 2. Provide direction to staff. 27.Ordinance Options Prohibiting the Sale of Flavored Tobacco Products Department(s): City Manager Office Recommended Action: Consider one of the following options:  Option 1 A. Ordinance No. NS­XXXX – Adopt an urgency ordinance prohibiting the sale of flavored tobacco products, including hookah. (Requires five affirmative votes) B. Ordinance No. NS­XXXX – Adopt an urgency ordinance prohibiting the sale of flavored tobacco products, excluding hookah. (Requires five affirmative votes) Option 2 A. Approve the first reading of an ordinance prohibiting the sale of flavored tobacco products, including hookah. B. Approve the first reading of an ordinance prohibiting the sale of flavored tobacco products, excluding hookah. Option 3 Consider whether to direct staff to prepare an ordinance regarding enforcement and/or security measures for tobacco retailers; or Option 4 Take no action at this time and wait to see whether senate bill 793 goes into effect following a statewide referendum vote in November 2022. **END OF BUSINESS CALENDAR** CITY MANAGER COMMENTS COUNCIL COMMENTS AB1234 DISCLOSURE – If the City paid for travel or other expenses this is the time for members of the Council to provide a brief oral report on attendance of any regional board or commission meeting or any conference, meeting or event attended. ADJOURNMENT – Adjourn the City Council meeting. Future Items 1. Mental Health Mobile Outreach Services 2. Housing Element Update 3. Billboard Ordinance Update 4. Cannabis Ordinance Update 5. Proposition 218 Solid Waste Rates Public Hearing City Council 7 3/1/2022 City Council Meeting PacketMarch 1, 2022CLOSED SESSION MEETING – CANCELEDREGULAR OPEN MEETING – 5:45 PM CITY COUNCIL CHAMBER22 Civic Center Plaza Santa Ana, CA 92701Vicente SarmientoMayorThai Viet PhanCouncilmember – Ward 1 David PenalozaCouncilmember ­ Ward 2Jessie LopezCouncilmember ­ Ward 3 Phil BacerraMayor Pro Tem ­ Ward 4Johnathan Ryan HernandezCouncilmember ­ Ward 5 Nelida MendozaCouncilmember ­ Ward 6Mayor and Council telephone: 714­647­6900Agenda item inquiries: 714­647­6520Sonia R. CarvalhoCity Attorney Kristine RidgeCity Manager Daisy GomezClerk of the CouncilIn compliance with the Americans with Disabilities Act (ADA), if you need special assistance to participate in this Meeting, contact Michael Ortiz,City ADA Program Coordinator, at (714) 647­5624. Notification 48 hours prior to the Meeting will enable the City to make reasonable arrangements toassure accessibility to this meeting. The City Council agenda and supporting documentation can be found on the City’s website – www.santa­ana.org/city­meetings.CITY VISION AND CODE OF ETHICSThe City of Santa Ana is committed to achieving a shared vision for the organization and its community.The Vision, Mission and Guiding Principles (Values) are the result of a thoughtful and inclusive processdesigned to set the City and organization on a course that meets the challenges of today and tomorrow, asfollows:Vision ­ The dynamic center of Orange County which is acclaimed for our: Investment in youth • Safe andhealthy community • Neighborhood pride • Thriving economic climate • Enriched and diverse culture •Quality government servicesMission ­ To deliver efficient public services in partnership with our community which ensures public safety,a prosperous economic environment, opportunities for our youth, and a high quality of life for residents.Guiding Principles ­ Collaboration • Efficiency • Equity • Excellence • Fiscal Responsibility • Innovation •TransparencyCode of Ethics and Conduct ­ At the Special Municipal Election held on February 5, 2008, votersapproved an amendment to the City Charter which established the Code of Ethics and Conduct for electedofficials and members of appointed boards, commissions, and committees to assure public confidence.The following are the core values expressed: • Integrity • Honesty • Responsibility • Fairness •Accountability • Respect • EfficiencyMembers of the public may attend the City Council meeting in­person or join via Zoom. The City Councilmeeting will occur live via teleconference Zoom webinar. You may view the meeting from your computer,tablet or smart phone via YouTube LiveStream at www.youtube.com/user/SantaAnaLibrary or on CTV3,available on Spectrum channel 3 and AT&T U­verse channel 99.PUBLIC COMMENTS – Members of the public who wish to address the City Council on items on theregular agenda or on matters which are not on the agenda, but are within the subject matter jurisdiction ofthe City Council may do so by one of the following ways:MAILING OPTION written communications – Public comments may be mailed to: Office of the Clerkof the Council, 20 Civic Center Plaza M­30, Santa Ana, CA 92701. All written communicationsreceived via mail by 4:00 p.m. on the day of the meeting will be distributed to the City Council andimaged into the City’s document archive system which is available for public review.SENDING E­MAIL OPTION – Public comments may be sent via email to the City Clerk’s office ateComment@santa­ana.org. Please note the agenda item you are commenting on in the subject lineof the email. All emails received before 4:00 p.m. on the day of the meeting will be distributed to theCity Council and imaged into the City’s document archive system which is available for public review.LIVE VIRTUAL OPTION – Members of the public may provide live comments during the meeting byZoom or Conference Call. To join by Zoom click on or type the following address into your webbrowser https://us02web.zoom.us/j/315965149. To join the Conference Call: Dial (669) 900­9128 andenter MEETING ID: 315 965 149#. You will be prompted by the City Clerk when it is time for a:general agenda item or non­agenda item. You may request to speak by dialing *9 from your phone oryou may virtually raise your hand from Zoom. After the Clerk confirms the last three digits of thecaller’s phone number or Zoom ID and unmutes them, the caller must press *6 or microphone icon tospeak. Callers are encouraged, but not required, to identify themselves by name. Each caller will beprovided three (3) minutes to speak, unless due to the number of speakers wanting to speak adecision is made to provide a different amount of time to speak.IN­PERSON OPTION ­ Members of the public can provide in­person comments at the podium in theCouncil Chamber. The Council Chamber will have seating available for members of the public toattend the meeting in­person. Face coverings are optional for members of the public who enter Citybuildings who have been vaccinated against COVID­19. Public comments are limited to three (3)minutes per speaker, unless a different time is announced by the presiding chair. Speakers who wishto address the Council must do so by submitting a “Request to Speak” card by 6:00 p.m. for allother designated public comment periods as listed below. Cards will not be accepted after thePublic Comment Session begins without the permission of the presiding chair.The following designated public comment periods are:LIVE PUBLIC COMMENTS ON REGULAR AGENDA ITEMS AND NON­AGENDA ITEMS (GENERALPUBLIC COMMENT) – You can provide comments by joining Zoom or the Conference Call as described inthe LIVE or IN­PERSON PUBLIC COMMENTS OPTION above. Speaker queue will open at 4:30 p.m.YOU MUST JOIN ZOOM OR THE CONFERENCE CALL PRIOR TO 6:00 p.m. Speakers who are not inthe speaker queue by 6:00 p.m. will not be permitted to speak.About the AgendaTo download or view the attachments (staff report and other supporting documentation) for each agendaitem, you must select the agenda item to see the attachments to either open in a new link (the eyeball )or download a pdf (the cloud symbol with the down arrow ).CITY COUNCIL REGULAR OPEN SESSIONCALL TO ORDERROLL CALLPLEDGE OF ALLEGIANCE Mayor SarmientoWORDS OF INSPIRATION Dr. Bernice B. Rumala – Co­Founder, Health Equity,Diversity, Inclusion, Anti­Racism Taskforce (HEART) for Orange CountyCEREMONIAL PRESENTATIONS1.Proclamation presented by Mayor Sarmiento to Ron Ono in Recognition of 52 years of Service andOutstanding Contributions to the Community.2.Proclamation presented by Mayor Pro Tem Bacerra and Councilmember Mendoza to Orange CountySoccer Club in Recognition of their Outstanding Contributions to Athletics.STAFF PRESENTATIONS3.Homeless Update4.Update from the Orange County Housing Finance TrustPUBLIC COMMENT – Public comments will be held during the beginning of the meeting for ALLcomments on agenda and non­agenda items.CONSENT CALENDARRECOMMENDED ACTION:  Approve staff recommendations on the following Consent CalendarItems: 5 through 22.5.Excused AbsencesDepartment(s): Clerk of the Council OfficeRecommended Action: Excuse the absent members.6.Appoint Amina Sen­Matthews nominated by Councilmember Phan as the Ward 1 representative tothe Parks, Recreation and Community Services Commission for a partial­term expiring December10, 2024Department(s): Clerk of the Council OfficeRecommended Action: Appoint Amina Sen­Matthews to the Parks, Recreation and CommunityServices Commission representing Ward 1 and administer Oath of Office.7.Appoint Jannelle Welker nominated by Councilmember Phan as the Ward 1 representative to theEnvironmental and Transportation Advisory Commission for a partial­term expiring December 10,2024Department(s): Clerk of the Council OfficeRecommended Action: Appoint Jannelle Welker to the Environmental and Transportation AdvisoryCommission representing Ward 1 and administer Oath of Office.8.Receive and File Boards and Commissions Biannual Attendance Report for July through December2021Department(s): Clerk of the Council OfficeRecommended Action: Receive and file Boards and Commissions Biannual Attendance Report.9.Approve Destruction of Obsolete City RecordsDepartment(s): Finance and Management ServicesRecommended Action: Approve the request for the destruction of obsolete records from theFinance & Management Services in accordance with the retention schedule outlined in City CouncilResolution 2013­014. 10.Receive and file Quarterly Report of Contracts up to $50,000 for Non­Public Works and up to$250,000 for Public Works authorized by the City Manager as Permitted by Charter Section 421Department(s): Finance and Management ServicesRecommended Action: Receive and file Quarterly Report of Contracts entered into betweenOctober 1, 2021 to December 31, 2021, valued at up to $50,000 for non­public works contracts andagreements and up to $250,000 for public works contracts and agreements. 11.Award a Purchase Order Contract for the Purchase of 411 Combination Waste­RecycleReceptacles for Various City parks to Outdoor Creations, Inc. in an Amount not to exceed $898,035(Non­General Fund) (Proj. 22­2757)Department(s): Parks, Recreation, and Community ServicesRecommended Action: Authorize a one­time purchase and payment of purchase order contractfor 411 combination waste­recycle receptacles for various City parks to Outdoor Creations, Inc. inthe amount of $898,035, subject to non­substantive changes approved by the City Manager and CityAttorney.12.Award a Construction Contract to Elecnor Belco Electric, Inc. in the Amount of $307,613 for theMain Street at Walnut Street New Traffic Signal Installation Project and Crosswalk Upgrade Projectsat Occidental Street, Saint Gertrude Place, Saint Andrew Place, Anahurst Place and RousselleStreet, with an Estimated Project Delivery Cost of $385,000 and Amend the Fiscal Year 2021­22Capital Improvement Program (Project No. 22­7534) (Non­General Fund) Department(s): Public Works AgencyRecommended Action: 1. Award a Construction Contract to Elecnor Belco Electric, Inc., thelowest responsible bidder, in accordance with the Base Bid in the amount of $307,613, forconstruction of the Main Street at Walnut Street New Traffic Signal Installation and CrosswalkUpgrades Project, for the term beginning March 1, 2022 and ending upon project completion,subject to non­substantive changes approved by the City Manager and City Attorney. 2. Approve the Project Cost Analysis for a total estimated construction delivery cost of $385,000,which includes $307,613 for the construction contract, $46,079 for contract administration,inspection and testing, and a $31,308 project contingency for unanticipated or unforeseen work tobe funded from Community Development Block Grant (CDBG) funds.3. Approve an amendment to the Fiscal Year 2021­22 Capital Improvement Program to include$300,000 and an additional $85,000 in construction funds for the Main Street at Walnut Street NewTraffic Signal Installation and Crosswalk Upgrades Project for a total of $385,000 to be funded fromCDBG funds.13.Approve Appropriation Adjustments, Reallocation of Funds, and Award a Construction Contract toElecnor Belco Electric, Inc., in the Amount of $413,942 for the Main Street at 15th Street TrafficSignal Installation Project with an Estimated Project Delivery Cost of $523,636 (Project No. 18­6918) (Non­General Fund)Department(s): Public Works AgencyRecommended Action: 1. Approve an appropriation adjustment recognizing $335,793 in FiscalYear 2017­18 Highway Safety Improvement Program grant funds into the Federal Aid SafetyProgram, Federal Grant­Indirect revenue account, and appropriate the same amount into the PublicServices Street Safety Projects, Improvements Other Than Building expenditure account. (Requiresfive affirmative votes)2. Approve an appropriation adjustment recognizing $104,347 in Fiscal Year 2021­22 HighwaySafety Improvement Program grant funds into the Federal Aid Safety Program, Federal Grant­Indirect revenue account, and appropriate the same amount into the Public Services Street SafetyProjects, Improvements Other Than Building expenditure account. (Requires five affirmative votes)3. Approve an appropriation adjustment to transfer $33,549 from the Special Gas Tax InterfundTransfer account to the Select Street Construction Interfund Transfer account and appropriate thesame amount into the Select Street Construction Fund, Improvements Other Than Buildingexpenditure account. (Requires five affirmative votes)4. Authorize the reallocation of $53,435 in unspent Measure M2 Local Fairshare funds fromCitywide Speed Limit Study Project and $30,061 from Bike Lane Project Development, for a total of$83,496 to the Main Street at 15th Street New Traffic Signal Installation Project to complete theproject’s funding requirement.5. Award a construction contract to Elecnor Belco Electric, Inc., the lowest responsible bidder, inaccordance with the base bid in the amount of $413,942, for construction of the Main Street at 15thStreet Traffic Signal Installation Project, for the term beginning March 1, 2022, and ending uponproject completion, subject to non­substantive changes approved by the City Manager and CityAttorney. 6. Approve the Project Cost Analysis for a total estimated construction delivery cost of $523,636,which includes $413,942 for the construction contract; $68,300 for contract administration,inspection and testing; and a $41,394 project contingency for unanticipated or unforeseen work tobe funded from Highway Safety Improvement Program grant funds.14.Approve a Three­year Agreement with California Forensic Phlebotomy in the Amount of $163,767for Blood Technician Services (General Fund)Department(s): Police DepartmentRecommended Action: Authorize the City Manager to execute a three­year agreement withCalifornia Forensic Phlebotomy, Inc., for the period of March 5, 2022 through March 4, 2025, toperform blood technician services, in an annual amount not to exceed $49,589, for a total amountnot to exceed $163,767 (including a $15,000 contingency), subject to non­substantive changesapproved by the City Manager and City Attorney (Agreement No. 2022­XXX).15.Agreement Amendment with MIG to Amend the Scope of Work and Increase the Compensation fora Parks, Facilities, Trails, and Open Space Master Plan (General Fund)Department(s): Parks, Recreation, and Community ServicesRecommended Action: Authorize the City Manager to execute an amendment to the agreementwith MIG to amend the scope of work to prepare a Parks, Facilities, Trails, and Open Space MasterPlan and increase the compensation by $44,970 for a total amount not to exceed $205,570, subjectto non­substantive changes approved by the City Manager and City Attorney (Agreement No. 2022­XXX).16.Approve a First Amendment to Agreement with Pitney Bowes Presort Services, LLC for mailprocessing services for an amount not to exceed $40,000 and exercise an optional renewalextension from April 1, 2022 through February 1, 2024 (Non­General Fund)Department(s): Finance and Management ServicesRecommended Action: Authorize the City Manager to execute a First Amendment to Agreementwith Pitney Bowes Presort Services, LLC for mail processing services and exercise a renewaloption for a term commencing April 1, 2022 through January 31, 2024 for a total amount not toexceed $40,000, subject to non­substantive changes and approved by the City Manager and CityAttorney (Agreement No. 2022­XXX).17.Approve Agreements with Delhi Center, Elks Building Association of Santa Ana, United AcrossBorders Foundation, Latino Health Access, and OneOC for Food Distribution/Supply Programs fora One­Year Term in an Aggregate Amount Not to Exceed $900,000 (Revive Santa Ana Program)Department(s): City Manager OfficeRecommended Action: Authorize the City Manager to execute agreements with Delhi Center, ElksBuilding Association of Santa Ana, United Across Borders Foundation, Latino Health Access, andOneOC to operate food distribution and food supply programs for a one­year term beginning March1, 2022 and expiring February 28, 2023, in a total shared aggregate amount not to exceed$900,000, subject to non­substantive changes approved by the City Manager and City Attorney(Agreement No. 2022­XXX).18.Resolution in Support of Assembly Bill 485 Requiring All Law Enforcement Agencies to Report HateCrime Data on Their Own WebsiteDepartment(s): City Manager OfficeRecommended Action: Resolution No. 2022­XXX – Adopt a resolution in support of Assembly Bill485 requiring all law enforcement agencies to report hate crime data on their own website.19.Resolution Authorizing Execution of Notification of Intent to Comply with California Senate Bill 1383Organic Waste Recycling RegulationsDepartment(s): Public Works AgencyRecommended Action: Resolution No. 2022­XXX – Adopt a resolution authorizing the City ofSanta Ana to submit to CalRecycle a Notification of Intent to Comply with California Senate Bill 1383Organic Waste Recycling Regulations.20.Memorandum of Understanding between City of Santa Ana and Discovery Cube to Pursue Grant Applications and Study the Feasibility of a Future Outdoor Science Park on Adjacent City­Owned Property (Non­General Fund) Department(s): Community Development Agency Recommended Action: Authorize the City Manager to execute a Memorandum of Understanding with Discovery Cube for a period of March 1, 2022 to March 1, 2024, to pursue grant applications and study the feasibility of a future Outdoor Science Park on adjacent City­owned property, subject to non­substantive changes approved by the City Manager and City Attorney (Agreement No. 2022­ XXX). 21.Approve the Santa Ana Business Interruption Fund program to provide financial relief to businesses impacted by the OC Streetcar Construction in the Amount of $1,500,000 (General Fund) Department(s): Community Development Agency Recommended Action: Approve the Santa Ana Business Interruption Fund program in the amount of $1,500,000 to provide financial relief to businesses impacted by the OC Streetcar construction. 22.Approve Agreement with Townsend Public Affairs for State Legislative Advocacy Services (General and Non­General Fund) Department(s): City Manager Office Recommended Action: Authorize the City Manager to execute an agreement with Townsend Public Affairs for State legislative advocacy services for a three­year term, from March 1, 2022 through February 28, 2025, with an option to extend the term for an additional one­year period, for a four­year not­to­exceed amount of $252,000, subject to non­substantive changes approved by the City Manager and City Attorney (Agreement No. 2022­XXX). **END OF CONSENT CALENDAR** BUSINESS CALENDAR 23.Discuss and Provide Input Regarding the Structure of the School Collaboration City Council Subcommittee Department(s): Parks, Recreation, and Community Services Recommended Action: Discuss and provide input regarding the structure of the School Collaboration City Council Subcommittee that will add an element for joint meetings with Santa Ana Unified School District Governing Board.  24.Ordinance Amending City Manager’s Contracting Authority for Non­Public Works and Public Works Contracts Under Chapter 2, Article VII and Public Works Construction Rules and Regulations Under Chapter 33, Article VIII of the Santa Ana Municipal Code Department(s): Finance and Management Services Recommended Action: Approve first reading of an ordinance amending City Manager’s contracting authority for non­public works and public works contracts under Chapter 2, Article VII, Sections 2­748, 2­800 to 2­808 and public works construction rules and regulations under Chapter 33, Article VIII, Sections 33­200 to 33­203 of the Santa Ana Municipal Code as follows:  i) Amending Section 2­748 of Chapter 2, Article VII concerning the City Manager’s contract authority: (1) non­public works contracts to increase from $50,000 to $250,000; (2) emergency public works construction to increase from $100,000 to $750,000; (3) non­public works and public works contracts change orders authority increase from 10 percent or $25,000, whichever is greater, to 15 percent or $50,000, whichever is greater; and (4) add language codifying contract limits will be applied on a fiscal year basis by departments. ii) Amending Section 2­800 to 2­808 of Chapter 2, Articles VII.II concerning the Purchasing Rules and Regulations: (1) clarifying language administrative in nature; (2) extending local vendor preference to increase from procurement involving $5,000 and one $100,000 to procurement involving $10,000 and $100,000; (3) for reporting requirements to increase from $500 to $1,000; (4) for administrative contracts to increase from $5,000 to ten $10,000; (5) for informal contracts to increase from $5,000 and $25,000 to $10,000 and $50,000); (6) for formal contracts to increase from $25,000 to $50,000; (7) add language to coincide with current practices for awarding services contracts; and   (8) for non­bid purchases add City­owned software upgrades, maintenance, or additional licenses. iii) Amending Sections 33­200 to 33­203 of Chapter 33, Article VIII concerning the Public Works Construction Rules and Regulations: (1) housekeeping language administrative in nature; and (2) for non­emergency public works construction incorporate informal procurement process: a) administrative contracts up to $50,000 b) informal construction bid for contracts between $50,000 and $250,000 c) formal for bid for contracts in excess of $250,000 25.Fiscal Year 2021­2022 Mid­Year Budget Update Department(s): Finance and Management Services Recommended Action: 1. Receive and file the Fiscal Year 2021­22 Mid­Year Budget Update, including revised revenue estimates (Exhibit 1). 2. Approve recommended Mid­Year Appropriation Adjustments described below and in Exhibit 2. (Requires five affirmative votes) 3. Approve recommended Appropriation Adjustments described in Exhibit 3 to reallocate Pension Debt and Unfunded Liability expenditures for Fiscal Year 2021­2022 to align with results of the pension debt refinancing. There is no net fiscal impact to the overall budget, but there are adjustments between departments and funds. (Requires five affirmative votes) 4. Resolution No. 2022­XXX – Adopt a resolution amending the current Fiscal Year 2021­2022 Annual Budget to add 14 full­time positions in the Public Works Agency, Clerk of the Council, City Attorney’s Office, Parks, Recreation & Community Service Agency, and Library, and to delete 6 full­ time positions in the Parks, Recreation & Community Services Agency and Library. There is no net fiscal impact to the overall budget (Exhibit 4). 5. Resolution No. 2022­XXX – Adopt a resolution adding classification titles to the Classification and Compensation Plan (Exhibit 5). 26.Ordinance Concerning City Council Voting, Recusal for Conflicts, and Prohibiting Abstentions Department(s): City Manager Office Recommended Action: Consider one of the following options:  1. Approve the first reading of an ordinance concerning City Council voting, recusal for conflicts, and prohibiting abstentions. 2. Provide direction to staff. 27.Ordinance Options Prohibiting the Sale of Flavored Tobacco Products Department(s): City Manager Office Recommended Action: Consider one of the following options:  Option 1 A. Ordinance No. NS­XXXX – Adopt an urgency ordinance prohibiting the sale of flavored tobacco products, including hookah. (Requires five affirmative votes) B. Ordinance No. NS­XXXX – Adopt an urgency ordinance prohibiting the sale of flavored tobacco products, excluding hookah. (Requires five affirmative votes) Option 2 A. Approve the first reading of an ordinance prohibiting the sale of flavored tobacco products, including hookah. B. Approve the first reading of an ordinance prohibiting the sale of flavored tobacco products, excluding hookah. Option 3 Consider whether to direct staff to prepare an ordinance regarding enforcement and/or security measures for tobacco retailers; or Option 4 Take no action at this time and wait to see whether senate bill 793 goes into effect following a statewide referendum vote in November 2022. **END OF BUSINESS CALENDAR** CITY MANAGER COMMENTS COUNCIL COMMENTS AB1234 DISCLOSURE – If the City paid for travel or other expenses this is the time for members of the Council to provide a brief oral report on attendance of any regional board or commission meeting or any conference, meeting or event attended. ADJOURNMENT – Adjourn the City Council meeting. Future Items 1. Mental Health Mobile Outreach Services 2. Housing Element Update 3. Billboard Ordinance Update 4. Cannabis Ordinance Update 5. Proposition 218 Solid Waste Rates Public Hearing City Council 8 3/1/2022 City Council Meeting PacketMarch 1, 2022CLOSED SESSION MEETING – CANCELEDREGULAR OPEN MEETING – 5:45 PM CITY COUNCIL CHAMBER22 Civic Center Plaza Santa Ana, CA 92701Vicente SarmientoMayorThai Viet PhanCouncilmember – Ward 1 David PenalozaCouncilmember ­ Ward 2Jessie LopezCouncilmember ­ Ward 3 Phil BacerraMayor Pro Tem ­ Ward 4Johnathan Ryan HernandezCouncilmember ­ Ward 5 Nelida MendozaCouncilmember ­ Ward 6Mayor and Council telephone: 714­647­6900Agenda item inquiries: 714­647­6520Sonia R. CarvalhoCity Attorney Kristine RidgeCity Manager Daisy GomezClerk of the CouncilIn compliance with the Americans with Disabilities Act (ADA), if you need special assistance to participate in this Meeting, contact Michael Ortiz,City ADA Program Coordinator, at (714) 647­5624. Notification 48 hours prior to the Meeting will enable the City to make reasonable arrangements toassure accessibility to this meeting. The City Council agenda and supporting documentation can be found on the City’s website – www.santa­ana.org/city­meetings.CITY VISION AND CODE OF ETHICSThe City of Santa Ana is committed to achieving a shared vision for the organization and its community.The Vision, Mission and Guiding Principles (Values) are the result of a thoughtful and inclusive processdesigned to set the City and organization on a course that meets the challenges of today and tomorrow, asfollows:Vision ­ The dynamic center of Orange County which is acclaimed for our: Investment in youth • Safe andhealthy community • Neighborhood pride • Thriving economic climate • Enriched and diverse culture •Quality government servicesMission ­ To deliver efficient public services in partnership with our community which ensures public safety,a prosperous economic environment, opportunities for our youth, and a high quality of life for residents.Guiding Principles ­ Collaboration • Efficiency • Equity • Excellence • Fiscal Responsibility • Innovation •TransparencyCode of Ethics and Conduct ­ At the Special Municipal Election held on February 5, 2008, votersapproved an amendment to the City Charter which established the Code of Ethics and Conduct for electedofficials and members of appointed boards, commissions, and committees to assure public confidence.The following are the core values expressed: • Integrity • Honesty • Responsibility • Fairness •Accountability • Respect • EfficiencyMembers of the public may attend the City Council meeting in­person or join via Zoom. The City Councilmeeting will occur live via teleconference Zoom webinar. You may view the meeting from your computer,tablet or smart phone via YouTube LiveStream at www.youtube.com/user/SantaAnaLibrary or on CTV3,available on Spectrum channel 3 and AT&T U­verse channel 99.PUBLIC COMMENTS – Members of the public who wish to address the City Council on items on theregular agenda or on matters which are not on the agenda, but are within the subject matter jurisdiction ofthe City Council may do so by one of the following ways:MAILING OPTION written communications – Public comments may be mailed to: Office of the Clerkof the Council, 20 Civic Center Plaza M­30, Santa Ana, CA 92701. All written communicationsreceived via mail by 4:00 p.m. on the day of the meeting will be distributed to the City Council andimaged into the City’s document archive system which is available for public review.SENDING E­MAIL OPTION – Public comments may be sent via email to the City Clerk’s office ateComment@santa­ana.org. Please note the agenda item you are commenting on in the subject lineof the email. All emails received before 4:00 p.m. on the day of the meeting will be distributed to theCity Council and imaged into the City’s document archive system which is available for public review.LIVE VIRTUAL OPTION – Members of the public may provide live comments during the meeting byZoom or Conference Call. To join by Zoom click on or type the following address into your webbrowser https://us02web.zoom.us/j/315965149. To join the Conference Call: Dial (669) 900­9128 andenter MEETING ID: 315 965 149#. You will be prompted by the City Clerk when it is time for a:general agenda item or non­agenda item. You may request to speak by dialing *9 from your phone oryou may virtually raise your hand from Zoom. After the Clerk confirms the last three digits of thecaller’s phone number or Zoom ID and unmutes them, the caller must press *6 or microphone icon tospeak. Callers are encouraged, but not required, to identify themselves by name. Each caller will beprovided three (3) minutes to speak, unless due to the number of speakers wanting to speak adecision is made to provide a different amount of time to speak.IN­PERSON OPTION ­ Members of the public can provide in­person comments at the podium in theCouncil Chamber. The Council Chamber will have seating available for members of the public toattend the meeting in­person. Face coverings are optional for members of the public who enter Citybuildings who have been vaccinated against COVID­19. Public comments are limited to three (3)minutes per speaker, unless a different time is announced by the presiding chair. Speakers who wishto address the Council must do so by submitting a “Request to Speak” card by 6:00 p.m. for allother designated public comment periods as listed below. Cards will not be accepted after thePublic Comment Session begins without the permission of the presiding chair.The following designated public comment periods are:LIVE PUBLIC COMMENTS ON REGULAR AGENDA ITEMS AND NON­AGENDA ITEMS (GENERALPUBLIC COMMENT) – You can provide comments by joining Zoom or the Conference Call as described inthe LIVE or IN­PERSON PUBLIC COMMENTS OPTION above. Speaker queue will open at 4:30 p.m.YOU MUST JOIN ZOOM OR THE CONFERENCE CALL PRIOR TO 6:00 p.m. Speakers who are not inthe speaker queue by 6:00 p.m. will not be permitted to speak.About the AgendaTo download or view the attachments (staff report and other supporting documentation) for each agendaitem, you must select the agenda item to see the attachments to either open in a new link (the eyeball )or download a pdf (the cloud symbol with the down arrow ).CITY COUNCIL REGULAR OPEN SESSIONCALL TO ORDERROLL CALLPLEDGE OF ALLEGIANCE Mayor SarmientoWORDS OF INSPIRATION Dr. Bernice B. Rumala – Co­Founder, Health Equity,Diversity, Inclusion, Anti­Racism Taskforce (HEART) for Orange CountyCEREMONIAL PRESENTATIONS1.Proclamation presented by Mayor Sarmiento to Ron Ono in Recognition of 52 years of Service andOutstanding Contributions to the Community.2.Proclamation presented by Mayor Pro Tem Bacerra and Councilmember Mendoza to Orange CountySoccer Club in Recognition of their Outstanding Contributions to Athletics.STAFF PRESENTATIONS3.Homeless Update4.Update from the Orange County Housing Finance TrustPUBLIC COMMENT – Public comments will be held during the beginning of the meeting for ALLcomments on agenda and non­agenda items.CONSENT CALENDARRECOMMENDED ACTION:  Approve staff recommendations on the following Consent CalendarItems: 5 through 22.5.Excused AbsencesDepartment(s): Clerk of the Council OfficeRecommended Action: Excuse the absent members.6.Appoint Amina Sen­Matthews nominated by Councilmember Phan as the Ward 1 representative tothe Parks, Recreation and Community Services Commission for a partial­term expiring December10, 2024Department(s): Clerk of the Council OfficeRecommended Action: Appoint Amina Sen­Matthews to the Parks, Recreation and CommunityServices Commission representing Ward 1 and administer Oath of Office.7.Appoint Jannelle Welker nominated by Councilmember Phan as the Ward 1 representative to theEnvironmental and Transportation Advisory Commission for a partial­term expiring December 10,2024Department(s): Clerk of the Council OfficeRecommended Action: Appoint Jannelle Welker to the Environmental and Transportation AdvisoryCommission representing Ward 1 and administer Oath of Office.8.Receive and File Boards and Commissions Biannual Attendance Report for July through December2021Department(s): Clerk of the Council OfficeRecommended Action: Receive and file Boards and Commissions Biannual Attendance Report.9.Approve Destruction of Obsolete City RecordsDepartment(s): Finance and Management ServicesRecommended Action: Approve the request for the destruction of obsolete records from theFinance & Management Services in accordance with the retention schedule outlined in City CouncilResolution 2013­014. 10.Receive and file Quarterly Report of Contracts up to $50,000 for Non­Public Works and up to$250,000 for Public Works authorized by the City Manager as Permitted by Charter Section 421Department(s): Finance and Management ServicesRecommended Action: Receive and file Quarterly Report of Contracts entered into betweenOctober 1, 2021 to December 31, 2021, valued at up to $50,000 for non­public works contracts andagreements and up to $250,000 for public works contracts and agreements. 11.Award a Purchase Order Contract for the Purchase of 411 Combination Waste­RecycleReceptacles for Various City parks to Outdoor Creations, Inc. in an Amount not to exceed $898,035(Non­General Fund) (Proj. 22­2757)Department(s): Parks, Recreation, and Community ServicesRecommended Action: Authorize a one­time purchase and payment of purchase order contractfor 411 combination waste­recycle receptacles for various City parks to Outdoor Creations, Inc. inthe amount of $898,035, subject to non­substantive changes approved by the City Manager and CityAttorney.12.Award a Construction Contract to Elecnor Belco Electric, Inc. in the Amount of $307,613 for theMain Street at Walnut Street New Traffic Signal Installation Project and Crosswalk Upgrade Projectsat Occidental Street, Saint Gertrude Place, Saint Andrew Place, Anahurst Place and RousselleStreet, with an Estimated Project Delivery Cost of $385,000 and Amend the Fiscal Year 2021­22Capital Improvement Program (Project No. 22­7534) (Non­General Fund) Department(s): Public Works AgencyRecommended Action: 1. Award a Construction Contract to Elecnor Belco Electric, Inc., thelowest responsible bidder, in accordance with the Base Bid in the amount of $307,613, forconstruction of the Main Street at Walnut Street New Traffic Signal Installation and CrosswalkUpgrades Project, for the term beginning March 1, 2022 and ending upon project completion,subject to non­substantive changes approved by the City Manager and City Attorney. 2. Approve the Project Cost Analysis for a total estimated construction delivery cost of $385,000,which includes $307,613 for the construction contract, $46,079 for contract administration,inspection and testing, and a $31,308 project contingency for unanticipated or unforeseen work tobe funded from Community Development Block Grant (CDBG) funds.3. Approve an amendment to the Fiscal Year 2021­22 Capital Improvement Program to include$300,000 and an additional $85,000 in construction funds for the Main Street at Walnut Street NewTraffic Signal Installation and Crosswalk Upgrades Project for a total of $385,000 to be funded fromCDBG funds.13.Approve Appropriation Adjustments, Reallocation of Funds, and Award a Construction Contract toElecnor Belco Electric, Inc., in the Amount of $413,942 for the Main Street at 15th Street TrafficSignal Installation Project with an Estimated Project Delivery Cost of $523,636 (Project No. 18­6918) (Non­General Fund)Department(s): Public Works AgencyRecommended Action: 1. Approve an appropriation adjustment recognizing $335,793 in FiscalYear 2017­18 Highway Safety Improvement Program grant funds into the Federal Aid SafetyProgram, Federal Grant­Indirect revenue account, and appropriate the same amount into the PublicServices Street Safety Projects, Improvements Other Than Building expenditure account. (Requiresfive affirmative votes)2. Approve an appropriation adjustment recognizing $104,347 in Fiscal Year 2021­22 HighwaySafety Improvement Program grant funds into the Federal Aid Safety Program, Federal Grant­Indirect revenue account, and appropriate the same amount into the Public Services Street SafetyProjects, Improvements Other Than Building expenditure account. (Requires five affirmative votes)3. Approve an appropriation adjustment to transfer $33,549 from the Special Gas Tax InterfundTransfer account to the Select Street Construction Interfund Transfer account and appropriate thesame amount into the Select Street Construction Fund, Improvements Other Than Buildingexpenditure account. (Requires five affirmative votes)4. Authorize the reallocation of $53,435 in unspent Measure M2 Local Fairshare funds fromCitywide Speed Limit Study Project and $30,061 from Bike Lane Project Development, for a total of$83,496 to the Main Street at 15th Street New Traffic Signal Installation Project to complete theproject’s funding requirement.5. Award a construction contract to Elecnor Belco Electric, Inc., the lowest responsible bidder, inaccordance with the base bid in the amount of $413,942, for construction of the Main Street at 15thStreet Traffic Signal Installation Project, for the term beginning March 1, 2022, and ending uponproject completion, subject to non­substantive changes approved by the City Manager and CityAttorney. 6. Approve the Project Cost Analysis for a total estimated construction delivery cost of $523,636,which includes $413,942 for the construction contract; $68,300 for contract administration,inspection and testing; and a $41,394 project contingency for unanticipated or unforeseen work tobe funded from Highway Safety Improvement Program grant funds.14.Approve a Three­year Agreement with California Forensic Phlebotomy in the Amount of $163,767for Blood Technician Services (General Fund)Department(s): Police DepartmentRecommended Action: Authorize the City Manager to execute a three­year agreement withCalifornia Forensic Phlebotomy, Inc., for the period of March 5, 2022 through March 4, 2025, toperform blood technician services, in an annual amount not to exceed $49,589, for a total amountnot to exceed $163,767 (including a $15,000 contingency), subject to non­substantive changesapproved by the City Manager and City Attorney (Agreement No. 2022­XXX).15.Agreement Amendment with MIG to Amend the Scope of Work and Increase the Compensation fora Parks, Facilities, Trails, and Open Space Master Plan (General Fund)Department(s): Parks, Recreation, and Community ServicesRecommended Action: Authorize the City Manager to execute an amendment to the agreementwith MIG to amend the scope of work to prepare a Parks, Facilities, Trails, and Open Space MasterPlan and increase the compensation by $44,970 for a total amount not to exceed $205,570, subjectto non­substantive changes approved by the City Manager and City Attorney (Agreement No. 2022­XXX).16.Approve a First Amendment to Agreement with Pitney Bowes Presort Services, LLC for mailprocessing services for an amount not to exceed $40,000 and exercise an optional renewalextension from April 1, 2022 through February 1, 2024 (Non­General Fund)Department(s): Finance and Management ServicesRecommended Action: Authorize the City Manager to execute a First Amendment to Agreementwith Pitney Bowes Presort Services, LLC for mail processing services and exercise a renewaloption for a term commencing April 1, 2022 through January 31, 2024 for a total amount not toexceed $40,000, subject to non­substantive changes and approved by the City Manager and CityAttorney (Agreement No. 2022­XXX).17.Approve Agreements with Delhi Center, Elks Building Association of Santa Ana, United AcrossBorders Foundation, Latino Health Access, and OneOC for Food Distribution/Supply Programs fora One­Year Term in an Aggregate Amount Not to Exceed $900,000 (Revive Santa Ana Program)Department(s): City Manager OfficeRecommended Action: Authorize the City Manager to execute agreements with Delhi Center, ElksBuilding Association of Santa Ana, United Across Borders Foundation, Latino Health Access, andOneOC to operate food distribution and food supply programs for a one­year term beginning March1, 2022 and expiring February 28, 2023, in a total shared aggregate amount not to exceed$900,000, subject to non­substantive changes approved by the City Manager and City Attorney(Agreement No. 2022­XXX).18.Resolution in Support of Assembly Bill 485 Requiring All Law Enforcement Agencies to Report HateCrime Data on Their Own WebsiteDepartment(s): City Manager OfficeRecommended Action: Resolution No. 2022­XXX – Adopt a resolution in support of Assembly Bill485 requiring all law enforcement agencies to report hate crime data on their own website.19.Resolution Authorizing Execution of Notification of Intent to Comply with California Senate Bill 1383Organic Waste Recycling RegulationsDepartment(s): Public Works AgencyRecommended Action: Resolution No. 2022­XXX – Adopt a resolution authorizing the City ofSanta Ana to submit to CalRecycle a Notification of Intent to Comply with California Senate Bill 1383Organic Waste Recycling Regulations.20.Memorandum of Understanding between City of Santa Ana and Discovery Cube to Pursue GrantApplications and Study the Feasibility of a Future Outdoor Science Park on Adjacent City­OwnedProperty (Non­General Fund)Department(s): Community Development AgencyRecommended Action: Authorize the City Manager to execute a Memorandum of Understandingwith Discovery Cube for a period of March 1, 2022 to March 1, 2024, to pursue grant applicationsand study the feasibility of a future Outdoor Science Park on adjacent City­owned property, subjectto non­substantive changes approved by the City Manager and City Attorney (Agreement No. 2022­XXX).21.Approve the Santa Ana Business Interruption Fund program to provide financial relief to businessesimpacted by the OC Streetcar Construction in the Amount of $1,500,000 (General Fund)Department(s): Community Development AgencyRecommended Action: Approve the Santa Ana Business Interruption Fund program in the amountof $1,500,000 to provide financial relief to businesses impacted by the OC Streetcar construction.22.Approve Agreement with Townsend Public Affairs for State Legislative Advocacy Services (Generaland Non­General Fund)Department(s): City Manager OfficeRecommended Action: Authorize the City Manager to execute an agreement with TownsendPublic Affairs for State legislative advocacy services for a three­year term, from March 1, 2022through February 28, 2025, with an option to extend the term for an additional one­year period, for afour­year not­to­exceed amount of $252,000, subject to non­substantive changes approved by theCity Manager and City Attorney (Agreement No. 2022­XXX).**END OF CONSENT CALENDAR**BUSINESS CALENDAR23.Discuss and Provide Input Regarding the Structure of the School Collaboration City CouncilSubcommitteeDepartment(s): Parks, Recreation, and Community ServicesRecommended Action: Discuss and provide input regarding the structure of the SchoolCollaboration City Council Subcommittee that will add an element for joint meetings with Santa AnaUnified School District Governing Board. 24.Ordinance Amending City Manager’s Contracting Authority for Non­Public Works and Public WorksContracts Under Chapter 2, Article VII and Public Works Construction Rules and Regulations UnderChapter 33, Article VIII of the Santa Ana Municipal CodeDepartment(s): Finance and Management ServicesRecommended Action: Approve first reading of an ordinance amending City Manager’scontracting authority for non­public works and public works contracts under Chapter 2, Article VII,Sections 2­748, 2­800 to 2­808 and public works construction rules and regulations under Chapter33, Article VIII, Sections 33­200 to 33­203 of the Santa Ana Municipal Code as follows:  i) Amending Section 2­748 of Chapter 2, Article VII concerning the City Manager’s contract authority: (1) non­public works contracts to increase from $50,000 to $250,000; (2) emergency public works construction to increase from $100,000 to $750,000; (3) non­public works and public works contracts change orders authority increase from 10 percent or $25,000, whichever is greater, to 15 percent or $50,000, whichever is greater; and (4) add language codifying contract limits will be applied on a fiscal year basis by departments. ii) Amending Section 2­800 to 2­808 of Chapter 2, Articles VII.II concerning the Purchasing Rules and Regulations: (1) clarifying language administrative in nature; (2) extending local vendor preference to increase from procurement involving $5,000 and one $100,000 to procurement involving $10,000 and $100,000; (3) for reporting requirements to increase from $500 to $1,000; (4) for administrative contracts to increase from $5,000 to ten $10,000; (5) for informal contracts to increase from $5,000 and $25,000 to $10,000 and $50,000); (6) for formal contracts to increase from $25,000 to $50,000; (7) add language to coincide with current practices for awarding services contracts; and   (8) for non­bid purchases add City­owned software upgrades, maintenance, or additional licenses. iii) Amending Sections 33­200 to 33­203 of Chapter 33, Article VIII concerning the Public Works Construction Rules and Regulations: (1) housekeeping language administrative in nature; and (2) for non­emergency public works construction incorporate informal procurement process: a) administrative contracts up to $50,000 b) informal construction bid for contracts between $50,000 and $250,000 c) formal for bid for contracts in excess of $250,000 25.Fiscal Year 2021­2022 Mid­Year Budget Update Department(s): Finance and Management Services Recommended Action: 1. Receive and file the Fiscal Year 2021­22 Mid­Year Budget Update, including revised revenue estimates (Exhibit 1). 2. Approve recommended Mid­Year Appropriation Adjustments described below and in Exhibit 2. (Requires five affirmative votes) 3. Approve recommended Appropriation Adjustments described in Exhibit 3 to reallocate Pension Debt and Unfunded Liability expenditures for Fiscal Year 2021­2022 to align with results of the pension debt refinancing. There is no net fiscal impact to the overall budget, but there are adjustments between departments and funds. (Requires five affirmative votes) 4. Resolution No. 2022­XXX – Adopt a resolution amending the current Fiscal Year 2021­2022 Annual Budget to add 14 full­time positions in the Public Works Agency, Clerk of the Council, City Attorney’s Office, Parks, Recreation & Community Service Agency, and Library, and to delete 6 full­ time positions in the Parks, Recreation & Community Services Agency and Library. There is no net fiscal impact to the overall budget (Exhibit 4). 5. Resolution No. 2022­XXX – Adopt a resolution adding classification titles to the Classification and Compensation Plan (Exhibit 5). 26.Ordinance Concerning City Council Voting, Recusal for Conflicts, and Prohibiting Abstentions Department(s): City Manager Office Recommended Action: Consider one of the following options:  1. Approve the first reading of an ordinance concerning City Council voting, recusal for conflicts, and prohibiting abstentions. 2. Provide direction to staff. 27.Ordinance Options Prohibiting the Sale of Flavored Tobacco Products Department(s): City Manager Office Recommended Action: Consider one of the following options:  Option 1 A. Ordinance No. NS­XXXX – Adopt an urgency ordinance prohibiting the sale of flavored tobacco products, including hookah. (Requires five affirmative votes) B. Ordinance No. NS­XXXX – Adopt an urgency ordinance prohibiting the sale of flavored tobacco products, excluding hookah. (Requires five affirmative votes) Option 2 A. Approve the first reading of an ordinance prohibiting the sale of flavored tobacco products, including hookah. B. Approve the first reading of an ordinance prohibiting the sale of flavored tobacco products, excluding hookah. Option 3 Consider whether to direct staff to prepare an ordinance regarding enforcement and/or security measures for tobacco retailers; or Option 4 Take no action at this time and wait to see whether senate bill 793 goes into effect following a statewide referendum vote in November 2022. **END OF BUSINESS CALENDAR** CITY MANAGER COMMENTS COUNCIL COMMENTS AB1234 DISCLOSURE – If the City paid for travel or other expenses this is the time for members of the Council to provide a brief oral report on attendance of any regional board or commission meeting or any conference, meeting or event attended. ADJOURNMENT – Adjourn the City Council meeting. Future Items 1. Mental Health Mobile Outreach Services 2. Housing Element Update 3. Billboard Ordinance Update 4. Cannabis Ordinance Update 5. Proposition 218 Solid Waste Rates Public Hearing City Council 9 3/1/2022 City Council Meeting PacketMarch 1, 2022CLOSED SESSION MEETING – CANCELEDREGULAR OPEN MEETING – 5:45 PM CITY COUNCIL CHAMBER22 Civic Center Plaza Santa Ana, CA 92701Vicente SarmientoMayorThai Viet PhanCouncilmember – Ward 1 David PenalozaCouncilmember ­ Ward 2Jessie LopezCouncilmember ­ Ward 3 Phil BacerraMayor Pro Tem ­ Ward 4Johnathan Ryan HernandezCouncilmember ­ Ward 5 Nelida MendozaCouncilmember ­ Ward 6Mayor and Council telephone: 714­647­6900Agenda item inquiries: 714­647­6520Sonia R. CarvalhoCity Attorney Kristine RidgeCity Manager Daisy GomezClerk of the CouncilIn compliance with the Americans with Disabilities Act (ADA), if you need special assistance to participate in this Meeting, contact Michael Ortiz,City ADA Program Coordinator, at (714) 647­5624. Notification 48 hours prior to the Meeting will enable the City to make reasonable arrangements toassure accessibility to this meeting. The City Council agenda and supporting documentation can be found on the City’s website – www.santa­ana.org/city­meetings.CITY VISION AND CODE OF ETHICSThe City of Santa Ana is committed to achieving a shared vision for the organization and its community.The Vision, Mission and Guiding Principles (Values) are the result of a thoughtful and inclusive processdesigned to set the City and organization on a course that meets the challenges of today and tomorrow, asfollows:Vision ­ The dynamic center of Orange County which is acclaimed for our: Investment in youth • Safe andhealthy community • Neighborhood pride • Thriving economic climate • Enriched and diverse culture •Quality government servicesMission ­ To deliver efficient public services in partnership with our community which ensures public safety,a prosperous economic environment, opportunities for our youth, and a high quality of life for residents.Guiding Principles ­ Collaboration • Efficiency • Equity • Excellence • Fiscal Responsibility • Innovation •TransparencyCode of Ethics and Conduct ­ At the Special Municipal Election held on February 5, 2008, votersapproved an amendment to the City Charter which established the Code of Ethics and Conduct for electedofficials and members of appointed boards, commissions, and committees to assure public confidence.The following are the core values expressed: • Integrity • Honesty • Responsibility • Fairness •Accountability • Respect • EfficiencyMembers of the public may attend the City Council meeting in­person or join via Zoom. The City Councilmeeting will occur live via teleconference Zoom webinar. You may view the meeting from your computer,tablet or smart phone via YouTube LiveStream at www.youtube.com/user/SantaAnaLibrary or on CTV3,available on Spectrum channel 3 and AT&T U­verse channel 99.PUBLIC COMMENTS – Members of the public who wish to address the City Council on items on theregular agenda or on matters which are not on the agenda, but are within the subject matter jurisdiction ofthe City Council may do so by one of the following ways:MAILING OPTION written communications – Public comments may be mailed to: Office of the Clerkof the Council, 20 Civic Center Plaza M­30, Santa Ana, CA 92701. All written communicationsreceived via mail by 4:00 p.m. on the day of the meeting will be distributed to the City Council andimaged into the City’s document archive system which is available for public review.SENDING E­MAIL OPTION – Public comments may be sent via email to the City Clerk’s office ateComment@santa­ana.org. Please note the agenda item you are commenting on in the subject lineof the email. All emails received before 4:00 p.m. on the day of the meeting will be distributed to theCity Council and imaged into the City’s document archive system which is available for public review.LIVE VIRTUAL OPTION – Members of the public may provide live comments during the meeting byZoom or Conference Call. To join by Zoom click on or type the following address into your webbrowser https://us02web.zoom.us/j/315965149. To join the Conference Call: Dial (669) 900­9128 andenter MEETING ID: 315 965 149#. You will be prompted by the City Clerk when it is time for a:general agenda item or non­agenda item. You may request to speak by dialing *9 from your phone oryou may virtually raise your hand from Zoom. After the Clerk confirms the last three digits of thecaller’s phone number or Zoom ID and unmutes them, the caller must press *6 or microphone icon tospeak. Callers are encouraged, but not required, to identify themselves by name. Each caller will beprovided three (3) minutes to speak, unless due to the number of speakers wanting to speak adecision is made to provide a different amount of time to speak.IN­PERSON OPTION ­ Members of the public can provide in­person comments at the podium in theCouncil Chamber. The Council Chamber will have seating available for members of the public toattend the meeting in­person. Face coverings are optional for members of the public who enter Citybuildings who have been vaccinated against COVID­19. Public comments are limited to three (3)minutes per speaker, unless a different time is announced by the presiding chair. Speakers who wishto address the Council must do so by submitting a “Request to Speak” card by 6:00 p.m. for allother designated public comment periods as listed below. Cards will not be accepted after thePublic Comment Session begins without the permission of the presiding chair.The following designated public comment periods are:LIVE PUBLIC COMMENTS ON REGULAR AGENDA ITEMS AND NON­AGENDA ITEMS (GENERALPUBLIC COMMENT) – You can provide comments by joining Zoom or the Conference Call as described inthe LIVE or IN­PERSON PUBLIC COMMENTS OPTION above. Speaker queue will open at 4:30 p.m.YOU MUST JOIN ZOOM OR THE CONFERENCE CALL PRIOR TO 6:00 p.m. Speakers who are not inthe speaker queue by 6:00 p.m. will not be permitted to speak.About the AgendaTo download or view the attachments (staff report and other supporting documentation) for each agendaitem, you must select the agenda item to see the attachments to either open in a new link (the eyeball )or download a pdf (the cloud symbol with the down arrow ).CITY COUNCIL REGULAR OPEN SESSIONCALL TO ORDERROLL CALLPLEDGE OF ALLEGIANCE Mayor SarmientoWORDS OF INSPIRATION Dr. Bernice B. Rumala – Co­Founder, Health Equity,Diversity, Inclusion, Anti­Racism Taskforce (HEART) for Orange CountyCEREMONIAL PRESENTATIONS1.Proclamation presented by Mayor Sarmiento to Ron Ono in Recognition of 52 years of Service andOutstanding Contributions to the Community.2.Proclamation presented by Mayor Pro Tem Bacerra and Councilmember Mendoza to Orange CountySoccer Club in Recognition of their Outstanding Contributions to Athletics.STAFF PRESENTATIONS3.Homeless Update4.Update from the Orange County Housing Finance TrustPUBLIC COMMENT – Public comments will be held during the beginning of the meeting for ALLcomments on agenda and non­agenda items.CONSENT CALENDARRECOMMENDED ACTION:  Approve staff recommendations on the following Consent CalendarItems: 5 through 22.5.Excused AbsencesDepartment(s): Clerk of the Council OfficeRecommended Action: Excuse the absent members.6.Appoint Amina Sen­Matthews nominated by Councilmember Phan as the Ward 1 representative tothe Parks, Recreation and Community Services Commission for a partial­term expiring December10, 2024Department(s): Clerk of the Council OfficeRecommended Action: Appoint Amina Sen­Matthews to the Parks, Recreation and CommunityServices Commission representing Ward 1 and administer Oath of Office.7.Appoint Jannelle Welker nominated by Councilmember Phan as the Ward 1 representative to theEnvironmental and Transportation Advisory Commission for a partial­term expiring December 10,2024Department(s): Clerk of the Council OfficeRecommended Action: Appoint Jannelle Welker to the Environmental and Transportation AdvisoryCommission representing Ward 1 and administer Oath of Office.8.Receive and File Boards and Commissions Biannual Attendance Report for July through December2021Department(s): Clerk of the Council OfficeRecommended Action: Receive and file Boards and Commissions Biannual Attendance Report.9.Approve Destruction of Obsolete City RecordsDepartment(s): Finance and Management ServicesRecommended Action: Approve the request for the destruction of obsolete records from theFinance & Management Services in accordance with the retention schedule outlined in City CouncilResolution 2013­014. 10.Receive and file Quarterly Report of Contracts up to $50,000 for Non­Public Works and up to$250,000 for Public Works authorized by the City Manager as Permitted by Charter Section 421Department(s): Finance and Management ServicesRecommended Action: Receive and file Quarterly Report of Contracts entered into betweenOctober 1, 2021 to December 31, 2021, valued at up to $50,000 for non­public works contracts andagreements and up to $250,000 for public works contracts and agreements. 11.Award a Purchase Order Contract for the Purchase of 411 Combination Waste­RecycleReceptacles for Various City parks to Outdoor Creations, Inc. in an Amount not to exceed $898,035(Non­General Fund) (Proj. 22­2757)Department(s): Parks, Recreation, and Community ServicesRecommended Action: Authorize a one­time purchase and payment of purchase order contractfor 411 combination waste­recycle receptacles for various City parks to Outdoor Creations, Inc. inthe amount of $898,035, subject to non­substantive changes approved by the City Manager and CityAttorney.12.Award a Construction Contract to Elecnor Belco Electric, Inc. in the Amount of $307,613 for theMain Street at Walnut Street New Traffic Signal Installation Project and Crosswalk Upgrade Projectsat Occidental Street, Saint Gertrude Place, Saint Andrew Place, Anahurst Place and RousselleStreet, with an Estimated Project Delivery Cost of $385,000 and Amend the Fiscal Year 2021­22Capital Improvement Program (Project No. 22­7534) (Non­General Fund) Department(s): Public Works AgencyRecommended Action: 1. Award a Construction Contract to Elecnor Belco Electric, Inc., thelowest responsible bidder, in accordance with the Base Bid in the amount of $307,613, forconstruction of the Main Street at Walnut Street New Traffic Signal Installation and CrosswalkUpgrades Project, for the term beginning March 1, 2022 and ending upon project completion,subject to non­substantive changes approved by the City Manager and City Attorney. 2. Approve the Project Cost Analysis for a total estimated construction delivery cost of $385,000,which includes $307,613 for the construction contract, $46,079 for contract administration,inspection and testing, and a $31,308 project contingency for unanticipated or unforeseen work tobe funded from Community Development Block Grant (CDBG) funds.3. Approve an amendment to the Fiscal Year 2021­22 Capital Improvement Program to include$300,000 and an additional $85,000 in construction funds for the Main Street at Walnut Street NewTraffic Signal Installation and Crosswalk Upgrades Project for a total of $385,000 to be funded fromCDBG funds.13.Approve Appropriation Adjustments, Reallocation of Funds, and Award a Construction Contract toElecnor Belco Electric, Inc., in the Amount of $413,942 for the Main Street at 15th Street TrafficSignal Installation Project with an Estimated Project Delivery Cost of $523,636 (Project No. 18­6918) (Non­General Fund)Department(s): Public Works AgencyRecommended Action: 1. Approve an appropriation adjustment recognizing $335,793 in FiscalYear 2017­18 Highway Safety Improvement Program grant funds into the Federal Aid SafetyProgram, Federal Grant­Indirect revenue account, and appropriate the same amount into the PublicServices Street Safety Projects, Improvements Other Than Building expenditure account. (Requiresfive affirmative votes)2. Approve an appropriation adjustment recognizing $104,347 in Fiscal Year 2021­22 HighwaySafety Improvement Program grant funds into the Federal Aid Safety Program, Federal Grant­Indirect revenue account, and appropriate the same amount into the Public Services Street SafetyProjects, Improvements Other Than Building expenditure account. (Requires five affirmative votes)3. Approve an appropriation adjustment to transfer $33,549 from the Special Gas Tax InterfundTransfer account to the Select Street Construction Interfund Transfer account and appropriate thesame amount into the Select Street Construction Fund, Improvements Other Than Buildingexpenditure account. (Requires five affirmative votes)4. Authorize the reallocation of $53,435 in unspent Measure M2 Local Fairshare funds fromCitywide Speed Limit Study Project and $30,061 from Bike Lane Project Development, for a total of$83,496 to the Main Street at 15th Street New Traffic Signal Installation Project to complete theproject’s funding requirement.5. Award a construction contract to Elecnor Belco Electric, Inc., the lowest responsible bidder, inaccordance with the base bid in the amount of $413,942, for construction of the Main Street at 15thStreet Traffic Signal Installation Project, for the term beginning March 1, 2022, and ending uponproject completion, subject to non­substantive changes approved by the City Manager and CityAttorney. 6. Approve the Project Cost Analysis for a total estimated construction delivery cost of $523,636,which includes $413,942 for the construction contract; $68,300 for contract administration,inspection and testing; and a $41,394 project contingency for unanticipated or unforeseen work tobe funded from Highway Safety Improvement Program grant funds.14.Approve a Three­year Agreement with California Forensic Phlebotomy in the Amount of $163,767for Blood Technician Services (General Fund)Department(s): Police DepartmentRecommended Action: Authorize the City Manager to execute a three­year agreement withCalifornia Forensic Phlebotomy, Inc., for the period of March 5, 2022 through March 4, 2025, toperform blood technician services, in an annual amount not to exceed $49,589, for a total amountnot to exceed $163,767 (including a $15,000 contingency), subject to non­substantive changesapproved by the City Manager and City Attorney (Agreement No. 2022­XXX).15.Agreement Amendment with MIG to Amend the Scope of Work and Increase the Compensation fora Parks, Facilities, Trails, and Open Space Master Plan (General Fund)Department(s): Parks, Recreation, and Community ServicesRecommended Action: Authorize the City Manager to execute an amendment to the agreementwith MIG to amend the scope of work to prepare a Parks, Facilities, Trails, and Open Space MasterPlan and increase the compensation by $44,970 for a total amount not to exceed $205,570, subjectto non­substantive changes approved by the City Manager and City Attorney (Agreement No. 2022­XXX).16.Approve a First Amendment to Agreement with Pitney Bowes Presort Services, LLC for mailprocessing services for an amount not to exceed $40,000 and exercise an optional renewalextension from April 1, 2022 through February 1, 2024 (Non­General Fund)Department(s): Finance and Management ServicesRecommended Action: Authorize the City Manager to execute a First Amendment to Agreementwith Pitney Bowes Presort Services, LLC for mail processing services and exercise a renewaloption for a term commencing April 1, 2022 through January 31, 2024 for a total amount not toexceed $40,000, subject to non­substantive changes and approved by the City Manager and CityAttorney (Agreement No. 2022­XXX).17.Approve Agreements with Delhi Center, Elks Building Association of Santa Ana, United AcrossBorders Foundation, Latino Health Access, and OneOC for Food Distribution/Supply Programs fora One­Year Term in an Aggregate Amount Not to Exceed $900,000 (Revive Santa Ana Program)Department(s): City Manager OfficeRecommended Action: Authorize the City Manager to execute agreements with Delhi Center, ElksBuilding Association of Santa Ana, United Across Borders Foundation, Latino Health Access, andOneOC to operate food distribution and food supply programs for a one­year term beginning March1, 2022 and expiring February 28, 2023, in a total shared aggregate amount not to exceed$900,000, subject to non­substantive changes approved by the City Manager and City Attorney(Agreement No. 2022­XXX).18.Resolution in Support of Assembly Bill 485 Requiring All Law Enforcement Agencies to Report HateCrime Data on Their Own WebsiteDepartment(s): City Manager OfficeRecommended Action: Resolution No. 2022­XXX – Adopt a resolution in support of Assembly Bill485 requiring all law enforcement agencies to report hate crime data on their own website.19.Resolution Authorizing Execution of Notification of Intent to Comply with California Senate Bill 1383Organic Waste Recycling RegulationsDepartment(s): Public Works AgencyRecommended Action: Resolution No. 2022­XXX – Adopt a resolution authorizing the City ofSanta Ana to submit to CalRecycle a Notification of Intent to Comply with California Senate Bill 1383Organic Waste Recycling Regulations.20.Memorandum of Understanding between City of Santa Ana and Discovery Cube to Pursue GrantApplications and Study the Feasibility of a Future Outdoor Science Park on Adjacent City­OwnedProperty (Non­General Fund)Department(s): Community Development AgencyRecommended Action: Authorize the City Manager to execute a Memorandum of Understandingwith Discovery Cube for a period of March 1, 2022 to March 1, 2024, to pursue grant applicationsand study the feasibility of a future Outdoor Science Park on adjacent City­owned property, subjectto non­substantive changes approved by the City Manager and City Attorney (Agreement No. 2022­XXX).21.Approve the Santa Ana Business Interruption Fund program to provide financial relief to businessesimpacted by the OC Streetcar Construction in the Amount of $1,500,000 (General Fund)Department(s): Community Development AgencyRecommended Action: Approve the Santa Ana Business Interruption Fund program in the amountof $1,500,000 to provide financial relief to businesses impacted by the OC Streetcar construction.22.Approve Agreement with Townsend Public Affairs for State Legislative Advocacy Services (Generaland Non­General Fund)Department(s): City Manager OfficeRecommended Action: Authorize the City Manager to execute an agreement with TownsendPublic Affairs for State legislative advocacy services for a three­year term, from March 1, 2022through February 28, 2025, with an option to extend the term for an additional one­year period, for afour­year not­to­exceed amount of $252,000, subject to non­substantive changes approved by theCity Manager and City Attorney (Agreement No. 2022­XXX).**END OF CONSENT CALENDAR**BUSINESS CALENDAR23.Discuss and Provide Input Regarding the Structure of the School Collaboration City CouncilSubcommitteeDepartment(s): Parks, Recreation, and Community ServicesRecommended Action: Discuss and provide input regarding the structure of the SchoolCollaboration City Council Subcommittee that will add an element for joint meetings with Santa AnaUnified School District Governing Board. 24.Ordinance Amending City Manager’s Contracting Authority for Non­Public Works and Public WorksContracts Under Chapter 2, Article VII and Public Works Construction Rules and Regulations UnderChapter 33, Article VIII of the Santa Ana Municipal CodeDepartment(s): Finance and Management ServicesRecommended Action: Approve first reading of an ordinance amending City Manager’scontracting authority for non­public works and public works contracts under Chapter 2, Article VII,Sections 2­748, 2­800 to 2­808 and public works construction rules and regulations under Chapter33, Article VIII, Sections 33­200 to 33­203 of the Santa Ana Municipal Code as follows: i) Amending Section 2­748 of Chapter 2, Article VII concerning the City Manager’s contractauthority:(1) non­public works contracts to increase from $50,000 to $250,000;(2) emergency public works construction to increase from $100,000 to $750,000;(3) non­public works and public works contracts change orders authority increase from 10 percent or$25,000, whichever is greater, to 15 percent or $50,000, whichever is greater; and(4) add language codifying contract limits will be applied on a fiscal year basis by departments.ii) Amending Section 2­800 to 2­808 of Chapter 2, Articles VII.II concerning the Purchasing Rulesand Regulations:(1) clarifying language administrative in nature;(2) extending local vendor preference to increase from procurement involving $5,000 and one$100,000 to procurement involving $10,000 and $100,000;(3) for reporting requirements to increase from $500 to $1,000;(4) for administrative contracts to increase from $5,000 to ten $10,000;(5) for informal contracts to increase from $5,000 and $25,000 to $10,000 and $50,000);(6) for formal contracts to increase from $25,000 to $50,000;(7) add language to coincide with current practices for awarding services contracts; and  (8) for non­bid purchases add City­owned software upgrades, maintenance, or additional licenses.iii) Amending Sections 33­200 to 33­203 of Chapter 33, Article VIII concerning the Public WorksConstruction Rules and Regulations:(1) housekeeping language administrative in nature; and(2) for non­emergency public works construction incorporate informal procurement process:a) administrative contracts up to $50,000b) informal construction bid for contracts between $50,000 and $250,000c) formal for bid for contracts in excess of $250,00025.Fiscal Year 2021­2022 Mid­Year Budget UpdateDepartment(s): Finance and Management ServicesRecommended Action: 1. Receive and file the Fiscal Year 2021­22 Mid­Year Budget Update,including revised revenue estimates (Exhibit 1).2. Approve recommended Mid­Year Appropriation Adjustments described below and in Exhibit 2.(Requires five affirmative votes)3. Approve recommended Appropriation Adjustments described in Exhibit 3 to reallocate PensionDebt and Unfunded Liability expenditures for Fiscal Year 2021­2022 to align with results of thepension debt refinancing. There is no net fiscal impact to the overall budget, but there areadjustments between departments and funds. (Requires five affirmative votes)4. Resolution No. 2022­XXX – Adopt a resolution amending the current Fiscal Year 2021­2022Annual Budget to add 14 full­time positions in the Public Works Agency, Clerk of the Council, CityAttorney’s Office, Parks, Recreation & Community Service Agency, and Library, and to delete 6 full­time positions in the Parks, Recreation & Community Services Agency and Library. There is no netfiscal impact to the overall budget (Exhibit 4).5. Resolution No. 2022­XXX – Adopt a resolution adding classification titles to the Classificationand Compensation Plan (Exhibit 5).26.Ordinance Concerning City Council Voting, Recusal for Conflicts, and Prohibiting AbstentionsDepartment(s): City Manager OfficeRecommended Action: Consider one of the following options:  1. Approve the first reading of an ordinance concerning City Council voting, recusal for conflicts, and prohibiting abstentions. 2. Provide direction to staff. 27.Ordinance Options Prohibiting the Sale of Flavored Tobacco Products Department(s): City Manager Office Recommended Action: Consider one of the following options:  Option 1 A. Ordinance No. NS­XXXX – Adopt an urgency ordinance prohibiting the sale of flavored tobacco products, including hookah. (Requires five affirmative votes) B. Ordinance No. NS­XXXX – Adopt an urgency ordinance prohibiting the sale of flavored tobacco products, excluding hookah. (Requires five affirmative votes) Option 2 A. Approve the first reading of an ordinance prohibiting the sale of flavored tobacco products, including hookah. B. Approve the first reading of an ordinance prohibiting the sale of flavored tobacco products, excluding hookah. Option 3 Consider whether to direct staff to prepare an ordinance regarding enforcement and/or security measures for tobacco retailers; or Option 4 Take no action at this time and wait to see whether senate bill 793 goes into effect following a statewide referendum vote in November 2022. **END OF BUSINESS CALENDAR** CITY MANAGER COMMENTS COUNCIL COMMENTS AB1234 DISCLOSURE – If the City paid for travel or other expenses this is the time for members of the Council to provide a brief oral report on attendance of any regional board or commission meeting or any conference, meeting or event attended. ADJOURNMENT – Adjourn the City Council meeting. Future Items 1. Mental Health Mobile Outreach Services 2. Housing Element Update 3. Billboard Ordinance Update 4. Cannabis Ordinance Update 5. Proposition 218 Solid Waste Rates Public Hearing City Council 10 3/1/2022 Clerk of the Council Office www.santa-ana.org/cc Item # 8 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report March 1, 2022 TOPIC: Boards and Commissions Biannual Attendance Report AGENDA TITLE: Receive and File Boards and Commissions Biannual Attendance Report for July through December 2021 RECOMMENDED ACTION Receive and file Boards and Commissions Biannual Attendance Report. DISCUSSION The Boards and Commissions Attendance Report is prepared biannually to inform the City Council regarding member attendance at board and commission meetings. This report covers the period of July through December 2021. Pursuant to Santa Ana Municipal Code Section 2-326 (c), if a member of a board or commission absents himself or herself from two regular meetings of such board or commission, consecutively, unless by permission of such board or commission expressed in its official minutes, or fails to attend at least one-half of the regular meetings of such board or commission within a calendar year, or is convicted of a crime involving moral turpitude, or ceases to be a resident of the city, the office shall become vacant and shall be so declared by the City Council. Staff requests City Council review attendance reports and receive and file or provide direction. ENVIRONMENTAL IMPACT There is no environmental impact associated with this action. FISCAL IMPACT There is no fiscal impact associated with this action. EXHIBIT(S) 1. Biannual Attendance Reports (10) City Council 8 –1 3/1/2022 Boards and Commissions Biannual Attendance Report March 1, 2022 Page 2 2 4 7 3 Submitted By: Daisy Gomez, Clerk of the Council Approved By: Kristine Ridge, City Manager City Council 8 –2 3/1/2022 City Council 8 –3 3/1/2022 City Council 8 –4 3/1/2022 City Council 8 –5 3/1/2022 City Council 8 –6 3/1/2022 City Council 8 –7 3/1/2022 City Council 8 –8 3/1/2022 City Council 8 –9 3/1/2022 City Council 8 –10 3/1/2022 City Council 8 –11 3/1/2022 City Council 8 –12 3/1/2022 City Council 8 –13 3/1/2022 City Council 8 –14 3/1/2022 City Council 8 –15 3/1/2022 City Council 8 –16 3/1/2022 City Council 8 –17 3/1/2022 Finance and Management Services www.santa-ana.org/finance Item # 9 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report March 1, 2022 TOPIC: Destruction of Obsolete City Records AGENDA TITLE: Approve Destruction of Obsolete City Records RECOMMENDED ACTION Approve the request for the destruction of obsolete records from the Finance & Management Services in accordance with the retention schedule outlined in City Council Resolution 2013-014. DISCUSSION On April 1, 2013, the City Council approved Resolution 2013-014 (“Resolution”). This Resolution provides to the multiple agencies, departments, and offices of the City, guidance on the retention of City records and how long the records need to be retained. To assist the City, the Citywide Records Team compiled the Citywide Records Retention Schedule (“Schedule”) which sets forth the retention period for a particular record. The Schedule reflects the requirements of the Public Records Act and is modeled after the California Secretary of State’s sample for local government, and incorporates other statutory periods applicable to Santa Ana. The Resolution attaches the Schedule, which is broken down into multiple sections covering the varied responsibilities and retention periods for a City department. These are minimum retention periods. Each department makes discretionary decisions on whether to retain records past the minimum retention period requirements. Section 5.B of this Resolution and the City’s Municipal Code requires that the City Attorney approve the destruction of a City record. Accordingly, staff lists obsolete records proposed for destruction. A copy of the memorandum was reviewed by staff from the City Attorney’s Office and approved by the City Attorney. The memorandum is attached as an exhibit to this staff report. Destruction of these records will serve to benefit each office with a more efficient access to files and alleviate the City’s current storage needs to maintain these obsolete records. City Council 9 –1 3/1/2022 Destruction of Records March 1, 2022 Page 2 2 4 6 2 ENVIRONMENTAL IMPACT There is no environmental impact associated with this item. FISCAL IMPACT There is no fiscal impact associated with this item. EXHIBIT 1. Request for Destruction of Records – Finance & Management Services Submitted By: Kathryn Downs, FMSA Executive Director Approved By: Kristine Ridge, City Manager City Council 9 –2 3/1/2022 MEMORANDUM To: Sonia R. Carvalho, City Attorney Date: January 19, 2022 Kathryn Downs From: Executive Director, FMSA Subject: Request for Destruction of Records The Finance & Management Services Agency requests your consent to destroy city records on the attached listing, in accordance with the retention schedule outlined in City Council Resolution 2013-014. Please review and return a signed and dated copy of the attached pages approving the destruction of these records. Thank you. Exhibit 1 City Council 9 –3 3/1/2022 RECORD CATEGORY RECORD SERIES RECORD START  DATE/RETENTION  PERIOD RECORD  PERIOD GOVT.  CODE BOX NO. Accounts Payable Vendor Payment Documents Beginning Grant  Period + 10 years FY2008‐09 34090 1‐19 Accounts Payable Vendor Payment Documents Beginning Grant  Period + 10 years FY2010‐11 34090 26‐31 Accounts Payable Vendor Claim Check Register Date Prepared  + 10 years FY2005‐06 to  FY2008‐09 34090 32‐33 Accounts Receivable Department Request to Issue Accounts Receivable Invoice Date Received in  Accounting  + 3 years FY2015‐16 to  FY2017‐18 34090 46‐48 Appropriation Adjustments Reports Date Prepared  + 3 years FY2012‐13 to  FY2016‐17 34090 55 Banks Daily Bank Balance Report Date Prepared  + 3 years July 2015 to  April 2018 34090 49‐54 Banks Statements & Accounts Reconcilement Date Prepared  + 3 years January 2015  to May 2018 34090 56 Checks Voided / Canceled Checks & Related Reports Audit Year  + 5 years December  2011 and prior 34090 57 Housing Assistance Housing Payment Register Date Prepared  + 3 years FY2007‐08 34090 36 Housing Assistance Housing Payment Register Date Prepared  + 3 years Prior to April  2011 34090 37 Journal Vouchers Journal Vouchers Date Prepared  + 10 years FY2008‐09 34090 34‐35 Overhead Distribution Indirect Cost Date Prepared  + 10 years Prior to  FY2007‐08 34090 38‐44 Payroll Documentation Time Exception Sheets Date Prepared  + 3 years FY2005‐06 to  FY2008‐09 34090 20‐25 Purchasing Documentation Bid Proposals Completion Date  + 3 years May 1995 34090 45 Checks voided/canceled; issued by the  City; Vendor  Lists all bank‐cleared City checks; filed by  name and by fiscal year Original bid, bids received, bid list,  advertising record Labor expenditure charges to applicable  Fund/Activity other than home account List indirect cost & overhead charges Documents used to manually post  entries to general ledger/cost ledger List addresses/payments amounts of  Housing Assistance recipients List addresses/payments amounts of  Housing Assistance recipients Supporting documentation for  disbursements for City expenditures for  grants or capital projects Supporting documentation for  disbursements for City expenditures for  grants or capital projects Source documentation of Accounts  Receivable invoices from various  departments Lists weekly payments to vendors Reports of daily banking activity Changes to City budgets as approved by  the City Council and/or City Manager CITY OF SANTA ANA March 2022 OBSOLETE RECORDS DESTRUCTION SCHEDULE FINANCE AND MANAGEMENT SERVICES AGENCY RECORD DESCRIPTION City Council 9 –4 3/1/2022 CITY OF SANTA ANA March 2022 OBSOLETE RECORDS DESTRUCTION SCHEDULE FINANCE AND MANAGEMENT SERVICES AGENCY PREPARED BY:   CONSENT BY: Sarah Ro Date Kathryn Downs                                 Date Accounting Manager Executive Director Finance & Management Services Agency DESTRUCTION OF THESE RECORDS APPROVED BY: Sonia R. Carvalho                              Date City Attorney Sarah Ro (Jan 19, 2022 12:01 PST) Sarah Ro Jan 19, 2022 Jan 19, 2022Kathryn Downs (Jan 19, 2022 12:02 PST) for Feb 8, 2022 City Council 9 –5 3/1/2022 Memo- Request for Destruction of Records Final Audit Report 2022-01-19 Created:2022-01-19 By:Kristin Andrade (kandrade@santa-ana.org) Status:Signed Transaction ID:CBJCHBCAABAADMv_sDVF3qpKJyz2AwlJC0x_36XcjmTI "Memo- Request for Destruction of Records" History Document created by Kristin Andrade (kandrade@santa-ana.org) 2022-01-19 - 6:53:16 PM GMT- IP address: 98.153.69.210 Document emailed to Sarah Ro (sro@santa-ana.org) for signature 2022-01-19 - 6:54:21 PM GMT Email viewed by Sarah Ro (sro@santa-ana.org) 2022-01-19 - 8:00:42 PM GMT- IP address: 98.153.69.210 Document e-signed by Sarah Ro (sro@santa-ana.org) Signature Date: 2022-01-19 - 8:01:15 PM GMT - Time Source: server- IP address: 98.153.69.210 Document emailed to Kathryn Downs (kdowns@santa-ana.org) for signature 2022-01-19 - 8:01:17 PM GMT Email viewed by Kathryn Downs (kdowns@santa-ana.org) 2022-01-19 - 8:01:52 PM GMT- IP address: 98.153.69.210 Document e-signed by Kathryn Downs (kdowns@santa-ana.org) Signature Date: 2022-01-19 - 8:02:18 PM GMT - Time Source: server- IP address: 98.153.69.210 Agreement completed. 2022-01-19 - 8:02:18 PM GMT City Council 9 –6 3/1/2022 Finance and Management Services www.santa-ana.org/finance Item # 10 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report March 1, 2022 TOPIC: Quarterly Report of Contracts Awarded by the City Manager AGENDA TITLE: Receive and file Quarterly Report of Contracts up to $50,000 for Non-Public Works and up to $250,000 for Public Works authorized by the City Manager as Permitted by Charter Section 421 RECOMMENDED ACTION Receive and file Quarterly Report of Contracts entered into between October 1, 2021 to December 31, 2021, valued at up to $50,000 for non-public works contracts and agreements and up to $250,000 for public works contracts and agreements. DISCUSSION Section 421 of the Charter requires the City Manager to submit a Quarterly Report (Report) to the City Council disclosing all contracts approved and executed under her authority for informational purposes. The Report is required to include the names of the contractors and the amounts of each contract along with a brief description. Section 2-748 provides the City Manager contracting authority to enter into non-public works contracts and agreements up to $50,000 and public works contracts and agreements up to $250,000. Exhibit 1 is a listing of all purchase orders and agreements entered into during the period October 1, 2021 to December 31, 2021, valued at amounts between $500 and $50,000 for Non-Public Works and up to $250,000 for Public Works contracts and agreements. ENVIRONMENTAL IMPACT There is no environmental impact associated with this action. FISCAL IMPACT There is no fiscal impact associated with this action. EXHIBIT(S) 1. Quarterly Report of Contracts – October 1, 2021 – December 31, 2021 City Council 10 –1 3/1/2022 Quarterly Report of Contracts Awarded by the City Manager March 1, 2022 Page 2 2 4 6 8 Submitted By: Kathryn Downs, Executive Director Finance and Management Services Approved By: Kristine Ridge, City Manager City Council 10 –2 3/1/2022 Page 1 of 7 EXHIBIT 1 No.Date Vendor Name Type Number Agency Amount Description 1 10/01/21 CULLIGAN OF SANTA ANA BOC 6661 PWA 10,000.00$ WATER SOFTENER TANK 2 10/01/21 AMERICAN CONCRETE WASHOTS BOC 6662 PWA 5,000.00$ CONCRETE, PAINT, & DRYWALL 3 10/01/21 USMILCOM BOC 6663 PWA 10,000.00$ ELECTRICAL SUPPLIES 4 10/01/21 CHICK-FIL-A BOC 6911 CITYWIDE 5,000.00$ FOOD FOR EVENTS & MEETINGS 5 10/01/21 MAYFLOWER DISTRIBUTING BOC 6981 CITYWIDE 10,000.00$ HELIUM TANK RENTAL AND BALLOONS 6 10/01/21 ART SUPPLY WAREHOUSE BOC 7026 CITYWIDE 10,000.00$ ART SUPPLIES 7 10/01/21 CREATIVE SIGN BOC 7027 CITYWIDE 15,000.00$ DECALS, STRIPING, NUMBERS 8 10/01/21 NORTHWEST ZOO PATH BOC 7028 PRCS 5,000.00$ VETERINARY PATHOLOGY 9 10/01/21 THE HITT COMPANIES BOC 7029 CITYWIDE 15,000.00$ RUBBER STAMPS & MARKING 10 10/01/21 POWERTRON BATTERY BOC 7033 CITYWIDE 5,000.00$ MISC AUTOMOTIVE BATTERIES 11 10/01/21 ACCO ENGINEERED SYSTEMS BOC 7035 PRCS 10,000.00$ PREVENTITIVE AC MAINT FOR ZOO 12 10/01/21 WATER ONE INDUSTRIES BOC 7036 PWA 20,000.00$ WATER TREATMENT SERVS & SUPPLIES 13 10/01/21 NEWPORT EXTERMINATING BOC 7038 POL 3,500.00$ EXTERMINATION SERVICES 14 10/01/21 IMPERIAL ICE & REFRIGERATION BOC 7053 PBA 4,500.00$ ICE MACHINE RENTAL & MAINT 15 10/01/21 HI-LINE BOC 7058 PWA 5,000.00$ MISCELLANEOUS VEHICLE 16 10/01/21 BURGESS MOVING & STORAGE BOC 7074 CITYWIDE 10,000.00$ MOVING SERVICES 17 10/01/21 BASSETTS CRICKET RANCH BOC 7083 PRCS 5,000.00$ ANIMAL FOOD 18 10/01/21 NATURES SELECT BOC 7101 POL 10,000.00$ DOG FOOD, TREATS - K-9 UNIT 19 10/01/21 SUN BADGE COMPANY BOC 7103 POL 10,000.00$ POLICE BADGES, CASES & 20 10/01/21 AQUA SOURCE INC BOC 7108 PRCS 25,000.00$ SWIMMING POOL EQUIP, SUPPLIES 21 10/01/21 ZAPP PEST MANAGEMENT BOC 7113 CITYWIDE 20,000.00$ PEST CONTROL SERVICES 22 10/01/21 GUARANTY CHEVROLET BOC 7114 PWA 10,000.00$ OEM VEHICLE PARTS & SERVICE 23 10/01/21 JC MOTORS BOC 7150 PWA 15,000.00$ MOTORCYCLE TIRES 24 10/01/21 LINDE GAS & EQUIPMENT I BOC 7188 CITYWIDE 20,000.00$ INDUSTRIAL GASES & TANK 25 10/01/21 RAINBOW NUT & BOLT INC BOC INVENTORY PWA 5,000.00$ NUTS, BOLTS & WASHERS 26 10/04/21 STOP STICK LTD PO 124426 POL 5,495.28$ 9' STOP STICK KIT W/TRAY 27 10/04/21 CODE 5 GROUP LLC PO 124427 POL 3,600.00$ ANNUAL TRACKING SERVICES 28 10/04/21 NATIONAL BUSINESS FURNITURE PO 124429 FMS 5,777.06$ BLACK MESH BACK NESTING CHAIRS 29 10/04/21 WOBBLEWORKS INC PO 124430 LIB 4,680.56$ YOUTH SRVC: 3DOODLER QUOTE 30 10/04/21 TACTICAL MEDICAL SOLUTIONS PO 124431 POL 3,580.12$ SOF TOURNIQUET - BLACK 31 10/04/21 COLORTRIEVE SYSTEMS INC.PO 124432 CDA 12,946.13$ LEGAL SIZED FOLDERS - TYPE 3 32 10/04/21 SIGN-A-RAMA PO 124434 PWA 933.48$ MAGNETIC DECAL Quarterly Report of Contracts: October 1 2021 to December 31, 2021 City Council 10 –3 3/1/2022 Page 2 of 7 No.Date Vendor Name Type Number Agency Amount Description 33 10/04/21 ORANGE, COUNTY OF AG N-2021-197 POL 22,756.00$ COVID-19 VACCINATION FREE-OF-CHARGE 34 10/05/21 MOTOPORT USA PO 124436 POL 1,537.16$ TROUSERS-AIR MESH-DARK BLUE 35 10/06/21 BLACKHAWK ENGAGEMENT SOLUTIONS BOC 7057 CDA 3,000.00$ PREPAID GASOLINE CARDS 36 10/06/21 WORLD BOOK ENCYCLOPEDIA INC PO 124437 LIB 691.55$ BOOKS: OUR SOLAR SYSTEM 20424 37 10/06/21 SPORTS FACILITIES GROUP INC PO 124438 PRCS 3,200.00$ REPLACE BROKEN BLEACHER SEATS 38 10/06/21 TYLER TECHNOLOGIES PO 124440 IT 8,599.50$ MY CIVIC CITIZEN ENGAGEMENT APP 39 10/06/21 ROBLES, DENISE AG N-2021-198 PRCS 25,000.00$ RECREATION CLASS PROGRAM 40 10/07/21 KETCH-ALL COMPANY PO 124442 POL 816.27$ FOLDING TRAP 41 10/07/21 BRISENO MODESTO PO 124443 CDA 1,000.00$ STAGE EQUIPMENT & AUDIO SERVICES 42 10/07/21 ROMERO, LETICIA AG N-2021-199 CAO 30,000.00$ SETTLEMENT AGREEMENT 43 10/11/21 SMARTSIGN BOC 7064 PWA 5,000.00$ SAFTEY INFORMATION SIGNS 44 10/11/21 PRODRYERS.COM AND PRODRINKINGF PO 124448 PWA 3,246.49$ BOTTLE FILLING STATION 45 10/11/21 JONES FOREST PRODUCTS LLC PO 124449 PRCS 24,990.00$ CHRISTMAS TREE FOR PLAZA SA 46 10/11/21 RIVERA, RODRIGO SALOMON AG N-2021-200 PRCS 25,000.00$ RECREATION CLASS PROGRAM 47 10/12/21 SELECT TRENCHLESS PIPEL BOC 7073 PWA 20,000.00$ SEWER LATERAL LINING SERVICES 48 10/12/21 AZTECA SYSTEMS LLC PO 124451 PWA 9,770.00$ ANNUAL RENEWAL: AMS SOFTWARE 49 10/12/21 SWIFTCOMPLY US OPCO INC PO 124452 PWA 3,026.00$ SOFTWARE/MAINT. SUPPORT 50 10/13/21 MEYERS CONSTRUCTION CO PO 124453 PWA 5,000.00$ WATER FOUNTAIN INSTALL 51 10/13/21 MEYERS CONSTRUCTION CO PO 124454 PWA 3,800.00$ WALL REMOVAL - ROSS ANNEX 3RD 52 10/13/21 NETXPERTS INC PO 124455 IT 633.26$ CISCO SMARTNET RENEWAL 53 10/13/21 HALCYON BEHAVIORAL ADMINISTRATORS AG N-2021-201 HR 42,000.00$ TO PROVIDE WELLNESS PROGRAM SERVICES 54 10/13/21 MGT OF AMERICA CONSULTING, LLC AG N-2021-202 PWA 50,000.00$ RATE PROPOSAL, COST ANALYSIS/ALLOCATION PLAN 55 10/14/21 AJ CONSTRUCTION SPECIALTIES PO 124456 PRCS 3,305.00$ STADIUM RESTROOM PARTITIONS 56 10/14/21 ORANGE COAST PLUMBING PO 124458 PRCS 1,650.00$ EMERGENCY TOILET REPAIR 57 10/18/21 POSITIVE CONCEPTS INC PO 124459 POL 7,291.37$ CITATION PAPER ROLLS (278RL/CS) 58 10/18/21 B&H PHOTO VIDEO PO 124460 LIB 2,040.44$ KEYBOARD CONTROLLER 59 10/18/21 ADORAMA INC PO 124461 LIB 1,971.20$ USB AUDIO INTERFACE W/ SOFTWARE 60 10/18/21 DAVE BANG ASSOCIATES INC PO 124464 PRCS 2,713.98$ PLAYGROUND PARTS: PLANK 61 10/19/21 RAINBOW BOOK COMPANY PO 124466 POL 744.86$ DICTIONARY (PAPERBACK) 62 10/19/21 J & A FENCE PO 124467 PRCS 249,158.00$ WROUGHT IRON FENCE 63 10/20/21 ARNAZ ENGINEERING CONTRACTORS PO 124469 PWA 4,588.50$ BASIN WATER PUMP 64 10/20/21 INTERNATIONAL CODE COUNCIL INC PO 124470 PBA 1,061.26$ ADA IN DETAILS BOOK - 2010 65 10/20/21 SC SIGNS AND SUPPLIES LLC PO 124471 PWA 10,706.50$ TYPE II BARRICADE - STENCILED 66 10/21/21 PLUMBERS DEPOT INC PO 124472 PWA 1,690.10$ FOLDABLE MANHOLE COVER 67 10/21/21 BNI BUILDING NEWS PO 124473 PWA 1,378.58$ HANDBOOK 2019 - 14TH EDITION 68 10/21/21 ALLSTAR FIRE EQUIPMENT INC PO 124474 PWA 964.28$ RESCUE HARNESS City Council 10 –4 3/1/2022 Page 3 of 7 No.Date Vendor Name Type Number Agency Amount Description 69 10/21/21 MDG ASSOCIATES AG N-2021-205 CDA 17,841.00$ MONITORING AND TECHNICAL SUPPORT SERVS 70 10/21/21 STAGE PLUS EVENT STAGING SERVICES AG N-2021-207 PRCS 8,050.00$ AUDIO EQUIPMENT, DJ SERVICES, AND STAGING 71 10/21/21 PYRAMID GROUP INTERNATIONAL AG N-2021-208 CDA 48,500.00$ DIGITAL COMMUNITY KIOSKS 72 10/22/21 SOURCE GRAPHICS PO 124477 PWA 1,225.84$ BLACK INK 400ML 73 10/25/21 SIEMENS INDUSTRY INC PO 124478 PWA 18,897.54$ LICENSE RENEWAL 74 10/25/21 SOLARWINDS.NET INC PO 124479 PWA 12,271.28$ UPGRADE & RENEWAL: SOFTWARE 75 10/25/21 BEYONDGREEN BIOTECH INC PO 124480 PRCS 1,092.50$ DOGGIE WASTE BAGS 76 10/25/21 B&H PHOTO VIDEO PO 124481 PWA 802.32$ WIRELESS PROJECTOR 77 10/25/21 MOTOROLA SOLUTIONS INC PO 124485 PWA 49,468.40$ 800 MHZ MOBILE RADIO 78 10/25/21 PYRAMID GROUP INTERNATIONAL, INC.AG N-2021-211 PWA 49,520.00$ PROVIDE DIGITAL BILLBOARDS & RELATED SERVICES 79 10/25/21 ASOCIACION DE EMPRENDEDORAS AG N-2021-214 CDA 25,000.00$ LEADERSHIP SKILLS SEMINARS (ARPA FUNDS) 80 10/26/21 PRECISION LOCKER PO 124486 CDA 2,946.59$ CHARGING CELL PHONE LOCKER 81 10/26/21 CUT-RATE BATTERIES LLC PO 124487 POL 1,932.09$ TWO-WAY RADIO BATTERY 82 10/27/21 ROBERTSON INDUSTRIES INC PO 124489 PRCS 3,237.89$ POURED IN PLACE RUBBER MATERIALS 83 10/27/21 SOURCE GRAPHICS PO 124490 PWA 1,449.59$ ANNUAL SERVICE CONTRACT(PACKAGE) 84 10/27/21 CESAR VARGAS & ASSOCIATES AG N-2021-217 COC 50,000.00$ TRANSLATION SERVS, REDISTRICTING PROCESS 85 10/28/21 HELM LLC PO 124492 PWA 819.38$ IDS SOFTWARE LICENSE 86 10/28/21 SAFETY STAR, LLC PO 124493 PWA 3,906.21$ SAFETY SPOTLIGHT SCOREBOARD 87 10/28/21 SANTA MARGARITA FORD PO 124494 PWA 2,091.92$ VCM3 DIAGNOSTIC KIT 88 10/28/21 HARRISON BUILDING INC PO 124495 PWA 174,698.00$ FENCING AT FIRE STATIONS 89 10/28/21 ARRO-LAST TARGET SYSTEMS PO 124496 PRCS 3,277.46$ ARCHERY TARGETS 90 10/28/21 SAFETYCULTURE PTY LTD PO 124497 PWA 1,329.05$ INSPECTION SOFTWARE/APP 91 10/28/21 LN CURTIS & SONS INC PO 124498 POL 981.77$ ENFORCER RAM 92 10/28/21 MEYERS CONSTRUCTION CO PO 124500 PWA 4,720.00$ DOOR INSTALLATION 93 10/28/21 JURALAW AG N-2021-218 CAO 7,172.00$ SUBSCRIPTION AND FEE AGREEMENT 94 10/28/21 HANSON BRIDGETT LLP AG N-2021-219 HR 50,000.00$ ASSIST HR WITH PERSONNEL INVESTIGATIONS 95 10/28/21 RING BENDER LLP AG N-2021-220 CAO 50,000.00$ ASSIST THE IN-HOUSE ATTORNEYS 96 11/01/21 ROSE EQUIPMENT REPAIR BOC 7132 PWA 10,000.00$ CAR WASH UNIT MAINT & REPAIRS 97 11/01/21 LEON'S TRANSMISSION SERVICE BOC 7133 PWA 15,000.00$ TRANSMISSION PARTS & SERVICE 98 11/01/21 ONSTAR BOC 7138 PWA 8,000.00$ GPS VEHICLE TRACKING 99 11/01/21 DAKTRONICS INC BOC 7151 PRCS 20,000.00$ SCOREBOARD REPAIR, MAINT 100 11/01/21 INTERNATIONAL E-Z UP IN BOC 7154 PWA 20,000.00$ EZ-UP SHELTERS FOR PWA 101 11/01/21 COSMOS EVENT RENTALS BOC 7161 PWA 15,000.00$ CANOPY, CHAIR & TABLE RENTALS 102 11/01/21 INSIGHT PUBLIC SECTOR PO 124501 IT 10,096.03$ RENEWAL: FORTINET 103 11/01/21 LN CURTIS & SONS INC PO 124502 POL 4,957.35$ CERADYNE BALLISTIC HELMET-BLACK 104 11/02/21 INSTITUTE OF TRANSPORTATION EN PO 124504 PWA 1,027.79$ MANUAL City Council 10 –5 3/1/2022 Page 4 of 7 No.Date Vendor Name Type Number Agency Amount Description 105 11/02/21 DELHI CENTER AG N-2021-222 CDA 1,850.00$ FACILITIES LICENSE - BUSINESS SEMINAR TRAINING 106 11/03/21 METRON-FARNIER LLC PO 124507 PWA 1,398.40$ GPS RECEIVER 107 11/03/21 JAM SOFTWARE GMBH PO 124509 IT 869.88$ RENEW: TREESIZE PROFESSIONAL 3YR 108 11/03/21 GRAINGER INC PO 124510 CDA 4,046.44$ MOVINCOOL AIR CONDITIONER UNIT 109 11/04/21 B&H PHOTO VIDEO PO 124512 LIB 923.86$ DOCUMENT CAMERA 110 11/04/21 LOCTEK INC PO 124513 HR 2,075.64$ MOTORIZED ALCOVERISER DESK 111 11/04/21 FINDAWAY WORD LLC PO 124514 LIB 7,428.53$ PLAYAWAY LAUNCHPAD TABLETS 112 11/05/21 KNOX COMPANY PO 124516 LIB 501.46$ KEYBOX - SECURITY 113 11/08/21 DFW PLASTICS INC PO 124517 PWA 22,107.45$ LID, 18X11 "C" AF GRAY NO HOOK 114 11/08/21 LEXIPOL LLC PO 124518 POL 26,989.72$ LEXIPOL CONTRACT RENEWAL 115 11/09/21 ERGONOMIC COMFORT DESIGN INC PO 124520 POL 6,627.17$ MID BACK TASK CHAIR W/ ARMS 116 11/09/21 J GARDNER & ASSOCIATES LLC PO 124521 POL 914.00$ CUSTOM 3' OVAL JR BADGE 117 11/09/21 B&H PHOTO VIDEO PO 124522 PWA 1,294.61$ WEBCAMS: LOGITECH C922 118 11/09/21 WOODRUFF, SPRADLIN, & SMART, PCC AG N-2021-226 HR 50,000.00$ CONDUCT PERSONAL INVESTIGATIONS 119 11/09/21 FOUR STAR INVESTIGATIONS, LLC AG N-2021-227 HR 50,000.00$ CONDUCT PERSONAL INVESTIGATIONS 120 11/10/21 ADORAMA INC PO 124523 LIB 524.33$ WIRELESS CONTROLLERS 121 11/10/21 CALLYO PO 124524 POL 4,440.00$ RENEWAL: CALLYO SILVER 122 11/10/21 1 STOP ELECTRONICS CENTER, INC PO 124525 CDA 3,012.02$ COMMERCIAL WASHER - GAS 123 11/10/21 GRAYSHIFT LLC PO 124526 POL 27,995.00$ RENEWAL: GRAYKEY 124 11/15/21 MEYERS CONSTRUCTION CO PO 124527 PWA 20,300.00$ COMMUNITY ROOM IMPROVEMENTS 125 11/15/21 LC ACTION POLICE SUPPLY PO 124528 POL 21,057.09$ 16" M4 CARBINE RIFLES 126 11/15/21 PROFESSIONAL ENTERTAINMENT AG N-2021-228 PRCS 1,650.00$ ENTERTAINMENT, PLAZA NAVIDENA EVENT 127 11/16/21 MEMAR INC PO 124529 PRCS 4,800.00$ INSIDE FRAMING & OUTSIDE SIDING 128 11/16/21 A&H REFRIGERATION INC PO 124530 PRCS 20,500.00$ INSTALL 10T HVAC AIR CONDITIONER 129 11/16/21 NTH GENERATION COMPUTING INC PO 124533 IT 24,999.00$ WASABI RESERVED CAPACITY HOT 130 11/17/21 PEN-LINK LTD PO 124535 POL 30,145.00$ PENLINK PLX SOFTWARE 131 11/17/21 CHERWELL SOFTWARE LLC PO 124536 IT 27,510.00$ CHERWELL MAINTENANCE RENEWAL 132 11/17/21 SMARTSIGN PO 124537 PWA 1,861.49$ PORTABLE SIGN HOLDERS 133 11/17/21 CPACINC.COM PO 124538 IT 3,725.00$ VEEAM AVAILABILITY SUITE VULMLIC 134 11/17/21 FRESH BEGINNINGS MINISTRIES-BILL NELSONAG N-2020-115-01A CDA 5,000.00$ SEMINARS TO BUSINESS OWNERS 135 11/18/21 COAST RECREATION INC PO 124541 PRCS 1,228.73$ SLIDEWINDER2 UPPER MID SUPPORT 136 11/18/21 CELLEBRITE USA CORPORATION PO 124543 POL 4,697.75$ CELLEBRITE UFED 4PC ULTIMATE SW 137 11/19/21 NATIONAL VISUAL SYSTEMS PO 124546 PRCS 919.46$ SIZE 8.5" X 11" BRONZE PLAQUE 138 11/19/21 BRIGHTLIFE DESIGNS, LLC.AG N-2021-186-01 CDA 47,325.00$ HOLIDAY DECOR IN DOWNTOWN SANTA ANA 139 11/19/21 MGT OF AMERICA CONSULTING, LLC AG N-2021-230 POL 23,150.00$ STATE MANDATED COST-CLAIMING SERVS 140 11/22/21 SHEWARD & SON & SONS INC PO 124548 POL 550.00$ SUPPLY AND INSTALL SHADE City Council 10 –6 3/1/2022 Page 5 of 7 No.Date Vendor Name Type Number Agency Amount Description 141 11/22/21 ADORAMA INC PO 124549 LIB 1,393.90$ MINI 11 INSTANT FILM CAMERA 142 11/22/21 MSA SYSTEMS INC PO 124551 POL 1,314.77$ ZEBRA/CONSUMABLES - WAX RIBBON 143 11/22/21 AJ CONSTRUCTION SPECIALTIES PO 124552 PRCS 4,053.00$ RESTROOM PARTITIONS 144 11/22/21 NEXT REQUEST AG N-2021-231 IT 39,375.00$ ALL-IN-ONE PLATFORM - RECORDS REQUESTS MGMT 145 11/23/21 ASSOCIATED BAG COMPANY PO 124553 POL 1,119.66$ KRAFT CARRY PAPER BAG (66 LB) 146 11/23/21 B&H PHOTO VIDEO PO 124554 LIB 733.67$ HEADPHONES 147 11/23/21 CA DEPART OF REHABILITATION AG N-2021-233 CDA 7,397.16$ NON PAYMENT OF RENT, JULY 2019 - JUNE 2020 148 11/23/21 CA DEPART OF REHABILITATION AG N-2021-234 CDA 5,547.50$ NON PAYMENT OF RENT, SEPT. 2018 - JUNE 2019 149 11/23/21 PREMIER PEST SERVICES WEST AG N-2021-237 PWA 50,000.00$ PROVIDE PEST CONTROL SERVICES 150 11/24/21 SAFARILAND LLC PO 124557 POL 1,922.05$ GUN BOX 151 11/29/21 ADORAMA INC PO 124560 LIB 1,002.76$ EXTERNAL HARD DRIVE 152 11/29/21 GALLS LLC DBA KEYSTONE PO 124561 POL 3,732.00$ ASPIS BELLATOR BALLISTIC SHIELD 153 11/29/21 L&S EMBROIDERY INC PO 124562 CDA 2,491.87$ STYLE #11-1161 - HATS: DRI-FIT 154 11/29/21 I INITIAL PO 124563 CDA 2,507.18$ #PC54 - T-SHIRT: TAGLESS BLACK 155 11/29/21 SNA SPORTS GROUP LLC PO 124565 CDA 2,908.24$ ULTIMATE HANGTIME B.BALL SYSTEM 156 11/29/21 DEPARTMENT OF CIVIC THINGS AG N-2021-239 CMO 12,500.00$ CONSULTANT SERVICES, MUNICIPAL WEBSITES 157 11/30/21 PERMA-BOUND BOOKS PO 124566 LIB 992.28$ BOOKS - JUVENILE MAIN 158 11/30/21 GLOBAL EQUIPMENT COMPANY INC PO 124567 CDA 14,390.50$ TRIPLE TIER 9-DOOR LOCKER - GRAY 159 11/30/21 READY AMERICA INC PO 124568 PWA 2,041.50$ 1 DAY EMERGENCY HIP PACKS 160 11/30/21 COMMERCIAL SITE FURNISHINGS PO 124570 CDA 11,588.35$ 46" ADA METAL ROUND PICNIC TABLE 161 11/30/21 PROUDCITY INC.AG N-2021-240 CMO 37,227.00$ WEBSITE CONTENT, SERVICES, AND PRODUCTS 162 12/01/21 AMERICAN WAREHOUSE BOC 7066 CITYWIDE 5,000.00$ OFFICE SUPPLIES 163 12/01/21 I LIKE VINYL BOC 7067 POL 16,000.00$ POLICE VEHICLES DECALS 164 12/01/21 B&B METALS INC BOC 7069 CITYWIDE 10,000.00$ METAL AND STEEL 165 12/01/21 RAINBOW MEALWORMS BOC 7071 PRCS 2,000.00$ ZOO ANIMAL FOOD 166 12/01/21 ARENUS BOC 7195 PRCS 5,000.00$ ANIMAL SUPPLEMENTS, ZOO ANIMALS 167 12/01/21 SUNBELT RENTALS INC BOC 7198 CITYWIDE 9,000.00$ EQUIPMENT RENTALS 168 12/01/21 POMEROYS MUFFLER SHOP BOC 7211 PWA 15,000.00$ AUTO, TRUCK, VAN AND BUS REPAIRS 169 12/01/21 VACANT PROPERTY SECURIT BOC 7215 CITYWIDE 20,000.00$ SECURITY COVERING RENTAL 170 12/01/21 REYES COCA-COLA BOTTLIN_211201 BOC 7273 POL 15,000.00$ BEVERAGE SERVICE FOR THE 171 12/01/21 UNCHARTED SOFTWARE INC PO 124572 POL 1,349.00$ RENEWAL: GEOTIME NODELOCKED LIC. 172 12/01/21 SAMYS CAMERA INC PO 124573 LIB 3,672.81$ CANON EOS 90D DSLR CAMERA 173 12/01/21 MUSCO SPORTS LIGHTING LLC PO 124574 PRCS 10,800.00$ ANNUAL CONTROL LINK SERVICE FEE 174 12/02/21 MOBILE WIRELESS LLC PO 124575 IT 20,500.00$ RENEWAL: NETMOTION MOBILITY 175 12/02/21 CDW GOVERNMENT INC PO 124576 IT 15,062.00$ RENEWAL: SOLARWINDS MAINTENANCE 176 12/02/21 SMARTDEPLOY PO 124578 POL 4,770.00$ RENEWAL: SMARTDEPLOY ESSENTIAL City Council 10 –7 3/1/2022 Page 6 of 7 No.Date Vendor Name Type Number Agency Amount Description 177 12/02/21 B&H PHOTO VIDEO PO 124579 PRCS 717.42$ PROJECTOR 178 12/02/21 DIAMOND ENVIRONMENTAL (LLC)PO 124581 PWA 27,663.00$ TOILET TRAILER 179 12/02/21 RAINBOW BOOK COMPANY PO 124582 LIB 698.27$ BOOKS - JUVENILE SPANISH 180 12/03/21 MITCHELL 1 PO 124584 PWA 3,006.51$ CAR DIAGNOSTICS SOFTWARE RENEWAL 181 12/03/21 DEKRA-LITE INDUSTRIES INC PO 124585 PWA 2,567.38$ 6' TRADITIONAL WREATHS 182 12/06/21 S&S WORLDWIDE INC PO 124586 PRCS 2,405.83$ PROGRAM AND ACTIVITY SUPPLIES 183 12/06/21 ADAFRUIT INDUSTRIES LLC PO 124587 LIB 4,038.28$ METROX CLASSIC KIT 184 12/06/21 UNISHIELD PO 124590 HR 2,740.00$ CPR/ AED & FIRST AID TRAINING 185 12/07/21 TITLE BOXING, LLC PO 124591 POL 529.46$ BLACK MAX BOXING GLOVES 186 12/07/21 P W GILLIBRAND CO INC PO 124592 PRCS 4,961.44$ 50 TON OF SILICA # 20 SAND 187 12/07/21 B&H PHOTO VIDEO PO 124593 POL 516.86$ WIND-UP STAND 188 12/07/21 AMERICAL CONSTRUCTION MGT PO 124594 PRCS 17,900.00$ INSTALL 6 COLUMNS FOR SHADE 189 12/07/21 PROFESSIONAL ENTERTAINMENT AG N-2021-241 PRCS 595.00$ SANTA CHARACTER, WINTER VILLAGE (REVIVE ARPA) 190 12/07/21 UNION PACIFIC RAILROAD COMPANY AG N-2021-242 PWA 26,460.00$ MAINTAIN, OPERATE UNDERGROUD FIBER OPTIC WIRE 191 12/07/21 UNION PACIFIC RAILROAD COMPANY AG N-2021-243 PWA 12,950.00$ MAINTAIN, OPERATE UNDERGROUD FIBER OPTIC WIRE 192 12/08/21 LEXIPOL LLC PO 124597 POL 13,326.75$ ANNUAL CORRECTIONS SUBSCRIPTION 193 12/08/21 SOURCE GRAPHICS PO 124599 PBA 1,265.00$ ANNUAL EQUIPMENT SRVC CONTRACT 194 12/08/21 SPECIALTY EQUIPMENT PO 124600 PRCS 3,605.26$ HEAVY DUTY FORKLIFT LUMBER RACK 195 12/08/21 SOUTHERN COUNTIES LUBRICANTS PO 124601 PWA 4,833.98$ MOTOR OIL CHEVRON 5W20 196 12/08/21 FRANZEN-HILL CORPORATION PO 124603 PWA 1,700.00$ HILL-VAC RECOVERY TESTING 197 12/08/21 TAGE PLUS EVENT STAGING SERVICES AG N-2021-207-01 PRCS 47,750.00$ AUDIO EQUIPMENT, DJ SERVICES, AND STAGING (ARPA) 198 12/09/21 GOVERLAN INC PO 124605 POL 1,455.00$ MAINTENANCE SUPPORT EXTENSION 199 12/09/21 DENEEN POWELL ATELIER, INC AG N-2021-246 PRCS 27,738.00$ LANDSCAPE ARCHITECTURAL SERVICES 200 12/10/21 LEWIS BRISBOIS BISGAARD & SMITH LLP AG N-2021-254 CAO 50,000.00$ ASSIST THE IN-HOUSE ATTORNEYS 201 12/13/21 ORANGE COUNTY BLOCK WALL PO 124606 PWA 1,200.00$ REMOVE CITY BLOCK WALL 202 12/13/21 CHEMIMAGE CORPORATION PO 124607 POL 49,500.00$ EXTENDED WARRANTY 2YR 203 12/14/21 AAA STATE OF PLAY PO 124609 CDA 7,384.69$ BANANA SPLIT PLAY SYSTEM 204 12/14/21 BACKHAUS DANCE AG N-2021-250 PRCS 25,000.00$ RECREATION CLASS PROGRAM 205 12/14/21 ALLIED UNIVERSAL JANITORIAL SERVICES AG N-2021-251 PWA 14,600.00$ JANITORIAL SERVS, SA WINTER VILLAGE 206 12/15/21 NETXPERTS INC PO 124611 CDA 17,614.26$ EATON-FORTINET-CISCO SWITCHES 207 12/15/21 ALLSTAR FIRE EQUIPMENT INC PO 124612 PWA 964.29$ RESCUE HARNESS 208 12/15/21 INSTRUMART PO 124615 PWA 22,595.45$ PRESSURE TRANSMITTER 209 12/15/21 ENERGY EXPERT INTERNATIONAL AG N-2021-252 PWA 50,000.00$ VALVE AND ACTUATOR REPAIR SERVICES 210 12/16/21 DON WALLINGSFORD INC PO 124616 PWA 14,440.00$ INSTALL NEW HEAT PUMP 211 12/16/21 I DJ NOW PO 124617 POL 1,251.35$ PORTABLE PA SYSTEM 212 12/17/21 MCVICKER & ASSOCIATES PO 124618 CMO 6,697.03$ PADDED PRESENTATION FOLDER City Council 10 –8 3/1/2022 Page 7 of 7 No.Date Vendor Name Type Number Agency Amount Description 213 12/17/21 PNR MEDICAL CONSULTING, INC.AG N-2021-253 PRCS 14,982.00$ MEDICS, FIRST AID KITS, AND EMT SERVS (ARPA) 214 12/20/21 PACIFIC FLAGPOLE SERVICE PO 124620 PRCS 4,785.00$ FLAGPOLE INSTALLATION SERVICE 215 12/20/21 OMEGA INDUSTRIAL SUPPLY INC PO 124630 PWA 2,000.95$ GRAFFITI REMOVER, MEGA-OFF 216 12/20/21 SCORE SPORTS PO 124632 PRCS 2,476.64$ TEE SHIRT - YOUTH BASKETBALL 217 12/20/21 GOLD COAST APPRAISALS, INC.AG N-2018-215-01 CDA 25,000.00$ APPRAISAL SERVICES 218 12/21/21 AUDIO RESOURCE GROUP INC PO 124634 PBA 2,260.00$ LIGHTWEIGHT FOLDING HEADPHONES 219 12/22/21 VCLOUD TECH INC PO 124637 IT 42,335.03$ ADOBE ACROBAT RENEWAL CITYWIDE 220 12/23/21 VMI INC PO 124638 COC 1,418.39$ MONITOR 221 12/23/21 SAN DIEGO ZOO WILDLIFE ALLIANC PO 124639 PRCS 5,554.00$ ZOO TICKETS 222 12/23/21 EPLUS TECHNOLOGY INC PO 124640 IT 1,841.24$ RENEWAL: CRADLEPOINT 2,956,787.92$ 319,508,048.94$ 0.93% Agency/Department City Attorney’s Office (CAO) Clerk of the Council (COC) City Manager’s Office (CMO) Community Development (CDA) Citywide Finance & Management Services (FMS) Human Resources (HR) Information Technology (IT) Library (LIB) Parks, Rec. & Comm. Services (PRCS) Planning and Building (PBA) POL (POL) Public Works (PWA) Total 409,701.13$ 745,246.03$ 1,094,741.83$ 1,984,058.09$ 3,477,084.65$ 6,433,872.57$ 29,318.66$ 60,612.56$ 661,007.35$ 1,286,103.96$ 7,500.00$ 16,586.26$ 11,884.83$ 17,661.89$ 124,240.14$ 321,055.78$ 94,754.21$ 290,300.15$ 11,031.00$ 67,455.03$ 327,905.50$ 597,202.43$ 580,000.00$ 734,000.00$ Total This Quarter Fiscal Year-to-Date 75,000.00$ 212,172.00$ 50,000.00$ 101,418.39$ Summary Total this period Citywide budget excluding compensation Percentage of budget amount City Council 10 –9 3/1/2022 Parks, Recreation, and Community Services www.santa-ana.org/parks Item # 11 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report March 1, 2022 TOPIC: Waste-Recycle Receptacles for Various City Parks AGENDA TITLE: Award a Purchase Order Contract for the Purchase of 411 Combination Waste-Recycle Receptacles for Various City parks to Outdoor Creations, Inc. in an Amount not to exceed $898,035 (Non-General Fund) (Proj. 22-2757) RECOMMENDED ACTION Authorize a one-time purchase and payment of purchase order contract for 411 combination waste-recycle receptacles for various City parks to Outdoor Creations, Inc. in the amount of $898,035, subject to non-substantive changes approved by the City Manager and City Attorney. DISCUSSION The City of Santa Ana Parks, Recreation and Community Services Agency (PRCSA) is responsible for the maintenance and repair of City parks and trails. Over the years, the City parks have undergone various repairs and improvements, as well as regular maintenance. Along the way, the City has made purchases of assorted products from various vendors to fill the needs at parks. One of those items has been waste receptacles. The City parks currently have a variety of different types of waste receptacles, from heavy-duty, concrete to light-weight, plastic receptacles. The heavy- duty concrete receptacles have proved best to meet the needs of the parks. While the Santa Ana Municipal Code Section 2-807 requires that contracts for City purchases be awarded through a competitive bid process, it allows for the direct award whenever there is only one known or reasonably available source due to proprietary features, which is the case with the specified combination waste-recycle receptacles that staff seeks to procure. Outdoor Creations, Inc. is the sole manufacturer of the specified combination receptacles. The dual compartment receptacles provided by Outdoor Creations, Inc. are made of reinforced tan-colored concrete with stainless steel lockable doors, hardware that is durable, and anti- graffiti protection. The receptacle will include the City Logo and graphics indicating Trash and Recycle. The two compartments are manufactured as one unit with a round top, making it heavy to move, as well as difficult to tip over and remove trash. Trash cans/bags are located inside the units that can only be accessible through the lockable doors. City Council 11 –1 3/1/2022 Waste-Recycle Receptacles for Various City Parks March 1, 2022 Page 2 2 4 5 8 Staff has researched various local vendors, catalogs, and the internet, and was unable to locate a comparable product in quality. Accordingly, PRCSA staff has standardized the combination waste-recycle receptacle unit. On May 4, 2021, the City approved a purchase order of 100 of these units. To maintain consistency and uniformity among all City parks and trails, the City is seeking to purchase another 411 units for additional park and trail sites. ENVIRONMENTAL IMPACT There is no environmental impact associated with this action. FISCAL IMPACT Funds are budgeted and made available in the following account for the specified year: Fiscal Year Accounting Unit- Account # Fund Description Accounting Unit, Account Description Amount FY 21-22 (Proj. 22-2757) 05113263-63200 Capital Outlay Fund Park Improvements- Operating Materials & Supplies $898,035 EXHIBIT(S) 1. Quote Submitted By: Lisa Rudloff, Executive Dir. of Parks, Recreation and Community Services Approved By: Kristine Ridge, City Manager City Council 11 –2 3/1/2022 Qt y.UO M Model #De scription Unit Pric e Amo unt 411 EA 511 (2 ) Compar tm ent Tras h/Recycle Rec ept acl e - Ope n 1,875.00 770 ,625.0 0 on Bot h S ides DU AL ENTRY DISPOSAL EA 511 SS DOOR HAN GRN 511 STAINLESS STEEL DOO R W/HAND LE GR EE N (T00 6-GN 03) EA 511 SS DOOR HAN B LUE 511 STAINLESS STEEL DOO R W/HAND LE BLUE (T00 9-B L01) <Each>Vinyl Trash Vinyl Tr ash S ti cker <Each>Vinyl Recycl e Vinyl Recycl e Sticker <Each>Ca st In Logo (C ity l ogo Ca st in 2 side s,Santa Ana and Sky Painted re cyc le b lu e) <Each>Ca st In Logo Ca st In Logo (Rec yc le Trian gle L ogo on Back oppos it e Blue Door Painted Blue on white back ground ) <Each>Ca st In Logo Ca st In Logo (t ras h L ogo on Back oppos it e Gre en Do or paint ed black on white bac kgr ound) EA Smoot h Finish Smoot h Finis h EA NANO Na no - Non-sac rificial s ealer <Each>Tan OD C Tan Color(Sequoia Sand) 1 <Each>Shipping Must Be Tax ed,Company Owned Truc k 51,375 .00 51,375 .00 Sales Rep SOLD TO Good Thru 3/4/22 Terms TOTAL 898 ,035.0 0 Sales Tax 76,035 .00 Subtotal 822 ,000.0 0 530 -365-6106 530 -365-5129 QUOTAT ION Tim L. Huds on AU TH ORIZ ED SALES PERSON SIGN ATU RE PH#FX# Email tim@outdoorc rea ti ons .com SHIP TO PLEASE FILL IN THE REQ UI RED INFORMATION ON TH E ADDIT ION AL PAGE WIT H THE TE RM S AND CONDITIONS. STANDARD DELIV ERY A.R.O AND APPROVED SUBMITTA LS/O RDER IS 1 6-WEEK S (Does not appl y to custom products). 2/2/22 2/2/22Date: Q46 52QuoteNo.: Purc hasin g D ivision M-16 20 Civic Cent er Plaza RM #429 Sant a Ana , CA 92701 US A Net 30 Da ysTim L.Hu dson Please sign he re t o co nf ir m your or de r and acknowledge that you have read and understand ou r t erms and conditi on s Forklift required upon de livery unless oth er arrangements made prior t o or de r. City of Santa Ana City of Sant a Ana -511's S S Doo rs Ali Borujer di 7 14-64 7-355 1 abo rujerd i@ @san ta-ana.org Sant a Ana , CA 92701 US A Purchase Order 227 0 B ar ney Road Ander son,CA 96007 US A Out doo r Crea ti ons Inc. Exhibit 1 City Council 11 –3 3/1/2022 Public Works Agency www.santa-ana.org/pw Item # 12 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report March 1, 2022 TOPIC: Main Street at Walnut Street Traffic Signal Installation and Crosswalk Upgrades AGENDA TITLE: Award a Construction Contract to Elecnor Belco Electric, Inc. in the Amount of $307,613 for the Main Street at Walnut Street New Traffic Signal Installation Project and Crosswalk Upgrade Projects at Occidental Street, Saint Gertrude Place, Saint Andrew Place, Anahurst Place and Rousselle Street, with an Estimated Project Delivery Cost of $385,000 and Amend the Fiscal Year 2021-22 Capital Improvement Program (Project No. 22-7534) (Non-General Fund) RECOMMENDED ACTION 1. Award a Construction Contract to Elecnor Belco Electric, Inc., the lowest responsible bidder, in accordance with the Base Bid in the amount of $307,613, for construction of the Main Street at Walnut Street New Traffic Signal Installation and Crosswalk Upgrades Project, for the term beginning March 1, 2022 and ending upon project completion, subject to non-substantive changes approved by the City Manager and City Attorney. 2. Approve the Project Cost Analysis for a total estimated construction delivery cost of $385,000, which includes $307,613 for the construction contract, $46,079 for contract administration, inspection and testing, and a $31,308 project contingency for unanticipated or unforeseen work to be funded from Community Development Block Grant (CDBG) funds. 3. Approve an amendment to the Fiscal Year 2021-22 Capital Improvement Program to include $300,000 and an additional $85,000 in construction funds for the Main Street at Walnut Street New Traffic Signal Installation and Crosswalk Upgrades Project for a total of $385,000 to be funded from CDBG funds. DISCUSSION The City of Santa Ana’s Public Works Agency was successful in receiving $300,000 in CDBG funds effective July 1, 2021 for the installation of a new pedestrian traffic signal (hybrid beacon) at the intersection of Main Street at Walnut Street, and for the enhancement of pedestrian crossings at Occidental Street, Saint Gertrude Place, Saint Andrew Place, Anahurst Place, and Rousselle Street (Exhibits 1 and 2). City Council 12 –1 3/1/2022 Main Street at Walnut Street Traffic Signal Installation and Crosswalk Upgrades March 1, 2022 Page 2 2 4 7 1 Based on the Project Cost Analysis (Exhibit 3) resulting from analysis of contractor bids received, the project can be constructed for a total estimated construction delivery cost of $385,000. After further review of available CDBG funds, an additional $85,000 was identified to help with the delivery of the project. The proposed Capital Improvement Program amendment allows for these pedestrian traffic safety enhancements to be included in the capital improvements program (Exhibit 4). Public Outreach and Contractor Participation To provide an opportunity for local vendors to submit bids, a Notice Inviting Bids was advertised in the Orange County Register newspaper on November 9 and November 16, 2021. The project was also advertised on PlanetBids on November 5, 2021, and bids were received electronically via PlanetBids on November 30, 2021. The City notified a total of 317 regional vendors via PlanetBids. Bid Results Summary A total of eight bids were received, with all bids being deemed responsive. There were no bids received from Santa Ana contractors. The table below summarizes the bid results. Elecnor Belco Electric, Inc. submitted the lowest responsive base bid in the amount of $307,613 (Exhibit 5). Based on the bid analysis and a contractor’s reference check, staff recommends awarding the construction contract to Elecnor Belco Electric, Inc. in the amount bid (Exhibit 6). Elecnor Belco Electric, Inc. has a good history of performing quality work for the City dating back to 2015 and most recently in 2020 when they completed the bike lane project on Flower Street from Warner Avenue to Civic Center and associated traffic signal modifications. Other projects completed by Elecnor Belco Electric, Inc. include traffic signal installation and modifications at various locations and crosswalk upgrades throughout the city. Staff is confident this contractor will continue to perform and produce quality work for the City. RANK BIDDER’S NAME LOCATION BASE BID 1 Elecnor Belco Electric, Inc.Chino $307,613 2 California Professional Engineering, Inc. La Puente $319,403 3 Alfaro Communications Construction,Inc.Compton $321,942 4 International Line Builders, Inc.Corona $329,612 5 Crosstown Electrical & Data, Inc.Irwindale $341,425 6 Comet Electric, Inc.Chatsworth $345,560 7 MSL Electric, Inc.Anaheim $373,548 8 Ferreira Coastal Construction Company Rancho Cucamonga $395,616 City Council 12 –2 3/1/2022 Main Street at Walnut Street Traffic Signal Installation and Crosswalk Upgrades March 1, 2022 Page 3 2 4 7 1 Project Delivery To deliver a complete project, in addition to the construction contract, the estimated total project delivery cost includes construction administration, inspection, and testing, along with an allowance for contingencies to account for unexpected or unforeseen conditions. Construction administration and inspection include construction management, implementation of the City’s Community Workforce Agreement, inspection of the Contractor’s work to ensure contract compliance, workmanship, and quality, and material testing. As indicated in the Cost Analysis and as summarized in the table below, the estimated total construction delivery cost of the project is $385,000. Construction Contract $307,613.00 Construction Administration, Inspection, and Testing 46,079.00 Contingencies 31,308.00 ESTIMATED CONSTRUCTION DELIVERY COST $385,000.00 ENVIRONMENTAL IMPACT In accordance with the California Environmental Quality Act, the recommended actions are exempt from further review. Categorical Exemption Environmental Review No. ER- 2021-46 was filed for this project. FISCAL IMPACT As indicated in the Cost Analysis, the estimated total construction delivery cost of the project is $385,000, which includes the construction contract, contract administration, inspection, testing, and project contingency. The approval of the amendment to the Fiscal Year 2021-22 Capital Improvement Program will officially incorporate this project into the program. Funding in the amount of $385,000 is available from Community Development Block Grant (CDBG) funds to deliver this project. The $385,000 includes a one-time augmentation of $85,000 in unspent prior-year CDBG funds carried forward as part of the citywide budget carry-forward approved by City Council on September 21, 2021 and $300,000 from the approved Fiscal Year 2021-22 CDBG funding plan. All funds are available for expenditure in Fiscal Year 2021-22. However, any remaining balances not expended at the end of the fiscal year will be carried forward into FY 2022-23. The following table summarizes the funds budgeted for expenditure to deliver construction of this project: City Council 12 –3 3/1/2022 Main Street at Walnut Street Traffic Signal Installation and Crosswalk Upgrades March 1, 2022 Page 4 2 4 7 1 Fiscal Year Accounting Unit - Account No. (Project No.) Fund Description Accounting Unit – Account No. Description Amount PROJECT BUDGET FY 2021-22 13518783-66220 (22-7534) Community Development Block Grant CDBG Programs, Improvements other than building $385,000 Total $385,000 EXHIBIT(S) 1. Location Map 2. Construction Plans 3. Cost Analysis 4. Amended FY 2021-22 CIP Project Sheet 5. Bid Proposal 6. Construction Contract Submitted By: Nabil Saba, P.E., Executive Director – Public Works Agency Approved By: Kristine Ridge, City Manager City Council 12 –4 3/1/2022 PWA SANTA ANA PUBLIC WORKS AGENCY Project No. 22-7534: Main St & Walnut St Traffic Signal Installation (Hybrid Beacon) & Crosswalk Upgrades (RRFB) Project Location WALNUT ST ROUSSELLE STOCCIDENTAL ST ST GERTRUDE PL ANAHURST PL EXHIBIT 1 ST GERTRUDE PL City Council 12 –5 3/1/2022 EXHIBIT 2&nbsp;City Council&nbsp;12 &ndash;&nbsp;63/1/2022&nbsp; EXHIBIT 2&nbsp;City Council&nbsp;12 &ndash;&nbsp;73/1/2022&nbsp; EXHIBIT 2&nbsp;City Council&nbsp;12 &ndash;&nbsp;83/1/2022&nbsp; EXHIBIT 2&nbsp;City Council&nbsp;12 &ndash;&nbsp;93/1/2022&nbsp; EXHIBIT 3 Construction Contract 307,613.00$ Contract Administration, Inspection and Testing 46,079.00$ Contingencies 31,308.00$ TOTAL ESTIMATED CONSTRUCTION COSTS 385,000.00$ CONSTRUCTION OF PROJECT NO. 22-7534: Main Street at Walnut Street New Traffic Signal Installation (Hybrid Beacon) & Crosswalk Upgrade (RRFB) COST ANALYSIS City Council 12 –10 3/1/2022 CITY OF SANTA ANA FY 21/22CIP CAPITAL IMPROVEMENT PROJECT WORKSHEET PROJECT DESCRIPTION: Installation of traffic signal, video detection, striping, and signage. PROJECT NEED: Installation of a new pedestrian traffic signal (hybrid beacon) at the intersection of Main Street at Walnut Street as well as for the enhancement of pedestrian crossings at Occidental Street, Saint Gertrude Place, Saint Andrew Place and Anahurst Place; all intersections at Rousselle Street. PROJECT TITLE: Main Street and Walnut Street Traffic Signal Installation & Crosswalk Upgrade PROJECT CATEGORY: Traffic Improvements Traffic Safety / Mobility LOCATION MAP AGENCY:DIVISION:CONTACT:DATE: Public Works Traffic Engineering Zdenek Kekula, Principal Civil Engineer 27-Jan-2022 PROJECT COSTS FY 21/22 FY 22/23 FY 23/24 FY 24/25 FY 25/26 FY 26/27 FY 27/28 Construction 385,000 ------ TOTAL 385,000 ------ SOURCE OF FUNDS FY 21/22 FY 22/23 FY 23/24 FY 24/25 FY 25/26 FY 26/27 FY 27/28 CDBG Programs 385,000 ------ TOTAL 385,000 ------ EXHIBIT 4 City Council 12 –11 3/1/2022 EXHIBIT 5 City Council 12 –12 3/1/2022 EXHIBIT 5 City Council 12 –13 3/1/2022 EXHIBIT 5 City Council 12 –14 3/1/2022 EXHIBIT 5 City Council 12 –15 3/1/2022 EXHIBIT 5 City Council 12 –16 3/1/2022 EXHIBIT 5 City Council 12 –17 3/1/2022 EXHIBIT 5 City Council 12 –18 3/1/2022 EXHIBIT 5 City Council 12 –19 3/1/2022 EXHIBIT 5 City Council 12 –20 3/1/2022 EXHIBIT 5 City Council 12 –21 3/1/2022 EXHIBIT 5 City Council 12 –22 3/1/2022 EXHIBIT 5 City Council 12 –23 3/1/2022 EXHIBIT 5 City Council 12 –24 3/1/2022 EXHIBIT 5 City Council 12 –25 3/1/2022 EXHIBIT 5 City Council 12 –26 3/1/2022 EXHIBIT 5 City Council 12 –27 3/1/2022 EXHIBIT 5 City Council 12 –28 3/1/2022 EXHIBIT 5 City Council 12 –29 3/1/2022 EXHIBIT 5 City Council 12 –30 3/1/2022 EXHIBIT 5 City Council 12 –31 3/1/2022 EXHIBIT 5 City Council 12 –32 3/1/2022 EXHIBIT 5 City Council 12 –33 3/1/2022 EXHIBIT 5 City Council 12 –34 3/1/2022 EXHIBIT 5 City Council 12 –35 3/1/2022 EXHIBIT 5 City Council 12 –36 3/1/2022 EXHIBIT 5 City Council 12 –37 3/1/2022 EXHIBIT 5 City Council 12 –38 3/1/2022 EXHIBIT 5 City Council 12 –39 3/1/2022 EXHIBIT 5 City Council 12 –40 3/1/2022 EXHIBIT 5 City Council 12 –41 3/1/2022 EXHIBIT 5 City Council 12 –42 3/1/2022 EXHIBIT 5 City Council 12 –43 3/1/2022 EXHIBIT 5 City Council 12 –44 3/1/2022 EXHIBIT 6 City Council 12 –45 3/1/2022 EXHIBIT 6 City Council 12 –46 3/1/2022 EXHIBIT 6 City Council 12 –47 3/1/2022 EXHIBIT 6 City Council 12 –48 3/1/2022 EXHIBIT 6 City Council 12 –49 3/1/2022 EXHIBIT 6 City Council 12 –50 3/1/2022 Public Works Agency www.santa-ana.org/pw Item # 13 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report March 1, 2022 TOPIC: Construction Contract for Main Street at 15th Street Traffic Signal Installation AGENDA TITLE: Approve Appropriation Adjustments, Reallocation of Funds, and Award a Construction Contract to Elecnor Belco Electric, Inc., in the Amount of $413,942 for the Main Street at 15th Street Traffic Signal Installation Project with an Estimated Project Delivery Cost of $523,636 (Project No. 18-6918) (Non-General Fund) RECOMMENDED ACTION 1. Approve an appropriation adjustment recognizing $335,793 in Fiscal Year 2017-18 Highway Safety Improvement Program grant funds into the Federal Aid Safety Program, Federal Grant-Indirect revenue account, and appropriate the same amount into the Public Services Street Safety Projects, Improvements Other Than Building expenditure account. (Requires five affirmative votes) 2. Approve an appropriation adjustment recognizing $104,347 in Fiscal Year 2021-22 Highway Safety Improvement Program grant funds into the Federal Aid Safety Program, Federal Grant-Indirect revenue account, and appropriate the same amount into the Public Services Street Safety Projects, Improvements Other Than Building expenditure account. (Requires five affirmative votes) 3. Approve an appropriation adjustment to transfer $33,549 from the Special Gas Tax Interfund Transfer account to the Select Street Construction Interfund Transfer account and appropriate the same amount into the Select Street Construction Fund, Improvements Other Than Building expenditure account. (Requires five affirmative votes) 4. Authorize the reallocation of $53,435 in unspent Measure M2 Local Fairshare funds from Citywide Speed Limit Study Project and $30,061 from Bike Lane Project Development, for a total of $83,496 to the Main Street at 15th Street New Traffic Signal Installation Project to complete the project’s funding requirement. 5. Award a construction contract to Elecnor Belco Electric, Inc., the lowest responsible bidder, in accordance with the base bid in the amount of $413,942, for construction of the Main Street at 15th Street Traffic Signal Installation Project, for the term beginning City Council 13 –1 3/1/2022 Construction Contract for Main Street at 15th Street Traffic Signal Installation March 1, 2022 Page 2 2 4 7 2 March 1, 2022, and ending upon project completion, subject to non-substantive changes approved by the City Manager and City Attorney. 6. Approve the Project Cost Analysis for a total estimated construction delivery cost of $523,636, which includes $413,942 for the construction contract; $68,300 for contract administration, inspection and testing; and a $41,394 project contingency for unanticipated or unforeseen work to be funded from Highway Safety Improvement Program grant funds. DISCUSSION The recommended actions are needed to proceed with the installation of a new traffic signal at the intersection of Main Street and 15th Street. (Exhibits 1 and 2). Once completed these new traffic signal improvements will increase traffic safety for motorists and pedestrians at this intersection. The Public Works Agency was awarded a $408,793 Highway Safety Improvement Program (HSIP) grant for this project, which was recognized in the City Council-approved Fiscal Year 2017-18 Capital Improvement Program (CIP). A total of $73,000 was earmarked for Preliminary Engineering. A portion of the Preliminary Engineering grant allocation, $33,549, remains unreimbursed through the grant. Upon approval of the appropriation adjustment to recognize Gas Tax funds, the funds will be used to cover the unreimbursed Preliminary Engineering grant expenditures. The spending authorization for the remaining $335,793 in construction funding was received in April 2021. Staff is requesting City Council approval to recognize and reappropriate this grant allocation for expenditure in Fiscal Year 2021-22. In January 2022, an additional $104,347 in HSIP grant funds was authorized, bringing the total HSIP grant funds available for the project to $440,140. Of the additional $104,347 in HSIP grant funds received, $25,000 came from unreimbursed Preliminary Engineering phase funds and $79,347 has been allocated from additional available funds within the HSIP grant program administered by the state. Staff is requesting City Council approval to recognize and appropriate the authorized grant allocation of $104,347 in construction phase grant funding for expenditure in Fiscal Year 2021-22. Additionally, staff is requesting City Council approval for the reallocation of $83,496 in unspent Measure M2 Local Fairshare funds needed to complete the total project funding requirement. Upon approval of the requested appropriation adjustments and the reallocation of funds, the total funds available for construction will be $523,636, which is composed of $440,140 in grant funding and $83,496 in reallocated unspent Measure M2 Local Fairshare funding. Public Outreach and Contractor Participation To provide an opportunity for local vendors to submit bids, a Notice Inviting Bids was advertised in the Orange County Register newspaper on October 26 and November 2, City Council 13 –2 3/1/2022 Construction Contract for Main Street at 15th Street Traffic Signal Installation March 1, 2022 Page 3 2 4 7 2 2021. The project was also advertised on PlanetBids on October 26, 2021, and bids were received electronically via PlanetBids on November 16, 2021. The City notified a total of 355 regional vendors via PlanetBids and 26 vendors requested bidding documents. Bid Results Summary A total of eight bids were received, with all bids being deemed responsive. No bids were received from Santa Ana contractors. RANK BIDDER’S NAME LOCATION BASE BID 1 Elecnor Belco Electric, Inc.Chino $413,942 2 California Professional Engineering, Inc. La Puente $432,775 3 Alfaro Communications Construction,Inc.Compton $447,905 4 Ferreira Coastal Construction Company Rancho Cucamonga $461,021 5 Comet Electric, Inc.Chatsworth $464,178 6 Select Electric, Inc.Vista $468,625 7 International Line Builders, Inc.Corona $473,405 8 KDC, Inc. dba Dynalectric L.A.Los Alamitos $488,249 Elecnor Belco Electric, Inc., submitted the lowest responsive base bid in the amount of $413,942 (Exhibit 3). Based on the bid analysis and a contractor’s reference check, staff recommends awarding the construction contract to Elecnor Belco Electric, Inc., in the amount bid (Exhibit 4). Elecnor Belco Electric, Inc. has a good history of performing quality work for the City dating back to 2015 and most recently in 2020 when they completed the bike lane project on Flower Street from Warner Avenue to Civic Center and associated traffic signal modifications. Other projects completed by Elecnor Belco Electric, Inc. include traffic signal installation and modifications at various locations and crosswalk upgrades throughout the city. Staff is confident that this contractor will continue to perform and produce quality work for the City. Project Delivery To deliver a complete project, in addition to the construction contract, the estimated total project delivery cost includes construction administration, inspection, and testing, along with an allowance for contingencies to account for unexpected or unforeseen conditions. Construction administration and inspection include the following: construction management; implementation of the City’s Community Workforce Agreement; inspection of the Contractor’s work to ensure contract compliance, workmanship, and quality; and material testing. As indicated in the Cost Analysis (Exhibit 5) and as summarized in the table below, the estimated total construction delivery cost of the project is $523,636. City Council 13 –3 3/1/2022 Construction Contract for Main Street at 15th Street Traffic Signal Installation March 1, 2022 Page 4 2 4 7 2 Construction Contract $413,942.00 Construction Administration, Inspection, and Testing 68,300.00 Contingencies 41,394.00 ESTIMATED CONSTRUCTION DELIVERY COST $523,636.00 ENVIRONMENTAL IMPACT In accordance with the California Environmental Quality Act, the recommended actions are exempt from further review. Categorical Exemption Environmental Review No. ER- 2017-100 was filed for this project. FISCAL IMPACT As indicated in the Cost Analysis, the estimated total construction delivery cost of the project is $523,636, which includes the construction contract, contract administration, inspection, testing, and project contingency. Approval of the requested appropriation adjustments will provide $440,140 in HSIP grant funding for this project through the following transactions: Recognize $335,793 in Fiscal Year 2017-18 Highway Safety Improvement Program grant funds into the Federal Aid Safety Program, Federal Grant-Indirect revenue account (No. 14717002-52001), and appropriate the same amount into the Public Services Street Safety Projects, Improvements Other Than Building expenditure account (No. 14717611-66220). Recognize $104,347 in Fiscal Year 2021-22 Highway Safety Improvement Program grant funds into the Federal Aid Safety Program, Federal Grant-Indirect revenue account (No. 14717002-52001), and appropriate the same amount into the Public Services Street Safety Projects, Improvements Other Than Building expenditure account (No. 14717611-66220) With approval of the reallocation of $83,496 in unspent Measure M2 Local Fairshare funding, the total funding needed to deliver construction of this project will be achieved. All funds will be available for expenditure in Fiscal Year 2021-22. However, any remaining balances not expended at the end of the fiscal year will be carried forward into FY 2022- 23. Approval of the Appropriation adjustment will recognize $33,549 in prior-year fund balance in the Special Gas Tax Fund, Prior Year Carry Forward revenue account (No. 02917002-50001) and facilitate an interfund budgetary transfer from the Special Gas Tax Fund Interfund Transfer account (No. 02917002-68000-59) to the Select Street Construction Interfund Transfer account (No. 05917002-59000-29), and appropriate the same amount into the Select Street Construction Fund, Improvements Other Than Building expenditure account (No. 05917663-66220). The Gas Tax funds will be used to cover the unreimbursed grant funds for Preliminary Engineering. City Council 13 –4 3/1/2022 Construction Contract for Main Street at 15th Street Traffic Signal Installation March 1, 2022 Page 5 2 4 7 2 The following table summarizes the funds budgeted for expenditure to deliver construction of this project: Fiscal Year Accounting Unit- Account # Fund Description Accounting Unit, Account Description Amount APPROPRIATION ADJUSTMENT – Construction 2021-22 14717611-66220 (Proj. 18-6918) Federal Aid Safety Program Public Services–Street Safety Projects, Improvements Other Than Building $335,793 2021-22 14717611-66220 (Proj. 18-6918) Federal Aid Safety Program Public Services–Street Safety Projects, Improvements Other Than Building $104,347 PROJECT BUDGET REALLOCATION 2021-22 03217662-66220 (From Proj. 16-6861 To Proj. 18-6918) Measure M- Street Construction Measure M2 Local Fairshare, Improvements Other Than Building $53,435 2021-22 03217662-66220 (From Proj. 16-6853 To Proj. 18-6918) Measure M- Street Construction Measure M2 Local Fairshare, Improvements Other Than Building $30,061 Total:$523,636 EXHIBIT(S) 1. Location Map 2. Construction Plans 3. Bid Proposal 4. Construction Contract 5. Cost Analysis Submitted By: Nabil Saba, P.E., Executive Director – Public Works Agency Approved By: Kristine Ridge, City Manager City Council 13 –5 3/1/2022 PWA SANTA ANA PUBLIC WORKS AGENCY Project No. 18-6918: Main St & 15th St New Traffic Signal Installation Project Location WALNUT ST ROUSSELLE STOCCIDENTAL ST ST GERTRUDE PL ANAHURST PL EXHIBIT 1 ST GERTRUDE PL 15TH ST City Council 13 –6 3/1/2022 EXHIBIT 2 City Council 13 –7 3/1/2022 EXHIBIT 2 City Council 13 –8 3/1/2022 EXHIBIT 3 City Council 13 –9 3/1/2022 EXHIBIT 3 City Council 13 –10 3/1/2022 EXHIBIT 3 City Council 13 –11 3/1/2022 EXHIBIT 3 City Council 13 –12 3/1/2022 EXHIBIT 3 City Council 13 –13 3/1/2022 EXHIBIT 3 City Council 13 –14 3/1/2022 EXHIBIT 3 City Council 13 –15 3/1/2022 EXHIBIT 3 City Council 13 –16 3/1/2022 EXHIBIT 3 City Council 13 –17 3/1/2022 EXHIBIT 3 City Council 13 –18 3/1/2022 EXHIBIT 3 City Council 13 –19 3/1/2022 EXHIBIT 3 City Council 13 –20 3/1/2022 EXHIBIT 3 City Council 13 –21 3/1/2022 EXHIBIT 3 City Council 13 –22 3/1/2022 EXHIBIT 3 City Council 13 –23 3/1/2022 EXHIBIT 3 City Council 13 –24 3/1/2022 EXHIBIT 3 City Council 13 –25 3/1/2022 EXHIBIT 3 City Council 13 –26 3/1/2022 EXHIBIT 3 City Council 13 –27 3/1/2022 EXHIBIT 3 City Council 13 –28 3/1/2022 EXHIBIT 3 City Council 13 –29 3/1/2022 EXHIBIT 3 City Council 13 –30 3/1/2022 EXHIBIT 3 City Council 13 –31 3/1/2022 EXHIBIT 3 City Council 13 –32 3/1/2022 EXHIBIT 3 City Council 13 –33 3/1/2022 EXHIBIT 3 City Council 13 –34 3/1/2022 EXHIBIT 3 City Council 13 –35 3/1/2022 EXHIBIT 3 City Council 13 –36 3/1/2022 EXHIBIT 3 City Council 13 –37 3/1/2022 EXHIBIT 3 City Council 13 –38 3/1/2022 EXHIBIT 3 City Council 13 –39 3/1/2022 EXHIBIT 3 City Council 13 –40 3/1/2022 EXHIBIT 3 City Council 13 –41 3/1/2022 EXHIBIT 3 City Council 13 –42 3/1/2022 EXHIBIT 3 City Council 13 –43 3/1/2022 EXHIBIT 3 City Council 13 –44 3/1/2022 EXHIBIT 3 City Council 13 –45 3/1/2022 EXHIBIT 3 City Council 13 –46 3/1/2022 EXHIBIT 3 City Council 13 –47 3/1/2022 EXHIBIT 3 City Council 13 –48 3/1/2022 EXHIBIT 3 City Council 13 –49 3/1/2022 EXHIBIT 3 City Council 13 –50 3/1/2022 EXHIBIT 3 City Council 13 –51 3/1/2022 EXHIBIT 3 City Council 13 –52 3/1/2022 EXHIBIT 3 City Council 13 –53 3/1/2022 EXHIBIT 3 City Council 13 –54 3/1/2022 EXHIBIT 3 City Council 13 –55 3/1/2022 EXHIBIT 3 City Council 13 –56 3/1/2022 EXHIBIT 3 City Council 13 –57 3/1/2022 EXHIBIT 3 City Council 13 –58 3/1/2022 EXHIBIT 3 City Council 13 –59 3/1/2022 EXHIBIT 3 City Council 13 –60 3/1/2022 EXHIBIT 3 City Council 13 –61 3/1/2022 EXHIBIT 3 City Council 13 –62 3/1/2022 EXHIBIT 3 City Council 13 –63 3/1/2022 EXHIBIT 3 City Council 13 –64 3/1/2022 EXHIBIT 3 City Council 13 –65 3/1/2022 EXHIBIT 3 City Council 13 –66 3/1/2022 Exhibit 4 City Council 13 –67 3/1/2022 Exhibit 4 City Council 13 –68 3/1/2022 Exhibit 4 City Council 13 –69 3/1/2022 Exhibit 4 City Council 13 –70 3/1/2022 Exhibit 4 City Council 13 –71 3/1/2022 Exhibit 4 City Council 13 –72 3/1/2022 EXHIBIT 5 Construction Contract 413,942.00$ Contract Administration, Inspection and Testing 68,300.00$ Contingencies 41,394.00$ TOTAL ESTIMATED CONSTRUCTION COSTS 523,636.00$ CONSTRUCTION OF PROJECT NO. 18-6918: Main Street at 15th Street New Traffic Signal Installation COST ANALYSIS City Council 13 –73 3/1/2022 Police Department www.santa-ana.org/pd Item # 14 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report March 1, 2022 TOPIC: Agreement with California Forensic Phlebotomy for Blood Technician Services AGENDA TITLE: Approve a Three-year Agreement with California Forensic Phlebotomy in the Amount of $163,767 for Blood Technician Services (General Fund) RECOMMENDED ACTION Authorize the City Manager to execute a three-year agreement with California Forensic Phlebotomy, Inc., for the period of March 5, 2022 through March 4, 2025, to perform blood technician services, in an annual amount not to exceed $49,589, for a total amount not to exceed $163,767 (including a $15,000 contingency), subject to non-substantive changes approved by the City Manager and City Attorney. DISCUSSION California Forensics Phlebotomy, Inc. (CFP) is the current provider for blood and breath technician services for all Orange County law enforcement agencies. These technicians are responsible for drawing blood in a medically-approved manner, retaining these items through an evidentiary-approved process and relinquishing them to the Orange County Crime Lab for analysis. The Santa Ana Police Department calls on CFP to take blood samples from individuals that have been involved in incidents where drugs and/or alcohol are suspected. The Santa Ana Police Department has utilized CFP since 1992 and has confirmed it remains the sole contracted provider for this service in Orange County. CFP is used solely by County Agencies, County Contracted Cities, and every incorporated city within Orange County. CFP is the only company in Orange County where employees remain on-call at all times, seven days per week, 24 hours per day, 365 days a year to conduct blood draws as requested. This allows CFP to respond to requests for service within 45 minutes. CFP has extensive experience in the policies and procedures of the Orange County Sheriff’s Department Forensic Sciences Lab, where all blood samples are processed and examined. In addition, CFP employees are required to complete an extensive background check and have access to secured areas. City Council 14 –1 3/1/2022 Agreement with California Forensic Phlebotomy for Blood Technician Services March 1, 2022 Page 2 2 4 5 7 CFP staff also understands the requirements and expectations of the Santa Ana Police Department regarding blood sample draws. The Police Department will pay CFP $103.31 per draw for their services. On average, CFP will perform 40 draws per month for the Police Department. This new agreement will cover the period of March 5, 2022 through March 4, 2025. The Police Department anticipates using $49,589 per year for these services, plus a $15,000 contingency, for a three-year total not to exceed $163,767. CFP has been accommodating, professional and consistent in the provision of its services, and the Police Department recommends approval of the proposed three-year agreement. ENVIRONMENTAL IMPACT There is no environmental impact associated with this action. FISCAL IMPACT Funds in the amount of $163,767 are available in the Police Department’s Field Operations-Contract Services account (no. 01114420-62300) and will be applied to Budget fiscal years as follows: Fiscal Year Accounting Unit- Account # Accounting Unit, Account Description Amount FY 2021-22 01114420 62300 Field Operations-Contract Svcs $18,196 FY 2022-23 01114420 62300 Field Operations-Contract Svcs $54,589 FY 2023-24 01114420 62300 Field Operations-Contract Svcs $54,589 FY 2023-24 01114420 62300 Field Operations-Contract Svcs $36,393 Total $163,767 EXHIBIT(S) 1. California Forensic Phlebotomy Agreement Submitted By: David Valentin, Police Chief Approved By: Kristine Ridge, City Manager City Council 14 –2 3/1/2022 AGREEMENT WITH CALIFORNIA FORENSIC PHLEBOTOMY TO PROVIDE BLOOD DRAWING AND EVIDENCE CUSTODIAN SERVICES THIS AGREEMENT is made and entered into on this 15th day of February, 2022 by and between, California Forensic Phlebotomy, Inc., a California corporation (“CFP” or “Contractor”), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California (“City”). RECITALS A.The City desires to retain a Contractor having special skill and knowledge in the field of drawing blood on a routine and continual basis for the Santa Ana Police Department. CFP is the Sole Source blood draw and evidence custodian for all law enforcement agencies in the County of Orange. B.Contractor represents that it is able and willing to provide such services to the City. C.In undertaking the performance of this Agreement, Contractor represents that it is knowledgeable in its field and that any services performed by Contractor under this Agreement will be performed in compliance with such standards as may reasonably be expected from a professional consulting firm in the field. NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the terms and conditions hereinafter set forth, the parties agree as follows: 1.SCOPE OF SERVICES Contractor shall perform during the term of this Agreement, the tasks and obligations including all labor, materials, tools, equipment, and incidental customary work required to fully and adequately complete the drawing of blood on a routine and continual basis and evidence custodian for the Santa Ana Police Department as set forth in Exhibit A, attached hereto and incorporated herein by reference. 2.COMPENSATION a.The City agrees to pay, and Contractor agrees to accept a rate of $103.31 per draw. The total yearly amount to be expended, during the term of this Agreement, shall not exceed $49,588.80 per year. The total amount to be expended under the term of this Agreement shall not exceed $163,766.40. The sum of this amount shall include $148,766.40 for the base Agreement and a contingency amount of $15,000 for work assigned at the sole discretion of the City. b.Payment by City shall be made within forty-five (45) days following receipt of proper invoice evidencing work performed, subject to City accounting procedures. Payment City Council 14 –3 3/1/2022 need not be made for work which fails to meet the standards of performance set forth in the Recitals which may reasonably be expected by City. 3. TERM This Agreement shall commence on March 5, 2022, and continue for a three (3) year period until March 4, 2025, unless terminated earlier in accordance with Section 15, below. 4. INDEPENDENT CONTRACTOR Contractor shall, during the entire term of this Agreement, be construed to be an independent contractor and not an employee of the City. This Agreement is not intended nor shall it be construed to create an employer-employee relationship, a joint venture relationship, or to allow the City to exercise discretion or control over the professional manner in which Contractor performs the services which are the subject matter of this Agreement; however, the services to be provided by Contractor shall be provided in a manner consistent with all applicable standards and regulations governing such services. Contractor shall pay all salaries and wages, employer's social security taxes, unemployment insurance and similar taxes relating to employees and shall be responsible for all applicable withholding taxes. 5. OWNERSHIP OF MATERIALS This Agreement creates a non-exclusive and perpetual license for City to copy, use, modify, reuse, or sublicense any and all copyrights, designs, and other intellectual property embodied in plans, specifications, studies, drawings, estimates, and other documents or works of authorship fixed in any tangible medium of expression, including but not limited to, physical drawings or data magnetically or otherwise recorded on computer diskettes, which are prepared or caused to be prepared by Contractor under this Agreement (“Documents & Data”). Contractor shall require all subcontractors to agree in writing that City is granted a non-exclusive and perpetual license for any Documents & Data the subcontractor prepares under this Agreement. Contractor represents and warrants that Contractor has the legal right to license any and all Documents & Data. Contractor makes no such representation and warranty in regard to Documents & Data which were provided to Contractor by the City. City shall not be limited in any way in its use of the Documents and Data at any time, provided that any such use not within the purposes intended by this Agreement shall be at City’s sole risk. 6. INSURANCE Prior to undertaking performance of work under this Agreement, Contractor shall maintain and shall require its subcontractors, if any, to obtain and maintain insurance as described below: A. Commercial General Liability (CGL): Insurance Services Office Form CG 00 01 covering CGL on an “occurrence” basis, including products and completed operations, property damage, bodily injury and personal & advertising injury with limits no less than $1,000,000 per occurrence. If a general aggregate limit applies, either the general City Council 14 –4 3/1/2022 aggregate limit shall apply separately to this project/location (ISO CG 25 03 or 25 04) or the general aggregate limit shall be twice the required occurrence limit. B.Automobile Liability: Insurance Services Office Form Number CA 0001 covering, Code 1 (any auto), or if Contractor has no 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. C.Workers’ Compensation insurance as required by the State of California, with Statutory Limits, and Employer’s Liability Insurance with limit of no less than $1,000,000 per accident for bodily injury or disease. If the Contractor maintains broader coverage and/or higher limits than the minimums shown above, the City requires and shall be entitled to the broader coverage and/or the higher limits maintained by the contractor. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the City. Other Insurance Provisions The insurance policies are to contain, or be endorsed to contain, the following provisions: Additional Insured Status The City, its officers, officials, employees, and volunteers are to be covered as additional insureds on the CGL policy with respect to liability arising out of work or operations performed by or on behalf of the Contractor including materials, parts, or equipment furnished in connection with such work or operations. General liability coverage can be provided in the form of an endorsement to the Contractor’s insurance (at least as broad as ISO Form CG 20 10 11 85 or both CG 20 10, CG 20 26, CG 20 33, or CG 20 38; and CG 20 37 forms if later revisions used). Primary Coverage For any claims related to this contract, the Contractor’s insurance coverage shall be primary insurance primary coverage at least as broad as ISO CG 20 01 04 13 as respects the City, its officers, officials, employees, and volunteers. Any insurance or self-insurance maintained by the City, its officers, officials, employees, or volunteers shall be excess of the Contractor’s insurance and shall not contribute with it. Notice of Cancellation Each insurance policy required above shall state that coverage shall not be canceled, except with notice to the City. Waiver of Subrogation Contractor hereby grants to City a waiver of any right to subrogation which any insurer of said Contractor may acquire against the City by virtue of the payment of any loss under such insurance. Contractor agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation, but this provision applies regardless of whether or not the City has received a waiver of subrogation endorsement from the insurer. Self-Insured Retentions Self-insured retentions must be declared to and approved by the City. The City may require the Contractor to purchase coverage with a lower retention or provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within City Council 14 –5 3/1/2022 the retention. The policy language shall provide, or be endorsed to provide, that the self- insured retention may be satisfied by either the named insured or City. Acceptability of Insurers Insurance is to be placed with insurers authorized to conduct business in the state with a current A.M. Best’s rating of no less than A:VII, unless otherwise acceptable to the City. Claims Made Policies If any of the required policies provide coverage on a claims-made basis: 1. The Retroactive Date must be shown and must be before the date of the contract or the beginning of contract work. 2. Insurance must be maintained and evidence of insurance must be provided for at least five (5) years after completion of the contract of work. 3. If coverage is canceled or non-renewed, and not replaced with another claims-made policy form with a Retroactive Date prior to the contract effective date, the Contractor must purchase “extended reporting” coverage for a minimum of five (5) years after completion of contract work. Verification of Coverage Contractor shall furnish the City with original Certificates of Insurance including all required amendatory endorsements (or copies of the applicable policy language effecting coverage required by this clause) and a copy of the Declarations and Endorsement Page of the CGL policy listing all policy endorsements to City before work begins. However, failure to obtain the required documents prior to the work beginning shall not waive the Contractor’s obligation to provide them. The City reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time. Subcontractors Contractor shall require and verify that all subcontractors maintain insurance meeting all the requirements stated herein, and Contractor shall ensure that City is an additional insured on insurance required from subcontractors. 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. 7. INDEMNIFICATION Contractor agrees to defend, and shall indemnify and hold harmless the City, its officers, agents, employees, contractors, special counsel, and representatives from liability: (1) for personal injury, damages, just compensation, restitution, judicial or equitable relief arising out of claims for personal injury, including death, and claims for property damage, which may arise from the negligent operations of the Contractor, its subcontractors, agents, employees, or other persons acting on its behalf which relates to the services described in section 1 of this Agreement; and (2) from any claim that personal injury, damages, just compensation, restitution, judicial or equitable relief is due by reason of the terms of or effects arising from this Agreement. This indemnit y and hold harmless agreement applies to all claims for damages, just compensation, restitution, judicial City Council 14 –6 3/1/2022 or equitable relief suffered, or alleged to have been suffered, by reason of the events referred to in this Section or by reason of the terms of, or effects, arising from this Agreement. The Contractor further agrees to indemnify, hold harmless, and pay all costs for the defense of the City, including fees and costs for special counsel to be selected by the City, regarding any action by a third party challenging the validity of this Agreement, or asserting that personal injury, damages, just compensation, restitution, judicial or equitable relief due to personal or property rights arises by reason of the terms of, or effects arising from this Agreement. City may make all reasonable decisions with respect to its representation in any legal proceeding. Notwithstanding the foregoing, to the extent Contractor’s services are subject to Civil Code Section 2782.8, the above indemnity shall be limited, to the extent required by Civil Code Section 2782.8, to claims that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Contractor. 8. INTELLECTUAL PROPERTY INDEMNIFICATION Contractor shall defend and indemnify the City, its officers, agents, representatives, and employees against any and all liability, including costs, for infringement of any United States’ letters patent, trademark, or copyright infringement, including costs, contained in the work product or documents provided by Contractor to the City pursuant to this Agreement. 9. RECORDS Contractor shall keep records and invoices in connection with the work to be performed under this Agreement. Contractor shall maintain complete and accurate records with respect to the costs incurred under this Agreement and any services, expenditures, and disbursements charged to the City for a minimum period of three (3) years, or for any longer period required by law, from the date of final payment to Contractor under this Agreement. All such records and invoices shall be clearly identifiable. Contractor shall allow a representative of the City to examine, audit, and make transcripts or copies of such records and any other documents created pursuant to this Agreement during regular business hours. Contractor shall allow inspection of all work, data, documents, proceedings, and activities related to this Agreement for a period of three (3) years from the date of final payment to Contractor under this Agreement. 10. CONFIDENTIALITY If Contractor receives from the City information which due to the nature of such information is reasonably understood to be confidential and/or proprietary, Contractor agrees that it shall not use or disclose such information except in the performance of this Agreement, and further agrees to exercise the same degree of care it uses to protect its own information of like importance, but in no event less than reasonable care. “Confidential Information” shall include all nonpublic information. Confidential information includes not only written information, but also information transferred orally, visually, electronically, or by other means. Confidential information disclosed to either party by any subsidiary and/or agent of the other party is covered by this Agreement. The foregoing obligations of non-use and nondisclosure shall not apply to any information that (a) has been disclosed in publicly available sources; (b) is, through no fault of the Contractor disclosed in a publicly available source; (c) is in rightful possession of the Contractor without an obligation of confidentiality; (d) is required to be disclosed by operation of law; or (e) City Council 14 –7 3/1/2022 is independently developed by the Contractor without reference to information disclosed by the City. 11. CONFLICT OF INTEREST CLAUSE Contractor covenants that it presently has no interests and shall not have interests, direct or indirect, which would conflict in any manner with performance of services specified under this Agreement. 12. NON-DISCRIMINATION Contractor shall not discriminate because of race, color, creed, religion, sex, marital status, sexual orientation, gender identity, gender expression, gender, medical conditions, genetic information, or military and veteran status, age, national origin, ancestry, or disability, as defined and prohibited by applicable law, in the recruitment, selection, teaching, training, utilization, promotion, termination or other employment related activities or any services provided under this Agreement. Contractor affirms that it is an equal opportunity employer and shall comply with all applicable federal, state and local laws and regulations. 13. EXCLUSIVITY AND AMENDMENT This Agreement represents the complete and exclusive statement between the City and Contractor, and supersedes any and all other agreements, oral or written, between the parties. In the event of a conflict between the terms of this Agreement and any attachments hereto, the terms of this Agreement shall prevail. This Agreement may not be modified except by written instrument signed by the City and by an authorized representative of Contractor. The parties agree that any terms or conditions of any purchase order or other instrument that are inconsistent with, or in addition to, the terms and conditions hereof, shall not bind or obligate Contractor or the City. Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, orally or otherwise, have been made by any party, or anyone acting on behal f of any party, which is not embodied herein. 14. ASSIGNMENT Inasmuch as this Agreement is intended to secure the specialized services of Contractor, Contractor may not assign, transfer, delegate, or subcontract any interest herein without the prior written consent of the City and any such assignment, transfer, delegation or subcontract without the City's prior written consent shall be considered null and void. Nothing in this Agreement shall be construed to limit the City’s ability to have any of the services which are the subject to this Agreement performed by City personnel or by other Contractors retained by City. 15. TERMINATION This Agreement may be terminated by the City upon thirty (30) days written notice of termination. In such event, Contractor shall be entitled to receive and the City shall pay Contractor compensation for all services performed by Contractor prior to receipt of such notice of City Council 14 –8 3/1/2022 termination, subject to the following conditions: a.As a condition of such payment, the Executive Director may require Contractor to deliver to the City all work product(s) completed as of such date, and in such case such work product shall be the property of the City unless prohibited by law, and Contractor consents to the City's use thereof for such purposes as the City deems appropriate. b.Payment need not be made for work which fails to meet the standard of performance specified in the Recitals of this Agreement. 16.WAIVER No waiver of breach, failure of any condition, or any right or remedy contained in or granted by the provisions of this Agreement shall be effective unless it is in writing and signed by the party waiving the breach, failure, right or remedy. No waiver of any breach, failure or right, or remedy shall be deemed a waiver of any other breach, failure, right or remedy, whether or not similar, nor shall any waiver constitute a continuing waiver unless the writing so specifies. 17.JURISDICTION - VENUE This Agreement has been executed and delivered in the State of California and the validity, interpretation, performance, and enforcement of any of the clauses of this Agreement shall be determined and governed by the laws of the State of California. Both parties further agree that Orange County, California, shall be the venue for any action or proceeding that may be brought or arise out of, in connection with or by reason of this Agreement. 18.PROFESSIONAL LICENSES Contractor shall, throughout the term of this Agreement, maintain all necessary licenses, permits, approvals, waivers, and exemptions necessary for the provision of the services hereunder and required by the laws and regulations of the United States, the State of California, the City of Santa Ana and all other governmental agencies. Contractor shall notify the City immediately and in writing of its inability to obtain or maintain such permits, licenses, approvals, waivers, and exemptions. Said inability shall be cause for termination of this Agreement. 19.NOTICE Any notice, tender, demand, delivery, or other communication pursuant to this Agreement shall be in writing and shall be deemed to be properly given if delivered in person or mailed by first class or certified mail, postage prepaid, or sent by fax or other telegraphic communication in the manner provided in this Section, to the following persons: To City: Clerk of the City Council City of Santa Ana 20 Civic Center Plaza (M-30) City Council 14 –9 3/1/2022 P.O. Box 1988 Santa Ana, CA 92702-1988 Fax: 714- 647-6956 With courtesy copies to: Chief of Police City of Santa Ana 20 Civic Center Plaza (M-97) P.O. Box 1988 Santa Ana, California 92702 Fax: 714-245-8007 To Contractor: A party may change its address by giving notice in writing to the other party. Thereafter, any communication shall be addressed and transmitted to the new address. If sent by mail, communication shall be effective or deemed to have been given three (3) d ays after it has been deposited in the United States mail, duly registered or certified, with postage prepaid, and addressed as set forth above. If sent by fax, communication shall be effective or deemed to have been given twenty-four (24) hours after the time set forth on the transmission report issued by the transmitting facsimile machine, addressed as set forth above. For purposes of calculating these time frames, weekends, federal, state, County or City holidays shall be excluded. 20.MISCELLANEOUS PROVISIONS a.Each undersigned represents and warrants that its signature herein below has the power, authority and right to bind their respective parties to each of the terms of this Agreement, and shall indemnify City fully, including reasonable costs and attorney’s fees, for any injuries or damages to City in the event that such authority or power is not, in fact, held by the signatory or is withdrawn. b.All Exhibits referenced herein and attached hereto shall be incorporated as if fully set forth in the body of this Agreement. [signature page to follow] California Forensic Phlebotomy 5753 E. Santa Ana Canyon Road Suite G-553 Anaheim Hills, CA 92807 Attn: Robert J. Vega, President City Council 14 –10 3/1/2022 City Council 14 –11 3/1/2022 EXHIBIT A SCOPE OF SERVICES City Council 14 –12 3/1/2022 City Council 14 –13 3/1/2022 Parks, Recreation, and Community Services www.santa-ana.org/parks Item # 15 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report March 1, 2022 TOPIC: Parks, Facilities, Trails, and Open Space Master Plan Consultant AGENDA TITLE: Agreement Amendment with MIG to Amend the Scope of Work and Increase the Compensation for a Parks, Facilities, Trails, and Open Space Master Plan (General Fund) RECOMMENDED ACTION Authorize the City Manager to execute an amendment to the agreement with MIG to amend the scope of work to prepare a Parks, Facilities, Trails, and Open Space Master Plan and increase the compensation by $44,970 for a total amount not to exceed $205,570, subject to non-substantive changes approved by the City Manager and City Attorney. DISCUSSION On December 1, 2020, the City Council approved an agreement with MIG (Consultant) to prepare a Parks, Facilities, Trails and Open Space Master Plan (Parks Master Plan) for the period of December 1, 2020 through December 31, 2021, with an option to extend an additional six months. Despite the constraints of working during the pandemic, the Consultant diligently worked with City staff towards completing tasks identified in the scope of work. During this process, City staff exercised the option to extend the contract for an additional six months. At this time, staff is requesting an amendment to the scope of work and additional funding to complete the Master Plan process. The nature of changes include the following: New tasks added by the City, including a consolidated outreach summary (including General Plan Findings), park design and development guidelines, residential impact fee/funding approach, and terms (Glossary). Greater detail added by the City for additional maps/information, more extensive revisions, preparation of Recreation Element of the General Plan, increased involvement of PRCSA Commission in plan review, extension of the project timelines, and continued General Plan coordination. The Parks Master Plan will be completed on time and presented to the City Council for approval at the May 17, 2022 City Council meeting. City Council 15 –1 3/1/2022 Parks, Facilities, Trails, and Open Space Master Plan Consultant March 1, 2022 Page 2 2 4 5 9 ENVIRONMENTAL IMPACT There is no environmental impact associated with this action. FISCAL IMPACT The original agreement was $160,600 and included a 20% contingency. The new total agreement amount is $205,570. Funds are available in the following account for the specified fiscal year: Fiscal Year Accounting Unit-Account # Fund Description Accounting Unit, Account Description Amount FY 21-22 01113250-62320 General fund Park Facilities, Maintenance & Repair Building & Ground $44,970 EXHIBIT(S) 1. Agreement Amendment Submitted By: Lisa Rudloff, Executive Dir. of Parks, Recreation and Community Services Approved By: Kristine Ridge, City Manager City Council 15 –2 3/1/2022 Exhibit 1 City Council 15 –3 3/1/2022 Exhibit 1 City Council 15 –4 3/1/2022 Exhibit 1 City Council 15 –5 3/1/2022 Exhibit 1 City Council 15 –6 3/1/2022 Exhibit 1 City Council 15 –7 3/1/2022 Exhibit 1 City Council 15 –8 3/1/2022 Exhibit 1 City Council 15 –9 3/1/2022 Finance and Management Services www.santa-ana.org/finance Item # 16 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report March 1, 2022 TOPIC: Agreement Amendment with Pitney Bowes Presort Services, LLC for mail processing services AGENDA TITLE: Approve a First Amendment to Agreement with Pitney Bowes Presort Services, LLC for mail processing services for an amount not to exceed $40,000 and exercise an optional renewal extension from April 1, 2022 through February 1, 2024 (Non-General Fund) RECOMMENDED ACTION Authorize the City Manager to execute a First Amendment to Agreement with Pitney Bowes Presort Services, LLC for mail processing services and exercise a renewal option for a term commencing April 1, 2022 through January 31, 2024 for a total amount not to exceed $40,000, subject to non-substantive changes and approved by the City Manager and City Attorney. DISCUSSION The Finance and Management Services Agency’s Central Services Division (“Central Services”) currently utilizes Pitney Bowes Presort Services, LLC (“PBPS”) to pick up and process City mail. PBPS is a presort house that barcodes and presorts the mail by zip code. When mail is barcoded and presorted, PBPS delivers the items to the local United States Postal Service (“USPS”) processing facility. In addition to standard mail, the City mails out various bulk mailings for City functions, including, but not limited to, Business Tax and Dog Licensing. These mailings require the use of envelopes with a pre-printed permit imprint. PBPS is permitted for this service with the USPS and processes these large mailings on behalf of the City. By approving the First Amendment to Agreement with PBPS, the following changes and rate increases will be reflected: 1. As a result of the USPS raising their rates, PBPS has updated the fee schedule (see table below). 2. Change the postage date of presort mail from same day to next day. Currently, City mail is postmarked with the date it is processed by Central Services, typically the same day. Due to PBPS processes and the time of day that we request a pickup (4:30 p.m.) PBPS has requested we postmark all presort mail with the next business date. City Council 16 –1 3/1/2022 Pitney Bowes – First Amendment to Agreement March 1, 2022 Page 2 2 4 6 3 3. Change in ancillary fees. These fees would apply if the City’s mail is non-compliant with the mail specifications as stated in the agreement. The City of Santa Ana has not been charged any non-compliant fees in recent years. Current Fees Type Proposed New Fees $0.0267/per piece Presort Mail $0.0341/per piece $0.0298/per piece Permit Mail $0.0341/per piece PSBS is a global shipping and mailing company that provides technology, logistics, and financial services. Small businesses, retail, enterprise, and government clients around the world rely on PBPS to remove the complexity of sending mail and parcels. Therefore, staff recommends approving the First Amendment to Agreement and exercising the optional renewal term from April 1, 2022 through February 1, 2024 with PBPS, to ensure City business mail is processed at a cost effective and timely manner. ENVIRONMENTAL IMPACT There is no environmental impact associated with this action. FISCAL IMPACT FY Accounting Unit - Account No.Fund Description Maximum Amount 2021-22 07110100-62300 Central Services- Contract Services $5,000 2022-23 07110100-62300 Central Services- Contract Services $20,000 2023-24 07110100-62300 Central Services- Contract Services $15,000 Grand Total: $40,000 EXHIBIT 1. Amendment to Agreement Submitted By: Kathryn Downs, FMSA Executive Director Approved By: Kristine Ridge, City Manager City Council 16 –2 3/1/2022 EXHIBIT 1 City Council 16 –3 3/1/2022 Kathryn Downs (Feb 14, 2022 15:10 PST) City Council 16 –4 3/1/2022 City Council 16 –5 3/1/2022 City Council 16 –6 3/1/2022 City Council 16 –7 3/1/2022 City Council 16 –8 3/1/2022 City Council 16 –9 3/1/2022 City of Santa Ana_A2019038_PBPS_AMND 1_pbps signed 02142022 (003) Final Audit Report 2022-02-14 Created:2022-02-14 By:Kristin Andrade (kandrade@santa-ana.org) Status:Signed Transaction ID:CBJCHBCAABAAbs4lgVHIvHl15hrXx2fqZI9RrAkpw7Sj "City of Santa Ana_A2019038_PBPS_AMND 1_pbps signed 021 42022 (003)" History Document created by Kristin Andrade (kandrade@santa-ana.org) 2022-02-14 - 10:50:25 PM GMT- IP address: 98.153.69.210 Document emailed to Kathryn Downs (kdowns@santa-ana.org) for signature 2022-02-14 - 10:50:53 PM GMT Email viewed by Kathryn Downs (kdowns@santa-ana.org) 2022-02-14 - 11:10:07 PM GMT- IP address: 98.153.69.210 Document e-signed by Kathryn Downs (kdowns@santa-ana.org) Signature Date: 2022-02-14 - 11:10:15 PM GMT - Time Source: server- IP address: 98.153.69.210 Agreement completed. 2022-02-14 - 11:10:15 PM GMT City Council 16 –10 3/1/2022 City Manager Office www.santa-ana.org/cm Item # 17 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report March 1, 2022 TOPIC: Food Distribution/Supply Programs AGENDA TITLE: Approve Agreements with Delhi Center, Elks Building Association of Santa Ana, United Across Borders Foundation, Latino Health Access, and OneOC for Food Distribution/Supply Programs for a One-Year Term in an Aggregate Amount Not to Exceed $900,000 (Revive Santa Ana Program) RECOMMENDED ACTION Authorize the City Manager to execute agreements with Delhi Center, Elks Building Association of Santa Ana, United Across Borders Foundation, Latino Health Access, and OneOC to operate food distribution and food supply programs for a one-year term beginning March 1, 2022 and expiring February 28, 2023, in a total shared aggregate amount not to exceed $900,000, subject to non-substantive changes approved by the City Manager and City Attorney. DISCUSSION Revive Santa Ana is a comprehensive COVID-19 pandemic recovery initiative designed to deliver both short-term and long-term health, financial, educational and other support to the Santa Ana community. It is funded by a federal American Rescue Plan Act allocation of $128.3 million, additional housing funding of $21.5 million, and $10.6 million in federal funds from the state for emergency rental assistance. The City Council approved the use of the first portion of money on July 20, 2021. On January 14, 2022, the City Manager’s Office issued a Request for Proposals (RFP) for contractors to operate food distribution and food supply programs throughout the city. The RFP was advertised on the City’s online bid management and publication system, with bids due on February 7, 2022 (Exhibit 1). Five non-profit organizations submitted proposals and all five proposals were responsive. Staff recommends awarding agreements to all five non-profit agencies as listed below (Exhibit 2-6). City Council 17 –1 3/1/2022 Food Distribution/Supply Programs March 1, 2022 Page 2 2 4 7 5 Organization Funding Amount Requested Per Year Proposed Award Delhi Center $249,997 $218,574 Elks Lodge $188,760 $165,034 United Across Borders Foundation $250,000 $218,576 Latino Health Access $125,000 $109,288 OneOc (MPNA Green)$215,631.16 $188,528 Total $1,029,388.16 $900,000 The Delhi Center, Latino Health Access, and United Across Borders Foundations are proposing to offer traditional food distribution events. These proposed programs will operate weekly and will provide low-income community members with access to free food, diapers and other essential supplies. The Santa Ana Elks Lodge is proposing to offer weekly hot meals at their facility with the option for meal delivery for those individuals with limited mobility. MPNA-Green is proposing to provide $300 food vouchers for Santa Ana households that have been impacted by COVID-19. Additional program details including detailed budgets and scope of work for each of the proposed programs are outlined in the agreements (Exhibits 2-6). ENVIRONMENTAL IMPACT There is no environmental impact associated with this action. FISCAL IMPACT Funds are available for expenditure in Fiscal Year 2021-22. Any remaining balances not expended at the end of the fiscal year will be carried forward to the following fiscal year. Fiscal Year Accounting Unit - Account No. (Project No.) Fund Description Accounting Unit – Account No. Description Amount 2021-22 18103013-Various (Project No. 221322) American Rescue Plan Act ARPA-CMO, Food Distribution Programs $900,000 Total $900,000 EXHIBIT(S) 1. RFP No. 22-009A Food Distribution / Food Supply Programs 2. Agreement – Delhi Center 3. Agreement – Elks Lodge 4. Agreement – United Across Borders Foundation 5. Agreement – Latino Health Access 6. Agreement - OneOc City Council 17 –2 3/1/2022 Food Distribution/Supply Programs March 1, 2022 Page 3 2 4 7 5 Submitted By: Kristine Ridge, City Manager Approved By: Kristine Ridge, City Manager City Council 17 –3 3/1/2022 City of Santa Ana RFP 22-009A Page 1 REQUEST FOR PROPOSALS (RFP) FOR REVIVE: SANTA ANA FOOD SUPPLY/ DISTRIBUTION PROGRAMS RFP NO.: 22-009A CITY OF SANTA ANA City Manager’s Office 20 Civic Center Plaza-M31 Santa Ana, CA 92701 DAISY PEREZ RFP ADMINISTRATOR (714) 647-5219 OFFICE DPEREZ@SANTA-ANA.ORG City Council 17 –4 3/1/2022 City of Santa Ana RFP 22-009A Page 2 NOTICE INVITING PROPOSALS NOTICE IS HEREBY GIVEN that proposals will be received from qualified organizations for REVIVE: SANTA ANA FOOD SUPPLY AND DISTRIBUTION PROGRAMS. Responses to this request for proposals (RFP) will be accepted no later than Monday, February 7, 2022 at 5:00 p.m. Proposals shall be submitted electronically through the planetbids website. No other form of submittal will be accepted. It is the responsibility of proposers to ensure that any proposal submitted has been uploaded to planetbids prior to this proposal due date and time. Proposals shall not be mailed or sent via telegraphic, electronic or facsimile means. All notifications, updates and addenda will be posted on the planetbids https://www.planetbids.com/portal/portal.cfm?companyid=20137. Proposers shall be responsible for monitoring the site to obtain information regarding this solicitation. Failure to respond to required updates may result in a determination of a nonresponsive proposal. The City reserves the right to reject any or all proposals, or waive any irregularities or technical deficiencies in any proposal. City Council 17 –5 3/1/2022 City of Santa Ana RFP 22-009A Page 3 CITY OF SANTA ANA REQUEST FOR PROPOSALS REVIVE: SANTA ANA FOOD SUPPLY/DISTRIBUTION PROGRAMS RFP NO.: 22-009A TABLE OF CONTENTS I. GENERAL 4 II. PROPOSAL TERMS AND CONDITIONS A. EXAMINATION B. DILIGENCE MATERIAL C. PROPOSAL VALIDITY D. PRE-CONTRACTUAL EXPENSES E. PROPOSAL INFORMATION F. EVIDENCE OF FINANCIAL CAPABILITY G. CITY RIGHT TO REJECT H. EXECUTION OF AGREEMENT I. LICENSES & PERMITS J. INSURANCE K. PAYMENT INFORMATION PACKET 5 III. INSTRUCTIONS TO PROPOSERS A. POINT OF CONTACT B. JOINT OFFERS/SUBCONSULTANTS C. REQUEST FOR INFORMATION OR CLARIFICATION D. ADDENDA E. PRE-PROPOSAL MEETING F. ERRORS IN PROPOSAL G. PROTESTS 7 IV. SUBMITTAL REQUIREMENTS A. GENERAL B. PROPOSAL CONTENTS 8 V. PROPOSAL REVIEW (CONSULTANT SELECTION) A. EVALUATION AND RATING B. SELECTION 11 VI. AWARD OF AGREEMENT A. REQUEST FOR COUNCIL ACTION B. EXECUTION OF AGREEMENT 12 VII. IMPLEMENTATION A. KICK-OFF MEETING B. NOTICE TO PROCEED 12 VIII. PUBLIC RECORDS 12 IX. APPENDIX 13 ATTACHMENT 1: SCOPE OF WORK ATTACHMENT 2: SAMPLE AGREEMENT ATTACHMENT 3: SUBMITTALS (CERTIFICATIONS, STATEMENTS, SCHEDULES) ATTACHMENT 4: ADDITIONAL INFORMATION City Council 17 –6 3/1/2022 City of Santa Ana RFP 22-009A Page 4 I. GENERAL Revive Santa Ana is a comprehensive COVID-19 pandemic recovery initiative designed to deliver both short-term and long-term health, financial, educational and other support to the Santa Ana community. It is funded by a federal American Rescue Plan Act allocation of $128.3 million, additional housing funding of $21.5 million, and $10.6 million in federal funds from the state for emergency rental assistance. The Santa Ana city council approved the use of the first portion of money on July 20, 2021. The City is issuing a request for proposals to award up to $1,000,000 (minimum: $50,000/maximum $250,000) in federal grant funds to qualified non-profit organizations that have the expertise and experience in providing food supply and/or food distribution programs in the city of Santa Ana. This is a reimbursement grant opportunity. Organizations awarded grants will need to expend funds in qualified, eligible categories and then request reimbursement from the city with appropriate documentation of expenses. Request for proposal timeline (subject to change at the discretion of the city): RFP Release: Friday, January 14, 2022 Pre-Proposal Zoom Meeting: Monday, January 31, 2022 10:00 AM PST Please See Below For Zoom Meeting Information Deadline for Requests for Information: Wednesday, February 2, 2022 5:00 PM PST Proposal Due: Monday, February 7, 2022 5:00 PM PST Projected Award: Tuesday, March 1, 2022 Projected Agreement Start Date: March 1, 2022 Projected Agreement End Date February 29, 2024 The City has established a proposal review committee to evaluate proposers based on the response to the RFP, which includes adherence to outlined directions and format, and the city evaluation criteria set forth below. The results from the evaluation committee will be provided to the executive director and/or city manager for final consideration for recommendation to the city council for awarding a grant. City Council 17 –7 3/1/2022 City of Santa Ana RFP 22-009A Page 5 Zoom Meeting Information City Of Santa Ana Is Inviting You To A Scheduled Zoom Meeting. Topic: Revive Pre-Proposal Zoom Meeting (D. Perez) Time: Jan 31, 2022 10:00 AM Pacific Time (US And Canada) Join Zoom Meeting https://us02web.zoom.us/j/84808506542?pwd=cFVWSlYrVXVJTVpJUE1aSTVubG1kQT09 Meeting ID: 848 0850 6542 Passcode: 739213 One tap mobile +16699006833,,84808506542#,,,,*739213# US (San Jose) +12532158782,,84808506542#,,,,*739213# US (Tacoma) Dial by your location +1 669 900 6833 US (San Jose) +1 253 215 8782 US (Tacoma) +1 346 248 7799 US (Houston) +1 312 626 6799 US (Chicago) +1 929 205 6099 US (New York) +1 301 715 8592 US (Washington DC) Meeting ID: 848 0850 6542 Passcode: 739213 Find your local number: https://us02web.zoom.us/u/kc7MEb0SW5 II. PROPOSAL TERMS AND CONDITIONS By submitting a Proposal, the PROPOSER acknowledges that it has thoroughly examined and accepts the Terms and Conditions of this RFP as described below: A. EXAMINATION PROPOSER represents that it has thoroughly examined and become familiar with the services and responsibilities outlined in this RFP, and that it is capable of effectively and efficiently performing quality work to achieve the CITY’s objectives. Any attachments referenced herein or any interpretations, clarifications or amendments subsequently posted in the relation to this RFP are fully incorporated. B. DILIGENCE MATERIAL Diligence Material, if provided, is subject to the following disclaimer: Neither the CITY or any of its agents, advisors, or representatives: has made or makes any representation or warranty, express or implied, as to the accuracy or completeness of the Diligence Material. Without limiting the generality of the foregoing, the Diligence Material may include certain assumptions, statements, estimates and projections provided by or with respect to the CITY. Such assumptions, statements, estimates, and projections reflect various assumptions made by the CITY, which assumptions may or may not prove to be correct. No representations are made by the CITY as to the accuracy of such City Council 17 –8 3/1/2022 City of Santa Ana RFP 22-009A Page 6 assumptions, statements, estimates, or projections. C. PROPOSAL VALIDITY Services, pricing and warranties indicated in a respondent’s Proposal must be valid for a period of 120 days after the submission of the Proposal. D. PRE-CONTRACTUAL EXPENSES Santa Ana shall not be liable for any pre-contractual expenses incurred by PROPOSERS in the preparation of its proposal. E. PROPOSAL INFORMATION It is understood and agreed upon by the PROPOSER in submitting a Proposal that the CITY has the right to withhold all information regarding this process until after Agreement award, including but not limited to: the number received; competitive technical information; competitive price information; and the CITY evaluation concerns about competing Proposals. Information releasable after award is subject to the disclosure requirements of the Public Records Act, California Government Code Section 6250. F. EVIDENCE OF FINANCIAL CAPACITY Proposer may be requested to submit its most recent audited financial statement, evidencing PROPOSER’s financial capacity to fully perform the required services, including provision of equipment and personnel expenses over a ninety (90) day period. If said financial statement does not reflect full ninety (90) day operational capacity, PROPOSER may include a letter of credit as evidence of supplemental capacity. G. CITY RIGHT TO REJECT The CITY reserves the right to reject any or all proposals submitted and no representation is made hereby that any agreement will be awarded pursuant to this RFP or otherwise. The CITY reserves the right to accept or reject the combined or separate components of this proposal in part or in its entirety or to waive any minor inconsistency, informality or technical defect in the proposal. The CITY reserves the right to reject, replace and approve any and all subcontractors. All subcontractor(s) shall be identified in the response to the RFP. Subcontractors shall be the responsibility of the successful PROPOSER and the CITY shall assume no liability of such subcontractors. H. EXECUTION OF AGREEMENT The CITY and the selected PROPOSER(S) will enter into an Agreement similar to that as shown in Attachment 2, in the Appendix of this RFP. If a PROPOSER is unwilling or unable to execute an Agreement within thirty (30) days after being notified of selection under this RFP, the CITY reserves the right to select the next most qualified PROPOSER or call for new Proposals, whichever the CITY deems most appropriate. City Council 17 –9 3/1/2022 City of Santa Ana RFP 22-009A Page 7 I. LICENSES & PERMITS The selected PROPOSER shall be required to obtain a CITY of Santa Ana Business license within ten (10) business days of selection and must provide a copy to the CITY Project Manager or designee prior to commencing any work in Santa Ana. Additionally, PROPOSER will be responsible for obtaining any licenses/permits required by the Scope of Work. J. INSURANCE The selected PROPOSER shall provide the required evidence of insurance coverage as set forth in the standard agreement within ten (10) business days after receipt of notice of award. K. PAYMENT INFORMATION PACKET The selected PROPOSER shall return a completed payment information packet within ten (10) business days after the successful PROPOSER has received notice that the agreement has been awarded. The packet is available on the CITY’s website: https://www.santa- ana.org/doing-business-city# INSTRUCTIONS TO PROPOSERS A. POINT OF CONTACT The selected PROPOSER will assume responsibility for all services in its proposal. The selected PROPOSER shall identify a sole point of contact with the greatest knowledge in regard to the required service operations and contractual matters, including payment of any and all charges resulting from the Agreement. B. JOINT OFFERS/SUBCONSULTANTS Where two or more PROPOSERS desire to submit a single Proposal in response to this RFP, they should do so on a prime-sub consultant basis. The CITY intends to contract with a single organization and not with multiple organizations doing business as a joint venture. Should the use of sub consultants be offered, the PROPOSER shall provide the same assurances of competence for the sub consultant plus the demonstrated ability to manage and supervise the subcontracted work. Sub consultants shall not be allowed to further subcontract with others for work under the Agreement. The provisions of the Agreement shall apply to all sub consultants in the same manner as the PROPOSER. C. REQUEST FOR INFORMATION OR CLARIFICATION Any requests for clarification or other questions concerning this RFP must be submitted via PlanetBidsby or before the “Deadline for Requests for Information” date noted in the RFP Timeline under Section I. General. No verbal requests or responses will be accepted. Significant interpretations or clarifications will be addressed via addenda to this RFP, which will be released and posted on PlanetBids under the “Addenda/Emails” tab, as indicated in Section III.D. City Council 17 –10 3/1/2022 City of Santa Ana RFP 22-009A Page 8 D. ADDENDA Any changes in the RFP from the date of release to date of submittal will result in an addendum or amendment. Notification of such addendum or amendment shall be posted through the City’s electronic bid management system at http://www.planetbids.com/portal/portal.cfm?CompanyID=20137 PROPOSERS shall be responsible for monitoring the site to obtain information regarding this solicitation. E. PRE-PROPOSAL MEETING If stated in the timeline, a pre-proposal meeting will occur on the date and time identified herein. The meeting will include discussion of the project scope and a question-and- answer session. Significant interpretations or clarifications will be addressed via addenda to this RFP. F. ERRORS IN PROPOSAL If, prior to the opening of Proposals, a PROPOSER discovers an error in the Proposal, the PROPOSER may submit a replacement Proposal prior to the time and date set as the deadline for submitting Proposals. The replacement Proposal shall clearly indicate that it supersedes the prior Proposal. After the close of the RFP Period, an erroneous Proposal may not be replaced or modified; but the PROPOSER may request the CITY release the PROPOSER due to an error in the Proposal. The CITY may release the PROPOSER if the integrity of the Proposal process is not jeopardized, the error was a result of excusable neglect, and the PROPOSER is not advantaged. If the CITY releases the PROPOSER, the Proposal will be deemed rejected and the PROPOSER shall be prohibited from performing all or any portion of this project. A PROPOSER’S error in adding numerical items contained in the Proposal shall not constitute a material error. Rather, the CITY will rely upon the amount assigned to each item of the Proposal. G. PROTESTS PROPOSERS with concerns or rebuttal of any staff determination of non-responsiveness or non-responsibility may submit, in writing within five (5) business days, to the RFP Administrator, any concerns regarding the RFP process or staff determination. Such writing shall be considered by the City Manager or his designated representative, and may be acted upon within five (5) business days. If no action is taken within such time, there shall be no change to the staff determination. The exercise by PROPOSER of its right to submit written concerns shall be a condition precedent to seeking judicial review of any award of a contract hereunder. III. SUBMITTAL REQUIREMENTS A. GENERAL 1. ELECTRONIC SUBMITTAL: Proposers are required to submit all elements City Council 17 –11 3/1/2022 City of Santa Ana RFP 22-009A Page 9 identified in section IV. B. Proposal Contents via the PlanetBids website. The City is not responsible for any technical difficulties, such as unavailable internet connection, website failure, etc. It is the responsibility of the proposer to ensure that any proposal submitted has been uploaded to PlanetBids prior to this proposal due date and time. 2. DEADLINE: Proposals are due to the City of Santa Ana, at the date, time, and location set forth above in the Notice Inviting Proposals. B. PROPOSAL CONTENTS A responsive proposal shall contain the following documentation: 1. COVER LETTER: Proposals shall include a letter signed by a principal or authorized representative who can make legally binding commitments for the entity. Include type of business entity. 2. TABLE OF CONTENTS: Proposals shall include a listing, by page number and all other contents of the Proposal that are listed below. 3. STATEMENT OF QUALIFICATIONS: a) Organization and Team Experience: Proposal shall include 1) Organizational Chart, (1 page max) 2) P rofile of the organization’s experience (1 page max) 3) Resumes of team that will be providing services (1 page max per resume) b) Relevant Program/Service Experience: (1 page max) Proposal shall include a list of programs/services, which your organization has provided within the last five (5) years. Program/Service information should include program descriptions. Federal Funding: (1 page max) Proposal shall include a listing that contains the items below of Federal grants received (directly or from a Pass-through Agency) within the past five (5) years. -Name of Federal Awarding Agency -Name of Grant -Grant Agreement Number -Federal Catalog Number -Project Period -Award Amount -Scope of work 4. SCOPE OF WORK: (5 page max) 1. Proposal shall include details of food supply and/or food distribution services to be provided, the tasks to be accomplished, duration of the program (proposals may be up to two years) and the deliverables to be provided City Council 17 –12 3/1/2022 City of Santa Ana RFP 22-009A Page 10 2. Proposal shall include details of the target population 3. Proposal shall include details of the unmet need 4. Proposal shall include details of collaborations with local organizations 5. Proposal shall include details of innovation in program/service delivery 5. DATA COLLECTING, REPORTING AND COMPLIANCE: (2 pages max) 1. The proposal shall include details on how the organization will comply with the State and Local Fiscal Recovery Funds, Compliance and Reporting responsibilities for the following categories: 2: Negative Economic Impacts 2.1 Household Assistance: Food Programs Proposers will have to comply with and demonstrate Evidence of Use and Project Demographic Distribution. See link for guidance book: https://home.treasury.gov/system/files/136/SLFRF-Compliance-and- Reporting-Guidance.pdf 2. The proposal shall include details on how the organization will service people in a Qualified Service Tract (QCT) (See link for below for map). If service is not in a QCT, how will the organization support their determination that the pandemic resulted in disproportionate public health or economic outcomes to the specific population, household, or geographic area served. https://www.huduser.gov/portal/sadda/sadda_qct.html 3. The proposal shall include details on how the organization will comply with 2 CFR part 200 (Uniform Administrative Requirements). See link for below for regulations. https://www.ecfr.gov/current/title-2/subtitle-A/chapter-II/part-200?toc=1 6. BUDGET PROPOSAL: (2 page max) The proposal shall include a line item budget proposal for services for the entirety of the program period (proposals may be for up to a two-year period). In addition, please describe your organization’s ability to support cashflow needs between reimbursement of expenditures, estimated 90- 120 days (invoicing is anticipated to be bi-monthly or quarterly). 7. CERTIFICATIONS/STATEMENTS: The following forms, included in Attachment 3 in the Appendix of this RFP shall be signed and included as part of the proposal submittal package: • Attachment 3-1: Non-Collusion Affidavit • Attachment 3-2: Non-Lobbying Certification City Council 17 –13 3/1/2022 City of Santa Ana RFP 22-009A Page 11 • Attachment 3-3: Non-Discrimination Certification • Attachment 3-4: Agreement Statement • Attachment 3-5: Organizational Status Documentation IV. PROPOSAL REVIEW (CONSULTANT SELECTION) A. EVALUATION AND RATING The CITY has established a proposal review committee to evaluate proposals based on the response to the RFP, which includes adherence to outlined directions and format, and the CITY evaluation criteria set forth above. A final score will be calculated for each submitted proposal and used to rank the PROPOSERS. The criteria for evaluating the proposals submitted will take the following items into consideration: • Statement of Qualifications 25% • Scope of work 25% • Data Collection, Reporting and Compliance 25% • Budget 25% The CITY reserves the right to request clarification and/or request additional information from PROPOSERS, if necessary. Such clarifications and/or additional information shall be submitted by the PROPOSERS as an Addendum to the Proposal upon request of the Contract Officer. However, since PROPOSERS may not request to provide additional input, PROPOSERS are advised to submit complete information in the Proposal. Based on the evaluation results, the CITY may make a recommendation to award a grant or create a finalist list for further evaluation. PROPOSERS with a score insufficient to make the finalist list will not proceed in the evaluation process. The threshold for the finalist list will be determined by the evaluation committee. Factors used for the threshold determination are the number of proposals and initial scores of the proposals. For example, the lowest score of the top three scores will set the threshold and any score under that will not make the finalist list. The CITY may hold interviews and finalists may be asked to participate in an interview session and/or supplemental questionnaire. Exact date and time will be provided to the finalist(s) seven days prior to the assigned interview session and/or due date of the supplemental questionnaire. If an interview session and/or supplemental questionnaire is performed, the finalist will be ranked in order to determine which proposal(s) is(are) in the best interest to the CITY. B. SELECTION The CITY will recommend award of the agreement to the PROPOSER(S) who will provide the best quality and value to the CITY. CITY reserves the right to negotiate the final terms of the agreement. CITY reserves the right to begin negotiations and enter into an agreement without interview or further discussions. PROPOSER(S) will be asked to sign a tentative agreement that will be subject the City final approval. If in the negotiation process, the CITY and PROPOSER(S) cannot agree on final terms, the City reserves the City Council 17 –14 3/1/2022 City of Santa Ana RFP 22-009A Page 12 right to begin negotiations with the next highest ranked proposer and/or reject any/all proposals. V. AWARD OF AGREEMENT A. REQUEST FOR COUNCIL ACTION Following evaluation and rating by the proposal review committee, the Executive Director will recommend award of an agreement to the PROPOSER(S) providing the best quality and value to the CITY. B. EXECUTION OF AGREEMENT A standard agreement is included as Attachment 2, in the Appendix of this RFP. “PROPOSER” will hereinafter be referred to as “Consultant” in standard agreement. The term of the agreement will begin after the agreement is fully executed, and all required bonds, insurance documents and contents of the payment information packet have been received and approved. VI. IMPLEMENTATION A. KICK-OFF MEETING A kick-off meeting may be held after award of contract. Consultant and its team will meet with City of Santa Ana staff to conduct introductions, discuss scope of services, and implementation process. B. NOTICE TO PROCEED Following the kick-off meeting, a formal Notice to Proceed (NTP) may be issued after the agreement is fully executed, and all insurance documents and contents of the Payment Information Packet have been received and approved. VII. PUBLIC RECORDS All responses to the RFP shall become property of the CITY, and proposals will become public record after award of agreement. PROPOSER information identified as proprietary information shall be maintained confidential, to the extent allowed under the California Public Records Act. The City of Santa Ana, City Attorney Office will make the determination on whether information identified as proprietary meets confidentiality requirements. City Council 17 –15 3/1/2022 City of Santa Ana RFP 22-009A Page 13 Appendix ATTACHMENT 1 SCOPE OF WORK CITY OF SANTA ANA REQUEST FOR PROPOSALS FOR REVIVE: SANTA ANA FOOD SUPPLY/DISTRIBUTION PROGRAMS RFP NO.: 22-009A Revive Santa Ana is a comprehensive COVID-19 pandemic recovery initiative designed to deliver both short-term and long-term health, financial, educational and other support to the Santa Ana community. It is funded by a federal American Rescue Plan Act allocation of $128.3 million, additional housing funding of $21.5 million, and $10.6 million in federal funds from the State for emergency rental assistance. The Santa Ana City Council approved the use of the first portion of money on July 20, 2021. The CITY is issuing a Request for Proposals to award $1,000,000 Federal grant funds to qualified non- profit organizations that have the expertise and experience in providing the following programs for Santa Ana Residents: • Food Distribution Programs • Food Supply Programs This is a reimbursement grant opportunity. Organizations awarded grants will need to expend funds in qualified, eligible categories and then request reimbursement from the City with appropriate documentation of expenses. City Council 17 –16 3/1/2022 City of Santa Ana RFP 22-009A Page 14 Appendix ATTACHMENT 2 AGREEMENT-SAMPLE (non-substantive changes may occur) AGREEMENT BETWEEN THE CITY OF SANTA ANA AND FOR USE OF AMERICAN RESCUE PLAN ACT (ARPA) FUNDS This Agreement is hereby made and entered into this day of , 2022, by and between the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California (“CITY”), and , a California domestic nonprofit corporation (“CONTRACTOR” ). RECITALS: A.The American Rescue Plan Act (“ARPA”) was signed into law in March 2021. ARPA provides funding for a number of different programs, including the Coronavirus State and Local Fiscal Recovery Fund (“SLFRF”), to provide monetary support to local governments to respond to, mitigate, and recover from the COVID-19 public health emergency. B.On July 20, 2021, the Santa Ana City Council authorized the City Manager to utilize ARPA SLFRF funding from the United States Department of Treasury for the Revive Santa Ana Spending Plan, which includes five spending categories: recovery from the pandemic, direct assistance programs, public health and safety, critical infrastructure, and city fiscal health. C.CONTRACTOR has been selected by the CITY to receive ARPA SLFRF Funds in order to provide food distribution and/or food supply programs, in accordance with the Scope of Work attached hereto as Exhibit A and incorporated herein by reference (“said program”). CONTRACTOR represents that it is qualified and willing to operate said program and certifies that the administration of said program carried out with funds provided under this Agreement will meet ARPA’s objectives to respond to, mitigate, and recover from this historic COVID-19 public health crisis. D.CONTRACTOR agrees that it will adhere to the tasks and services as indicated in Exhibit A for said program. Failure to follow the requirements and meet the stated expectations may constitute breach of contract that could result in termination of this Agreement or serve as reason for the CITY to recapture the grant funds awarded to CONTRACTOR pursuant to this Agreement. WHEREFORE, it is agreed by and between the parties that the foregoing Recitals are a substantive part of this Agreement and the following terms and conditions are approved and together with all exhibits and attachments hereto, shall constitute the entire Agreement between the CITY and CONTRACTOR: I.ARPA PROGRAM PROVISIONS A.Scope of Work. CONTRACTOR shall be responsible for the specific tasks and services of said program, and agrees to administer said program in compliance with the tasks and services as City Council 17 –17 3/1/2022 City of Santa Ana RFP 22-009A Page 15 described in the Scope of Work attached hereto as Exhibit A. CONTRACTOR’s failure to perform as required may, in addition to other remedies set forth in this Agreement, result in readjustment of the amount of funds for said program or termination of this Agreement. B. Term of Agreement. The term of said Agreement shall commence on the date first written above and continue through February 29, 2024 (“Term”), unless terminated earlier pursuant to the terms of this Agreement. This Agreement shall also cover any and all services provided by the CONTRACTOR to the CITY since the date the ARPA SLFRF Funds were awarded to the CITY. Additionally, the Term of this Agreement may be extended by a writing executed by the City Manager, or designee, and the City Attorney. C. Amount of Grant Funding. The total amount of funds provided for said program shall not exceed dollars ($ ) (“ARPA SLFRF Funds”) during the Term of the Agreement. CONTRACTOR agrees to use said ARPA SLFRF Funds to administer said program as outlined in Exhibit A. D. Disbursement of Funds. Said ARPA SLFRF Funds shall be disbursed by CITY to CONTRACTOR pursuant to the terms found in the Fee Payment Schedule attached hereto as Exhibit B, with payments subject to the submittal of invoices and other reporting requirements, as hereinafter more fully set forth. CONTRACTOR shall be obligated to perform such duties as would normally extend beyond the term, including, but not limited to, obligations with respect to indemnification, audits, reporting, data retention/reporting, and accounting. Failure to provide any of the required documentation and reporting will cause CITY to withhold all or a portion of a request for ARPA SLFRF Funds, or return the entire request to CONTRACTOR, until such documentation and reporting has been received and approved by CITY. (1) Reduction in ARPA SLFRF Funding. The CITY reserves the right to reduce the amount of ARPA SLFRF Funds to CONTRACTOR, or to completely terminate this Agreement, in the CITY’s sole discretion, if there is a reduction in ARPA SLFRF Funds provided to the CITY. (2) Reduced Distribution of Funds. The CITY reserves the right to reduce the grant application if the CITY’s fiscal monitoring indicates that CONTRACTOR’s rate of expenditure will result in unspent funds at the end of the program term. Amendments in the grant allocation will be made after consultation with CONTRACTOR. (3) Reversion of Assets. CONTRACTOR agrees that any and all funds received under this Agreement shall be utilized during the Term of this Agreement, and that any and all funds remaining as of the end of the Term, which have not been utilized, shall be returned by CONTRACTOR to the CITY within thirty (30) days of the expiration or earlier termination of the Agreement. No expense of CONTRACTOR will be reimbursed by CITY if incurred after the end of the Term of the Agreement. E. Grant Program Requirements. (1) CONTRACTOR acknowledges that the source of funding for said program is the federal ARPA, and that payments from the ARPA SLFRF Funds are only to be used to make necessary expenditures incurred due to the public health emergency with respect to COVID-19. (2) CONTRACTOR acknowledges that ARPA provisions allow the use of ARPA SLFRF Funds to respond to, mitigate, and recover from the COVID-19 public health emergency, and will not use City Council 17 –18 3/1/2022 City of Santa Ana RFP 22-009A Page 16 these funds for any other uses. (3) CONTRACTOR shall follow the process and determination of eligibility for participants in said program as outlined in Exhibit A. F. Performance Monitoring. (1) CONTRACTOR shall submit program performance information as often as requested by CITY, but no less than the submission of monthly reports and a final report to CITY with the information requested by and in the format acceptable to CITY. Each monthly report is due within thirty (30) days of completion of work for each month. The final report is due within thirty (30) days after the termination or expiration of this Agreement. (2) CITY will evaluate CONTRACTOR’s management and operation of said program with respect to the project expectations as described in Exhibit A. (3) CITY will review the audit of the CONTRACTOR to ensure that grant funds are used for authorized purposes in compliance with laws, regulations, and the provisions of contracts or grant agreements under this Agreement, including attachments and exhibits. (4) If action to correct any substandard performance is not taken by the CONTRACTOR within a reasonable period after being notified by CITY, suspension or termination procedures may be initiated by CITY. (5) All performance shall be subject to review by the CITY or other regulatory agencies at all times. CONTRACTOR shall provide adequate cooperation to any inspector or other CITY representative to permit the same to determine CONTRACTOR’s conformity with the terms of this Agreement. If any services performed by CONTRACTOR are not in conformance with the terms of this Agreement, the CITY shall have the right to require CONTRACTOR to perform the services in conformance with the terms of the Agreement at no additional cost. The CITY may also terminate this Agreement for default and charge CONTRACTOR for any costs incurred by the CITY because of CONTRACTOR’s failure to perform. (6) CONTRACTOR shall establish adequate procedures for self -monitoring and quality control and assurance to ensure proper performance under this Agreement; and shall permit a CITY representative or other regulatory official to monitor, assess, or evaluate CONTRACTOR’s performance under this Agreement at any time, upon reasonable notice to CONTRACTOR. G. Audit. (1) CONTRACTOR shall maintain complete and accurate records and supporting documentation to facilitate financial and/or program audits by CITY. This requirement shall apply to any records and documentation CITY shall reasonably require or as required to be maintained pursuant to the ARPA regulations. (2) The books and accounts, files, and other records of CONTRACTOR, which are applicable to this Agreement, shall be available for inspection, review, and audit during normal business hours by CITY to determine the proper application and use of all ARPA SLFRF Funds provided to or for the account or benefit of CONTRACTOR. City Council 17 –19 3/1/2022 City of Santa Ana RFP 22-009A Page 17 (3) CONTRACTOR assumes responsibility for reimbursement to CITY a sum of money equivalent to the amount of any expenditures disallowed should the CITY, or an authorized agency, rule through audit, exception, or some other appropriate means, that expenditures from funds allocated to CONTRACTOR for direct and/or administrative costs were not made in compliance with the applicable cost principles, regulations, or the provisions of this Agreement. (4) CONTRACTOR agrees to comply with the requirements of OMB Uniform Guidance 2 CFR Part 200. CONTRACTOR further agrees to provide CITY with a copy of completed independent auditors’ report within thirty (30) days of CITY’s request for such report. If the report contains instances of non-compliance with federal laws and regulations that bear directly on the performance or administration of this Agreement, CONTRACTOR shall provide CITY copies of responses to auditors’ reports, a plan for corrective action, and auditors’ response that the noncompliance has been resolved. All reports prepared in accord with the requirements of OMB Uniform Guidance 2 CFR Part 200 shall be available for inspection by representatives of CITY or the federal government during normal business hours. (5) All accounting records, reports, and evidence pertaining to all costs, expenses and the ARPA SLFRF Funds of CONTRACTOR and all documents related to this Agreement shall be maintained and kept available at CONTRACTOR’S office or place of business for the duration of the Agreement and thereafter for five (5) years from the date of final payment under this Agreement. Records which relate to: (a) complaints, claims, administrative proceedings or litigation arising out of the performance of this Agreement; or, (b) costs and expenses of this Agreement to which CITY or any other governmental agency takes exception, shall be retained beyond the five (5) years until complete resolution or disposition of such appeals, litigation claims, or exceptions. In the event CONTRACTOR does not make the above-referenced documents available within the City of Santa Ana, California, CONTRACTOR agrees to pay all necessary and reasonable expenses incurred by CITY in conducting any audit at the location where said records and books of account are maintained. H. Ownership/Use of Materials. CONTRACTOR agrees that all materials, reports or products in any form, including electronic, created by CONTRACTOR for which CONTRACTOR has been compensated pursuant to this Agreement shall be the sole property of the CITY. The material, reports, or products may be used by the CITY for any purpose that the CITY deems to be appropriate, including, but not limit to, duplication and/or distribution within the CITY or to third parties. CONTRACTOR agrees not to release or circulate in whole or part such materials, reports, or products without prior written authorization of the CITY. I. Close-Out. CONTRACTOR agrees to comply with the closeout procedures detailed in 2 CFR §200.343, including the following: (1) CONTRACTOR must submit, no later than ninety (90) calendar days after the end date of the period of performance, all financial, performance, and other reports as required by the terms and conditions of this Agreement; (2) CONTRACTOR must promptly refund any balances of unobligated cash that the CITY paid in advance or paid and that is not authorized to be retained by CONTRACTOR for use in other projects (See OMB Circular A-129 and 2 CFR §200.345); and, (3) CITY should complete all closeout actions for the Federal award no later than one year after receipt and acceptance of all required final reports. City Council 17 –20 3/1/2022 City of Santa Ana RFP 22-009A Page 18 II. CONTRACTOR’S OBLIGATIONS A. Representations and Warranties. (1) Authority. CONTRACTOR is a duly organized and existing domestic nonprofit corporation in good standing and authorized to do business under the laws of the State of California. CONTRACTOR has full right, power and lawful authority to accept the funding hereunder and to undertake all obligations as provided herein and the execution, performance and delivery of this Agreement by CONTRACTOR has been fully authorized by all requisite actions on the part of CONTRACTOR. (2) Experience. CONTRACTOR is qualified to provide the administrator services for said program detailed herein. (3) Familiarity With Services Required. By executing this Agreement, CONTRACTOR warrants that: (i) it has thoroughly investigated and considered the administrator services to be performed and provided for said program as detailed in Exhibit A; (ii) it has carefully considered how the services should be performed; and, (iii) it fully understands the facilities, difficulties and restrictions attending performance of the services under this Agreement. (4) No Conflict. To the best of CONTRACTOR’S knowledge, CONTRACTOR’S execution, delivery and performance of its obligations under this Agreement will not constitute a default or a breach under any contract, agreement or order to which CONTRACTOR is a party or by which it is bound. (5) No Bankruptcy. CONTRACTOR is not the subject of any current or threatened bankruptcy proceeding. (6) No Pending Legal Proceedings. CONTRACTOR is not the subject of a current or threatened litigation that would or may materially affect CONTRACTOR’S performance under this Agreement. (7) Proposal Veracity. All provisions of and information provided in CONTRACTOR’s proposal submitted to CITY, including any exhibits, are true and correct in all material respects. (8) No Pending Investigation. CONTRACTOR has no knowledge that it is the subject of any current or threatened criminal or civil action investigation by any public agency, including without limitation a police agency or prosecuting authority, which would relate to or affect performance of the Agreement or provision of services hereunder. B. Licensing. CONTRACTOR agrees to obtain and maintain all required licenses, registrations, accreditation and inspections from all agencies governing its operations. CONTRACTOR shall ensure that its staff shall also obtain and maintain all required licenses, registrations, accreditation and inspections from all agencies governing CONTRACTOR's operations hereunder. Such licensing requirements include obtaining a City business license, as applicable. C. Zoning. CONTRACTOR agrees that any facility/property used in furtherance of said program shall be specifically zoned and permitted for such use(s) and activities. Should CONTRACTOR fail to have the required land entitlement and/or permits, thus violating any local, state or federal rules and regulations relating thereto, CONTRACTOR shall immediately make good-faith efforts to gain compliance City Council 17 –21 3/1/2022 City of Santa Ana RFP 22-009A Page 19 with local, state or federal rules and regulations following written notification of said violation(s) from the CITY or other authorized citing agency. CONTRACTOR shall notify CITY immediately of any pending violations. Failure to notify CITY of pending violations, or to remedy such known violation(s) shall result in termination of grant funding hereunder. CONTRACTOR must make all corrections required to bring the facility/property into compliance with the law within sixty (60) days of notification of the violation(s); failure to gain compliance within such time shall result in termination of grant funding hereunder. D. Separation of Accounts. All funds received by CONTRACTOR from CITY pursuant to this Agreement shall be maintained in an account in a federally insured banking or savings and loan institution with record keeping of such accounts maintained pursuant to applicable 2 CFR 200.302 requirements. CONTRACTOR is not required to maintain separate depository accounts for ARPA SLFRF Funds; provided however, the CONTRACTOR must be able to account for receipt, obligation, distribution and expenditure of ARPA SLFRF Funds pursuant to applicable 2 CFR 200.302 requirements. E. Audit Report Requirements. CONTRACTOR agrees that if CONTRACTOR expends Seven Hundred Fifty Thousand Dollars ($750,000) or more in federal funds, CONTRACTOR shall have an annual audit conducted by a certified public accountant in accordance with the standards as set forth and published by the United States Office of Management and Budget. CONTRACTOR shall provide CITY with a copy of said audit by April 1 of the year following the program year in which this Agreement is executed. F. Compliance with Law/Program Income. CONTRACTOR acknowledges that the funds being provided by CITY for said program are received by CITY pursuant to ARPA, and that distribution and expenditure of these ARPA SLFRF Funds shall be in accordance with ARPA and all pertinent regulations issued by agencies of the federal government, including, but not limited to, all regulations found at Title 24 of the Code of Federal Regulations. Any program income received by CONTRACTOR shall be returned to CITY, unless otherwise provided for in this Agreement. CONTRACTOR agrees to comply fully with all federal, state and local laws and court orders applicable to its operation and administration of said program, whether or not referred to in this Agreement. G. Debarment. To protect the public interest and ensure the integrity of Federal programs, CITY may only conduct business with responsible persons and may not make any award or permit any award to any party which is debarred or suspended or is otherwise excluded from or ineligible for participation in Federal assistance programs under Executive Order 12549, “Debarment and Suspension”. See also 24 CFR 570.609. CONTRACTOR must review and sign Exhibit D “Debarment”, which is attached hereto and incorporated herein by this reference. CONTRACTOR shall be in good standing, without suspension by the California Secretary of State, Franchise Tax Board or Internal Revenue Service. Any change in the corporate status or suspension of CONTRACTOR shall be reported immediately to CITY. H. Confidentiality. Without prejudice to any other provisions of this Agreement, CONTRACTOR shall, where applicable, maintain the confidential nature of information provided to it concerning participants in accordance with the requirements of federal and state law. However, CONTRACTOR shall submit to CITY or its representatives, all records requested, including audit, examinations, monitoring and verifications of reports submitted by CONTRACTOR, costs incurred and services rendered hereunder. I. Independent Contractor. CONTRACTOR agrees that the performance of obligations hereunder is rendered in its capacity as an independent contractor and that it is in no way an agent of City Council 17 –22 3/1/2022 City of Santa Ana RFP 22-009A Page 20 CITY. J. Violation of Terms and Conditions. CONTRACTOR agrees that if CONTRACTOR violates any of the terms and conditions of this Agreement or any prior Agreement whereby ARPA SLFRF Funds were received by CONTRACTOR, or if CONTRACTOR reports inaccurately, or if on audit there is a disallowance of certain expenditures, CONTRACTOR agrees to remedy the acts or omissions causing the disallowance and repay CITY all amounts spent in violation thereof. If CONTRACTOR engaged in fraudulent activity to obtain and/or justify distribution or expenditure of the ARPA SLFRF Funds granted hereunder, CONTRACTOR shall be required to reimburse the CITY of all such funds that were obtained, distributed and/or spent under fraudulent circumstances. K. Fraud. CONTRACTOR shall immediately report all suspected or known instances and facts concerning possible fraud, abuse or criminal activity related to said program for the ARPA SLFRF Funds under this Agreement. L. Prohibited Use. CONTRACTOR hereby certifies and agrees that it will not use ARPA SLFRF Funds provided through this Agreement to pay for entertainment, meals or gifts, or other prohibited uses. M. Lobbying. CONTRACTOR certifies that it will comply with federal law (31 U.S.C. 1352) and regulations found at 24 CFR Part 87, which provide that no appropriated funds may be expended by the recipient of a federal contract, grant, loan or cooperative agreement to pay any person for influencing or attempting to influence an officer or employee of any agency, Member of Congress, or an officer or employee of a Member of Congress in connection with awarding of any federal contract, the making of any federal grant or loan, entering into any cooperative agreement and the extension, renewal, amendment or modification of any federal contract, grant, loan or cooperative agreement. CONTRACTOR shall sign a certification to that effect in a form as set forth in Exhibit E, attached hereto and by this reference incorporated herein. CONTRACTOR shall submit said signed certification to CITY prior to performing any of its obligations under this Agreement and prior to any obligation arising on the part of CITY to pay any sums to CONTRACTOR under the terms and conditions of this Agreement. If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit a “Disclosure Form to Report Lobbying,” in accordance with its instructions (Exhibit E). N. Financial Interest. CONTRACTOR agrees that except for the use of administrative fees to pay salaries and other related administrative or personnel costs, no persons who exercise or have exercised any function with respect to administering said program under the terms of this Agreement, or who are in a position to participate in a decision-making process or gain inside information with regard to the administration of said program, may obtain a financial interest or benefit from said program, either for themselves or those with whom they have family or business ties, during their tenure or for one year thereafter. This prohibition applies to any person who is an employee, agent, consultant, officer, or elected or appointed official of CITY, or of any designated public agency, or the CONTRACTOR. O. Labor Standards. The CONTRACTOR agrees to comply with the requirements of the Secretary of Labor in accordance with the Davis-Bacon Act as amended, the provisions of Contract City Council 17 –23 3/1/2022 City of Santa Ana RFP 22-009A Page 21 Work Hours and Safety Standards Act (40 U.S.C. 327 et seq.) and all other applicable Federal, state and local laws and regulations pertaining to labor standards insofar as those acts apply to the performance of this Agreement. The CONTRACTOR agrees to comply with the Copeland Anti-Kick Back Act (18 U.S.C. 874 et seq.) and its implementing regulations of the U.S. Department of Labor at 29 CFR Part 5. The CONT RACTOR shall maintain documentation that demonstrates compliance with hour and wage requirements of this part. Such documentation shall be made available to the CITY for review upon request. P. Equal Employment Opportunities. CONTRACTOR shall make every effort to ensure that all projects funded wholly or in part by ARPA SLFRF Funds shall provide equal employment opportunities for minorities and women. Q. Women and Minority-Owned Businesses (W/MBE). CONTRACTOR will use its best efforts to afford small businesses, minority business enterprises, and women’s business enterprises the maximum practicable opportunity to participate in the performance of this Agreement in accordance with the requirements of 2 CFR 200.321 “Contracting with small and minority businesses, women’s business enterprises, and labor surplus area firms”. As used in this Agreement, the term “small business” means a business that meets the criteria set forth in section 3(a) of the Small Business Act, as amended (15 U.S.C. 632), and “minority and women’s business enterprise” means a business at least fifty-one percent (51%) owned and controlled by minority group members or women. For the purpose of this definition, “minority group members” are African-Americans, Spanish-speaking, Spanish surnamed or Spanish-heritage Americans, Asian-Americans, and American Indians. CONTRACTOR may rely on written representations by businesses regarding their status as minority and female business enterprises in lieu of an independent investigation. R. Drug Free Workplace. CONTRACTOR agrees to provide a drug-free workplace and to execute a certification as set forth in Exhibit F attached hereto and incorporated herein by this reference. S. Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards. The following requirements and standards must be complied with: 2 CFR Part 200 et al. CONTRACTOR shall procure all materials, property, or services in accordance with the requirements of 2 CFR 200.318-326. III. CITY'S OBLIGATIONS A. Audit of Account. CITY shall include an audit of the account maintained by CONTRACTOR in CITY's audit of all ARPA SLFRF Funds in accordance with Title 24 of the Code of Federal Regulations and other applicable federal laws and regulations. B. Common Rule: Pursuant to 2 CFR 200.328(a), the CITY manages the day-to-day operations of each grant and subgrant supported activities. CITY staff has detailed knowledge of the grant program requirements and monitors grant and subgrant supported activities to assure compliance with federal requirements. Such monitoring covers each program, function and activity and performance goals are reviewed periodically. C. Project Expectations: CITY shall monitor the performance of CONTRACTOR against goals and performance standards required herein. The CONTRACTOR shall be responsible to accomplish the project expectations as set forth in Exhibit A, and report such results to the CITY. If City Council 17 –24 3/1/2022 City of Santa Ana RFP 22-009A Page 22 the CONTRACTOR estimates such goals will not be met, the CONTRACTOR is to contact the CITY, at which time the CITY will determine if any adjustments to the grant award is appropriate. Substandard performance as determined by the CITY will constitute non-compliance with this Agreement. Should the CITY determine that the CONTRACTOR has not performed its obligations as stated in this contract in a satisfactory manner, or if the CITY determines that insufficient supporting information has been submitted, the CITY shall notify the CONTRACTOR in writing of its determination specifying in full detail the objections that it has to the CONTRACTOR’s performance. If action to correct such substandard performance is not taken by the CONTRACTOR after being notified by the CITY, within a reasonable period of time as stipulated in the written notification, contract suspension or termination procedures will be initiated. IV. GENERAL PROVISIONS A. Non-Discrimination. 1. CONTRACTOR agrees to comply with Executive Order 11246, which requires that during the performance of this Agreement, CONTRACTOR agrees not to discriminate against any employee or applicant for employment because of race, religion, sex, color or national origin. Such action shall include, but not be limited to the following: employment, upgrading, demotion, or transfer, rates of pay or other forms of compensation, and selection for training, including apprenticeship. CONTRACTOR agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided by the CONTRACTOR setting forth the provisions of this nondiscrimination clause. 2. CONTRACTOR agrees to comply with Title VI of the Civil Rights Act of 1964, which indicates that no person shall, on the ground of race, color or national origin, be excluded from participation in, be denied the benefits of, or be subject to discrimination under any program of activity receiving federal financial assistance. 3. No person shall, on the grounds of race, sex, creed, color, religion, marital status, national origin, age, sexual orientation, or physical or mental handicap be excluded from participation in, be refused the benefits of, or otherwise be subject to discrimination in any activities, programs or employment supported by this Agreement. CONTRACTOR is prohibited from discrimination on the basis of age or with respect to an otherwise qualified handicapped person as provided for under Section 109 of the Housing and Community Development Act of 1974, as amended. 4. CONTRACTOR agrees to comply with the Age Discrimination Act of 1975, which requires that during the performance of this Agreement, CONTRACTOR agrees not to discriminate against any employee or applicant for employment because of age. Such action shall include, but not be limited to the following: employment upgrading, demotion, or transfer, rates of pay or other forms of compensation, and selection for training, including apprenticeship. CONTRACTOR agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided by the CONTRACTOR setting forth the provisions of this age discrimination clause. 5. CONTRACTOR agrees to comply with Section 504 of the Rehabilitation Act of 1973, which requires that no otherwise qualified individual with a disability in the United States, shall, solely by reason of his or her disability, be excluded from the participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving federal financial assistance or under any program or activity conducted by any executive agency or by the United States Postal Service. City Council 17 –25 3/1/2022 City of Santa Ana RFP 22-009A Page 23 B. Conflict of Interest. Pursuant to the conflict of interest requirements set forth in 24 CFR 570.611 and 2 CFR 200.112, CONTRACTOR certifies that no member, officer, employee, agent or assignee of CITY having direct or indirect control of any ARPA SLFRF Funds granted to the CITY, inclusive of the subject ARPA SLFRF Funds, shall serve as an officer of CONTRACTOR. Further, any conflict or potential conflict of interest of any officer of CONTRACTOR shall be fully disclosed in writing prior to the execution of this Agreement and said writing shall be attached and deemed fully incorporated as a part hereof. Notice shall be sent by CONTRACTOR to CITY regarding any changes or modifications to its board of directors and list of officers. C. Special Certification for Religious Entities. If CONTRACTOR is a religious entity, CONTRACTOR hereby agrees that in connection with the provision of the services CONTRACTOR shall provide with ARPA SLFRF Funds, in accordance with 24 CFR 570.200(j): 1. CONTRACTOR shall not discriminate against any employee or applicant for employment on the basis of religion and shall not limit employment or give preference in employment to persons on the basis of religion. 2. CONTRACTOR shall not discriminate against any person applying for the services CONTRACTOR agrees to provide under the terms of this Agreement on the basis of religion and shall not limit such services or give preference to applicants for such services on the basis of religion. 3. CONTRACTOR shall NOT provide religious instruction or counseling, conduct any religious worship or services, or engage in any religious proselytizing, or exert any religious influence in the provision of the services in said program. The parties agree that this covenant is intended to and shall be construed for the limited purpose of assuring compliance with respect to the use of CITY funds by CONTRACTOR with applicable constitutional limitations respecting the establishment of religion as set forth in the establishment clause under the First Amendment of the United States Constitution and Article I, Section 4 of the California Constitution, and is not in any manner intended to restrict other activities of CONTRACTOR. 4. The portion of a facility used to provide public services assisted in whole or in part under this Agreement shall contain no sectarian or religious symbols. 5. Where the services to be provided under said program are rendered on property owned by the primarily religious entity CONTRACTOR, ARPA SLFRF Funds may also be used for minor repairs to such property, which are directly related to the cost of rendering the services under said program, where the cost constitutes in dollar terms only an incidental portion of the ARPA expenditure for rendering the services under said program. D. Prohibition of Nepotism. CONTRACTOR agrees not to hire or permit the hiring of any person to fill a position funded through this Agreement if a member of that person’s immediate family is employed in an administrative capacity by CONTRACTOR. For the purposes of this section, the term “immediate family” means spouse, child, mother, father, brother, sister, brother-in-law, sister-in-law, father- in-law, mother-in-law, son-in-law, daughter-in-law, aunt, uncle, niece, nephew, stepparent and stepchild. The term “administrative capacity” means having selection, hiring, supervisor or management responsibilities. E. Notices. Notices to the parties shall, unless otherwise requested in writing, be sent by U.S. Mail, postage prepaid, and addressed as follows: City Council 17 –26 3/1/2022 City of Santa Ana RFP 22-009A Page 24 TO CITY: City of Santa Ana Daisy Perez Assistant to the City Manager City Manager’s Office 20 Civic Center Plaza P.O. Box 1988 Santa Ana, California 92702-1988 TO CONTRACTOR: F. Assignability. None of the duties of, or work to be performed by, CONTRACTOR under this Agreement shall be subcontracted or assigned to any agency, consultant, or person without the prior written consent of CITY. CONTRACTOR must submit all subcontracts and other agreements that relate to this Agreement to CITY. No subcontract or assignment shall terminate or alter the legal obligations of CONTRACTOR pursuant to this Agreement. G. Indemnification/Hold Harmless. CONTRACTOR shall indemnify, defend and save harmless CITY, its officers, employees, agents, representatives and volunteers from and against any and all damages to or for loss of use of property and for injuries to or death of any person or persons, including property and employees or agents of CITY, and shall defend, indemnify and save harmless CITY, its officers, employees, agents, representatives and volunteers from and against any and all claims, demands, suits, actions or proceedings of any kind or nature, including, but not by way of limitation, workers compensation claims and including attorney fees and reasonable expenses for litigation or settlement, resulting from or arising out of the negligent or wrongful acts, errors or omissions of CONTRACTOR, its officers, directors, employees, agents, subcontractors and suppliers arising out of CONTRACTOR's performance of this Agreement. H. Insurance. Contractor shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder and the results of that work by the Contractor, its agents, representatives, employees, or subcontractors. a. MINIMUM SCOPE AND LIMIT OF INSURANCE Coverage shall be at least as broad as: 1. Commercial General Liability (CGL): Insurance Services Office Form CG 00 01 covering CGL on an “occurrence” basis, including products and completed operations, property damage, bodily injury and personal & advertising injury with limits no less than $2,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location (ISO CG 25 03 or 25 04) or the general aggregate limit shall be twice the required occurrence limit. 2. Automobile Liability: Insurance Services Office Form Number CA 0001 covering, Code 1 (any auto), or if Contractor has no owned autos, Code 8 (hired) and 9 (non-owned), with limit no less than $1,000,000 (if program services includes transportation of youth, the limit shall be no less than $5,000,000) per accident for bodily injury and property City Council 17 –27 3/1/2022 City of Santa Ana RFP 22-009A Page 25 damage. (Not required if an automobile is not required to fulfill services.) 3. Workers’ Compensation: insurance as required by the State of California, with Statutory Limits, and Employer’s Liability Insurance with limit of no less than $1,000,000 per accident for bodily injury or disease. 4. Sexual Abuse or Molestation (SAM) Liability: If the CGL policy referenced above is not endorsed to include affirmative coverage for sexual abuse or molestation, Contractor shall obtain and maintain a policy covering Sexual Abuse and Molestation with a limit no less than $1,000,000 per occurrence or claim. 5. If the Contractor maintains broader coverage and/or higher limits than the minimums shown above, the City requires and shall be entitled to the broader coverage and/or the higher limits maintained by the Contractor. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the City. b. Other Insurance Provisions – The insurance policies are to contain, or be endorsed to contain, the following provisions: 1. Additional Insured Status: The City, its officers, officials, employees, and volunteers are to be covered as additional insureds on the CGL policy with respect to liability arising out of work or operations performed by or on behalf of the Contractor including materials, parts, or equipment furnished in connection with such work or operations. General liability coverage can be provided in the form of an endorsement to the Contractor’s insurance (at least as broad as ISO Form CG 20 10 11 85 or if not available, through the addition of both CG 20 10, CG 20 26, CG 20 33, or CG 20 38; and CG 20 37 forms if a later edition is used). 2. Primary Coverage: For any claims related to this contract, the Contractor’s insurance coverage shall be primary coverage at least as broad as ISO CG 20 01 04 13 as respects the City, its officers, officials, employees, and volunteers. Any insurance or self-insurance maintained by the City, its officers, officials, employees, or volunteers shall be excess of the Contractor’s insurance and shall not contribute with it. 3. Notice of Cancellation: Each insurance policy required above shall state that coverage shall not be canceled, except with notice to the City. 4. Waiver of Subrogation: Contractor hereby grants to City a waiver of any right to subrogation which any insurer of said Contractor may acquire against the City by virtue of the payment of any loss under such insurance. Contractor agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation, but this provision applies regardless of whether or not the City has received a waiver of subrogation endorsement from the insurer. 5. Self-Insured Retentions: Self-insured retentions must be declared to and approved by the City. The City may require the Contractor to purchase coverage with a lower retention or provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention. The policy language shall provide, or be endorsed to provide, that the self-insured retention may be satisfied by either the named insured or City. 6. Acceptability of Insurers: Insurance is to be placed with insurers authorized to conduct business in the state with a current A.M. Best’s rating of no less than A:VII, unless otherwise acceptable to the City. 7. Claims Made Policies: If any of the required policies provide coverage on a claims- made basis: 1. The Retroactive Date must be shown and must be before the date of the contract or the beginning of contract work. City Council 17 –28 3/1/2022 City of Santa Ana RFP 22-009A Page 26 2. Insurance must be maintained and evidence of insurance must be provided for at least five (5) years after completion of the contract of work. 3. If coverage is canceled or non-renewed, and not replaced with another claims- made policy form with a Retroactive Date prior to the contract effective date, the Contractor must purchase “extended reporting” coverage for a minimum of five (5) years after completion of contract work. 8. Verification of Coverage: Contractor shall furnish the City with original Certificates of Insurance including all required amendatory endorsements (or copies of the applicable policy language effecting coverage required by this clause) and a copy of the Declarations and Endorsement Page of the CGL policy listing all policy endorsements to City before work begins. However, failure to obtain the required documents prior to the work beginning shall not waive the Contractor’s obligation to provide them. City reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time. 9. 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. I. Termination. 1. This Agreement may be terminated on thirty (30) days’ written notice by either party. In the event of such termination, CONTRACTOR shall only be entitled to reimbursement for approved expenses incurred to the effective date of termination. 2. This Agreement may be suspended or terminated by CITY upon five (5) days’ written notice for violation by CONTRACTOR of Federal Laws governing the use of ARPA SLFRF Funds. In the event of such suspension or termination, CONTRACTOR shall only be entitled to reimbursement for approved expenses incurred up to the effective date of suspension or termination. 3. Pursuant to 2 CFR 200.340, in the event CONTRACTOR defaults by failing to fulfill all or any of its obligations hereunder, CITY may declare a default and termination of this Agreement by written notice to CONTRACTOR, which default and termination shall be effective on a date stated in the notice which is to be not less than ten (10) days after certified mailing or personal service of such notice, unless such default is cured before the effective date of termination stated in such notice. If terminated for cause, CITY shall be relieved of further liability or responsibility under this Agreement, or as a result of the termination thereof, including the payment of money, except for payment for approved expenses incurred for services satisfactorily and timely performed prior to the mailing or service of the notice of termination, and except for reimbursement of: (1) any payments made for services not subsequently performed in a timely and satisfactory manner; and, (2) costs incurred by CITY in obtaining substitute performance. 4. The grant of funds under this Agreement may be terminated for convenience by either the CITY or CONTRACTOR, in whole or in part, by setting forth the reasons for such termination, the effective date, and, in the case of portion termination, their portion to be terminated. However, if in the case of a partial termination, the CITY determines that the remaining portion of the award will not accomplish the purpose for which the award was made, the CITY may terminate the award in its entirety. 5. The grant of funds under this Agreement may be terminated due to the non-performance City Council 17 –29 3/1/2022 City of Santa Ana RFP 22-009A Page 27 of CONTRACTOR and/or failure of SUBRECIPENT to perform the work described in Exhibit A. 6. The grant of funds under this Agreement may be terminated due to the failure of the CITY to receive sufficient or anticipated funding for the ARPA program for any term subject to this Agreement. 7. In the event this Agreement is terminated as set forth in subparagraphs I(1) through I(6), inclusive, CONTRACTOR agrees to immediately return to CITY upon CITY's demand and prior to any adjudication of CONTRACTOR’s rights, any and all funds not used, and to comply with the Reversion of Assets requirements in this Agreement. J. Limitation of Funds. The United States of America may in the future place programmatic or fiscal limitations on the use of ARPA SLFRF Funds, which limitations are not presently anticipated. Accordingly, CITY reserves the right to revise this Agreement in order to take account of actions affecting ARPA program funding. In the event of funding reduction, CITY may, in its sole and absolute discretion, reduce the budget of this Agreement, may limit the rate of CONTRACTOR’s authority to utilize funds, or may restrict CONTRACTOR’s use of uncommitted funds. Where CITY has been directed to implement a reduction in funding, with respect to funding for this Agreement, CITY’s City Manager or delegate is authorized to act for CITY in implementing and effecting such a reduction and in revising, modifying, or amending the Agreement for such purposes. If such a reduction in funding occurs, CONTRACTOR shall be permitted to de-scope accordingly. Where CITY has reasonable grounds to question CONTRACTOR’s fiscal accountability or compliance with this Agreement, CITY may suspend the operation of this Agreement for up to sixty (60) days upon five (5) days written notice to CONTRACTOR of its intention to so act, pending an audit or other resolution of such questions. In no event, however, shall any revisions made by CITY affect expenditures and legally binding commitments made by CONTRACTOR before it received notice of such revision, provided that such amounts have been committed in good faith and are otherwise allowable and that such commitments are consistent with ARPA SLFRF Funds withdrawal guidelines. K. Exclusivity and Amendment of Agreement. This Agreement supersedes any and all other agreements, either oral or in writing, between the parties hereto with respect to the use of CITY's ARPA SLFRF Funds by CONTRACTOR and contains all the covenants and agreements between the parties with respect to SUBRECIPIIENT’s administration of said program. Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any party, which are not embodied herein, and that no other agreement or amendment hereto shall be effective unless executed in writing and signed by both CITY and CONTRACTOR. L. Laws Governing this Agreement. This Agreement shall be governed by and construed in accordance with the laws of the State of California, and all applicable federal laws and regulations. M. Validity and Severability. The invalidity in whole or in part of any provision of this Agreement shall not void or affect the validity of any other provision of this Agreement. Whenever possible, each provision of this AGREEMENT shall be interpreted in such manner as to be effective and valid under applicable law, but if any provision of this AGREEMENT is held to be prohibited by or invalid under applicable law, such provision shall be ineffective only to the extent of such prohibition or invalidity, without invalidating the remainder of such provisions of this AGREEMENT. N. Waiver. No delay or omission by either party hereto to exercise any right or power City Council 17 –30 3/1/2022 City of Santa Ana RFP 22-009A Page 28 accruing upon any noncompliance or default by the other party with respect to any of the terms of this Agreement shall impair any such right or power or be construed to be a waiver thereof. A waiver by either of the parties hereto of any of the covenants, conditions, or agreements to be performed by the other shall not be construed to be a waiver of any succeeding breach thereof or of any other covenant, condition or agreement herein contained. O. Federal Award Identification Information. CONTRACTOR’s pertinent Federal Award Identification Information, including DUNS Number and Federal Award Identification Number (FAIN), as well as the applicable information for ARPA, are included in Exhibit C attached hereto and incorporated herein by this reference. P. Miscellaneous Provisions. 1. Each undersigned represents and warrants that its signature herein below has the power, authority and right to bind their respective parties to each of the terms of this Agreement, and shall indemnify CITY fully, including reasonable costs and attorney’s fees, for any injuries or damages to CITY in the event that such authority or power is not, in fact, held by the signatory or is withdrawn. 2. All Exhibits and Attachments referenced herein and attached hereto shall be incorporated as if fully set forth in the body of this Agreement. 3. This Agreement must be signed below and may be signed in counterpart and delivered by fax, email as a PDF (Portable Document Format) file attachment, or by other means that displays the original or a copy of the signatures. Any subsequent amendments may be signed and delivered in the same manner. {Signatures on following page} City Council 17 –31 3/1/2022 City of Santa Ana RFP 22-009A Page 29 IN WITNESS WHEREOF, the parties hereto have executed this Agreement as of the date and year first written above. ATTEST: CITY OF SANTA ANA ________________________ ________________________ DAISY GOMEZ KRISTINE RIDGE Clerk of the Council City Manager APPROVED AS TO FORM: SONIA R. CARVALHO City Attorney ____________________________ By: RYAN O. HODGE Assistant City Attorney CONTRACTOR: ______________________________ Name: Title: DUNS #: City Council 17 –32 3/1/2022 City of Santa Ana RFP 22-009A Page 30 EXHIBIT A SCOPE OF WORK City Council 17 –33 3/1/2022 City of Santa Ana RFP 22-009A Page 31 EXHIBIT B FEE PAYMENT SCHEDULE City Council 17 –34 3/1/2022 City of Santa Ana RFP 22-009A Page 32 EXHIBIT C FEDERAL AWARD IDENTIFICATION INFORMATION The General Program Requirements were designed to provide the framework where the CONTRACTOR will provide ARPA programs identified in this attachment. I. GOVERNANCE The CONTRACTOR agrees to comply, remain informed, and deliver services consistent with the provisions of ARPA. Where local policy has not been set, the CONTRACTOR agrees to adhere to state and/or federal policy, as appropriate. II. GOVERNANCE REFERENCES A. Additional state and federal agencies that provide funding to the CITY may be incorporated herein. B. Information Bulletins, Directives, and any other federal and state guidance documents pertaining to the ARPA SLFRF Funds. C. Actions, directives, and policy and procedures issued by the CITY. D. CITY policies, as applicable. III. CONTRACTOR/CONTRACTOR DETERMINATION: In accordance with the requirements of 2 CFR 200.330 (CONTRACTOR and Contractor determination) and for the purpose of this CONTRACT, CONTRACTOR is determined to be a CONTRACTOR. City Council 17 –35 3/1/2022 City of Santa Ana RFP 22-009A Page 33 IV. FEDERAL AWARD IDENTIFICATION FAIN INFORMATION A. CONTRACTOR Name: B. CONTRACTOR’S Unique Identifier (D-U-N-S): C. Federal Award Identification Number (FAIN): D. Federal Award Date: E. Subaward Period of Performance: F. Total Amount of Federal Funds Obligated by the Action: $ G. Total Amount of Federal Funds Obligated to the CONTRACTOR: $ H. Total Amount of the Federal Award: $ I. Federal Award Project Description: ARPA J. Federal Awarding Agency: U.S. Department of the Treasury K. Name of PTE: L. Contact Information for the Awarding Official: Kristine Ridge, City Manager Phone Number: (714) 647-5200 E-mail Address: kridge@santa-ana.org M. CFDA Number: CFDA Name: ARPA N. Whether Award is R&D: O. Indirect Cost Rate for the Federal Award: City Council 17 –36 3/1/2022 City of Santa Ana RFP 22-009A Page 34 EXHIBIT D DEBARMENT _____________________________________________________________________________ Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion Lower Tier Covered Transactions _______________________________________________________________________________ This certification is required by the regulations implementing Executive Order 12549, Debarment and Suspension, 29 CFR Part 98, Section 98.5l0, Participants' responsibilities. The regulations were published as Part VII of the May 26, l988 Federal Register (pages l9l60-l92ll). (BEFORE COMPLETING CERTIFICATION, READ INSTRUCTIONS FOR CERTIFICATION - Attached) (l) The prospective recipient of federal assistance funds certifies, by submission of this proposal, that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal department or agency. (2) Where the prospective recipient of federal assistance funds is unable to certify to any of the statements in this certification, such prospective participant shall attach an explanation to this proposal. _______________________________________________________________________________ Name and Title of Authorized Representative _______________________________________________________________________________ Signature Date City Council 17 –37 3/1/2022 City of Santa Ana RFP 22-009A Page 35 INSTRUCTIONS FOR CERTIFICATION 1. By signing and submitting this proposal, the prospective recipient of federal assistance funds is providing the certification as set out below. 2. The certification in this clause is a material representation of fact upon which reliance was placed when this transaction was entered into. If it is later determined that the prospective recipient of federal assistance funds knowingly rendered an erroneous certification, in addition to other remedies available to the Federal Government, the Department of Labor (DOL) may pursue available remedies, including suspension and/or debarment. 3. The prospective recipient of federal assistance funds shall provide immediate written notice to the person to which this proposal is submitted if at any time the prospective recipient of federal assistance funds learns that its certification was erroneous when submitted or has become erroneous by reason of changed circumstances. 4. The terms "covered transaction," "debarred," "suspended," "ineligible," "lower tier covered transaction," "participant," "person," "primary covered transaction," "principal," "proposal," and "voluntarily excluded," as used in this clause, have the meanings set out in the Definitions and Coverage sections of rules implementing Executive Order 12549. You may contact the person to which this proposal is submitted for assistance in obtaining a copy of those regulations. 5. The prospective recipient of federal assistance funds agrees by submitting this proposal that, should the proposed covered transaction be entered into, it shall not knowingly enter into any lower tier covered transaction with a person who is debarred, suspended, declared ineligible, or voluntarily excluded from participation in this covered transaction, unless authorized by the DOL. 6. The prospective recipient of federal assistance funds further agrees by submitting this proposal that it will include the clause titled "Certification Regarding Debarment, Suspension, Ineligibility and voluntary exclusion - Lower Tier Covered Transactions," without modification, in all lower tier covered transactions and in all solicitations for lower tier covered transactions. 7. A participant in a covered transaction may rely upon a certification of a prospective participant in a lower tier covered transaction that it is not debarred, suspended, ineligible, or voluntarily excluded from the covered transaction, unless it knows that the certification is erroneous. A participant may decide the method and frequency by which it determines the eligibility of its principals. Each participant may, but is not required to check the List of Parties Excluded from Procurement or Non- Procurement Programs. 8. Nothing contained in the foregoing shall be construed to require establishment of a system of records in order to render in good faith the certification required by this clause. The knowledge and information of a participant is not required to exceed that which is normally possessed by a prudent person in the ordinary course of business dealings. City Council 17 –38 3/1/2022 City of Santa Ana RFP 22-009A Page 36 9. Except for transactions authorized under paragraph 5 of these instructions, if a participant in a covered transaction knowingly enters into a lower tier covered transaction with a person who is suspended, debarred, ineligible, or voluntarily excluded from participation in this transaction, in addition to other remedies available to the Federal Government, the DOL may pursue available remedies, including suspension and/or debarment. City Council 17 –39 3/1/2022 City of Santa Ana RFP 22-009A Page 37 EXHIBIT E LOBBYING Certification Regarding Lobbying Certification for Contracts, Grants, Loans, and Cooperative Agreements The undersigned certifies, to the best of his or her knowledge and belief, that: (1) No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contact, grant, loan or cooperative agreement. (2) If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, "Disclosure Form to Report Lobbying," in accordance with its instructions. (3) The undersigned shall require that the language of this certification be included in the award documents for all subawards at all tiers (including subcontract, subgrants, and contracts under grants, loans, and cooperative agreements) and that all CONTRACTORs shall certify and disclose accordingly. This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by Section 1352, Title 31, U. S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure. Grantee/Contactor Organization Program Title Name of Certifying Officer Signature Date City Council 17 –40 3/1/2022 City of Santa Ana RFP 22-009A Page 38 CONTRACTOR warrants the following: 1. CONTRACTOR will comply with Public Law 88-352, Title VI of the Civil Rights Act of 1964 (42 U. S. C. section 2000 et seq.) and implementing regulation in 24 CFR Part 1. 2. No person in the United States shall on the ground of race, color, religion, national origin, or sex, be excluded from participation in, or be denied the benefits of, or be subjected to discrimination under any program or activity funded in whole or in part with community development funds made available pursuant to the ACT. 3. All laborers and mechanics, employed by contractors or subcontractors in the performance of construction work financed in whole or in part with community development funds shall be paid wages at rates not less than those prevailing on similar construction in the locality as determined in accordance with the Davis-Bacon Act, as amended, 40 U. S. C. Sections 276 a 1-5, except for individuals who perform services for which they volunteered; do not receive compensation for such services; or are paid expenses, reasonable benefits, or a nominal fee for such services; and are not otherwise employed at any time in construction work. 4. CONTRACTOR will comply with all Federal statutes applicable to projects funded with community development funds, except that (a) CONTRACTOR does not assume CITY'S environmental responsibilities described at 24 CFR 570.604; and (b) CONTRACTOR does not assume CITY'S responsibility for initiating the review process under Executive Order 12372. City Council 17 –41 3/1/2022 City of Santa Ana RFP 22-009A Page 39 EXHIBIT F DRUG-FREE WORKPLACE Certification Regarding Drug-Free Workplace Requirements The certification set out below is a material representation upon which reliance is placed by the U.S. Department of Housing and Urban Development in awarding the grant. If it is later determined that the contractor knowingly rendered a false certification, or otherwise violates the requirements of the Drug- Free Workplace Act, the U.S. Department of Housing and Urban Development, in addition to any other remedies available to the Federal Government, may take action authorized under the Drug-Free Workplace Act. CERTIFICATION A. The contractor certifies that it will provide a drug-free workplace by: (a) Publishing a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession or use of a controlled substance is prohibited in the contractor’s workplace and specifying the actions that will be taken against employees for violation of such prohibition; (b) Establishing a drug-free awareness program to inform employees about – (1) The dangers of drug abuse in the workplace; (2) The contractor’s policy of maintaining a drug-free workplace; (3) Any available drug counseling, rehabilitation, and employee assistance program; and (4) The penalties that may be imposed upon employees for drug abuse violations occurring in the workplace; (c) Making it a requirement that each employee who will be engaged in the performance of the grant be given a copy of the statement required by paragraph (a); (d) Notifying the employee in the statement required by paragraph -(a) that, as a condition of employment under the contract, the employee will - (1) Abide by the terms of the statement; and (2) Notify the employer of any criminal drug statute conviction for a violation occurring in the workplace no later than five days after such conviction. (e) Notifying the U.S. Department of Housing and Urban Development within ten days after receiving notice under subparagraph (d)(2) from an employee or otherwise receiving actual notice of such conviction; (f) Taking one of the following actions, within 30 days of receiving notice under subparagraph (d)(2), with respect to any employee who is so convicted - City Council 17 –42 3/1/2022 City of Santa Ana RFP 22-009A Page 40 (1) Taking appropriate personnel action against such an employee, up to and including termination; or (2) Requiring such employee to participate satisfactorily in a drug abuse assistance or rehabilitation program approved for such purposes by a Federal, State, or local health, law enforcement, or other appropriate agency; (g) Making a good faith effort to continue to maintain a drug-free workplace through implementation of paragraphs (a), (b), (c), (d), (e) and (f). B. The contractor shall insert in the space provided on the attached “Place of Performance” form the site(s) for the performance of work to be carried out with the grant funds (including street address, city, county, state, and zip code) .the contractor further certifies that, if it is subsequently determined that additional sites will be used for the performance of work under the contract, it shall notify the U.S. Department of Housing and Urban Development immediately upon the decision to use such additional sites by submitting a revised “Place of Performance” form. Organization Authorized Signature Date City Council 17 –43 3/1/2022 City of Santa Ana RFP 22-009A Page 41 PLACE OF PERFORMANCE FOR CERTIFICATION REGARDING DRUG-FREE WORKPLACE REQUIREMENTS Name: Date: The Contractor shall insert in the space provided below the site(s) expected to be used for the performance of work under the contract covered by the certification: Place of Performance (include street address, city, county, state, zip code for each site): City Council 17 –44 3/1/2022 City of Santa Ana RFP 22-009A Page 42 APPENDIX ATTACHMENT 3-1: NON-COLLUSION AFFIDAVIT CERTIFICATIONS CITY OF SANTA ANA REQUEST FOR PROPOSALS FOR REVIVE: SANTA ANA FOOD SUPPLY/DISTRIBUTION PROGRAMS RFP NO.: 22-009A NON-COLLUSION AFFIDAVIT (Title 23 United States Code Section 112 and Public Contract Code Section 7106) To the CITY OF SANTA ANA CITY MANAGER’S OFFICE In accordance with Title 23 United States Code Section 112 and Public Contract Code 7106 the BIDDER declares that the bid is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation; that the bid is genuine and not collusive or sham; that the BIDDER has not directly or indirectly induced or solicited any other BIDDER to put in a false or sham bid, and has not directly or indirectly colluded, conspired, connived or agreed with any BIDDER or anyone else to put in a sham bid, or that anyone shall refrain from bidding; that the BIDDER has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the bid price of the BIDDER or any BIDDER, or to fix any overhead, profit, or cost element of the bid price, or of that of any other BIDDER, or to secure any advantage against the public body awarding the contract of anyone interested in the proposed contract; that all statements contained in the bid are true; and, further, that the BIDDER has not, directly or indirectly, submitted his or her bid price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, or paid, and will not pay, any fee to any corporation, partnership, company association, organization, bid depository, or to any member or agent thereof to effectuate a collusive or sham bid. Note: The above Non-collusion Affidavit is part of the Proposal. Signing this Proposal on the signature portion thereof shall also constitute signature of this Non-collusion Affidavit. BIDDERS are cautioned that making a false certification may subject the certifier to criminal prosecution. Organization _______________________________________________________________________________ Signed and Printed Name: ____________________________________________________________________ Title ______________________________________________________________________________________ Date ______________________________________________________________________________________ City Council 17 –45 3/1/2022 City of Santa Ana RFP 22-009A Page 43 APPENDIX ATTACHMENT 3-2: NON-LOBBYING CERTIFICATION CERTIFICATIONS CITY OF SANTA ANA REQUEST FOR PROPOSALS FOR REVIVE: SANTA ANA FOOD SUPPLY/DISTRIBUTION PROGRAMS RFP NO.: 22-009A The prospective participant certifies, by signing and submitting this bid or proposal, to the best of his or her knowledge and belief, that: 1. No federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of any federal agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any federal contract, the making of any federal grant, the making of any federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any federal contract, grant, loan, or cooperative agreement. 2. If any funds other than federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence any officer or employee of any federal agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this federal contract, grant loan, loan or cooperative agreement, the undersigned shall complete and submit a “Disclosure of Lobbying Activities”. This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by Section 1352, Title 31, U. S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure. The prospective participant also agrees by submitting his or her bid or proposal that he or she shall require that the language of this certification be included in all lower tier subcontracts, which exceed $100,000 and that all such sub recipients shall certify and disclose accordingly. Organization _______________________________________________________________________________ Signed and Printed Name: ____________________________________________________________________ Title ______________________________________________________________________________________ Date ______________________________________________________________________________________ City Council 17 –46 3/1/2022 City of Santa Ana RFP 22-009A Page 44 APPENDIX ATTACHMENT 3-3: NON-DISCRIMINATION CERTIFICATION CERTIFICATIONS CITY OF SANTA ANA REQUEST FOR PROPOSALS FOR REVIVE: SANTA ANA FOOD SUPPLY/DISTRIBUTION PROGRAMS RFP NO.: 22-009A The undersigned consultant or corporate officer, during the performance of this contract, certifies as follows: 1. The Consultant shall not discriminate against any employee or applicant for employment because of race, color, religion, sex, or national origin. The Consultant shall take affirmative action to ensure that applicants are employed, and that employees are treated during employment without, regard to their race, color, religion, sex, or national origin. Such action shall include, but not be limited to, the following: employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The Consultant agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided setting forth the provisions of this nondiscrimination clause. 2. The Consultant shall, in all solicitations or advertisements for employees placed by or on behalf of the Consultant, state that all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, or national origin. 3. The Consultant shall send to each labor union or representative of workers with which he/she has a collective bargaining agreement or other contract or understanding, a notice to be provided advising the said labor union or workers’ representatives of the Consultant’s commitments under this section, and shall post copies of the notice in conspicuous places available to employees and applicants for employment. 4. The Consultant shall comply with all provisions of Executive Order 11246 of September 24, 1965, and of the rules, regulations, and relevant orders of the Secretary of Labor. 5. The Consultant shall furnish all information and reports required by Executive Order 11246 of September 24, 1965, and by rules, regulations, and orders of the Secretary of Labor, or pursuant thereto, and will permit access to his/her books, records, and accounts by the administering agency and the Secretary of Labor for purposes of investigation, to ascertain compliance with such rules, regulations, and orders. 6. In the event of the Consultant’s non-compliance with the nondiscrimination clauses of this contract or with any of the said rules, regulations, or orders, the contract may be canceled, terminated, or suspended in whole or in part and the Consultant may be declared ineligible for further Government contracts or federally assisted construction contracts in accordance with procedures authorized in Execution Order 11246 of September 24, 1965, and such other sanctions may be imposed and remedies invoked as provided in Executive Order 11246 of September 24, 1965, or by rule, City Council 17 –47 3/1/2022 City of Santa Ana RFP 22-009A Page 45 regulations, or order of the Secretary of Labor, or as otherwise provided by law. 7. The Consultant shall include the portion of the sentence immediately preceding paragraph (1) and the provisions of paragraphs (1) through (7) in every subcontract or purchase order unless exempted by rules, regulations, or orders of the Secretary of Labor issued pursuant to Section 204 of Executive Order 11246 of September 24, 1965, so that such provisions will be binding upon each subcontract or purchase order as the administering agency may direct as means of enforcing such provisions, including sanctions for noncompliance; provided, however, that in the event the Consultant becomes involved in, or is threatened with, litigation with a subconsultant or vendor as a result of such direction by the administering agency, the Consultant may request that the United States enter into such litigation to protect the interests of the United States. 8. Pursuant to California Labor Code Section 1735, as added by Chapter 643 Stats. 1939, and as amended, No discrimination shall be made in the employment of persons upon public works because of race, religious creed, color, national origin, ancestry, physical handicaps, mental condition, marital status, or sex of such persons, except as provided in Section 1420, and any consultant of public works violating this Section is subject to all the penalties imposed for a violation of the Chapter. Signed: Title: Organization: Date: City Council 17 –48 3/1/2022 City of Santa Ana RFP 22-009A Page 46 APPENDIX ATTACHMENT 3-4: AGREEMENT STATEMENT CITY OF SANTA ANA REQUEST FOR PROPOSALS FOR REVIVE: SANTA ANA FOOD SUPPLY/DISTRIBUTION PROGRAMS RFP NO.: 22-009A Proposer understands that the PROPOSER will enter into an Agreement similar to that as shown in Attachment 2, in the Appendix of this RFP. If a PROPOSER is unwilling or unable to execute an Agreement within thirty (30) days after being notified of selection under this RFP, the CITY reserves the right to select the next most qualified PROPOSER or call for new Proposals, whichever the CITY deems most appropriate. PROPOSER concurs to the statements in the standard agreement, with the exception of the following: ______________________________________________________________________________________ ______________________________________________________________________________________ ______________________________________________________________________________________ ______________________________________________________________________________________ ______________________________________________________________________________________ ______________________________________________________________________________________ ______________________________________________________________________________________ ______________________________________________________________________________________ ______________________________________________________________________________________ ______________________________________________________________________________________ ______________________________________________________________________________________ ______________________________________________________________________________________ ______________________________________________________________________________________ ______________________________________________________________________________________ ______________________________________________________________________________________ ______________________________________________________________________________________ ______________________________________________________________________________________ Organization ______________________________________________________________________ Signed and Printed Name: __________________________________________________________ Title ____________________________________________________________________________ Date ___________________________________________________________________________ City Council 17 –49 3/1/2022 City of Santa Ana RFP 22-009A Page 47 APPENDIX ATTACHMENT 3-5: STATUS DOCUMENTION Include a copy of DUNS Status https://www.dnb.com/duns-number/lookup.html Include a copy of SAM.gov Status https://sam.gov/content/home Include a copy of 501(c)3 Status https://www.irs.gov/charities-non-profits/search-for-tax-exempt-organizations Include a copy of State of California Status https://businesssearch.sos.ca.gov/ City Council 17 –50 3/1/2022 City of Santa Ana RFP 22-009A Page 48 ATTACHMENT 4-1: ADDITIONAL INFORMATION CITY OF SANTA ANA REQUEST FOR PROPOSALS FOR RFP NO.: 22-009A No additional information at this time. Information may be added to this section in the future as an addendum. City Council 17 –51 3/1/2022 AGREEMENT BETWEEN THE CITY OF SANTA ANA AND DELHI CENTER FOR USE OF AMERICAN RESCUE PLAN ACT (ARPA) FUNDS This Agreement is hereby made and entered into this 1st day of March, 2022, by and between the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California (“CITY”), and Delhi Center, a California domestic nonprofit corporation (“CONTRACTOR”). RECITALS: A. The American Rescue Plan Act (“ARPA”) was signed into law in March 2021. ARPA provides funding for a number of different programs, including the Coronavirus State and Local Fiscal Recovery Fund (“SLFRF”), to provide monetary support to local governments to respond to, mitigate, and recover from the COVID-19 public health emergency. B. On July 20, 2021, the Santa Ana City Council authorized the City Manager to utilize ARPA SLFRF funding from the United States Department of Treasury for the Revive Santa Ana Spending Plan, which includes five spending cate gories: recovery from the pandemic, direct assistance programs, public health and safety, critical infrastructure, and city fiscal health. C. CONTRACTOR has been selected by the CITY to receive ARPA SLFRF Funds in order to provide food distribution and/or food supply programs, in accordance with the Scope of Work attached hereto as Exhibit A and incorporated herein by reference (“said program”). CONTRACTOR represents that it is qualified and willing to operate said program and certifies that the administration of said program carried out with funds provided under this Agreement will meet ARPA’s objectives to respond to, mitigate, and recover from this historic COVID-19 public health crisis. D. CONTRACTOR agrees that it will adhere to the tasks and services as indicated in Exhibit A for said program. Failure to follow the requirements and meet the stated expectations may constitute breach of contract that could result in termination of this Agreement or serve as reason for the CITY to recapture the grant funds awarded to CONTRACTOR pursuant to this Agreement. WHEREFORE, it is agreed by and between the parties that the foregoing Recitals are a substantive part of this Agreement and the following terms and conditions are approved and together with all exhibits and attachments hereto, shall constitute the entire Agreement between the CITY and CONTRACTOR: City Council 17 –52 3/1/2022 I. ARPA PROGRAM PROVISIONS A. Scope of Work. CONTRACTOR shall be responsible for the specific tasks and services of said program, and agrees to administer said program in compliance with the tasks and services as described in the Scope of Work attached hereto as Exhibit A. CONTRACTOR’s failure to perform as required may, in addition to other remedies set forth in this Agreement, result in readjustment of the amount of funds for said program or termination of this Agreement. B. Term of Agreement. The term of said Agreement shall commence on the date first written above and continue through February 28, 2023 (“Term”), unless terminated earlier pursuant to the terms of this Agreement. This Agreement shall also cover any and all services provided by the CONTRACTOR to the CITY since the date the ARPA SLFRF Funds were awarded to the CITY. Additionally, the Term of this Agreement may be extended by a writing executed by the City Manager, or designee, and the City Attorney. C. Amount of Grant Funding. The total amount of funds provided for said program shall not exceed TWO HUNDRED EIGHTEEN THOUSAND FIVE HUNDRED SEVENTY-FOUR dollars ($218,574) (“ARPA SLFRF Funds”) during the Term of the Agreement. CONTRACTOR agrees to use said ARPA SLFRF Funds to administer said program as outlined in Exhibit A. D. Disbursement of Funds. Said ARPA SLFRF Funds shall be disbursed by CITY to CONTRACTOR pursuant to the terms found in the Fee Payment Schedule attached hereto as Exhibit B, with payments subject to the submittal of invoices and other reporting requirements, as hereinafter more fully set forth. CONTRACTOR shall be obligated to perform such duties as would normally extend beyond the term, including, but not limited to, obligations with respect to indemnification, audits, reporting, data retention/reporting, and accounting. Failure to provide any of the required documentation and reporting will cause CITY to withhold all or a portion of a request for ARPA SLFRF Funds, or return the entire request to CONTRACTOR, until such documentation and reporting has been received and approved by CITY. (1) Reduction in ARPA SLFRF Funding. The CITY reserves the right to reduce the amount of ARPA SLFRF Funds to CONTRACTOR, or to completely terminate this Agreement, in the CITY’s sole discretion, if there is a reduction in ARPA SLFRF Funds provided to the CITY. (2) Reduced Distribution of Funds. The CITY reserves the right to reduce the grant application if the CITY’s fiscal monitoring indicates that CONTRACTOR’s rate of expenditure will result in unspent funds at the end of the program term. Amendments in the grant allocation will be made after consultation with CONTRACTOR. City Council 17 –53 3/1/2022 (3) Reversion of Assets. CONTRACTOR agrees that any and all funds received under this Agreement shall be utilized during the Term of this Agreement, and that any and all funds remaining as of the end of the Term, which have not been utilized, shall be returned by CONTRACTOR to the CITY within thirty (30) days of the expiration or earlier termination of the Agreement. No expense of CONTRACTOR will be reimbursed by CITY if incurred after the end of the Term of the Agreement. E. Grant Program Requirements. (1) CONTRACTOR acknowledges that the source of funding for said program is the federal ARPA, and that payments from the ARPA SLFRF Funds are only to be used to make necessary expenditures incurred due to the public health emergency with respect to COVID-19. (2) CONTRACTOR acknowledges that ARPA provisions allow the use of ARPA SLFRF Funds to respond to, mitigate, and recover from the COVID-19 public health emergency, and will not use these funds for any other uses. (3) CONTRACTOR shall follow the process and determination of eligibility for participants in said program as outlined in Exhibit A. F. Performance Monitoring. (1) CONTRACTOR shall submit program performance information as often as requested by CITY, but no less than the submission of monthly reports and a final report to CITY with the information requested by and in the format acceptable to CITY. Each monthly report is due within thirty (30) days of completion of work for each month. The final report is due within thirty (30) days after the termination or expiration of this Agreement. (2) CITY will evaluate CONTRACTOR’s management and operation of said program with respect to the project expectations as described in Exhibit A. (3) CITY will review the audit of the CONTRACTOR to ensure that grant funds are used for authorized purposes in compliance with laws, regulations, and the provisions of contracts or grant agreements under this Agreement, including attachments and exhibits. (4) If action to correct any substandard performance is not taken by the CONTRACTOR within a reasonable period after being notified by CITY, suspension or termination procedures may be initiated by CITY. (5) All performance shall be subject to review by the CITY or other regulatory agencies at all times. CONTRACTOR shall provide adequate cooperation to any inspector or other CITY representative to permit the same to determine CONTRACTOR’s conformity with the terms of this Agreement. If any services performed by CONTRACTOR are not in conformance with the terms of this Agreement, the CITY shall have the right to require City Council 17 –54 3/1/2022 CONTRACTOR to perform the services in conformance with the terms of the Agreement at no additional cost. The CITY may also terminate this Agreement for default and charge CONTRACTOR for any costs incurred by the CITY because of CONTRACTOR’s failure to perform. (6) CONTRACTOR shall establish adequate procedures for self-monitoring and quality control and assurance to ensure proper performance under this Agreement; and shall permit a CITY representative or other regulatory official to monitor, assess, or evaluate CONTRACTOR’s performance under this Agreement at any time, upon reasonable notice to CONTRACTOR. G. Audit. (1) CONTRACTOR shall maintain complete and accurate records and supporting documentation to facilitate financial and/or program audits by CITY. This requirement shall apply to any records and documentation CITY shall reasonably require or as required to be maintained pursuant to the ARPA regulations. (2) The books and accounts, files, and other records of CONTRACTOR, which are applicable to this Agreement, shall be available for inspection, review, and audit during normal business hours by CITY to determine the proper application and use of all ARPA SLFRF Funds provided to or for the account or benefit of CONTRACTOR. (3) CONTRACTOR assumes responsibility for reimbursement to CITY a sum of money equivalent to the amount of any expenditures disallowed should the CITY, or an authorized agency, rule through audit, exception, or some other appropriate means, that expenditures from funds allocated to CONTRACTOR for direct and/or administrative costs were not made in compliance with the applicable cost principles, regulations, or the provisions of this Agreement. (4) CONTRACTOR agrees to comply with the requirements of OMB Uniform Guidance 2 CFR Part 200. CONTRACTOR further agrees to provide CITY with a copy of completed independent auditors’ report within thirty (30) days of CITY’s request for such report. If the report contains instances of non-compliance with federal laws and regulations that bear directly on the performance or administration of this Agreement, CONTRACTOR shall provide CITY copies of responses to auditors’ reports, a plan for corrective action, and auditors’ response that the noncompliance has been resolved. All reports prepared in accord with the requirements of OMB Uniform Guidance 2 CFR Part 200 shall be available for inspection by representatives of CITY or the federal government during normal business hours. (5) All accounting records, reports, and evidence pertaining to all costs, expenses and the ARPA SLFRF Funds of CONTRACTOR and all documents related to this Agreement shall be maintained and kept available at CONTRACTOR’S office or place of business for the duration of the Agreement and thereafter for five (5) years from the date of final payment under this Agreement. Records which relate to: (a) complaints, City Council 17 –55 3/1/2022 claims, administrative proceedings or litigation arising out of the performance of this Agreement; or, (b) costs and expenses of this Agreement to which CITY or any other governmental agency takes exception, shall be retained beyond the five (5) years until complete resolution or disposition of such appeals, litigation claims, or exceptions. In the event CONTRACTOR does not make the above-referenced documents available within the City of Santa Ana, California, CONTRACTOR agrees to pay all necessary and reasonable expenses incurred by CITY in conducting any audit at the location where said records and books of account are maintained. H. Ownership/Use of Materials. CONTRACTOR agrees that all materials, reports or products in any form, including electronic, created by CONTRACTOR for which CONTRACTOR has been compensated pursuant to this Agreement shall be th e sole property of the CITY. The material, reports, or products may be used by the CITY for any purpose that the CITY deems to be appropriate, including, but not limit to, duplication and/or distribution within the CITY or to third parties. CONTRACTOR agrees not to release or circulate in whole or part such materials, reports, or products without prior written authorization of the CITY. I. Close-Out. CONTRACTOR agrees to comply with the closeout procedures detailed in 2 CFR §200.343, including the following: (1) CONTRACTOR must submit, no later than ninety (90) calendar days after the end date of the period of performance, all financial, performance, and other reports as required by the terms and conditions of this Agreement; (2) CONTRACTOR must promptly refund any balances of unobligated cash that the CITY paid in advance or paid and that is not authorized to be retained by CONTRACTOR for use in other projects (See OMB Circular A-129 and 2 CFR §200.345); and, (3) CITY should complete all closeout actions for the Federal award no later than one year after receipt and acceptance of all required final reports. II. CONTRACTOR’S OBLIGATIONS A. Representations and Warranties. (1) Authority. CONTRACTOR is a duly organized and existing domestic nonprofit corporation in good standing and authorized to do business under the laws of the State of California. CONTRACTOR has full right, power and lawful authority to accept the funding hereunder and to underta ke all obligations as provided herein and the execution, performance and delivery of this Agreement by CONTRACTOR has been fully authorized by all requisite actions on the part of CONTRACTOR. City Council 17 –56 3/1/2022 (2) Experience. CONTRACTOR is qualified to provide the administrator services for said program detailed herein. (3) Familiarity With Services Required. By executing this Agreement, CONTRACTOR warrants that: (i) it has thoroughly investigated and considered the administrator services to be performed and provide d for said program as detailed in Exhibit A; (ii) it has carefully considered how the services should be performed; and, (iii) it fully understands the facilities, difficulties and restrictions attending performance of the services under this Agreement. (4) No Conflict. To the best of CONTRACTOR’S knowledge, CONTRACTOR’S execution, delivery and performance of its obligations under this Agreement will not constitute a default or a breach under any contract, agreement or order to which CONTRACTOR is a party or by which it is bound. (5) No Bankruptcy. CONTRACTOR is not the subject of any current or threatened bankruptcy proceeding. (6) No Pending Legal Proceedings. CONTRACTOR is not the subject of a current or threatened litigation that would or may materially affect CONTRACTOR’S performance under this Agreement. (7) Proposal Veracity. All provisions of and information provided in CONTRACTOR’s proposal submitted to CITY, including any exhibits, are true and correct in all material respects. (8) No Pending Investigation. CONTRACTOR has no knowledge that it is the subject of any current or threatened criminal or civil action investigation by any public agency, including without limitation a police agency or prosecuting authority, which would relate to or affect performance of the Agreement or provision of services hereunder. B. Licensing. CONTRACTOR agrees to obtain and maintain all required licenses, registrations, accreditation and inspections from all agencies governing its operations. CONTRACTOR shall ensure that its staff shall also obtain and maintain all required licenses, registrations, accreditation and inspections from all agencies governing CONTRACTOR's operations hereunder. Such licensing requirements include obtaining a City business license, as applicable. C. Zoning. CONTRACTOR agrees that any facility/property used in furtherance of said program shall be specifically zoned and permitted for such use(s) and activities. Should CONTRACTOR fail to have the required land entitlement and/or permits, thus violating any local, state or federal rules and regulations relating thereto, CONTRACTOR shall immediately make good-faith efforts to gain compliance with local, state or federal rules and regulations following written notification of said violation(s) from the CITY or other authorized citing agency. CONTRACTOR shall notify CITY immediately of any pending violations. Failure to notify CITY of pending violations, or to remedy such known violation(s) City Council 17 –57 3/1/2022 shall result in termination of grant funding hereunder. CONTRACTOR must make all corrections required to bring the facility/property into compliance with the law within sixty (60) days of notification of the violation(s); failure to gain compliance within such time shall result in termination of grant funding hereunder. D. Separation of Accounts. All funds received by CONTRACTOR from CITY pursuant to this Agreement shall be maintained in an account in a federally insured banking or savings and loan institution with record keeping of such accounts maintained pursuant to applicable 2 CFR 200.302 requirements. CONTRACTOR is not required to maintain separate depository accounts for ARPA SLFRF Funds; provided however, the CONTRACTOR must be able to account for receipt, obligation, distribution and expenditure of ARPA SLFRF Funds pursuant to applicable 2 CFR 200.302 requirements. E. Audit Report Requirements. CONTRACTOR agrees that if CONTRACTOR expends Seven Hundred Fifty Thousand Dollars ($750,000) or more in federal funds, CONTRACTOR shall have an annual audit conducted by a certified public accountant in accordance with the standards as set forth and published by the United States Office of Management and Budget. CONTRACTOR shall provide CITY with a copy of said audit by April 1 of the year following the program year in which this Agreement is executed. F. Compliance with Law/Program Income. CONTRACTOR acknowledges that the funds being provided by CITY for said program are received by CITY pursuant to ARPA, and that distribution and expenditure of these ARPA SLFRF Funds shall be in accordance with ARPA and all pertinent regulations issued by agencies of the federal government, including, but not limited to, all regulations found at Title 24 of the Code of Federal Regulations. Any program income received by CONTRACTOR shall be returned to CITY, unless otherwise provided for in this Agreement. CONTRACTOR agrees to comply fully with all federal, state and local laws and court orders applicable to its operation and administration of said program, whether or not referred to in this Agreement. G. Debarment. To protect the public interest and ensure the integrity of Federal programs, CITY may only conduct business with responsible persons and may not make any award or permit any award to any party which is debarred or suspended or is otherwise excluded from or ineligible for participation in Federal assistance programs under Executive Order 12549, “Debarment and Suspension”. See also 24 CFR 570.609. CONTRACTOR must review and sign Exhibit D “Debarment”, which is attached hereto and incorporated herein by this reference. CONTRACTOR shall be in good standing, without suspension by the California Secretary of State, Franchise Tax Board or Internal Revenue Service. Any change in the corporate status or suspension of CONTRACTOR shall be reported immediately to CITY. H. Confidentiality. Without prejudice to any other provisions of this Agreement, CONTRACTOR shall, where applicable, maintain the confidential nature of information provided to it concerning participants in accordance with the requirements of federal and state law. However, CONTRACTOR shall submit to CITY or its representatives, all City Council 17 –58 3/1/2022 records requested, including audit, examinations, monitoring and verifications of reports submitted by CONTRACTOR, costs incurred and services rendered hereunder. I. Independent Contractor. CONTRACTOR agrees that the performance of obligations hereunder is rendered in its capacity as an independent contractor and that it is in no way an agent of CITY. J. Violation of Terms and Conditions. CONTRACTOR agrees that if CONTRACTOR violates any of the terms and conditions of this Agreement or any prior Agreement whereby ARPA SLFRF Funds were received by CONTRACTOR, or if CONTRACTOR reports inaccurately, or if on audit there is a disallowance of certain expenditures, CONTRACTOR agrees to remedy the acts or omissions causing the disallowance and repay CITY all amounts spent in violation thereof. If CONTRACTOR engaged in fraudulent activity to obtain and/or justify distribution or expenditure of the ARPA SLFRF Funds granted hereunder, CONTRACTOR shall be required to reimburse the CITY of all such funds that were obtained, distributed and/or spent under fraudulent circumstances. K. Fraud. CONTRACTOR shall immediately report all suspected or known instances and facts concerning possible fraud, abuse or criminal activity related to said program for the ARPA SLFRF Funds under this Agreement. L. Prohibited Use. CONTRACTOR hereby certifies and agrees that it will not use ARPA SLFRF Funds provided through this Agreement to pay for entertainment, meals or gifts, or other prohibited uses. M. Lobbying. CONTRACTOR certifies that it will comply with federal law (31 U.S.C. 1352) and regulations found at 24 CFR Part 87, which provide that no appropriated funds may be expended by the recipient of a federal contract, grant, loan or cooperative agreement to pay any person for influencing or attempting to influence an officer or employee of any agency, Member of Congress, or an officer or employee of a Member of Congress in connection with awarding of any federal contract, the making of any federal grant or loan, entering into any cooperative agreement and the extension, renewal, amendment or modification of any federal contract, grant, loan or cooperative agreement. CONTRACTOR shall sign a certification to that effect in a form as set forth in Exhibit E, attached hereto and by this reference incorporated herein. CONTRACTOR shall submit said signed certification to CITY prior to performing any of its obligations under this Agreement and prior to any obligation arising on the part of CITY to pay any sums to CONTRACTOR under the terms and conditions of this Agreement. If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit a “Disclosure Form to Report Lobbying,” in accordance with its instructions (Exhibit E). City Council 17 –59 3/1/2022 N. Financial Interest. CONTRACTOR agrees that except for the use of administrative fees to pay salaries and other related administrative or personnel costs , no persons who exercise or have exercised any function with respect to administering said program under the terms of this Agreement, or who are in a position to participate in a decision-making process or gain inside information with regard to the admini stration of said program, may obtain a financial interest or benefit from said program, either for themselves or those with whom they have family or business ties, during their tenure or for one year thereafter. This prohibition applies to any person who is an employee, agent, consultant, officer, or elected or appointed official of CITY, or of any designated public agency, or the CONTRACTOR. O. Labor Standards. The CONTRACTOR agrees to comply with the requirements of the Secretary of Labor in accordance with the Davis -Bacon Act as amended, the provisions of Contract Work Hours and Safety Standards Act (40 U.S.C. 327 et seq.) and all other applicable Federal, state and local la ws and regulations pertaining to labor standards insofar as those acts apply to the performance of this Agreement. The CONTRACTOR agrees to comply with the Copeland Anti-Kick Back Act (18 U.S.C. 874 et seq.) and its implementing regulations of the U.S. Department of Labor at 29 CFR Part 5. The CONTRACTOR shall maintain documentation that demonstrates compliance with hour and wage requirements of this part. Such documentation shall be made available to the CITY for review upon request. P. Equal Employment Opportunities. CONTRACTOR shall make every effort to ensure that all projects funded wholly or in part by ARPA SLFRF Funds shall provide equal employment opportunities for minorities and women. Q. Women and Minority-Owned Businesses (W/MBE). CONTRACTOR will use its best efforts to afford small businesses, minority business enterprises, and women’s business enterprises the maximum practicable opportunity to participate in the performance of this Agreement in accordance with the requirements of 2 CFR 20 0.321 “Contracting with small and minority businesses, women’s business enterprises, and labor surplus area firms”. As used in this Agreement, the term “small business” means a business that meets the criteria set forth in section 3(a) of the Small Busine ss Act, as amended (15 U.S.C. 632), and “minority and women’s business enterprise” means a business at least fifty-one percent (51%) owned and controlled by minority group members or women. For the purpose of this definition, “minority group members” are African-Americans, Spanish-speaking, Spanish surnamed or Spanish-heritage Americans, Asian-Americans, and American Indians. CONTRACTOR may rely on written representations by businesses regarding their status as minority and female business enterprises in lieu of an independent investigation. R. Drug Free Workplace. CONTRACTOR agrees to provide a drug-free workplace and to execute a certification as set forth in Exhibit F attached hereto and incorporated herein by this reference. City Council 17 –60 3/1/2022 S. Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards. The following requirements and standards must be complied with: 2 CFR Part 200 et al. CONTRACTOR shall procure all materials, property, or services in accordance with the requirements of 2 CFR 200.318-326. III. CITY'S OBLIGATIONS A. Audit of Account. CITY shall include an audit of the account maintained by CONTRACTOR in CITY's audit of all ARPA SLFRF Funds in accordance with Title 24 of the Code of Federal Regulations and other applicable federal laws and regulations. B. Common Rule: Pursuant to 2 CFR 200.328(a), the CITY manages the day-to-day operations of each grant and subgrant supported activities. CITY staff has detailed knowledge of the grant program requirements and monitors grant and subgrant supported activities to assure compliance with federal requirements. Such monitoring covers each program, function and activity and performance goals are reviewed periodically. C. Project Expectations: CITY shall monitor the performance of CONTRACTOR against goals and performance standards required herein. The CONTRACTOR shall be responsible to accomplish the project expectations as set forth in Exhibit A, and report such results to the CITY. If the CONTRACTOR estimates such goals will not be met, the CONTRACTOR is to contact the CITY, at which time the CITY will determine if any adjustments to the grant award is appropriate. Substandard performance as determined by the CITY will constitute non-compliance with this Agreement. Should the CITY determine that the CONTRACTOR has not performed its obligations as stated in this contract in a satisfactory manner, or if the CITY determines that insufficient supporting information has been submitted, the CITY shall notify the CONTRACTOR in writing of its determination specifying in full detail the objections that it has to the CONTRACTOR’s performance. If action to correct such substandard performance is not taken by the CONTRACTOR after being notified by the CITY, within a reasonable period of time as stipulated in the written notification, contract suspension or termination procedures will be initiated. IV. GENERAL PROVISIONS A. Non-Discrimination. 1. CONTRACTOR agrees to comply with Executive Order 11246, which requires that during the performance of this Agreement, CONTRACTOR agrees not to discriminate against any employee or applicant for employment because of race, religion, sex, color or national origin. Such action shall include, but not be limited to the following: employment, upgrading, demotion, or transfer, rates of pay or other forms of compensation, and selection for training, including apprenticeship. CONTRACTOR agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided by the CONTRACTOR setting forth the provisions of this nondiscrimination clause. City Council 17 –61 3/1/2022 2. CONTRACTOR agrees to comply with Title VI of the Civil Rights Act of 1964, which indicates that no person shall, on the ground of race, color or national origin, be excluded from participation in, be denied the benefits of, or be subject to discrimination under any program of activity receiving federal financial assistance. 3. No person shall, on the grounds of race, sex, creed, color, religion, marital status, national origin, age, sexual orientation, or physical or mental handicap be excluded from participation in, be refused the benefits of, or otherwise be subject to discrimination in any activities, programs or employment supported by this Agreement. CONTRACTOR is prohibited from discrimination on the basis of age or with respect to an otherwise qualified handicapped person as provided for under Section 109 of the Housing and Community Development Act of 1974, as amended. 4. CONTRACTOR agrees to comply with the Age Discrimination Act of 1975, which requires that during the performance of this Agreement, CONTRACTOR agrees not to discriminate against any employee or applicant for employment because of age. Such action shall include, but not be limited to the following: employment upgrading, demotion, or transfer, rates of pay or other forms of compensation, and selection for training, including apprenticeship. CONTRACTOR agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided by the CONTRACTOR setting forth the provisions of this age discrimination clause. 5. CONTRACTOR agrees to comply with Section 504 of the Rehabilitation Act of 1973, which requires that no otherwise qualified individual with a disability in the United States, shall, solely by reason of his or her disability, be excluded from the participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving federal financial assistance or under any program or activity conducted by any executive agency or by the United States Postal Service. B. Conflict of Interest. Pursuant to the conflict of interest requirements set forth in 24 CFR 570.611 and 2 CFR 200.112, CONTRACTOR certifies that no member, officer, employee, agent or assignee of CITY having direct or indirect control of any ARPA SLFRF Funds granted to the CITY, inclusive of the subject ARPA SLFRF Funds, shall serve as an officer of CONTRACTOR. Further, any conflict or potential conflict of interest of any officer of CONTRACTOR shall be fully disclosed in writing prior to the execution of this Agreement and said writing shall be attached and deemed fully incorporated as a part hereof. Notice shall be sent by CONTRACTOR to CITY regarding any changes or modifications to its board of directors and list of officers. C. Special Certification for Religious Entities. If CONTRACTOR is a religious entity, CONTRACTOR hereby agrees that in connection with the provision of the services CONTRACTOR shall provide with ARPA SLFRF Funds, in accordance with 24 CFR 570.200(j): 1. CONTRACTOR shall not discriminate against any employee or applicant City Council 17 –62 3/1/2022 for employment on the basis of religion and shall not limit employment or give preference in employment to persons on the basis of religion. 2. CONTRACTOR shall not discriminate against any person applying for the services CONTRACTOR agrees to provide under the terms of this Agreement on the basis of religion and shall not limit such services or give preference to applicants for such services on the basis of religion. 3. CONTRACTOR shall NOT provide religious instruction or counseling, conduct any religious worship or services, or engage in any religious proselytizing, or exert any religious influence in the provision of the services in said program. The parties agree that this covenant is intended to and shall be construed for the limited purpose of assuring compliance with respect to the use of CITY funds by CONTRACTOR with applicable constitutional limitations respecting the establishment of religion as set forth in the establishment clause under the First Amendment of the United States Constitution and Article I, Section 4 of the California Constitution, and is not in any manner intended to restrict other activities of CONTRACTOR. 4. The portion of a facility used to provide public services assisted in whole or in part under this Agreement shall contain no sectarian or religious symbols. 5. Where the services to be provided under said program are rendered on property owned by the primarily religious entity CONTRACTOR, ARPA SLFRF Funds may also be used for minor repairs to such property, which are directly related to the cost of rendering the services under said program, where the cost constitutes in dollar terms only an incidental portion of the ARPA expenditure for rendering the services under said program. D. Prohibition of Nepotism. CONTRACTOR agrees not to hire or permit the hiring of any person to fill a position funded through this Agreement if a member of that person’s immediate family is employed in an administrative capacity by CONTRACTOR. For the purposes of this section, the term “immediate family” means spouse, child, mother, father, brother, sister, brother-in-law, sister-in-law, father-in-law, mother-in-law, son-in-law, daughter-in-law, aunt, uncle, niece, nephew, stepparent and stepchild. The term “administrative capacity” means having selection, hiring, supervisor or management responsibilities. E. Notices. Notices to the parties shall, unless otherwise requested in writing, be sent by U.S. Mail, postage prepaid, and addressed as follows: TO CITY: City of Santa Ana Daisy Perez Assistant to the City Manager City Manager’s Office 20 Civic Center Plaza P.O. Box 1988 City Council 17 –63 3/1/2022 Santa Ana, California 92702-1988 TO CONTRACTOR: Delhi Center Jenny Rios, CEO 505 E. Central Ave. Santa Ana, CA 92706 714-481-9600 Jennyrios@delhicenter.org F. Assignability. None of the duties of, or work to be performed by, CONTRACTOR under this Agreement shall be subcontracted or assigned to any agency, consultant, or person without the prior written consent of CITY. CONTRACTOR must submit all subcontracts and other agreeme nts that relate to this Agreement to CITY. No subcontract or assignment shall terminate or alter the legal obligations of CONTRACTOR pursuant to this Agreement. G. Indemnification/Hold Harmless. CONTRACTOR shall indemnify, defend and save harmless CITY, its officers, employees, agents, representatives and volunteers from and against any and all damages to or for loss of use of property and for injuries to or death of any person or persons, including property and employees or agents of CITY, and shall defend, indemnify and save harmless CITY, its officers, employees, agents, representatives and volunteers from and against any and all claims, demands, suits, actions or proceedings of any kind or nature, including, but not by way of limitation, workers compensation claims and including attorney fees and reasonable expenses for litigation or settlement, resulting from or arising out of the negligent or wrongful acts, errors or omissions of CONTRACTOR, its officers, directors, employees, agents, subcontractors and suppliers arising out of CONTRACTOR's performance of this Agreement. H. Insurance. Contractor shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder and the results of that work by the Contractor, its agents, representatives, employees, or subcontractors. a. MINIMUM SCOPE AND LIMIT OF INSURANCE Coverage shall be at least as broad as: 1. Commercial General Liability (CGL): Insurance Services Office Form CG 00 01 covering CGL on an “occurrence” basis, including products and completed operations, property damage, bodily injury and personal & advertising injury with limits no less than $2,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location (ISO CG 25 03 or 25 04) or the general aggregate limit shall be twice the required occurrence limit. City Council 17 –64 3/1/2022 2. Automobile Liability: Insurance Services Office Form Number CA 0001 covering, Code 1 (any auto), or if Contractor has no owned autos, Code 8 (hired) and 9 (non-owned), with limit no less than $1,000,000 (if program services includes transportation of youth, the limi t shall be no less than $5,000,000) per accident for bodily injury and property damage. (Not required if an automobile is not required to fulfill services.) 3. Workers’ Compensation: insurance as required by the State of California, with Statutory Limits, and Employer’s Liability Insurance with limit of no less than $1,000,000 per accident for bodily injury or disease. 4. Sexual Abuse or Molestation (SAM) Liability: If the CGL policy referenced above is not endorsed to include affirmative coverage for sexual abuse or molestation, Contractor shall obtain and maintain a policy covering Sexual Abuse and Molestation with a limit no less than $1,000,000 per occurrence or claim. 5. If the Contractor maintains broader coverage and/or higher limits than the minimums shown above, the City requires and shall be entitled to the broader coverage and/or the higher limits maintained by the Contractor. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the City. b. Other Insurance Provisions – The insurance policies are to contain, or be endorsed to contain, the following provisions: 1. Additional Insured Status: The City, its officers, officials, employees, and volunteers are to be covered as additional insureds on the CGL policy with respect to liability arising out of work or operations performed by or on behalf of the Contractor including materials, parts, or equipment furnished in connection with such work or operations. General liability coverage can be provided in the form of an endorsement to the Contractor’s insurance (at least as broad as ISO Form CG 20 10 11 85 or if not available, through the addition of both CG 20 10, CG 20 26, CG 20 33, or CG 20 38; and CG 20 37 forms if a later edition is used). 2. Primary Coverage: For any claims related to this contract, the Contractor’s insurance coverage shall be primary coverage at least as broad as ISO CG 20 01 04 13 as respects the City, its officers, officials, employees, and volunteers. Any insurance or self-insurance maintained by the City, its officers, officials, employees, or volunteers shall be excess of the Contractor’s insurance and shall not contribute with it. 3. Notice of Cancellation: Each insurance policy required above shall state that coverage shall not be canceled, except with notice to the City. 4. Waiver of Subrogation: Contractor hereby grants to City a waiver of any right to subrogation which any insurer of said Contractor may acquire against the City by virtue of the payment of any loss under such insurance. Contractor agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation, but this provision applies regardless of whether or not the City has received a waiver of subrogation endorsement from the insurer. 5. Self-Insured Retentions: Self-insured retentions must be declared to and City Council 17 –65 3/1/2022 approved by the City. The City may require the Contractor to purchase coverage with a lower retention or provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention. The policy language shall provide, or be endorsed to provide, that the self-insured retention may be satisfied by either the named insured or City. 6. Acceptability of Insurers: Insurance is to be placed with insurers authorized to conduct business in the state with a current A.M. Best’s rating of no less than A:VII, unless otherwise acceptable to the City. 7. Claims Made Policies: If any of the required policies provide coverage on a claims-made basis: 1. The Retroactive Date must be shown and must be before the date of the contract or the beginning of contract work. 2. Insurance must be maintained and evidence of insurance must be provided for at least five (5) years after completion of the contract of work. 3. If coverage is canceled or non-renewed, and not replaced with another claims-made policy form with a Retroactive Date prior to the contract effective date, the Contractor must purchase “extended reporting” coverage for a minimum of five (5) years after completion of contract work. 8. Verification of Coverage: Contractor shall furnish the City with original Certificates of Insurance including all required amendatory endorsements (or copies of the applicable policy language effecting coverage required by this clause) and a copy of the Declarations and Endorsement Page of the CGL policy listing all policy endorsements to City before work begins. However, failure to obtain the required documents prior to the work beginning shall not waive the Contractor’s obligation to provide them. City reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time. 9. 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. I. Termination. 1. This Agreement may be terminated on thirty (30) days’ written notice by either party. In the event of such termination, CONTRACTOR shall only be entitled to reimbursement for approved expenses incurred to the effective date of termination. 2. This Agreement may be suspended or terminated by CITY upon five (5) days’ written notice for violation by CONTRACTOR of Federal Laws governing the use of ARPA SLFRF Funds. In the event of such suspension or termination, CONTRACTOR shall only be entitled to reimbursement for approved expenses incurred up to the effective date of suspension or termination. City Council 17 –66 3/1/2022 3. Pursuant to 2 CFR 200.340, in the event CONTRACTOR defaults by failing to fulfill all or any of its obligations hereunder, CITY may declare a default and termination of this Agreement by written notice to CONTRACTOR, which default and termination shall be effective on a date stated in the notice which is to be not less than ten (10) days after certified mailing or personal service of such notice, unless such default is cured before the effective date of termination stated in such notice. If terminated for cause, CITY shall be relieved of further liability or responsibility under this Agreement, or as a result of the termination thereof, including the payment of money, except for payment for approved expenses incurred for services satisfactorily and timely performed prior to the mailing or service of the notice of termination, and except for reimbursement of: (1) any payments made for services not subsequently performed in a timely and satisfactory manner; and, (2) costs incurred by CITY in obtaining substitute performance. 4. The grant of funds under this Agreement may be terminated for convenience by either the CITY or CONTRACTOR, in whole or in part, by setting forth the reasons for such termination, the effective date, and, in the case of portion termination, their portion to be terminated. However, if in the case of a partial termination, the CITY determines that the remaining portion of the award will not accomplish the purpose for which the award was made, the CITY may terminate the award in its entirety. 5. The grant of funds under this Agreement may be terminated due to the non-performance of CONTRACTOR and/or failure of SUBRECIPENT to perform the work described in Exhibit A. 6. The grant of funds under this Agreement may be terminated due to the failure of the CITY to receive sufficient or anticipated funding for the ARPA program for any term subject to this Agreement. 7. In the event this Agreement is terminated as set forth in subparagraphs I(1) through I(6), inclusive, CONTRACTOR agrees to immediately return to CITY upon CITY's demand and prior to any adjudication of CONTRACTOR’s rights, any and all funds not used, and to comply with the Reversion of Assets requirements in this Agreement. J. Limitation of Funds. The United States of America may in the future place programmatic or fiscal limitations on the use of ARPA SLFRF Funds, which limitations are not presently anticipated. Accordingly, CITY reserves the right to revise this Agreement in order to take account of actions affecting ARPA program funding. In the event of funding reduction, CITY may, in its sole and absolute discretion, reduce the budget of this Agreement, may limit the rate of CONTRACTOR’s authority to utilize funds, or may restrict CONTRACTOR’s use of uncommitted funds. Where CITY has been directed to implement a reduction in funding, with respect to funding for this Agreement, CITY’s City Manager or delegate is authorized to act for CITY in implementing and effecting such a reduction and in revising, modifying, or amending the Agreement for such purposes. If such a reduction in funding occurs, CONTRACTOR shall be permitted to de-scope accordingly. Where CITY has reasonable grounds to question CONTRACTOR’s fiscal accountability or compliance City Council 17 –67 3/1/2022 with this Agreement, CITY may suspend the operation of this Agreement for up to sixty (60) days upon five (5) days written notice to CONTRACTOR of its intention to so act, pending an audit or other resolution of such questions. In no event, however, shall any revisions made by CITY affect expenditures and legally binding commitments made by CONTRACTOR before it received notice of such revision, provided that such amounts have been committed in good faith and are otherwise allowable and that such commitments are consistent with ARPA SLFRF Funds withdrawal guidelines. K. Exclusivity and Amendment of Agreement. This Agreement supersedes any and all other agreements, either oral or in writing, between the parties hereto with respect to the use of CITY's ARPA SLFRF Funds by CONTRACTOR and contains all the covenants and agreements between the parties with respect to SUBRECIPIIENT’s administration of said program. Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any party, which are not embodied herein, and that no other agreement or amendment hereto shall be effective unless executed in writing and signed by both CITY and CONTRACTOR. L. Laws Governing this Agreement. This Agreement shall be governed by and construed in accordance with the laws of the State of California, and all applicable federal laws and regulations. M. Validity and Severability. The invalidity in whole or in part of any provision of this Agreement shall not void or affect the validity of any other provision of this Agreement. Whenever possible, each provision of this AGREEMENT shall be interpreted in such manner as to be effective and valid under applicable law, but if any provision of this AGREEMENT is held to be prohibited by or invalid under applicable l aw, such provision shall be ineffective only to the extent of such prohibition or invalidity, without invalidating the remainder of such provisions of this AGREEMENT. N. Waiver. No delay or omission by either party hereto to exercise any right or power accruing upon any noncompliance or default by the other party with respect to any of the terms of this Agreement shall impair any such right or power or be construed to be a waiver thereof. A waiver by either of the parties hereto of any of the covenants, conditions, or agreements to be performed by the other shall not be construed to be a waiver of any succeeding breach thereof or of any other covenant, condition or agreement herein contained. O. Federal Award Identification Information. CONTRACTOR’s pertinent Federal Award Identification Information, including DUNS Number and Federal Award Identification Number (FAIN), as well as the applicable information for ARPA, are included in Exhibit C attached hereto and incorporated herein by this reference. P. Miscellaneous Provisions. 1. Each undersigned represents and warrants that its signature herein below City Council 17 –68 3/1/2022 has the power, authority and right to bind their respective parties to each of the terms of this Agreement, and shall indemnify CITY fully, including reasonable costs and attorney’s fees, for any injuries or damages to CITY in the event that such authority or power is not, in fact, held by the signatory or is withdrawn. 2. All Exhibits and Attachments referenced herein and attached hereto shall be incorporated as if fully set forth in the body of this Agreement. 3. This Agreement must be signed below and may be signed in counterpart and delivered by fax, email as a PDF (Portable Document Format) file attachment, or by other means that displays the original or a copy of the signatures. Any subsequent amendments may be signed and delivered in the same manner. {Signatures on following page} City Council 17 –69 3/1/2022 IN WITNESS WHEREOF, the parties hereto have executed this Agreement as of the date and year first written above. ATTEST: CITY OF SANTA ANA ________________________ ________________________ DAISY GOMEZ KRISTINE RIDGE Clerk of the Council City Manager APPROVED AS TO FORM: SONIA R. CARVALHO City Attorney ____________________________ By: RYAN O. HODGE Assistant City Attorney CONTRACTOR: ______________________________ JENNY RIOS Chief Executive Officer DUNS #: 088513593 City Council 17 –70 3/1/2022 EXHIBIT A DELHI CENTER RFP 22-009A for Food Distribution programs REVISED SCOPE OF WORK The revised award amount of $218,574 for the RFP 22-009A for Food Distribution Program at Delhi Center will be sufficient for the center to continue with its goal to increase its distribution of food from four hours once a week to twelve hours per day, 4-5 days per week, resulting in a significant increase in the number of residents that could be served. The registration, outreach and scheduling, and preparation and distribution functions will remain the same as originally proposed. The only difference in this process will be the reduction of the Customer Service Representative position from 40 hours per week to 29 hours per week (from 1.0 FTE to .725 FTE). This will be made possible by recruiting volunteers and by assigning existing staff to a few hours each week to assist with intake and registration, scheduling, and tracking demographics, which they have done in the past. Delhi Center will absorb the cost of printing, office supplies, and some of the smaller equipment items by making adjustments to other center expenses and making these a priority. Also, donations will be requested from partners and sponsors for specific items needed. Donations will also be sought for cleaning supplies as a result of the reduction in that budget line item. Food costs will be reduced from $300 per month to $200 per month and the truck rental will be reduced to only one time per month instead of twice a month as a result. Staff will work with partners to increase food drives and donations to make up for any food shortages. Finally, the cost allocated to space rental will be reduced from $30,000 to $20,525. All proposed program components will remain the same and the weekly food distribution strategy will continue. The expansion of the program will significantly increase the number of hours residents can access food, which will result in doubling the number of families served also as originally proposed. Delhi Center will dedicate 760 square feet of space for a permanent food pantry where food will be maintained and arranged much like a grocery store so residents can come in at greatly expanded time blocks to help feed their families consistently. In addition to the weekly food distribution, the food pantry could be open Monday through Thursday from 8:30 am to about 8:30 pm and possibly on weekends. Delhi Center will also continue to collaborate with a number of partners that provide a broad network of resources to improve service delivery to the community. This will help us recruit volunteers and secure donations of items that have been cut or reduced from the original budget. City Council 17 –71 3/1/2022 EXHIBIT B PERSONNEL COST DESCRIPTION Facility Manager (.50 FTE) 29,266 Coordinates scheduling of the facility and manages the master calendar; troubleshoots facility, equipment, and IT issues; assists with food collection and distribution Administrative Aide (.50 FTE) 22,328 Communicates with residents regarding weekly food distribution and special circumstances, tracks numbers served and submits reports to Second Harvest FT Custodian (.50 FTE) 22,542 Sets up and tears down tables and chairs for weekly food distribution, sanitizes and cleans the center daily, assists with stocking the food pantry and with food distribution Associate Director (.20 FTE) 20,326 Oversees center operations, manages volunteer recruitment, training, and supervision, manages grant compliance FT Customer Svc Rep (Vacant) (.725 FTE) 33,368 Conducts outreach, intake & registration, identifies resident needs, schedules residents for food pantry visits, tracks demographics and numbers served, provides customer service, maintains the panty fully stocked and assists with food distribution. PT Custodian (Vacant) (.75 FTE) 26,818 Assists with food collection, stocking the food pantry, cleaning and sanitizing on a daily basis, assists with food distribution TOTAL 154,648 ADMINISTRATIVE COST DESCRIPTION Scheduling App 240 $20 month Permits 320 Self-Serve Certificates ($10 per person x 7 staff); County of Orange food handling and storage feeding site permit ($250) TOTAL ADMINISTRATIVE $560 EQUIPMENT COST DESCRIPTION 1 single door refrigerator 1 double door refrigerator 1 single door freezer 1 double door freezer 14,000 Single door and double door refrigerators and freezers to maintain perishable food in the food pantry. Must be NSF or commercial grade and approved by the County of Orange Health Department 3 14" x 60" and 3 24" x 48" Chrome Shelf Kits with casters 1,577 NSF or commercial grade shelving units approved by the County of Orange Health Dept for food pantry storage Chrome Two Basket and One Shelf Utility Cart 24" x 36" x 39" 752 Food pantry storage and display carts approved by the County of Orange Health Dept for food pantry Flex Station "Fresh & Fast" 48" x 23" x 75 3/4" 816 Food pantry storage and display carts approved by the County of Orange Health Dept for food pantry TOTAL EQUIPMENT $17,145 SUPPLIES COST DESCRIPTION Cleaning and Sanitation Supplies 875 Disinfectant sprays and wipes, hand sanitizer, cleaning supplies, gloves, masks, grocery bags/boxes, trash bins, bags, recycle bins Miscellaneous Supplies 500 Box cutters, protective eyewear, heavy duty work gloves, etc Equipment 850 Heavy-duty pallet jack for moving pallets of food TOTAL SUPPLIES $2,225 City Council 17 –72 3/1/2022 FOOD PURCHASES COST DESCRIPTION CAPOC Food Bank 2,400 $200 per month; 5,000 pounds of food @ .06 per pound Truck Rental 1,200 Rental once a month to pick food from the CAPOC food bank to stock the food pantry for 12 months TOTAL $3,600 SPACE RENTAL COST DESCRIPTION 760 sq ft @ 3.29 per sq ft/month for 12 months 20,525 Dedicated space for food pantry, for $1,710.42 per month; includes a two-room suite with storage cabinets and sink to comply with county health department TOTAL SPACE RENTAL $20,525 TOTAL DIRECT COSTS 198,703 INDIRECT COSTS (10%) 19,870 TOTAL REQUESTED 218,573 Reimbursement Schedule Delhi is to submit an invoice requesting reimbursement of program expenses, along with a report outlining all program outcomes and performance metrics to the City on a quarterly basis as follows: Q1: March 1, 2022 - May 31, 2022 Reporting/Invoicing Due: June 30, 2022 Q2: June 1, 2022 - August 31, 2022 Reporting/Invoicing Due: September 30, 2022 Q3: September 1, 2022 - November 30, 2022 Reporting/Invoicing Due: December 31, 2022 Q4: December 1, 2022 - February 28, 2023 Reporting/Invoicing Due: March 31, 2023 City Council 17 –73 3/1/2022 EXHIBIT C City Council 17 –74 3/1/2022 City Council 17 –75 3/1/2022 City Council 17 –76 3/1/2022 City Council 17 –77 3/1/2022 City Council 17 –78 3/1/2022 City Council 17 –79 3/1/2022 City Council 17 –80 3/1/2022 City Council 17 –81 3/1/2022 EXHIBIT D City Council 17 –82 3/1/2022 EXHIBIT E City Council 17 –83 3/1/2022 EXHIBIT F DRUG-FREE WORKPLACE Certification Regarding Drug-Free Workplace Requirements The certification set out below is a material representation upon which reliance is placed by the U.S. Department of Treasury in awarding the grant. If it is later determined that the contractor knowingly rendered a false certification, or otherwise violates the requirements of the Drug-Free Workplace Act, the U.S. Department of Treasury, in addition to any other remedies available to the Federal Government, may take action authorized under the Drug-Free Workplace Act. CERTIFICATION A.The contractor certifies that it will provide a drug-free workplace by: (a)Publishing a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession or use of a controlled substance is prohibited in the contractor’s workplace and specifying the actions that will be taken against employees for violation of such prohibition; (b)Establishing a drug-free awareness program to inform employees about – (1)The dangers of drug abuse in the workplace; (2)The contractor’s policy of maintaining a drug-free workplace; (3)Any available drug counseling, rehabilitation, and employee assistance program; and (4)The penalties that may be imposed upon employees for drug abuse violations occurring in the workplace; (c)Making it a requirement that each employee who will be engaged in the performance of the grant be given a copy of the statement required by paragraph (a); (d)Notifying the employee in the statement required by paragraph -(a) that, as a condition of employment under the contract, the employee will - (1)Abide by the terms of the statement; and (2)Notify the employer of any criminal drug statute conviction for a violation occurring in the workplace no later than five days after such conviction. (e)Notifying the U.S. Department of Treasury within ten days after receiving notice under subparagraph (d)(2) from an employee or otherwise receiving actual notice of such conviction; (f)Taking one of the following actions, within 30 days of receiving notice under subparagraph (d)(2), with respect to any employee who is so convicted - City Council 17 –84 3/1/2022 (1)Taking appropriate personnel action against such an employee, up to and including termination; or (2)Requiring such employee to participate satisfactorily in a drug abuse assistance or rehabilitation program approved for such purposes by a Federal, State, or local health, law enforcement, or other appropriate agency; (g)Making a good faith effort to continue to maintain a drug-free workplace through implementation of paragraphs (a), (b), (c), (d), (e) and (f). B.The contractor shall insert in the space provided on the attached “Place of Performance” form the site(s) for the performance of work to be carried out with the grant funds (including street address, city, county, state, and zip code) .the contractor further certifies that, if it is subsequently determined that additional sites will be used for the performance of work under the contract, it shall notify the U.S. Department of Treasury immediately upon the decision to use such additional sites by submitting a revised “Place of Performance” form. Organization Authorized Signature Date City Council 17 –85 3/1/2022 PLACE OF PERFORMANCE FOR CERTIFICATION REGARDING DRUG-FREE WORKPLACE REQUIREMENTS Name: Date: The Contractor shall insert in the space provided below the site(s) expected to be used for the performance of work under the contract covered by the certification: Place of Performance (include street address, city, county, state, zip code for each site): City Council 17 –86 3/1/2022 AGREEMENT BETWEEN THE CITY OF SANTA ANA AND ELKS BUILDING ASSOCIATION OF SANTA ANA FOR USE OF AMERICAN RESCUE PLAN ACT (ARPA) FUNDS This Agreement is hereby made and entered into this 1st day of March, 2022, by and between the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California (“CITY”), and Elks Building Association of Santa Ana, a California domestic nonprofit corporation (“CONTRACTOR”). RECITALS: A. The American Rescue Plan Act (“ARPA”) was signed into law in March 2021. ARPA provides funding for a number of different programs, including the Coronavirus State and Local Fiscal Recovery Fund (“SLFRF”), to provide monetary support to local governments to respond to, mitigate, and recover from the COVID-19 public health emergency. B. On July 20, 2021, the Santa Ana City Council authorized the City Manager to utilize ARPA SLFRF funding from the United States Department of Treasury for the Revive Santa Ana Spending Plan, which includes five spending cate gories: recovery from the pandemic, direct assistance programs, public health and safety, critical infrastructure, and city fiscal health. C. CONTRACTOR has been selected by the CITY to receive ARPA SLFRF Funds in order to provide food distribution and/or food supply programs, in accordance with the Scope of Work attached hereto as Exhibit A and incorporated herein by reference (“said program”). CONTRACTOR represents that it is qualified and willing to operate said program and certifies that the administration of said program carried out with funds provided under this Agreement will meet ARPA’s objectives to respond to, mitigate, and recover from this historic COVID-19 public health crisis. D. CONTRACTOR agrees that it will adhere to the tasks and services as indicated in Exhibit A for said program. Failure to follow the requirements and meet the stated expectations may constitute breach of contract that could result in termination of this Agreement or serve as reason for the CITY to recapture the grant funds awarded to CONTRACTOR pursuant to this Agreement. WHEREFORE, it is agreed by and between the parties that the foregoing Recitals are a substantive part of this Agreement and the following terms and conditions are approved and together with all exhibits and attachments hereto, shall constitute the entire Agreement between the CITY and CONTRACTOR: City Council 17 –87 3/1/2022 I. ARPA PROGRAM PROVISIONS A. Scope of Work. CONTRACTOR shall be responsible for the specific tasks and services of said program, and agrees to administer said program in compliance with the tasks and services as described in the Scope of Work attached hereto as Exhibit A. CONTRACTOR’s failure to perform as required may, in addition to other remedies set forth in this Agreement, result in readjustment of the amount of funds for said program or termination of this Agreement. B. Term of Agreement. The term of said Agreement shall commence on the date first written above and continue through February 28, 2023 (“Term”), unless terminated earlier pursuant to the terms of this Agreement. This Agreement shall also cover any and all services provided by the CONTRACTOR to the CITY since the date the ARPA SLFRF Funds were awarded to the CITY. Additionally, the Term of this Agreement may be extended by a writing executed by the City Manager, or designee, and the City Attorney. C. Amount of Grant Funding. The total amount of funds provided for said program shall not exceed ONE HUNDRED SIXTY-FIVE THOUSAND THIRTY-FOUR dollars ($ 165,034) (“ARPA SLFRF Funds”) during the Term of the Agreement. CONTRACTOR agrees to use said ARPA SLFRF Funds to administer said program as outlined in Exhibit A. D. Disbursement of Funds. Said ARPA SLFRF Funds shall be disbursed by CITY to CONTRACTOR pursuant to the terms found in the Fee Payment Schedule attached hereto as Exhibit B, with payments subject to the submittal of invoices and other reporting requirements, as hereinafter more fully set forth. CONTRACTOR shall be obligated to perform such duties as would normally extend beyond the term, including, but not limited to, obligations with respect to indemnification, audits, reporting, data retention/reporting, and accounting. Failure to provide any of the required documentation and reporting will cause CITY to withhold all or a portion of a request for ARPA SLFRF Funds, or return the entire request to CONTRACTOR, until such documentation and reporting has been received and approved by CITY. (1) Reduction in ARPA SLFRF Funding. The CITY reserves the right to reduce the amount of ARPA SLFRF Funds to CONTRACTOR, or to completely terminate this Agreement, in the CITY’s sole discretion, if there is a reduction in ARPA SLFRF Funds provided to the CITY. (2) Reduced Distribution of Funds. The CITY reserves the right to reduce the grant application if the CITY’s fiscal monitoring indicates that CONTRACTOR’s rate of expenditure will result in unspent funds at the end of the program term. Amendments in the grant allocation will be made after consultation with CONTRACTOR. City Council 17 –88 3/1/2022 (3) Reversion of Assets. CONTRACTOR agrees that any and all funds received under this Agreement shall be utilized during the Term of this Agreement, and that any and all funds remaining as of the end of the Term, which have not been utilized, shall be returned by CONTRACTOR to the CITY within thirty (30) days of the expiration or earlier termination of the Agreement. No expense of CONTRACTOR will be reimbursed by CITY if incurred after the end of the Term of the Agreement. E. Grant Program Requirements. (1) CONTRACTOR acknowledges that the source of funding for said program is the federal ARPA, and that payments from the ARPA SLFRF Funds are only to be used to make necessary expenditures incurred due to the public health emergency with respect to COVID-19. (2) CONTRACTOR acknowledges that ARPA provisions allow the use of ARPA SLFRF Funds to respond to, mitigate, and recover from the COVID-19 public health emergency, and will not use these funds for any other uses. (3) CONTRACTOR shall follow the process and determination of eligibility for participants in said program as outlined in Exhibit A. F. Performance Monitoring. (1) CONTRACTOR shall submit program performance information as often as requested by CITY, but no less than the submission of monthly reports and a final report to CITY with the information requested by and in the format acceptable to CITY. Each monthly report is due within thirty (30) days of completion of work for each month. The final report is due within thirty (30) days after the termination or expiration of this Agreement. (2) CITY will evaluate CONTRACTOR’s management and operation of said program with respect to the project expectations as described in Exhibit A. (3) CITY will review the audit of the CONTRACTOR to ensure that grant funds are used for authorized purposes in compliance with laws, regulations, and the provisions of contracts or grant agreements under this Agreement, including attachments and exhibits. (4) If action to correct any substandard performance is not taken by the CONTRACTOR within a reasonable period after being notified by CITY, suspension or termination procedures may be initiated by CITY. (5) All performance shall be subject to review by the CITY or other regulatory agencies at all times. CONTRACTOR shall provide adequate cooperation to any inspector or other CITY representative to permit the same to determine CONTRACTOR’s conformity with the terms of this Agreement. If any services performed by CONTRACTOR are not in conformance with the terms of this Agreement, the CITY shall have the right to require City Council 17 –89 3/1/2022 CONTRACTOR to perform the services in conformance with the terms of the Agreement at no additional cost. The CITY may also terminate this Agreement for default and charge CONTRACTOR for any costs incurred by the CITY because of CONTRACTOR’s failure to perform. (6) CONTRACTOR shall establish adequate procedures for self-monitoring and quality control and assurance to ensure proper performance under this Agreement; and shall permit a CITY representative or other regulatory official to monitor, assess, or evaluate CONTRACTOR’s performance under this Agreement at any time, upon reasonable notice to CONTRACTOR. G. Audit. (1) CONTRACTOR shall maintain complete and accurate records and supporting documentation to facilitate financial and/or program audits by CITY. This requirement shall apply to any records and documentation CITY shall reasonably require or as required to be maintained pursuant to the ARPA regulations. (2) The books and accounts, files, and other records of CONTRACTOR, which are applicable to this Agreement, shall be available for inspection, review, and audit during normal business hours by CITY to determine the proper application and use of all ARPA SLFRF Funds provided to or for the account or benefit of CONTRACTOR. (3) CONTRACTOR assumes responsibility for reimbursement to CITY a sum of money equivalent to the amount of any expenditures disallowed should the CITY, or an authorized agency, rule through audit, exception, or some other appropriate means, that expenditures from funds allocated to CONTRACTOR for direct and/or administrative costs were not made in compliance with the applicable cost principles, regulations, or the provisions of this Agreement. (4) CONTRACTOR agrees to comply with the requirements of OMB Uniform Guidance 2 CFR Part 200. CONTRACTOR further agrees to provide CITY with a copy of completed independent auditors’ report within thirty (30) days of CITY’s request for such report. If the report contains instances of non-compliance with federal laws and regulations that bear directly on the performance or administration of this Agreement, CONTRACTOR shall provide CITY copies of responses to auditors’ reports, a plan for corrective action, and auditors’ response that the noncompliance has been resolved. All reports prepared in accord with the requirements of OMB Uniform Guidance 2 CFR Part 200 shall be available for inspection by representatives of CITY or the federal government during normal business hours. (5) All accounting records, reports, and evidence pertaining to all costs, expenses and the ARPA SLFRF Funds of CONTRACTOR and all documents related to this Agreement shall be maintained and kept available at CONTRACTOR’S office or place of business for the duration of the Agreement and thereafter for five (5) years from the date of final payment under this Agreement. Records which relate to: (a) complaints, City Council 17 –90 3/1/2022 claims, administrative proceedings or litigation a rising out of the performance of this Agreement; or, (b) costs and expenses of this Agreement to which CITY or any other governmental agency takes exception, shall be retained beyond the five (5) years until complete resolution or disposition of such appeals, litigation claims, or exceptions. In the event CONTRACTOR does not make the above-referenced documents available within the City of Santa Ana, California, CONTRACTOR agrees to pay all necessary and reasonable expenses incurred by CITY in conducting any audit at the location where said records and books of account are maintained. H. Ownership/Use of Materials. CONTRACTOR agrees that all materials, reports or products in any form, including electronic, created by CONTRACTOR for which CONTRACTOR has been compensated pursuant to this Agreement shall be the sole property of the CITY. The material, reports, or products may be used by the CITY for any purpose that the CITY deems to be appropriate, including, but not limit to, duplication and/or distribution within the CITY or to third parties. CONTRACTOR agrees not to release or circulate in whole or part such materials, reports, or products without prior written authorization of the CITY. I. Close-Out. CONTRACTOR agrees to comply with the closeout procedures detailed in 2 CFR §200.343, including the following: (1) CONTRACTOR must submit, no later than ninety (90) calendar days after the end date of the period of performance, all financial, performance, and other reports as required by the terms and conditions of this Agreement; (2) CONTRACTOR must promptly refund any balances of unobligated cash that the CITY paid in advance or paid and that is not authorized to be retained by CONTRACTOR for use in other projects (See OMB Circular A-129 and 2 CFR §200.345); and, (3) CITY should complete all closeout actions for the Federal award no later than one year after receipt and acceptance of all required final reports. II. CONTRACTOR’S OBLIGATIONS A. Representations and Warranties. (1) Authority. CONTRACTOR is a duly organized and existing domestic nonprofit corporation in good standing and authorized to do business under the laws of the State of California. CONTRACTOR has full right, power and lawful authority to accept the funding hereunder and to undertake all obligations as provided herein and the execution, performance and delivery of this Agreement by CONTRACTOR has been fully authorized by all requisite actions on the part of CONTRACTOR. City Council 17 –91 3/1/2022 (2) Experience. CONTRACTOR is qualified to provide the administrator services for said program detailed herein. (3) Familiarity With Services Required. By executing this Agreement, CONTRACTOR warrants that: (i) it has thoroughly investigated and considered the administrator services to be performed and provided for said program as detailed in Exhibit A; (ii) it has carefully considered how the services should be performed; and, (iii) it fully understands the facilities, difficulties and restrictions attending performance of the services under this Agreement. (4) No Conflict. To the best of CONTRACTOR’S knowledge, CONTRACTOR’S execution, delivery and performance of its obligations under this Agreement will not constitute a default or a breach under any contract, agreement or order to which CONTRACTOR is a party or by which it is bound. (5) No Bankruptcy. CONTRACTOR is not the subject of any current or threatened bankruptcy proceeding. (6) No Pending Legal Proceedings. CONTRACTOR is not the subject of a current or threatened litigation that would or may materially affect CONTRACTOR’S performance under this Agreement. (7) Proposal Veracity. All provisions of and information provided in CONTRACTOR’s proposal submitted to CITY, including any exhibits, are true and correct in all material respects. (8) No Pending Investigation. CONTRACTOR has no knowledge that it is the subject of any current or threatened criminal or civil action investigation by any public agency, including without limitation a police agency or prosecuting authority, which would relate to or affect performance of the Agreement or provision of services hereunder. B. Licensing. CONTRACTOR agrees to obtain and maintain all required licenses, registrations, accreditation and inspections from all agencies governing its operations. CONTRACTOR shall ensure that its staff shall also obtain and maintain all required licenses, registrations, accreditation and inspections from all agencies governing CONTRACTOR's operations hereunder. Such licensing requirements include obtaining a City business license, as applicable. C. Zoning. CONTRACTOR agrees that any facility/property used in furtherance of said program shall be specifically zoned and permitted for such use(s) and activities. Should CONTRACTOR fail to have the required land entitlement and/or permits, thus violating any local, state or federal rules and regulations relating thereto, CONTRACTOR shall immediately make good-faith efforts to gain compliance with local, state or federal rules and regulations following written notification of said violation(s) from the CITY or other authorized citing agency. CONTRACTOR shall notify CITY immediately of any pending violations. Failure to notify CITY of pending violations, or to remedy such known violation(s) City Council 17 –92 3/1/2022 shall result in termination of grant funding hereunder. CONTRACTOR must make all corrections required to bring the facility/property into compliance with the law within sixty (60) days of notification of the violation(s); failure to gain compliance within such time shall result in termination of grant funding hereunder. D. Separation of Accounts. All funds received by CONTRACTOR from CITY pursuant to this Agreement shall be maintained in an account in a federally insured banking or savings and loan institution with record keeping of such accounts maintained pursuant to applicable 2 CFR 200.302 requirements. CONTRACTOR is not required to maintain separate depository accounts for ARPA SLFRF Funds; provided however, the CONTRACTOR must be able to account for receipt, obligation, distribution and expenditure of ARPA SLFRF Funds pursuant to applicable 2 CFR 200.302 requirements. E. Audit Report Requirements. CONTRACTOR agrees that if CONTRACTOR expends Seven Hundred Fifty Thousand Dollars ($750,000) or more in federal funds, CONTRACTOR shall have an annual audit conducted by a certified public accountant in accordance with the standards as set forth and published by the United States Office of Management and Budget. CONTRACTOR shall provide CITY with a copy of said audit by April 1 of the year following the program year in which this Agreement is executed. F. Compliance with Law/Program Income. CONTRACTOR acknowledges that the funds being provided by CITY for said program are received by CITY pursuant to ARPA, and that distribution and expenditure of these ARPA SLFRF Funds shall be in accordance with ARPA and all pertinent regulations issued by agencies of the federal government, including, but not limited to, all regulations found at Title 24 of the Code of Federal Regulations. Any program income received by CONTRACTOR shall be returned to CITY, unless otherwise provided for in this Agreement. CONTRACTOR agrees to comply fully with all federal, state and local laws and court orders applicable to its operation and administration of said program, whether or not referred to in this Agreement. G. Debarment. To protect the public interest and ensure the integrity of Federal programs, CITY may only conduct business with responsible persons and may not make any award or permit any award to any party which is debarred or suspended or is otherwise excluded from or ineligible for participation in Federal assistanc e programs under Executive Order 12549, “Debarment and Suspension”. See also 24 CFR 570.609. CONTRACTOR must review and sign Exhibit D “Debarment”, which is attached hereto and incorporated herein by this reference. CONTRACTOR shall be in good standing, without suspension by the California Secretary of State, Franchise Tax Board or Internal Revenue Service. Any change in the corporate status or suspension of CONTRACTOR shall be reported immediately to CITY. H. Confidentiality. Without prejudice to any other provisions of this Agreement, CONTRACTOR shall, where applicable, maintain the confidential nature of information provided to it concerning participants in accordance with the requirements of federal and state law. However, CONTRACTOR shall submit to CITY or its representatives, all City Council 17 –93 3/1/2022 records requested, including audit, examinations, monitoring and verifications of reports submitted by CONTRACTOR, costs incurred and services rendered hereunder. I. Independent Contractor. CONTRACTOR agrees that the performance of obligations hereunder is rendered in its capacity as an independent contractor and that it is in no way an agent of CITY. J. Violation of Terms and Conditions. CONTRACTOR agrees that if CONTRACTOR violates any of the terms and conditions of this Agreement or any prior Agreement whereby ARPA SLFRF Funds were received by CONTRACTOR, or if CONTRACTOR reports inaccurately, or if on audit there is a disallowance of certain expenditures, CONTRACTOR agrees to remedy the acts or omissions causing the disallowance and repay CITY all amounts spent in violation thereof. If CONTRACTOR engaged in fraudulent activity to obtain and/or justify distribution or expenditure of the ARPA SLFRF Funds granted hereunder, CONTRACTOR shall be required to reimburse the CITY of all such funds that were obtained, distributed and/or spent under fraudulent circumstances. K. Fraud. CONTRACTOR shall immediately report all suspected or known instances and facts concerning possible fraud, abuse or criminal activity related to said program for the ARPA SLFRF Funds under this Agreement. L. Prohibited Use. CONTRACTOR hereby certifies and agrees that it will not use ARPA SLFRF Funds provided through this Agreement to pay for entertainment, meals or gifts, or other prohibited uses. M. Lobbying. CONTRACTOR certifies that it will comply with federal law (31 U.S.C. 1352) and regulations found at 24 CFR Part 87, which provide that no appropriated funds may be expended by the recipient of a federal contract, grant, loan or cooperative agreement to pay any person for influencing or attempting to influence an officer or employee of any agency, Member of Congress, or an officer or employee of a Member of Congress in connection with awarding of any federal contract, the making of any federal grant or loan, entering into any cooperative agreement and the extension, renewal, amendment or modification of any federal contract, grant, loan or cooperative agreement. CONTRACTOR shall sign a certification to that effect in a form as set forth in Exhibit E, attached hereto and by this reference incorporated herein. CONTRACTOR shall submit said signed certification to CITY prior to performing any of its obligations under this Agreement and prior to any obligation arising on the part of CITY to pay any sums to CONTRACTOR under the terms and conditions of this Agreement. If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit a “Disclosure Form to Report Lobbying,” in accordance with its instructions (Exhibit E). City Council 17 –94 3/1/2022 N. Financial Interest. CONTRACTOR agrees that except for the use of administrative fees to pay salaries and other related administrative or personnel costs, no persons who exercise or have exercised any function with respect to administering said program under the terms of this Agreement, or who are in a position to participate in a decision-making process or gain inside information with regard to the administration of said program, may obtain a financial interest or benefit from said program, either for themselves or those with whom they have f amily or business ties, during their tenure or for one year thereafter. This prohibition applies to any person who is an employee, agent, consultant, officer, or elected or appointed official of CITY, or of any designated public agency, or the CONTRACTOR. O. Labor Standards. The CONTRACTOR agrees to comply with the requirements of the Secretary of Labor in accordance with the Davis -Bacon Act as amended, the provisions of Contract Work Hours and Safety Standards Act (40 U.S.C. 327 et seq.) and all other applicable Federal, state and local laws and regulations pertaining to labor standards insofar as those acts apply to the performance of this Agreement. The CONTRACTOR agrees to comply with the Copeland Anti-Kick Back Act (18 U.S.C. 874 et seq.) and its implementing regulations of the U.S. Department of Labor at 29 CFR Part 5. The CONTRACTOR shall maintain documentation that demonstrates compliance with hour and wage requirements of this part. Such documentation shall be made available to the CITY for review upon request. P. Equal Employment Opportunities. CONTRACTOR shall make every effort to ensure that all projects funded wholly or in part by ARPA SLFRF Funds shall provide equal employment opportunities for minorities and women. Q. Women and Minority-Owned Businesses (W/MBE). CONTRACTOR will use its best efforts to afford small businesses, minority business enterprises, and women’s business enterprises the maximum practicable opportunity to participate in the performance of this Agreement in accordance with the requirements of 2 CFR 200.321 “Contracting with small and minority businesses, women’s business enterprises, and labor surplus area firms”. As used in this Agreement, the term “small business” means a business that meets the criteria set forth in section 3(a) of the Small Business Act, as amended (15 U.S.C. 632), and “minority and women’s business enterprise” means a business at least fifty-one percent (51%) owned and controlled by minority group members or women. For the purpose of this definition, “minority group members” are African-Americans, Spanish-speaking, Spanish surnamed or Spanish-heritage Americans, Asian-Americans, and American Indians. CONTRACTOR may rely on written representations by businesses regarding their status as m inority and female business enterprises in lieu of an independent investigation. R. Drug Free Workplace. CONTRACTOR agrees to provide a drug-free workplace and to execute a certification as set forth in Exhibit F attached hereto and incorporated herein by this reference. City Council 17 –95 3/1/2022 S. Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards. The following requirements and standards must be complied with: 2 CFR Part 200 et al. CONTRACTOR shall procure all materials, property, or services in accordance with the requirements of 2 CFR 200.318-326. III. CITY'S OBLIGATIONS A. Audit of Account. CITY shall include an audit of the account maintained by CONTRACTOR in CITY's audit of all ARPA SLFRF Funds in accordance with Title 24 of the Code of Federal Regulations and other applicable federal laws and regulations. B. Common Rule: Pursuant to 2 CFR 200.328(a), the CITY manages the day-to-day operations of each grant and subgrant supported activities. CITY staff has detailed knowledge of the grant program requirements and monitors grant and subgrant supported activities to assure compliance with federal requirements. Such monitoring covers each program, function and activity and performance goals are reviewed periodically. C. Project Expectations: CITY shall monitor the performance of CONTRACTOR against goals and performance standards required herein. The CONTRACTOR shall be responsible to accomplish the project expectations as set forth in Exhibit A, and report such results to the CITY. If the CONTRACTOR estimates such goals will not be met, the CONTRACTOR is to contact the CITY, at which time the CITY will determine if any adjustments to the grant award is appropriate. Substandard performance as determined by the CITY will constitute non-compliance with this Agreement. Should the CITY determine that the CONTRACTOR has not performed its obligations as stated in this contract in a satisfactory manner, or if the CITY determines that insufficient supporting information has been submitted, the CITY shall notify the CONTRACTOR in writing of its determination specifying in full detail the objections that it has to the CONTRACTOR’s performance. If action to correct such substandard performance is not taken by the CONTRACTOR after being notified by the CITY, within a reasonable period of time as stipulated in the written notification, contract suspension or termination procedures will be initiated. IV. GENERAL PROVISIONS A. Non-Discrimination. 1. CONTRACTOR agrees to comply with Executive Order 11246, which requires that during the performance of this Agreement, CONTRACTOR agrees not to discriminate against any employee or applicant for employment because of race, religion, sex, color or national origin. Such action shall include, but not be limited to the following: employment, upgrading, demotion, or transfer, rates of pay or other forms of compensation, and selection for training, including apprenticeship. CONTRACTOR agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided by the CONTRACTOR setting forth the provisions of this nondiscrimination clause. City Council 17 –96 3/1/2022 2. CONTRACTOR agrees to comply with Title VI of the Civil Rights Act of 1964, which indicates that no person shall, on the ground of race, color or national origin, be excluded from participation in, be denied the benefits of, or be subject to discrimination under any program of activity receiving federal financial assistance. 3. No person shall, on the grounds of race, sex, creed, color, religion, marital status, national origin, age, sexual orientation, or physical or mental handicap be excluded from participation in, be refused the benefits of, or otherwise be subject to discrimination in any activities, programs or employment supported by this Agreement. CONTRACTOR is prohibited from discrimination on the basis of age or with respect to an otherwise qualified handicapped person as provided for under Section 109 of the Housing and Community Development Act of 1974, as amended. 4. CONTRACTOR agrees to comply with the Age Discrimination Act of 1975, which requires that during the performance of this Agreement, CONTRACTOR agrees not to discriminate against any employee or applicant for employment because of age. Such action shall include, but not be limited to the following: employment upgrading, demotion, or transfer, rates of pay or other forms of compensation, and selection for training, including apprenticeship. CONTRACTOR agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided by the CONTRACTOR setting forth the provisions of this age discrimination clause. 5. CONTRACTOR agrees to comply with Section 504 of the Rehabilitation Act of 1973, which requires that no otherwise qualified individual with a disability in the United States, shall, solely by reason of his or her disability, be excluded from the participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving federal financial assistance or under any program or activity conducted by any executive agency or by the United States Postal Service. B. Conflict of Interest. Pursuant to the conflict of interest requirements set forth in 24 CFR 570.611 and 2 CFR 200.112, CONTRACTOR certifies that no member, officer, employee, agent or assignee of CITY having direct or indirect control of any ARPA SLFRF Funds granted to the CITY, inclusive of the subject ARPA SLFRF Funds, shall serve as an officer of CONTRACTOR. Further, any conflict or potential conflict of interest of any officer of CONTRACTOR shall be fully disclosed in writing prior to the execution of this Agreement and said writing shall be attached and deemed fully incorporated as a part hereof. Notice shall be sent by CONTRACTOR to CITY regarding any changes or modifications to its board of directors and list of officers. C. Special Certification for Religious Entities. If CONTRACTOR is a religious entity, CONTRACTOR hereby agrees that in connection with the provision of the services CONTRACTOR shall provide with ARPA SLFRF Funds, in accordance with 24 CFR 570.200(j): 1. CONTRACTOR shall not discriminate against any employee or applicant City Council 17 –97 3/1/2022 for employment on the basis of religion and shall not limit employment or give preference in employment to persons on the basis of religion. 2. CONTRACTOR shall not discriminate against any person applying for the services CONTRACTOR agrees to provide under the terms of this Agreement on the basis of religion and shall not limit such services or give preference to applicants for such services on the basis of religion. 3. CONTRACTOR shall NOT provide religious instruction or counseling, conduct any religious worship or services, or engage in any religious proselytizing, or exert any religious influence in the provision of the services in said program. The parties agree that this covenant is intended to and shall be construed for the limited purpose of assuring compliance with respect to the use of CITY funds by CONTRACTOR with applicable constitutional limitations respecting the establishment of religion as set forth in the establishment clause under the First Amendment of the United States Constitution and Article I, Section 4 of the California Constitution, and is not in any manner intended to restrict other activities of CONTRACTOR. 4. The portion of a facility used to provide public services assisted in whole or in part under this Agreement shall contain no sectarian or religious symbols. 5. Where the services to be provided under said program are rendered on property owned by the primarily religious entity CONTRACTOR, ARPA SLFRF Funds may also be used for minor repairs to such property, which are directly related to the cost of rendering the services under said program, where the cost constitutes in dollar terms only an incidental portion of the ARPA expenditure for rendering the services under said program. D. Prohibition of Nepotism. CONTRACTOR agrees not to hire or permit the hiring of any person to fill a position funded through this Agreement if a member of that person’s immediate family is employed in an administrative capacity by CONTRACTOR. For the purposes of this section, the term “immediate family” means spouse, child, mother, father, brother, sister, brother-in-law, sister-in-law, father-in-law, mother-in-law, son-in-law, daughter-in-law, aunt, uncle, niece, nephew, stepparent and stepchild. The term “administrative capacity” means having selection, hiring, supervisor or management responsibilities. E. Notices. Notices to the parties shall, unless otherwise requested in writing, be sent by U.S. Mail, postage prepaid, and addressed as follows: TO CITY: City of Santa Ana Daisy Perez Assistant to the City Manager City Manager’s Office 20 Civic Center Plaza P.O. Box 1988 City Council 17 –98 3/1/2022 Santa Ana, California 92702-1988 TO CONTRACTOR: Santa Ana Elks Lodge #794 Lisa Darmousseh Exalted Ruler 1751 Lyon St. Santa Ana, CA 92705 714-547-7794 Exaltedruler794@yahoo.com F. Assignability. None of the duties of, or work to be performed by, CONTRACTOR under this Agreement shall be subcontracted or assigned to any agency, consultant, or person without the prior written consent of CITY. CONTRACTOR must submit all subcontracts and other agreements that relate to this Agreement to CITY. No subcontract or assignment shall terminate or alter the legal obligations of CONTRACTOR pursuant to this Agreement. G. Indemnification/Hold Harmless. CONTRACTOR shall indemnify, defend and save harmless CITY, its officers, employees, agents, representatives and volunteers from and against any and all damages to or for loss of use of property and for injuries to or death of any person or persons, including property and employees or agents of CITY, and shall defend, indemnify and save harmless CITY, its officers, employees, agents, representatives and volunteers from and against any and all claims, demands, suits, actions or proceedings of any kind or nature, including, but not by way of limitation, workers compensation claims and including attorney fees and reasonable expenses for litigation or settlement, resulting from or arising out of the negligent or wrongful acts, errors or omissions of CONTRACTOR, its officers, directors, employees, agents, subcontractors and suppliers arising out of CONTRACTOR's performance of this Agreement. H. Insurance. Contractor shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder and the results of that work by the Contractor, its agents, representatives, employees, or subcontractors. a. MINIMUM SCOPE AND LIMIT OF INSURANCE Coverage shall be at least as broad as: 1. Commercial General Liability (CGL): Insurance Services Office Form CG 00 01 covering CGL on an “occurrence” basis, including products and completed operations, property damage, bodily injury and personal & advertising injury with limits no less than $2,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location (ISO CG 25 03 or 25 04) or City Council 17 –99 3/1/2022 the general aggregate limit shall be twice the required occurrence limit. 2. Automobile Liability: Insurance Services Office Form Number CA 0001 covering, Code 1 (any auto), or if Contractor has no owned autos, Code 8 (hired) and 9 (non-owned), with limit no less than $1,000,000 (if program services includes transportation of youth, the limit shall be no less than $5,000,000) per accident for bodily injury and property damage. (Not required if an automobile is not required to fulfill services.) 3. Workers’ Compensation: insurance as required by the State of California, with Statutory Limits, and Employer’s Liability Insurance with limit of no less than $1,000,000 per accident for bodily injury or disease. 4. Sexual Abuse or Molestation (SAM) Liability: If the CGL policy referenced above is not endorsed to include affirmative coverage for sexual abuse or molestation, Contractor shall obtain and maintain a policy covering Sexual Abuse and Molestation with a limit no less than $1,000,000 per occurrence or claim. 5. If the Contractor maintains broader coverage and/or higher limits than the minimums shown above, the City requires and shall be entitled to the broader coverage and/or the higher limits maintained by the Contractor. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the City. b. Other Insurance Provisions – The insurance policies are to contain, or be endorsed to contain, the following provisions: 1. Additional Insured Status: The City, its officers, officials, employees, and volunteers are to be covered as additional insureds on the CGL policy with respect to liability arising out of work or operations performed by or on behalf of the Contractor including materials, parts, or equipment furnished in connection with such work or operations. General liability coverage can be provided in the form of an endorsement to the Contractor’s insurance (at least as broad as ISO Form CG 20 10 11 85 or if not available, through the addition of both CG 20 10, CG 20 26, CG 20 33, or CG 20 38; and CG 20 37 forms if a later edition is used). 2. Primary Coverage: For any claims related to this contract, the Contractor’s insurance coverage shall be primary coverage at least as broad as ISO CG 20 01 04 13 as respects the City, its officers, officials, employees, and volunteers. Any insurance or self -insurance maintained by the City, its officers, officials, employees, or volunteers shall be excess of the Contractor’s insurance and shall not contribute with it. 3. Notice of Cancellation: Each insurance policy required above shall state that coverage shall not be canceled, except with notice to the City. 4. Waiver of Subrogation: Contractor hereby grants to City a waiver of any right to subrogation which any insurer of said Contractor may acquire against the City by virtue of the payment of any loss under such insurance. Contractor agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation, but this provision applies regardless of whether or not the City has received a waiver of subrogation endorsement from the insurer. City Council 17 –100 3/1/2022 5. Self-Insured Retentions: Self-insured retentions must be declared to and approved by the City. The City may require the Contractor to purchase coverage with a lower retention or provide proof of ability to pay losses and related investigations, claim administration, and defe nse expenses within the retention. The policy language shall provide, or be endorsed to provide, that the self-insured retention may be satisfied by either the named insured or City. 6. Acceptability of Insurers: Insurance is to be placed with insurers authorized to conduct business in the state with a current A.M. Best’s rating of no less than A:VII, unless otherwise acceptable to the City. 7. Claims Made Policies: If any of the required policies provide coverage on a claims-made basis: 1. The Retroactive Date must be shown and must be before the date of the contract or the beginning of contract work. 2. Insurance must be maintained and evidence of insurance must be provided for at least five (5) years after completion of the contract of work. 3. If coverage is canceled or non-renewed, and not replaced with another claims-made policy form with a Retroactive Date prior to the contract effective date, the Contractor must purchase “extended reporting” coverage for a minimum of five (5) years after completion of contract work. 8. Verification of Coverage: Contractor shall furnish the City with original Certificates of Insurance including all required amendatory endorsements (or copies of the applicable policy language effecting coverage required by this clause) and a copy of the Declarations and Endorsement Page of the CGL policy listing all policy endorsements to City before work begins. However, failure to obtain the required documents prior to the work beginning shall not waive the Contractor’s obligation to provide them. City reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time. 9. 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. I. Termination. 1. This Agreement may be terminated on thirty (30) days’ written notice by either party. In the event of such termination, CONTRACTOR shall only be entitled to reimbursement for approved expenses incurred to the effective date of termination. 2. This Agreement may be suspended or terminated by CITY upon five (5) days’ written notice for violation by CONTRACTOR of Federal Laws governing the use of ARPA SLFRF Funds. In the event of such suspension or termination, CONTRACTOR shall only be entitled to reimbursement for approved expenses incurred up to the effective date City Council 17 –101 3/1/2022 of suspension or termination. 3. Pursuant to 2 CFR 200.340, in the event CONTRACTOR defaults by failing to fulfill all or any of its obligations hereunder, CITY may declare a default and termination of this Agreement by written notice to CONTRACTOR, which default and termination shall be effective on a date stated in the notice which is to be not less than ten (10) days after certified mailing or personal service of such notice, unless such default is cured before the effective date of termination stated in such notice. If terminated for cause, CITY shall be relieved of further liability or responsibility under this Agreement, or as a result of the termination thereof, including the payment of money, except for payment for approved expenses incurred for services satisfactorily and timely performed prior to the mailing or service of the notice of termination, and except for reimbursement of: (1) any payments made for services not subsequently performed in a timely and satisfactory manner; and, (2) costs incurred by CITY in obtaining substitute performance. 4. The grant of funds under this Agreement may be terminated for convenience by either the CITY or CONTRACTOR, in whole or in part, by setting forth the reasons for such termination, the effective date, and, in the case of portion termination, their portion to be terminated. However, if in the case of a partial termination, the CITY determines that the remaining portion of the award will not accomplish the purpose for which the award was made, the CITY may terminate the award in its entirety. 5. The grant of funds under this Agreement may be terminated due to the non-performance of CONTRACTOR and/or failure of SUBRECIPENT to perform the work described in Exhibit A. 6. The grant of funds under this Agreement may be terminated due to the failure of the CITY to receive sufficient or anticipated funding for the ARPA program for any term subject to this Agreement. 7. In the event this Agreement is terminated as set forth in subparagraphs I(1) through I(6), inclusive, CONTRACTOR agrees to immediately return to CITY upon CITY's demand and prior to any adjudication of CONTRACTOR’s rights, any and all funds not used, and to comply with the Reversion of Assets requirements in this Agreement. J. Limitation of Funds. The United States of America may in the future place programmatic or fiscal limitations on the use of ARPA SLFRF Funds, which limitations are not presently anticipated. Accordingly, CITY reserves the right to revise this Agreement in order to take account of actions affecting ARPA program funding. In the event of funding reduction, CITY may, in its sole and absolute discretion, reduce the budget of this Agreement, may limit the rate of CONTRACTOR’s authority to utilize funds, or may restrict CONTRACTOR’s use of uncommitted funds. Where CITY has been directed to implement a reduction in funding, with respect to funding for this Agreement, CITY’s City Manager or delegate is authorized to act for CITY in implementing and effecting such a reduction and in revising, modifying, or amending the Agreement for such purposes. If such a reduction in funding occurs, CONTRACTOR shall be permitted to de-scope accordingly. Where CITY City Council 17 –102 3/1/2022 has reasonable grounds to question CONTRACTOR’s fiscal accountability or compliance with this Agreement, CITY may suspend the operation of this Agreement for up to sixty (60) days upon five (5) days written notice to CONTRACTOR of its intention to so act, pending an audit or other resolution of such questions. In no event, however, shall any revisions made by CITY affect expenditures and legally binding commitments made by CONTRACTOR before it received notice of such revision, provided that such amounts have been committed in good faith and are otherwise allowable and that such commitments are consistent with ARPA SLFRF Funds withdrawal guidelines. K. Exclusivity and Amendment of Agreement. This Agreement supersedes any and all other agreements, either oral or in writing, between the parties hereto with respect to the use of CITY's ARPA SLFRF Funds by CONTRACTOR and contains all the covenants and agreements between the parties with respect to SUBRECIPIIENT’s administration of said program. Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any party, which are not embodied herein, and that no other agreement or amendment hereto shall be effective unless executed in writing and signed by both CITY and CONTRACTOR. L. Laws Governing this Agreement. This Agreement shall be governed by and construed in accordance with the laws of the State of California, and all applicable federal laws and regulations. M. Validity and Severability. The invalidity in whole or in part of any provision of this Agreement shall not void or affect the validity of any other provision of this Agreement. Whenever possible, each provision of this AGREEMENT shall be interpreted in such manner as to be effective and valid under applicable law, but if any provision of this AGREEMENT is held to be prohibited by or invalid under applicable l aw, such provision shall be ineffective only to the extent of such prohibition or invalidity, without invalidating the remainder of such provisions of this AGREEMENT. N. Waiver. No delay or omission by either party hereto to exercise any right or power accruing upon any noncompliance or default by the other party with respect to any of the terms of this Agreement shall impair any such right or power or be construed to be a waiver thereof. A waiver by either of the parties hereto of any of the covenants, conditions, or agreements to be performed by the other shall not be construed to be a waiver of any succeeding breach thereof or of any other covenant, condition or agreement herein contained. O. Federal Award Identification Information. CONTRACTOR’s pertinent Federal Award Identification Information, including DUNS Number and Federal Award Identification Number (FAIN), as well as the applicable information for ARPA, are included in Exhibit C attached hereto and incorporated herein by this reference. P. Miscellaneous Provisions. City Council 17 –103 3/1/2022 1. Each undersigned represents and warrants that its signature herein below has the power, authority and right to bind their respective parties to each of the terms of this Agreement, and shall indemnify CITY fully, including reasonable costs and attorney’s fees, for any injuries or damages to CITY in the event that such authority or power is not, in fact, held by the signatory or is withdrawn. 2. All Exhibits and Attachments referenced herein and attached hereto shall be incorporated as if fully set forth in the body of this Agreement. 3. This Agreement must be signed below and may be signed in counterpart and delivered by fax, email as a PDF (Portable Document Format) file attachment, or by other means that displays the original or a copy of the signatures. Any subsequent amendments may be signed and delivered in the same manner. {Signatures on following page} City Council 17 –104 3/1/2022 IN WITNESS WHEREOF, the parties hereto have executed this Agreement as of the date and year first written above. ATTEST: CITY OF SANTA ANA ________________________ ________________________ DAISY GOMEZ KRISTINE RIDGE Clerk of the Council City Manager APPROVED AS TO FORM: SONIA R. CARVALHO City Attorney ____________________________ By: RYAN O. HODGE Assistant City Attorney CONTRACTOR: ______________________________ LISA DARMOUSSEH Exalted Ruler/President DUNS #: 066405540 City Council 17 –105 3/1/2022 EXHIBIT A Santa Ana Elks Lodge #794 Scope of Work Our culinary team will prepare one hot meal on Monday morning for curbside or walk up pick up between the hours of 11:00am and 2:00pm. The meals will be placed in large warming boxes to ensure that they stay hot and fresh. We will prepare up to 270 meals for distribution. Sample menu #1  Garden salad cup with Italian dressing on the side  Grilled Chicken with sauce (picatta, BBQ, Hawaiian teriyaki)  Fresh vegetables  Cookie Sample menu #2  Caesar Salad  Lasagna with sauce  Garlic toast  Cookie Sample menu #3  Fresh fruit cup  Pot roast, gravy  Mashed Potatoes  Green beans  Cookie Drive up food distribution will be organized in a two-lane drive through. We will have staff attendants direct the cars through our parking lot and drive through in a safe manner. Elk volunteers will hand out the meals as the cars drive through. We will have a walk-up station for those without transportation. Those stations will be manned by Elk volunteers and staff attendants. We will have socially distanced distribution lines in our parking lot and patio to facilitate walk up meal distribution. We will collaborate with our partner organizations: Santa Ana Rotary Club, Lions Club City Council 17 –106 3/1/2022 international, American Legion Santa Ana post, and the Veterans Outpost of Santa Ana to deliver meals to those who are unable to come to our property. We will advertise the program with the assistance of our partner organizations. We will also advertise in local newspapers, to schools, colleges, and other local non -profit organizations. We propose a one-year program that is renewable for an additional year after evaluation by the Lodge and the City of Santa Ana. City Council 17 –107 3/1/2022 EXHIBIT B Santa Ana Elks Lodge #794 Revised Budget Proposal Food, packaging, and labor: $11.00 per meal In accordance with the Uniform Guidance, section, the Lodge will assess 10% of modified total direct costs (MTDC) as indirect costs (de minimis rate). Annual Cost of Food Distribution Program not to exceed: $165,034 The Lodge has adequate income from its banquet and corporate events activities to support the cash flow needs of the food distribution program for 90 to 180 days. Reimbursement Schedule The Santa Ana Elks Lodge is to submit an invoice requesting reimbursement of program expenses, along with a report outlining all program outcomes and performance metrics to the City on a quarterly basis as follows: Q1: March 1, 2022 - May 31, 2022 Reporting/Invoicing Due: June 30, 2022 Q2: June 1, 2022 - August 31, 2022 Reporting/Invoicing Due: September 30, 2022 Q3: September 1, 2022 - November 30, 2022 Reporting/Invoicing Due: December 31, 2022 Q4: December 1, 2022 - February 28, 2023 Reporting/Invoicing Due: March 31, 2023 City Council 17 –108 3/1/2022 2/7/22, 12:19 PM 1/1 Fw: Requested DUNS Number From:Lisa Darmousseh (exaltedruler794@yahoo.com) To:nancynsbca@yahoo.com Date:Sunday, February 6, 2022, 02:47 PM PST Sent from Yahoo Mail on Android ----- Forwarded Message ----- From: "donotreply@dnb.com" <donotreply@dnb.com> To: "Exaltedruler794@yahoo.com" <Exaltedruler794@yahoo.com> Sent: Sun, Feb 6, 2022 at 2:19 PM Subject: Requested DUNS Number THIS IS AN AUTOMATED MESSAGE GENERATED BY THE D&B D-U-N-S REQUEST PORTAL. PLEASE DO NOT REPLY TO THIS MESSAGE. Thank you for your request for your company's existing DUNS Number. Your D-U-N-S Number is 066405540 for SANTA ANA ELKS LODGE 1751 S LYON ST SANTA ANA,CA UNITED STATES OF AMERICA If you have any questions about your DUNS Number, please contact us at: www.dnb.com/govtduns EXHIBIT C City Council 17 –109 3/1/2022 Sam.gov Status: Pending City Council 17 –110 3/1/2022 Internal Revenue Service District Director Benevolent & Protective Order of Elks of the USA 794 212 Elk Lane Santa Ana, CA 92701-5011 EIN:95-0541115 Dear Taxpayer: Department of the Treasury EP/EO Customer Service MS 7043 300 North Los Ange les Street , Room 431 0 Los Angeles , CA 90012 Person to Contact: L. Barragan Telephone Number: 213 - 8 94 -2 3 3 6 Refer Reply to: EO ( 0 7) 9 7 Date: July 11, 1997 This letter is in response to your request for exempt status regarding the above named organization. Our records indicate that this organization was recognized to be exempt from Federal Income Tax under Internal Revenue Code Section 50l(c) (8). Group exemption number 1156 has been assjgned to the organization and its subordinates. The determination letter issued in October 1951 continues to be in effect. If you need further assistance, please contact our office at the above address or telephone number. Sincerely, ~--._\ _ _. - t !;~: {_ l.._, '-·,,_ :' -. \ - --- ,·I L. Barragan Disclosure Assistant City Council 17 –111 3/1/2022 California Secretary of State Electronic Filing Corporation - Statement of Information Entity Name: Entity (File) Number: File Date: Entity Type: Corporation Jurisdiction: Document ID: Detailed Filing Information 1.Entity Name: 2.Business Addresses: a.Street Address of Principal Office in California: b.Mailing Address: 3.Officers: a.Chief Executive Officer: b.Secretary: Use bizfile.sos.ca.gov for online filings, searches, business records, and resources. :DI tnemucoDC0063418 01/25/2022 CALIFORNIA 1751 S. Lyon Street Santa Ana, California 92705 United States of America 1751 S. Lyon Street Santa Ana, California 92705 United States of America John Moore 1751 S. Lyon Street Santa Ana, California 92705 United States of America Charles H Kuhns Jr. 1751 S. Lyon Street Santa Ana, California 92705 United States of America H143649 H143649ELKS BUILDING ASSOCIATION OF SANTA ANA ELKS BUILDING ASSOCIATION OF SANTA ANA City Council 17 –112 3/1/2022 California Secretary of State Electronic Filing Officers (Cont'd): c.Chief Financial Officer: 4.Agent for Service of Process: By signing this document, I certify that the information is true and correct and that I am authorized by California law to sign. Electronic Signature: Use bizfile.sos.ca.gov for online filings, searches, business records, and resources. Document ID:William Capps 1751 S. Lyon Street Santa Ana, California 92705 United States of America Norman Fisher 1751 S. Lyon Street Santa Ana, California 92705 United States of America Norman Fisher H143649City Council 17 –113 3/1/2022 APPENDIX ATTACHMENT 3-1: NON-COLLUSION AFFIDAVIT CERTIFICATIONS CITY OF SANTA ANA REQUEST FOR PROPOSALS FOR REVIVE: SANTA ANA FOOD SUPPLY/DISTRIBUTION PROGRAMS RFP NO.: 22-009A NON-COLLUSION AFFIDAVIT (Title 23 United States Code Section 112 and Public Contract Code Section 7106) To the CITY OF SANTA ANA CITY MANAGER'S OFFICE In accordance with Title 23 United States Code Section 112 and Public Contract Code 7106 the BIDDER declares that the bid is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation; that the bid is genuine and not collusive or sham; that the BIDDER has not directly or indirectly induced or solicited any other BIDDER to put in a false or sham bid, and has not directly or indirectly colluded, conspired, connived or agreed with any BIDDER or anyone else to put in a sham bid, or that anyone shall refrain from bidding; that the BIDDER has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the bid price of the BIDDER or any Bl DOER, or to fix any overhead, profit, or cost element of the bid price, or of that of any other Bl ODER, or to secure any advantage against the public body awarding the contract of anyone interested in the proposed contract; that all statements contained in the bid are true; and, further, that the BIDDER has not, directly or indirectly, submitted his or her bid price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, or paid, and will not pay, any fee to any corporation, partnership, company association, organization, bid depository, or to any member or agent thereof to effectuate a collusive or sham bid. Note: The above Non-collusion Affidavit is part of the Proposal. Signing this Proposal on the signature portion thereof shall also constitute signature of this Non-collusion Affidavit. BIDDERS are cautioned that making a false certification may subject the certifier to criminal prosecution. Organization Santa Ana Elks Lodge #794 ~in~, Signed and Printed Name: __ L_is_a_D_a_r_m_o_us_s_e_h __ __,,~---'--=----='-'/_t/_(=---!..._--'o<:.. ____ -=--- Title Exalted Ruler Date 217122 City of Santa Ana RFP 22-009A Page 42 EXHIBIT D City Council 17 –114 3/1/2022 APPENDIX ATTACHMENT 3-2: NON-LOBBYING CERTIFICATION CERTIFICATIONS CITY OF SANT A ANA REQUEST FOR PROPOSALS FOR REVIVE: SANTA ANA FOOD SUPPLY/DISTRIBUTION PROGRAMS RFP NO.: 22-009A The prospective participant certifies, by signing and submitting this bid or proposal , to the best of his or her knowledge and belief, that: 1. No federal appropriated funds have been paid or will be paid , by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of any federal agency , a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any federal contract, the making of any federal grant, the making of any federal loan, the entering into of any cooperative agreement , and the extension, continuation, renewal, amendment, or modification of any federal contract, grant, loan, or cooperative agreement. 2. If any funds other than federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence any officer or employee of any federal agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this federal contract, grant loan, loan or cooperative agreement, the undersigned shall complete and submit a "Disclosure of Lobbying Activities". This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by Section 1352, Title 31, U. S. Code . Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure. The prospective participant also agrees by submitting his or her bid or proposal that he or she shall require that the language of this certification be included in all lower tier subcontracts, which exceed $100,000 and that all such sub recipients shall certify and disclose accordingly. Organization __ s_a_n_ta_A_na_E_lk_s_L_od_g_e_#_7_9_4 ________________ --, __ _ Signed and Printed Name : __ L_is _a_D_a_rm_o_u_s_se_h __ -"-~--=---"---~--'--")_gQ-"--~-------"------ Title __.:E=:x.:.:a::.::lte.:..d:..._R..:..ul..:..e_r ____________________________ _ D 2!7/22 ate _________________________________ _ City of Santa Ana RFP 22 -009A Page 43 EXHIBIT E City Council 17 –115 3/1/2022 EXHIBIT F DRUG-FREE WORKPLACE Certification Regarding Drug-Free Workplace Requirements The certification set out below is a material representation upon which reliance is placed by the U.S. Department of Treasury in awarding the grant. If it is later determined that the contractor knowingly rendered a false certification, or otherwise violates the requirements of the Drug-Free Workplace Act, the U.S. Department of Treasury, in addition to any other remedies available to the Federal Government, may take action authorized under the Drug-Free Workplace Act. CERTIFICATION A.The contractor certifies that it will provide a drug-free workplace by: (a)Publishing a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession or use of a controlled substance is prohibited in the contractor’s workplace and specifying the actions that will be taken against employees for violation of such prohibition; (b)Establishing a drug-free awareness program to inform employees about – (1)The dangers of drug abuse in the workplace; (2)The contractor’s policy of maintaining a drug-free workplace; (3)Any available drug counseling, rehabilitation, and employee assistance program; and (4)The penalties that may be imposed upon employees for drug abuse violations occurring in the workplace; (c)Making it a requirement that each employee who will be engaged in the performance of the grant be given a copy of the statement required by paragraph (a); (d)Notifying the employee in the statement required by paragraph -(a) that, as a condition of employment under the contract, the employee will - (1)Abide by the terms of the statement; and (2)Notify the employer of any criminal drug statute conviction for a violation occurring in the workplace no later than five days after such conviction. (e)Notifying the U.S. Department of Treasury within ten days after receiving notice under subparagraph (d)(2) from an employee or otherwise receiving actual notice of such conviction; (f)Taking one of the following actions, within 30 days of receiving notice under subparagraph (d)(2), with respect to any employee who is so convicted - City Council 17 –116 3/1/2022 (1)Taking appropriate personnel action against such an employee, up to and including termination; or (2)Requiring such employee to participate satisfactorily in a drug abuse assistance or rehabilitation program approved for such purposes by a Federal, State, or local health, law enforcement, or other appropriate agency; (g)Making a good faith effort to continue to maintain a drug-free workplace through implementation of paragraphs (a), (b), (c), (d), (e) and (f). B.The contractor shall insert in the space provided on the attached “Place of Performance” form the site(s) for the performance of work to be carried out with the grant funds (including street address, city, county, state, and zip code) .the contractor further certifies that, if it is subsequently determined that additional sites will be used for the performance of work under the contract, it shall notify the U.S. Department of Treasury immediately upon the decision to use such additional sites by submitting a revised “Place of Performance” form. Organization Authorized Signature Date City Council 17 –117 3/1/2022 PLACE OF PERFORMANCE FOR CERTIFICATION REGARDING DRUG-FREE WORKPLACE REQUIREMENTS Name: Date: The Contractor shall insert in the space provided below the site(s) expected to be used for the performance of work under the contract covered by the certification: Place of Performance (include street address, city, county, state, zip code for each site): City Council 17 –118 3/1/2022 AGREEMENT BETWEEN THE CITY OF SANTA ANA AND UNITED ACROSS BORDERS FOUNDATION FOR USE OF AMERICAN RESCUE PLAN ACT (ARPA) FUNDS This Agreement is hereby made and entered into this 1st day of March, 2022, by and between the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California (“CITY”), and United Across Borders Foundation, a California domestic nonprofit corporation (“CONTRACTOR”). RECITALS: A. The American Rescue Plan Act (“ARPA”) was signed into law in March 2021. ARPA provides funding for a number of different programs, including the Coronavirus State and Local Fiscal Recovery Fund (“SLFRF”), to provide monetary support to local governments to respond to, mitigate, and recover from the COVID-19 public health emergency. B. On July 20, 2021, the Santa Ana City Council authorized the City Manager to utilize ARPA SLFRF funding from the United States Department of Treasury for the Revive Santa Ana Spending Plan, which includes five spending cate gories: recovery from the pandemic, direct assistance programs, public health and safety, critical infrastructure, and city fiscal health. C. CONTRACTOR has been selected by the CITY to receive ARPA SLFRF Funds in order to provide food distribution and/or food supply programs, in accordance with the Scope of Work attached hereto as Exhibit A and incorporated herein by reference (“said program”). CONTRACTOR represents that it is qualified and willing to operate said program and certifies that the administration of said program carried out with funds provided under this Agreement will meet ARPA’s objectives to respond to, mitigate, and recover from this historic COVID-19 public health crisis. D. CONTRACTOR agrees that it will adhere to the tasks and services as indicated in Exhibit A for said program. Failure to follow the requirements and meet the stated expectations may constitute breach of contract that could result in termination of this Agreement or serve as reason for the CITY to recapture the grant funds awarded to CONTRACTOR pursuant to this Agreement. WHEREFORE, it is agreed by and between the parties that the foregoing Recitals are a substantive part of this Agreement and the following terms and conditions are approved and together with all exhibits and attachments hereto, shall constitute the entire Agreement between the CITY and CONTRACTOR: City Council 17 –119 3/1/2022 I. ARPA PROGRAM PROVISIONS A. Scope of Work. CONTRACTOR shall be responsible for the specific tasks and services of said program, and agrees to administer said program in compliance with the tasks and services as described in the Scope of Work attached hereto as Exhibit A. CONTRACTOR’s failure to perform as required may, in addition to other remedies set forth in this Agreement, result in readjustment of the amount of funds for said program or termination of this Agreement. B. Term of Agreement. The term of said Agreement shall commence on the date first written above and continue through February 28, 2023 (“Term”), unless terminated earlier pursuant to the terms of this Agreement. This Agreement shall also cover any and all services provided by the CONTRACTOR to the CITY since the date the ARPA SLFRF Funds were awarded to the CITY. Additionally, the Term of this Agreement may be extended by a writing executed by the City Manager, or designee, and the City Attorney. C. Amount of Grant Funding. The total amount of funds provided for said program shall not exceed TWO HUNDRED EIGHTEEN THOUSAND FIVE HUNDRED SEVENTY-SIX dollars ($218,576) (“ARPA SLFRF Funds”) during the Term of the Agreement. CONTRACTOR agrees to use said ARPA SLFRF Funds to administer said program as outlined in Exhibit A. D. Disbursement of Funds. Said ARPA SLFRF Funds shall be disbursed by CITY to CONTRACTOR pursuant to the terms found in the Fee Payment Schedule attached hereto as Exhibit B, with payments subject to the submittal of invoices and other reporting requirements, as hereinafter more fully set forth. CONTRACTOR shall be obligated to perform such duties as would normally extend beyond the term, including, but not limited to, obligations with respect to indemnification, audits, reporting, data retention/reporting, and accounting. Failure to provide any of the required documentation and reporting will cause CITY to withhold all or a portion of a request for ARPA SLFRF Funds, or return the entire request to CONTRACTOR, until such documentation and reporting has been received and approved by CITY. (1) Reduction in ARPA SLFRF Funding. The CITY reserves the right to reduce the amount of ARPA SLFRF Funds to CONTRACTOR, or to completely terminate this Agreement, in the CITY’s sole discretion, if there is a reduction in ARPA SLFRF Funds provided to the CITY. (2) Reduced Distribution of Funds. The CITY reserves the right to reduce the grant application if the CITY’s fiscal monitoring indicates that CONTRACTOR’s rate of expenditure will result in unspent funds at the end of the program term. Amendments in the grant allocation will be made after consultation with CONTRACTOR. City Council 17 –120 3/1/2022 (3) Reversion of Assets. CONTRACTOR agrees that any and all funds received under this Agreement shall be utilized during the Term of this Agreement, and that any and all funds remaining as of the end of the Term, which have not been utilized, shall be returned by CONTRACTOR to the CITY within thirty (30) days of the expiration or earlier termination of the Agreement. No expense of CONTRACTOR will be reimbursed by CITY if incurred after the end of the Term of the Agreement. E. Grant Program Requirements. (1) CONTRACTOR acknowledges that the source of funding for said program is the federal ARPA, and that payments from the ARPA SLFRF Funds are only to be used to make necessary expenditures incurred due to the public health emergency with respect to COVID-19. (2) CONTRACTOR acknowledges that ARPA provisions allow the use of ARPA SLFRF Funds to respond to, mitigate, and recover from the COVID-19 public health emergency, and will not use these funds for any other uses. (3) CONTRACTOR shall follow the process and determination of eligibility for participants in said program as outlined in Exhibit A. F. Performance Monitoring. (1) CONTRACTOR shall submit program performance information as often as requested by CITY, but no less than the submission of monthly reports and a final report to CITY with the information requested by and in the format acceptable to CITY. Each monthly report is due within thirty (30) days of completion of work for each month. The final report is due within thirty (30) days after the termination or expiration of this Agreement. (2) CITY will evaluate CONTRACTOR’s management and operation of said program with respect to the project expectations as described in Exhibit A. (3) CITY will review the audit of the CONTRACTOR to ensure that grant funds are used for authorized purposes in compliance with laws, regulations, and the provisions of contracts or grant agreements under this Agreement, including attachments and exhibits. (4) If action to correct any substandard performance is not taken by the CONTRACTOR within a reasonable period after being notified by CITY, suspension or termination procedures may be initiated by CITY. (5) All performance shall be subject to review by the CITY or other regulatory agencies at all times. CONTRACTOR shall provide adequate cooperation to any inspector or other CITY representative to permit the same to determine CONTRACTOR’s conformity with the terms of this Agreement. If any services performed by CONTRACTOR are not in conformance with the terms of this Agreement, the CITY shall have the right to require City Council 17 –121 3/1/2022 CONTRACTOR to perform the services in conformance with the terms of the Agreement at no additional cost. The CITY may also terminate this Agreement for default and charge CONTRACTOR for any costs incurred by the CITY because of CONTRACTOR’s failure to perform. (6) CONTRACTOR shall establish adequate procedures for self-monitoring and quality control and assurance to ensure proper performance under this Agreement; and shall permit a CITY representative or other regulatory official to monitor, assess, or evaluate CONTRACTOR’s performance under this Agreement at any time, upon reasonable notice to CONTRACTOR. G. Audit. (1) CONTRACTOR shall maintain complete and accurate records and supporting documentation to facilitate financial and/or program audits by CITY. This requirement shall apply to any records and documentation CITY shall reasonably require or as required to be maintained pursuant to the ARPA regulations. (2) The books and accounts, files, and other records of CONTRACTOR, which are applicable to this Agreement, shall be available for inspection, review, and audit during normal business hours by CITY to determine the proper application and use of all ARPA SLFRF Funds provided to or for the account or benefit of CONTRACTOR. (3) CONTRACTOR assumes responsibility for reimbursement to CITY a sum of money equivalent to the amount of any expenditures disallowed should the CITY, or an authorized agency, rule through audit, exception, or some other appropriate means, that expenditures from funds allocated to CONTRACTOR for direct and/or administrative costs were not made in compliance with the applicable cost principles, regulations, or the provisions of this Agreement. (4) CONTRACTOR agrees to comply with the requirements of OMB Uniform Guidance 2 CFR Part 200. CONTRACTOR further agrees to provide CITY with a copy of completed independent auditors’ report within thirty (30) days of CITY’s request for such report. If the report contains instances of non-compliance with federal laws and regulations that bear directly on the performance or administration of this Agreement, CONTRACTOR shall provide CITY copies of responses to auditors’ reports, a plan for corrective action, and auditors’ response that the noncompliance has been resolved. All reports prepared in accord with the requirements of OMB Uniform Guidance 2 CFR Part 200 shall be available for inspection by representatives of CITY or the federal government during normal business hours. (5) All accounting records, reports, and evidence pertaining to all costs, expenses and the ARPA SLFRF Funds of CONTRACTOR and all documents related to this Agreement shall be maintained and kept available at CONTRACTOR’S office or place of business for the duration of the Agreement and thereafter for five (5) years from the date of final payment under this Agreement. Records which relate to: (a) complaints, City Council 17 –122 3/1/2022 claims, administrative proceedings or litigation a rising out of the performance of this Agreement; or, (b) costs and expenses of this Agreement to which CITY or any other governmental agency takes exception, shall be retained beyond the five (5) years until complete resolution or disposition of such appeals, litigation claims, or exceptions. In the event CONTRACTOR does not make the above-referenced documents available within the City of Santa Ana, California, CONTRACTOR agrees to pay all necessary and reasonable expenses incurred by CITY in conducting any audit at the location where said records and books of account are maintained. H. Ownership/Use of Materials. CONTRACTOR agrees that all materials, reports or products in any form, including electronic, created by CONTRACTOR for which CONTRACTOR has been compensated pursuant to this Agreement shall be the sole property of the CITY. The material, reports, or products may be used by the CITY for any purpose that the CITY deems to be appropriate, including, but not limit to, duplication and/or distribution within the CITY or to third parties. CONTRACTOR agrees not to release or circulate in whole or part such materials, reports, or products without prior written authorization of the CITY. I. Close-Out. CONTRACTOR agrees to comply with the closeout procedures detailed in 2 CFR §200.343, including the following: (1) CONTRACTOR must submit, no later than ninety (90) calendar days after the end date of the period of performance, all financial, performance, and other reports as required by the terms and conditions of this Agreement; (2) CONTRACTOR must promptly refund any balances of unobligated cash that the CITY paid in advance or paid and that is not authorized to be retained by CONTRACTOR for use in other projects (See OMB Circular A-129 and 2 CFR §200.345); and, (3) CITY should complete all closeout actions for the Federal award no later than one year after receipt and acceptance of all required final reports. II. CONTRACTOR’S OBLIGATIONS A. Representations and Warranties. (1) Authority. CONTRACTOR is a duly organized and existing domestic nonprofit corporation in good standing and authorized to do business under the laws of the State of California. CONTRACTOR has full right, power and lawful authority to accept the funding hereunder and to undertake all obligations as provided herein and the execution, performance and delivery of this Agreement by CONTRACTOR has been fully authorized by all requisite actions on the part of CONTRACTOR. City Council 17 –123 3/1/2022 (2) Experience. CONTRACTOR is qualified to provide the administrator services for said program detailed herein. (3) Familiarity With Services Required. By executing this Agreement, CONTRACTOR warrants that: (i) it has thoroughly investigated and considered the administrator services to be performed and provided for said program as detailed in Exhibit A; (ii) it has carefully considered how the services should be performed; and, (iii) it fully understands the facilities, difficulties and restrictions attending performance of the services under this Agreement. (4) No Conflict. To the best of CONTRACTOR’S knowledge, CONTRACTOR’S execution, delivery and performance of its obligations under this Agreement will not constitute a default or a breach under any contract, agreement or order to which CONTRACTOR is a party or by which it is bound. (5) No Bankruptcy. CONTRACTOR is not the subject of any current or threatened bankruptcy proceeding. (6) No Pending Legal Proceedings. CONTRACTOR is not the subject of a current or threatened litigation that would or may materially affect CONTRACTOR’S performance under this Agreement. (7) Proposal Veracity. All provisions of and information provided in CONTRACTOR’s proposal submitted to CITY, including any exhibits, are true and correct in all material respects. (8) No Pending Investigation. CONTRACTOR has no knowledge that it is the subject of any current or threatened criminal or civil action investigation by any public agency, including without limitation a police agency or prosecuting authority, which would relate to or affect performance of the Agreement or provision of services hereunder. B. Licensing. CONTRACTOR agrees to obtain and maintain all required licenses, registrations, accreditation and inspections from all agencies governing its operations. CONTRACTOR shall ensure that its staff shall also obtain and maintain all required licenses, registrations, accreditation and inspections from all agencies governing CONTRACTOR's operations hereunder. Such licensing requirements include obtaining a City business license, as applicable. C. Zoning. CONTRACTOR agrees that any facility/property used in furtherance of said program shall be specifically zoned and permitted for such use(s) and activities. Should CONTRACTOR fail to have the required land entitlement and/or permits, thus violating any local, state or federal rules and regulations relating thereto, CONTRACTOR shall immediately make good-faith efforts to gain compliance with local, state or federal rules and regulations following written notification of said violation(s) from the CITY or other authorized citing agency. CONTRACTOR shall notify CITY immediately of any pending violations. Failure to notify CITY of pending violations, or to remedy such known violation(s) City Council 17 –124 3/1/2022 shall result in termination of grant funding hereunder. CONTRACTOR must make all corrections required to bring the facility/property into compliance with the law within sixty (60) days of notification of the violation(s); failure to gain compliance within such time shall result in termination of grant funding hereunder. D. Separation of Accounts. All funds received by CONTRACTOR from CITY pursuant to this Agreement shall be maintained in an account in a federally insured banking or savings and loan institution with record keeping of such accounts maintained pursuant to applicable 2 CFR 200.302 requirements. CONTRACTOR is not required to maintain separate depository accounts for ARPA SLFRF Funds; provided however, the CONTRACTOR must be able to account for receipt, obligation, distribution and expenditure of ARPA SLFRF Funds pursuant to applicable 2 CFR 200.302 requirements. E. Audit Report Requirements. CONTRACTOR agrees that if CONTRACTOR expends Seven Hundred Fifty Thousand Dollars ($750,000) or more in federal funds, CONTRACTOR shall have an annual audit conducted by a certified public accountant in accordance with the standards as set forth and published by the United States Office of Management and Budget. CONTRACTOR shall provide CITY with a copy of said audit by April 1 of the year following the program year in which this Agreement is executed. F. Compliance with Law/Program Income. CONTRACTOR acknowledges that the funds being provided by CITY for said program are received by CITY pursuant to ARPA, and that distribution and expenditure of these ARPA SLFRF Funds shall be in accordance with ARPA and all pertinent regulations issued by agencies of the federal government, including, but not limited to, all regulations found at Title 24 of the Code of Federal Regulations. Any program income received by CONTRACTOR shall be returned to CITY, unless otherwise provided for in this Agreement. CONTRACTOR agrees to comply fully with all federal, state and local laws and court orders applicable to its operation and administration of said program, whether or not referred to in this Agreement. G. Debarment. To protect the public interest and ensure the integrity of Federal programs, CITY may only conduct business with responsible persons and may not make any award or permit any award to any party which is debarred or suspended or is otherwise excluded from or ineligible for participation in Federal assistanc e programs under Executive Order 12549, “Debarment and Suspension”. See also 24 CFR 570.609. CONTRACTOR must review and sign Exhibit D “Debarment”, which is attached hereto and incorporated herein by this reference. CONTRACTOR shall be in good standing, without suspension by the California Secretary of State, Franchise Tax Board or Internal Revenue Service. Any change in the corporate status or suspension of CONTRACTOR shall be reported immediately to CITY. H. Confidentiality. Without prejudice to any other provisions of this Agreement, CONTRACTOR shall, where applicable, maintain the confidential nature of information provided to it concerning participants in accordance with the requirements of federal and state law. However, CONTRACTOR shall submit to CITY or its representatives, all City Council 17 –125 3/1/2022 records requested, including audit, examinations, monitoring and verifications of reports submitted by CONTRACTOR, costs incurred and services rendered hereunder. I. Independent Contractor. CONTRACTOR agrees that the performance of obligations hereunder is rendered in its capacity as an independent contractor and that it is in no way an agent of CITY. J. Violation of Terms and Conditions. CONTRACTOR agrees that if CONTRACTOR violates any of the terms and conditions of this Agreement or any prior Agreement whereby ARPA SLFRF Funds were received by CONTRACTOR, or if CONTRACTOR reports inaccurately, or if on audit there is a disallowance of certain expenditures, CONTRACTOR agrees to remedy the acts or omissions causing the disallowance and repay CITY all amounts spent in violation thereof. If CONTRACTOR engaged in fraudulent activity to obtain and/or justify distribution or expenditure of the ARPA SLFRF Funds granted hereunder, CONTRACTOR shall be required to reimburse the CITY of all such funds that were obtained, distributed and/or spent under fraudulent circumstances. K. Fraud. CONTRACTOR shall immediately report all suspected or known instances and facts concerning possible fraud, abuse or criminal activity related to said program for the ARPA SLFRF Funds under this Agreement. L. Prohibited Use. CONTRACTOR hereby certifies and agrees that it will not use ARPA SLFRF Funds provided through this Agreement to pay for entertainment, meals or gifts, or other prohibited uses. M. Lobbying. CONTRACTOR certifies that it will comply with federal law (31 U.S.C. 1352) and regulations found at 24 CFR Part 87, which provide that no appropriated funds may be expended by the recipient of a federal contract, grant, loan or cooperative agreement to pay any person for influencing or attempting to influence an officer or employee of any agency, Member of Congress, or an officer or employee of a Member of Congress in connection with awarding of any federal contract, the making of any federal grant or loan, entering into any cooperative agreement and the extension, renewal, amendment or modification of any federal contract, grant, loan or cooperative agreement. CONTRACTOR shall sign a certification to that effect in a form as set forth in Exhibit E, attached hereto and by this reference incorporated herein. CONTRACTOR shall submit said signed certification to CITY prior to performing any of its obligations under this Agreement and prior to any obligation arising on the part of CITY to pay any sums to CONTRACTOR under the terms and conditions of this Agreement. If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit a “Disclosure Form to Report Lobbying,” in accordance with its instructions (Exhibit E). City Council 17 –126 3/1/2022 N. Financial Interest. CONTRACTOR agrees that except for the use of administrative fees to pay salaries and other related administrative or personnel costs, no persons who exercise or have exercised any function with respect to administering said program under the terms of this Agreement, or who are in a position to participate in a decision-making process or gain inside information with regard to the administration of said program, may obtain a financial interest or benefit from said program, either for themselves or those with whom they have f amily or business ties, during their tenure or for one year thereafter. This prohibition applies to any person who is an employee, agent, consultant, officer, or elected or appointed official of CITY, or of any designated public agency, or the CONTRACTOR. O. Labor Standards. The CONTRACTOR agrees to comply with the requirements of the Secretary of Labor in accordance with the Davis -Bacon Act as amended, the provisions of Contract Work Hours and Safety Standards Act (40 U.S.C. 327 et seq.) and all other applicable Federal, state and local laws and regulations pertaining to labor standards insofar as those acts apply to the performance of this Agreement. The CONTRACTOR agrees to comply with the Copeland Anti-Kick Back Act (18 U.S.C. 874 et seq.) and its implementing regulations of the U.S. Department of Labor at 29 CFR Part 5. The CONTRACTOR shall maintain documentation that demonstrates compliance with hour and wage requirements of this part. Such documentation shall be made available to the CITY for review upon request. P. Equal Employment Opportunities. CONTRACTOR shall make every effort to ensure that all projects funded wholly or in part by ARPA SLFRF Funds shall provide equal employment opportunities for minorities and women. Q. Women and Minority-Owned Businesses (W/MBE). CONTRACTOR will use its best efforts to afford small businesses, minority business enterprises, and women’s business enterprises the maximum practicable opportunity to participate in the performance of this Agreement in accordance with the requirements of 2 CFR 200.321 “Contracting with small and minority businesses, women’s business enterprises, and labor surplus area firms”. As used in this Agreement, the term “small business” means a business that meets the criteria set forth in section 3(a) of the Small Business Act, as amended (15 U.S.C. 632), and “minority and women’s business enterprise” means a business at least fifty-one percent (51%) owned and controlled by minority group members or women. For the purpose of this definition, “minority group members” are African-Americans, Spanish-speaking, Spanish surnamed or Spanish-heritage Americans, Asian-Americans, and American Indians. CONTRACTOR may rely on written representations by businesses regarding their status as m inority and female business enterprises in lieu of an independent investigation. R. Drug Free Workplace. CONTRACTOR agrees to provide a drug-free workplace and to execute a certification as set forth in Exhibit F attached hereto and incorporated herein by this reference. City Council 17 –127 3/1/2022 S. Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards. The following requirements and standards must be complied with: 2 CFR Part 200 et al. CONTRACTOR shall procure all materials, property, or services in accordance with the requirements of 2 CFR 200.318-326. III. CITY'S OBLIGATIONS A. Audit of Account. CITY shall include an audit of the account maintained by CONTRACTOR in CITY's audit of all ARPA SLFRF Funds in accordance with Title 24 of the Code of Federal Regulations and other applicable federal laws and regulations. B. Common Rule: Pursuant to 2 CFR 200.328(a), the CITY manages the day-to-day operations of each grant and subgrant supported activities. CITY staff has detailed knowledge of the grant program requirements and monitors grant and subgrant supported activities to assure compliance with federal requirements. Such monitoring covers each program, function and activity and performance goals are reviewed periodically. C. Project Expectations: CITY shall monitor the performance of CONTRACTOR against goals and performance standards required herein. The CONTRACTOR shall be responsible to accomplish the project expectations as set forth in Exhibit A, and report such results to the CITY. If the CONTRACTOR estimates such goals will not be met, the CONTRACTOR is to contact the CITY, at which time the CITY will determine if any adjustments to the grant award is appropriate. Substandard performance as determined by the CITY will constitute non-compliance with this Agreement. Should the CITY determine that the CONTRACTOR has not performed its obligations as stated in this contract in a satisfactory manner, or if the CITY determines that insufficient supporting information has been submitted, the CITY shall notify the CONTRACTOR in writing of its determination specifying in full detail the objections that it has to the CONTRACTOR’s performance. If action to correct such substandard performance is not taken by the CONTRACTOR after being notified by the CITY, within a reasonable period of time as stipulated in the written notification, contract suspension or termination procedures will be initiated. IV. GENERAL PROVISIONS A. Non-Discrimination. 1. CONTRACTOR agrees to comply with Executive Order 11246, which requires that during the performance of this Agreement, CONTRACTOR agrees not to discriminate against any employee or applicant for employment because of race, religion, sex, color or national origin. Such action shall include, but not be limited to the following: employment, upgrading, demotion, or transfer, rates of pay or other forms of compensation, and selection for training, including apprenticeship. CONTRACTOR agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided by the CONTRACTOR setting forth the provisions of this nondiscrimination clause. City Council 17 –128 3/1/2022 2. CONTRACTOR agrees to comply with Title VI of the Civil Rights Act of 1964, which indicates that no person shall, on the ground of race, color or national origin, be excluded from participation in, be denied the benefits of, or be subject to discrimination under any program of activity receiving federal financial assistance. 3. No person shall, on the grounds of race, sex, creed, color, religion, marital status, national origin, age, sexual orientation, or physical or mental handicap be excluded from participation in, be refused the benefits of, or otherwise be subject to discrimination in any activities, programs or employment supported by this Agreement. CONTRACTOR is prohibited from discrimination on the basis of age or with respect to an otherwise qualified handicapped person as provided for under Section 109 of the Housing and Community Development Act of 1974, as amended. 4. CONTRACTOR agrees to comply with the Age Discrimination Act of 1975, which requires that during the performance of this Agreement, CONTRACTOR agrees not to discriminate against any employee or applicant for employment because of age. Such action shall include, but not be limited to the following: employment upgrading, demotion, or transfer, rates of pay or other forms of compensation, and selection for training, including apprenticeship. CONTRACTOR agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided by the CONTRACTOR setting forth the provisions of this age discrimination clause. 5. CONTRACTOR agrees to comply with Section 504 of the Rehabilitation Act of 1973, which requires that no otherwise qualified individual with a disability in the United States, shall, solely by reason of his or her disability, be excluded from the participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving federal financial assistance or under any program or activity conducted by any executive agency or by the United States Postal Service. B. Conflict of Interest. Pursuant to the conflict of interest requirements set forth in 24 CFR 570.611 and 2 CFR 200.112, CONTRACTOR certifies that no member, officer, employee, agent or assignee of CITY having direct or indirect control of any ARPA SLFRF Funds granted to the CITY, inclusive of the subject ARPA SLFRF Funds, shall serve as an officer of CONTRACTOR. Further, any conflict or potential conflict of interest of any officer of CONTRACTOR shall be fully disclosed in writing prior to the execution of this Agreement and said writing shall be attached and deemed fully incorporated as a part hereof. Notice shall be sent by CONTRACTOR to CITY regarding any changes or modifications to its board of directors and list of officers. C. Special Certification for Religious Entities. If CONTRACTOR is a religious entity, CONTRACTOR hereby agrees that in connection with the provision of the services CONTRACTOR shall provide with ARPA SLFRF Funds, in accordance with 24 CFR 570.200(j): 1. CONTRACTOR shall not discriminate against any employee or applicant City Council 17 –129 3/1/2022 for employment on the basis of religion and shall not limit employment or give preference in employment to persons on the basis of religion. 2. CONTRACTOR shall not discriminate against any person applying for the services CONTRACTOR agrees to provide under the terms of this Agreement on the basis of religion and shall not limit such services or give preference to applicants for such services on the basis of religion. 3. CONTRACTOR shall NOT provide religious instruction or counseling, conduct any religious worship or services, or engage in any religious proselytizing, or exert any religious influence in the provision of the services in said program. The parties agree that this covenant is intended to and shall be construed for the limited purpose of assuring compliance with respect to the use of CITY funds by CONTRACTOR with applicable constitutional limitations respecting the establishment of religion as set forth in the establishment clause under the First Amendment of the United States Constitution and Article I, Section 4 of the California Constitution, and is not in any manner intended to restrict other activities of CONTRACTOR. 4. The portion of a facility used to provide public services assisted in whole or in part under this Agreement shall contain no sectarian or religious symbols. 5. Where the services to be provided under said program are rendered on property owned by the primarily religious entity CONTRACTOR, ARPA SLFRF Funds may also be used for minor repairs to such property, which are directly related to the cost of rendering the services under said program, where the cost constitutes in dollar terms only an incidental portion of the ARPA expenditure for rendering the services under said program. D. Prohibition of Nepotism. CONTRACTOR agrees not to hire or permit the hiring of any person to fill a position funded through this Agreement if a member of that person’s immediate family is employed in an administrative capacity by CONTRACTOR. For the purposes of this section, the term “immediate family” means spouse, child, mother, father, brother, sister, brother-in-law, sister-in-law, father-in-law, mother-in-law, son-in-law, daughter-in-law, aunt, uncle, niece, nephew, stepparent and stepchild. The term “administrative capacity” means having selection, hiring, supervisor or management responsibilities. E. Notices. Notices to the parties shall, unless otherwise requested in writing, be sent by U.S. Mail, postage prepaid, and addressed as follows: TO CITY: City of Santa Ana Daisy Perez Assistant to the City Manager City Manager’s Office 20 Civic Center Plaza P.O. Box 1988 City Council 17 –130 3/1/2022 Santa Ana, California 92702-1988 TO CONTRACTOR: United Across Borders Foundation Erika Robles Executive Director & President 2112 E 4th St, Unit 112 Santa Ana, CA 92705 714-888-8818 F. Assignability. None of the duties of, or work to be performed by, CONTRACTOR under this Agreement shall be subcontracted or assigned to any agency, consultant, or person without the prior written consent of CITY. CONTRACTOR must submit all subcontracts and other agreements that relate to this Agreement to CITY. No subcontract or assignment shall terminate or alter the legal obligations of CONTRACTOR pursuant to this Agreement. G. Indemnification/Hold Harmless. CONTRACTOR shall indemnify, defend and save harmless CITY, its officers, employees, agents, representatives and volunteers from and against any and all damages to or for loss of use of property and for injuries to or death of any person or persons, including property and employees or agents of CITY, and shall defend, indemnify and save harmless CITY, its officers, employees, agents, representatives and volunteers from and against any and all claims, demands, suits, actions or proceedings of any kind or nature, including, but not by way of limitation, workers compensation claims and including attorney fees and reasonable expenses for litigation or settlement, resulting from or arising out of the negligent or wrongful acts, errors or omissions of CONTRACTOR, its officers, directors, employees, agents, subcontractors and suppliers arising out of CONTRACTOR's performance of this Agreement. H. Insurance. Contractor shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work he reunder and the results of that work by the Contractor, its agents, representatives, employees, or subcontractors. a. MINIMUM SCOPE AND LIMIT OF INSURANCE Coverage shall be at least as broad as: 1. Commercial General Liability (CGL): Insurance Services Office Form CG 00 01 covering CGL on an “occurrence” basis, including products and completed operations, property damage, bodily injury and personal & advertising injury with limits no less than $2,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location (ISO CG 25 03 or 25 04) or the general aggregate limit shall be twice the required occurrence limit. 2. Automobile Liability: Insurance Services Office Form Number CA 0001 covering, Code 1 (any auto), or if Contractor has no owned autos, Code City Council 17 –131 3/1/2022 8 (hired) and 9 (non-owned), with limit no less than $1,000,000 (if program services includes transportation of youth, the limit shall be no less than $5,000,000) per accident for bodily injury and property damage. (Not required if an automobile is not required to fulfill services.) 3. Workers’ Compensation: insurance as required by the State of California, with Statutory Limits, and Employer’s Liability Insurance with limit of no less than $1,000,000 per accident for bodily injury or disease. 4. Sexual Abuse or Molestation (SAM) Liability: If the CGL policy referenced above is not endorsed to include affirmative coverage for sexual abuse or molestation, Contractor shall obtain and maintain a policy covering Sexual Abuse and Molestation with a limit no less than $1,000,000 per occurrence or claim. 5. If the Contractor maintains broader coverage and/or higher limits than the minimums shown above, the City requires and shall be entitled to the broader coverage and/or the higher limits maintained by the Contractor. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the City. b. Other Insurance Provisions – The insurance policies are to contain, or be endorsed to contain, the following provisions: 1. Additional Insured Status: The City, its officers, officials, employees, and volunteers are to be covered as additional insureds on the CGL policy with respect to liability arising out of work or operations performed by or on behalf of the Contractor including materials, parts, or equipment furnished in connection with such work or operations. General liability coverage can be provided in the form of an endorsement to the Contractor’s insurance (at least as broad as ISO Form CG 20 10 11 85 or if not available, through the addition of both CG 20 10, CG 20 26, CG 20 33, or CG 20 38; and CG 20 37 forms if a later edition is used). 2. Primary Coverage: For any claims related to this contract, the Contractor’s insurance coverage shall be primary coverage at least as broad as ISO CG 20 01 04 13 as respects the City, its officers, officials, employees, and volunteers. Any insurance or self -insurance maintained by the City, its officers, officials, employees, or volunteers shall be excess of the Contractor’s insurance and shall not contribute with it. 3. Notice of Cancellation: Each insurance policy required above shall state that coverage shall not be canceled, except with notice to the City. 4. Waiver of Subrogation: Contractor hereby grants to City a waiver of any right to subrogation which any insurer of said Contractor may acquire against the City by virtue of the payment of any loss under such insurance. Contractor agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation, but this provision applies regardless of whether or not the City has received a waiver of subrogation endorsement from the insurer. 5. Self-Insured Retentions: Self-insured retentions must be declared to and approved by the City. The City may require the Contractor to purchase coverage with a lower retention or provide proof of ability to pay losses City Council 17 –132 3/1/2022 and related investigations, claim administration, and defense expenses within the retention. The policy language shall provide, or be endorsed to provide, that the self-insured retention may be satisfied by either the named insured or City. 6. Acceptability of Insurers: Insurance is to be placed with insurers authorized to conduct business in the state with a current A.M. Best’s rating of no less than A:VII, unless otherwise acceptable to the City. 7. Claims Made Policies: If any of the required policies provide coverage on a claims-made basis: 1. The Retroactive Date must be shown and must be before the date of the contract or the beginning of contract work. 2. Insurance must be maintained and evidence of in surance must be provided for at least five (5) years after completion of the contract of work. 3. If coverage is canceled or non-renewed, and not replaced with another claims-made policy form with a Retroactive Date prior to the contract effective date, the Contractor must purchase “extended reporting” coverage for a minimum of five (5) years after completion of contract work. 8. Verification of Coverage: Contractor shall furnish the City with original Certificates of Insurance including all required amenda tory endorsements (or copies of the applicable policy language effecting coverage required by this clause) and a copy of the Declarations and Endorsement Page of the CGL policy listing all policy endorsements to City before work begins. However, failure to obtain the required documents prior to the work beginning shall not waive the Contractor’s obligation to provide them. City reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time. 9. 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. I. Termination. 1. This Agreement may be terminated on thirty (30) days’ written notice by either party. In the event of such termination, CONTRACTOR shall only be entitled to reimbursement for approved expenses incurred to the effective date of termination. 2. This Agreement may be suspended or terminated by CITY upon five (5) days’ written notice for violation by CONTRACTOR of Federal Laws governing the use of ARPA SLFRF Funds. In the event of such suspension or termination, CONTRACTOR shall only be entitled to reimbursement for approved expenses incurred up to the effective date of suspension or termination. 3. Pursuant to 2 CFR 200.340, in the event CONTRACTOR defaults by City Council 17 –133 3/1/2022 failing to fulfill all or any of its obligations hereunder, CITY may declare a default and termination of this Agreement by written notice to CONTRACTOR, which default and termination shall be effective on a date stated in the notice which is to be not less than ten (10) days after certified mailing or personal service of such notice, unless such default is cured before the effective date of termination stated in such notice. If terminated for cause, CITY shall be relieved of further liability or responsibility under this Agreement, or as a result of the termination thereof, including the payment of money, except for payment for approved expenses incurred for services satisfactorily and timely performed prior to the mailing or service of the notice of termination, and except for reimbursement of: (1) any payments made for services not subsequently performed in a timely and satisfactory manner; and, (2) costs incurred by CITY in obtaining substitute performance. 4. The grant of funds under this Agreement may be terminated for convenience by either the CITY or CONTRACTOR, in whole or in part, by setting forth the reasons for such termination, the effective date, and, in the case of portion termination, their portion to be terminated. However, if in the case of a partial termination, the CITY determines that the remaining portion of the award will not accomplish the purpose for which the award was made, the CITY may terminate the award in its entirety. 5. The grant of funds under this Agreement may be terminated due to the non-performance of CONTRACTOR and/or failure of SUBRECIPENT to perform the work described in Exhibit A. 6. The grant of funds under this Agreement may be terminated due to the failure of the CITY to receive sufficient or anticipated funding for the ARPA program for any term subject to this Agreement. 7. In the event this Agreement is terminated as set forth in subparagraphs I(1) through I(6), inclusive, CONTRACTOR agrees to immediately return to CITY upon CITY's demand and prior to any adjudication of CONTRACTOR’s rights, any and all funds not used, and to comply with the Reversion of Assets requirements in this Agreement. J. Limitation of Funds. The United States of America may in the future place programmatic or fiscal limitations on the use of ARPA SLFRF Funds, which limitations are not presently anticipated. Accordingly, CITY reserves the right to revise this Agreement in order to take account of actions affecting ARPA program funding. In the event of funding reduction, CITY may, in its sole and absolute discretion, reduce the budget of this Agreement, may limit the rate of CONTRACTOR’s authority to utilize funds, or may restrict CONTRACTOR’s use of uncommitted funds. Where CITY has been directed to implement a reduction in funding, with respect to funding for this Agreement, CITY’s City Manager or delegate is authorized to act for CITY in implementing and effecting such a reduction and in revising, modifying, or amending the Agreement for such purposes. If such a reduction in funding occurs, CONTRACTOR shall be permitted to de-scope accordingly. Where CITY has reasonable grounds to question CONTRACTOR’s fiscal accountability or compliance with this Agreement, CITY may suspend the operation of this Agreement for up to sixty (60) days upon five (5) days written notice to CONTRACTOR of its intention to so act, pending City Council 17 –134 3/1/2022 an audit or other resolution of such questions. In no event, however, shall any revisions made by CITY affect expenditures and legally binding commitments made by CONTRACTOR before it received notice of such revision, provided that such amounts have been committed in good faith and are otherwise allowable and that such commitments are consistent with ARPA SLFRF Funds withdrawal guidelines. K. Exclusivity and Amendment of Agreement. This Agreement supersedes any and all other agreements, either oral or in writing, between the parties hereto with respect to the use of CITY's ARPA SLFRF Funds by CONTRACTOR and contains all the covenants and agreements between the parties with respect to SUBRECIPIIENT’s administration of said program. Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any party, which are not embodied herein, and that no other agreement or amendment hereto shall be effective unless executed in writing and signed by both CITY and CONTRACTOR. L. Laws Governing this Agreement. This Agreement shall be governed by and construed in accordance with the laws of the State of California, and all applicable federal laws and regulations. M. Validity and Severability. The invalidity in whole or in part of any provision of this Agreement shall not void or affect the validity of any other provision of this Agreement. Whenever possible, each provision of this AGREEMENT shall be interpreted in such manner as to be effective and valid under applicable law, but if any provision of this AGREEMENT is held to be prohibited by or invalid under applicable l aw, such provision shall be ineffective only to the extent of such prohibition or invalidity, without invalidating the remainder of such provisions of this AGREEMENT. N. Waiver. No delay or omission by either party hereto to exercise any right or power accruing upon any noncompliance or default by the other party with respect to any of the terms of this Agreement shall impair any such right or power or be construed to be a waiver thereof. A waiver by either of the parties hereto of any of the covenants, conditions, or agreements to be performed by the other shall not be construed to be a waiver of any succeeding breach thereof or of any other covenant, condition or agreement herein contained. O. Federal Award Identification Information. CONTRACTOR’s pertinent Federal Award Identification Information, including DUNS Number and Federal Award Identification Number (FAIN), as well as the applicable information for ARPA, are included in Exhibit C attached hereto and incorporated herein by this reference. P. Miscellaneous Provisions. 1. Each undersigned represents and warrants that its signature herein below has the power, authority and right to bind their respective parties to each of the terms of this Agreement, and shall indemnify CITY fully, including reasonable costs and attorney’s fees, City Council 17 –135 3/1/2022 for any injuries or damages to CITY in the event that such authority or power is not, in fact, held by the signatory or is withdrawn. 2. All Exhibits and Attachments referenced herein and attached hereto shall be incorporated as if fully set forth in the body of this Agreement. 3. This Agreement must be signed below and may be signed in counterpart and delivered by fax, email as a PDF (Portable Document Format) file attachment, or by other means that displays the original or a copy of the signatures. Any subsequent amendments may be signed and delivered in the same manner. {Signatures on following page} City Council 17 –136 3/1/2022 IN WITNESS WHEREOF, the parties hereto have executed this Agreement as of the date and year first written above. ATTEST: CITY OF SANTA ANA ________________________ ________________________ DAISY GOMEZ KRISTINE RIDGE Clerk of the Council City Manager APPROVED AS TO FORM: SONIA R. CARVALHO City Attorney ____________________________ By: RYAN O. HODGE Assistant City Attorney CONTRACTOR: ______________________________ ERIKA ROBLES President & Executive Director DUNS #: 086860761 City Council 17 –137 3/1/2022 Exhibit A SCOPE OF WORK: 1. Proposal shall include details of food supply and/or food distribution services to be provided, the tasks to be accomplished, duration of the program (proposals may be up to two years) and the deliverables to be provided United Across Borders Foundation has developed a tried-and-true approach to setting up well- run and orderly food distribution operations. We work with a wide range of partners, including Amazon Fresh, Giving Children Hope, Fundacion Sahuayo, Albertsons, Abound Food Organization, Food Finders, and we continue to develop relationships with new grocery stores, food banks, and corporations. Our partners reach out to us when they have donations; we collect the donations, store and/or distribute them at events targeted at Santa Ana’s most at- risk, low-income communities. For these events, we coordinate all outreach, staffing and organization, and provide participants with additional information about social services and support in their communities. With support from the Revive Santa Ana funds, we will immediately double, if not triple, our ability to collect, store, and deliver food throughout Santa Ana. During the pandemic, we held one to two food distribution events each month, typically serving between 350-500 families at each event. With the support of the Revive Santa Ana grant, we will host at least one event per week in low-income communities throughout Santa Ana. Our proposed program has a duration of one year. Our deliverables for the Revive Santa Ana grant will be as follows: 1. Hold one to two large events per week, 10 to 18 events in the 12 month grant period in low-income Santa Ana communities. Based on our average event size of 400, we estimate serving a total of 17,000 families during our one-year time frame. Low-income communities will be identified using QCT data and relevant economic data from huduser.gov and justicemap.org. 2. Track our efforts by collecting data via pre-registration and registration while participants wait in line for their donated goods. Information will be collected both online and on paper, to accommodate the spectrum of capabilities of Santa Ana residents. 3. Track and count very low-income families and place them in our UABF Palanca Program. A family in the Palanca Program will be a family in dire need of our services and at great or imminent risk of malnutrition and/or eviction due to lack of income because of citizenship status, illness, disability, or other hardship as determined by UAB census data and/or registration form submitted. These families may opt into a food delivery program to either pick up items at smaller events for Palanca Program participants, or may opt to have them delivered through our Food Box Delivery program. We will engage at least 3,500 families/6,0000 residents be a part of our UABF Palanca Program. City Council 17 –138 3/1/2022 4. We will identify and deliver meals to 1,500 seniors (over the age of 65), immunocompromised individuals, caretakers of people with disabilities who are living alone or unable to leave their home due to illness, lack of transportation, or difficulty with mobility. 5. We will provide diapers, formula, wipes or any other item that is donated from our sponsor Baby2Baby and serve 1000 infants per month or 12,000 infants at 1 year ending Over the years and particularly during the 2020-21 pandemic, we have developed relationships with various grocery stores, food banks, and corporations with surplus products. Our partners include Amazon Fresh, Northgate, Walmart, Giving Children Hope, and Food Finders. We are also in the process of establishing a partnership with the Second Harvest Bank as well as additional food donors. Our process for gathering donations, and the type and condition of donated products, varies from company to company. For example, Amazon Fresh reaches out to us when they have excess food that is fresh, not expired, and unopened, but for whatever reason was sent back or rejected by the consumer. We then go pick up the food, put it in storage or take it to a food distribution site. If we do not have storage but we have a place to do a food distribution, we distribute the goods right away. This in particular means meat, dairy, and other perishable products, which can be challenging to distribute rapidly Grant funding from Revive Santa Ana will allow us to buy a used forklift, and a large storage space, removing time pressures and ensuring that we can distribute all the donations we receive at locations where they will have the greatest positive impact. The tasks that will go in place for food distribution events are as follows: 1. Identify and map low-income communities in Santa Ana to target for food distribution events. 2. Partner with the City of Santa Ana, allied nonprofits, the Mexican consulate, and neighborhood leaders to help us secure locations, dates, and volunteers. 3. Collect food supply with our trucks on a continuous basis, including both scheduled pickups and the ability to provide short-notice pickups. 4. Deliver perishable food items to refrigerated storage location and non-perishable and other items to our other storage locations. 1. At each food distribution event, key leadership positions will be staffed by experienced Directors of Special Events named in our Organizational Structure Chart. These Directors will delegate staff and volunteers to the following roles: - Traffic Control Coordinator - Guides traffic to parking areas and facilitates quick drop-off and pickup for participants of vendors. City Council 17 –139 3/1/2022 - Food Vendor Coordinator - Works with food vendors to make sure proper food handling permits are used - Artesania Vendor Coordinator - Works with merchandise vendors and tells them where to go - Food Line Coordinator - Works with staff and volunteers to set up canopies and distribution areas, including separating products, coordinating storage and packaging. - Attendees Coordinator - Works with volunteers to organize the line of participants, ensuring that it stays orderly and does not obstruct public sidewalks or other areas. - Truck Unloading Coordinator - Works with a team to unload trucks and organize products for the Food Line Coordinator and their team. - Event Coordinator - Coordinates among all coordinators to ensure areas are properly staffed, communication is clear, and the event is running smoothly. 6. 2. Proposal shall include details of the target population UABF has a long history of serving undocumented residents, mixed status families, and immigrant communities in Santa Ana. We have provided food distribution events to low-income and working poor communities in the Logan, Townsend, Lacy, Minnie St, Myrtle, and Santa Anita neighborhoods, among others These communities have large proportions of members who work in low-income service industries and in agriculture, where workers are disproportionately undocumented, have precarious employment, experience low wages and discrimination, and lack benefits and safe working conditions. We are particularly targeting families who live in apartments and households with multiple families living in one home. Due to skyrocketing rents in recent years and the fact that Santa Ana has one of the highest rents and house prices of North Orange County cities, many residents must pay 60% or more of their income for their housing or “double up” with other families in a single unit, leading to overcrowding and its accompanying challenges. . High housing costs and low wages put families in precarious situations. Sometimes seniors have to choose between paying rent or paying for life saving medications, parents have to choose between paying rent and buying fresh foods, and college students and graduates must remain with their parents because they can’t afford to rent on their own. By providing the basic needs of each family, a plate of fresh and healthy food on their table, it will help ease their burden. This then may allow young people to save for a car or for first-and-last months’ rent to secure an apartment, allow families to pay their rent on time without the added stress or damage to their credit, and give seniors and disabled residents a much needed respite from their expenses. City Council 17 –140 3/1/2022 3. Proposal shall include details of the unmet need To our knowledge, we are the largest organization providing food distributions focused in Santa Ana. We have nevertheless been unable to meet the needs of our community due to our lack of storage and delivery capacity. Through our social media engagement on Facebook, we are constantly receiving messages from communities in need asking us when our next event will be, if we could come to their side of town, if we will have more baby products like diapers and formula, and other requests for aid and support. During our events, to prevent having people wait in our long lines and not receive a groceries box, we often have to cut the lines off because of the demand being greater than the supply. With funding from Revive Santa Ana, we will to be able to meet unmet needs of 20 different neighborhoods in Santa Ana and serve thousands more people who need our services. As an example, the zip code 92707 was one of the hardest hit by the pandemic, with some of the highest rates of covid cases and deaths in all of California. Yet while benefits like stimulus checks and unemployment benefits have now ended, these communities are still trying to recover from the impacts of lost and disabled family members, health care costs, ongoing unemployment, and lost wages. or those who were undocumented, they had to face the economic downturn and health crisis largely without public assistance.. Many went through their savings while others fell into debt. Many residents opted to leave to another state or back to their homelands, contributing to the exodus of children from our schools. Some families lost their head of household, or another family member that contributed to the household costs. These communities need our continued support and we cannot leave them behind. 4. Proposal shall include details of collaborations with local organizations In our experience, the problems in our communities are intersectional, meaning that the challenges faced by different racial/ethnic, income, gender or other groups are overlapping and interconnected. In that understanding, we find it essential and imperative that we work with partners and allies in the community to provide services outside of our expertise or focus. - We partner with Latino Health Access to offer their “promotora” services to the community. UABF has worked with them and the OC Health Care Agency to provide free COVID tests and vaccines during our food distributions. - We partner with OCCCO PICO, a faith-based nonprofit that advocates for migrant rights. They bring education on issues affecting our Santa Ana residents as well as opportunities to get immigration help for free or at very low costs. - We partner with OC Trans Latina which represents the latinx trangender community in OC that is fighting for their rights to be respected and supported in their efforts to fight against discrimination and violence against themm. UABF also has partnered with the City of Santa Ana, Anaheim, La Habra, Fullerton, Buena Park, Orange, Costa Mesa during the pandemic to provide food, medical supplies, and other services to their respective residents. 5. Proposal shall include details of innovation in program/service delivery City Council 17 –141 3/1/2022 If our bid is approved, we will use the funds to expand, and doubling our capacities to serve more communities throughout Santa Ana. - The addition of additional infrastructure like a forklift and refrigerated storage will increase our ability to leverage existing donations. Freed from time pressures associated with perishable items like dairy or meat products, we will be able to distribute donations at the locations where they are most needed. Having a forklift will not only speed up our pickups and deliveries and reduce our need for manpower, but it will also enable us to do simultaneous deliveries and pickups at two different locations. - Our biggest innovation is the creation of our UABF Dispensa Delivery program. This will be a program similar to Meals on Wheels that will allow us to deliver food directly to hard hit community members that are part of Palanca program through individual food deliveries or localized, smaller food distributions that take less manpower than our larger events. Not only will the Palanca program help us target the communities and individuals most in need, but it specifically accommodates the needs of individuals who continue to be most affected by the pandemic (including seniors, immunocompromised people, disabled people, caregivers, and young families). City Council 17 –142 3/1/2022 EXHIBIT B Storage Storage Rental: $120,000 ($10,000 per month) Liability Insurance: $1,000 Fumigation: $1,000 ($500 per year) Trash fees: $3,600 ($300 per month) Water fees: $3,600 ($300 per month) Storage Equipment New Forklift: $10,000 (one time) Electricity Monthly payment: $3,600 ($300 per month) Walk-in Freezer, Self Contained: $15,000 (one time) Transportation Truck gas cost: $7,200 ($300 per truck, per month for 2 trucks) Truck Maintenance: $4,000 ($1,000 every 3 months) Truck Insurance: $6,000 (2 trucks, $250 per month) Palanca Program Car Delivery Gas Cost: $2,400 (one year) Office and Office supplies Printing Cost: $3,000 ($250 per month) Zoom: $120 ($10 per month) Companie Cell Service: $1,800 ($150 per month for 2 phones) Staffing cost: Payroll for staffing: $ $14,200 Management and Compliance consultant $5,000 Grant Writer Joese Hernandez: $2,000 Workers Comp: $350 Accountant $606 Food Safety Training $4,200 ($150 per person, 28 people) Events Uniforms/T-shirts: $1,000 Food for staff/workers: $2,400 (Approx $200 per month) Social Media Marketing: $2,000 Park rental fees: $2,000 City Council 17 –143 3/1/2022 EXHIBIT B Canopies/tables: $2,500 Total = $218,576 United Across Borders Foundation has requested that the allowable percentage of funds be given to UAB to be used as start-up costs for our efforts to secure a storage location, make necessary purchases to set up our new and expanded operations (new truck and forklift), and allow us to partially fund our staffing needs. We are requesting $43,715 up front. Reimbursement Schedule UAB will be provided with an upfront payment of a portion their grant award ($40,000) to cover start up costs. UAB will then submit quarterly reimbursement requests as indicated below and deduct 25% of the advance each quarter ($10,000) from their quarterly reimbursement request. UAB is to submit an invoice requesting reimbursement of program expenses, along with a report outlining all program outcomes and performance metrics to the City on a quarterly basis as follows: Q1: March 1, 2022 - May 31, 2022 Reporting/Invoicing Due: June 30, 2022 Q2: June 1, 2022 - August 31, 2022 Reporting/Invoicing Due: September 30, 2022 Q3: September 1, 2022 - November 30, 2022 Reporting/Invoicing Due: December 31, 2022 Q4: December 1, 2022 - February 28, 2023 Reporting/Invoicing Due: March 31, 2023 City Council 17 –144 3/1/2022 EXHIBIT C City Council 17 –145 3/1/2022 City Council 17 –146 3/1/2022 City Council 17 –147 3/1/2022 City Council 17 –148 3/1/2022 City Council 17 –149 3/1/2022 EXHIBIT D City Council 17 –150 3/1/2022 APPENDIX ATTACHMENT 3-2: NON-LOBBYING CERTIFICATION CERTIFICATIONS CITY OF SANTA ANA REQUEST FOR PROPOSALS FOR REVIVE: SANTA ANA FOOD SUPPLY/DISTRIBUTION PROGRAMSS RFP NO.: 22-009AA The prospetive participant certifies,by signing and submitting this bid or proposal, to the best of his or her knowledge and belief, that: 1. No federal appropriated funds have been paid or will be paid,by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of any federal agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any federal contract, the making of any federal grant, the making of any federal loan,the entering into of any cooperative agreement,and the extension, continuation,renewal,amendment,or modification of any federal contract, grant,loan,or cooperative agreement. 2 If any funds other than federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence any officer or employee of any federal agency,a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this federal contract, grant loan, loan or cooperative agreement, the undersigned shall complete and submit a "Disclosure of Lobbying Activities". This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by Section 1352,Title 31, U. S. Code. Any person who failsto file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure. The prospective participant also agrees by submitting his or her bid or proposal that he or she shall require that the language of this certification be included in allower tier subcontracts, which exceed $100,000 and that all such sub recipients shall certify and disclose accordingly Organization Uted Aeross borcders 1condtion Signed and Printed Name A LAUK_ Erika Koldcs CEO/Taunder _1-2 Title Date City of Santa Ana REP 22-009A Page 43 EXHIBIT E City Council 17 –151 3/1/2022 EXHIBITE LOBBYING Certification Regarding Lobbying Certification for Contracts, Grants,Loans.,and Cooperative Agreements The undersigned certifies, to the best of his or her knowledge and belief, that (1) No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned. to any person for influencing or attempting to influence an officer or employee of any agency. a Member of Congress, an officer or employee of Congress,or an employee of a Member of Congress in connection with the awarding of any Federal contract,the making of any cooperative agreement,and the extension,continuation,renewal, amendment,or modification of any Federal contact, grant, loan or cooperative agreement. (2) If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement,the undersigned shall complete and submit Standard Form-LLL,"Disclosure Form to Report Lobbying,"in accordance with its instructions. (3) The undersigned shall require that the language of this certification be included in the award documents for all subawards at all tiers (including subcontract,subgrants,and contracts under grants, loans,and cooperative agreements)and that all CONTRACTORs shall certify and disclose accordingly. This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into.Submission of this certification is a prerequisite for making or entering into this transaction imposed by Section file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure. 1352, Title 31, U. S. Code. Any person who fails to Lhltd A lrbs ndetfa Grantee/Contactor Organization Program Title 7-22 Name of Certifying Officer Bignatúre Date City of Santa Ana RFP 22-009A Page 37 City Council 17 –152 3/1/2022 EXHIBIT F City Council 17 –153 3/1/2022 PLACE OF PERFORMANCE FOR CERTIFICATION REGARDING DRUG-FREE WORKPLACE REQUIREMENTS Name Date: The Contractor shall insert in the space provided below the site(s) expected to be used for the performance of work under the contract covered by the certification: Place of Performance (include street address,city,county,state,zip code for each site): t/2 ana Aun A City Council 17 –154 3/1/2022 PLACE OF PERFORMANCE FOR CERTIFICATION REGARDING DRUG-FREE WORKPLACE REQUIREMENTS Name Date: Z722 The Contractor shall inset in the space provided below the site(s)expected to be used for the performance of work under the contract covered by the certification: Place of Performance (include street address, city, county, state, zip code for each site): City of Santa Ana RFP 22-009A Page 41 City Council 17 –155 3/1/2022 AGREEMENT BETWEEN THE CITY OF SANTA ANA AND LATINO HEALTH ACCESS FOR USE OF AMERICAN RESCUE PLAN ACT (ARPA) FUNDS This Agreement is hereby made and entered into this 1st day of March, 2022, by and between the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California (“CITY”), and Latino Health Access, a California domestic nonprofit corporation (“CONTRACTOR”). RECITALS: A. The American Rescue Plan Act (“ARPA”) was signed into law in March 2021. ARPA provides funding for a number of different programs, including the Coronavirus State and Local Fiscal Recovery Fund (“SLFRF”), to provide monetary support to local governments to respond to, mitigate, and recover from the COVID-19 public health emergency. B. On July 20, 2021, the Santa Ana City Council authorized the City Manager to utilize ARPA SLFRF funding from the United States Department of Treasury for the Revive Santa Ana Spending Plan, which includes five spending categories: recovery from the pandemic, direct assistance programs, public health and safety, critical infrastructure, and city fiscal health. C. CONTRACTOR has been selected by the CITY to receive ARPA SLFRF Funds in order to provide food distribution and/or food supply programs, in accordance with the Scope of Work attached hereto as Exhibit A and incorporated herein by reference (“said program”). CONTRACTOR represents that it is qualified and willing to operate said program and certifies that the administration of said program carried out with funds provided under this Agreement will meet ARPA’s objectives to respond to, mitigate, and recover from this historic COVID-19 public health crisis. D. CONTRACTOR agrees that it will adhere to the tasks and services as indicated in Exhibit A for said program. Failure to follow the requirements and meet the stated expectations may constitute breach of contract that could result in termination of this Agreement or serve as reason for the CITY to recapture the grant fun ds awarded to CONTRACTOR pursuant to this Agreement. WHEREFORE, it is agreed by and between the parties that the foregoing Recitals are a substantive part of this Agreement and the following terms and conditions are approved and together with all exhibits and attachments hereto, shall constitute the entire Agreement between the CITY and CONTRACTOR: City Council 17 –156 3/1/2022 I. ARPA PROGRAM PROVISIONS A. Scope of Work. CONTRACTOR shall be responsible for the specific tasks and services of said program, and agrees to administer said program in compliance with the tasks and services as described in the Scope of Work attached hereto as Exhibit A. CONTRACTOR’s failure to perform as required may, in addition to other remedies set forth in this Agreement, result in readjustment of the amount of funds for said program or termination of this Agreement. B. Term of Agreement. The term of said Agreement shall commence on the date first written above and continue through February 28, 2023 (“Term”), unless terminated earlier pursuant to the terms of this Agreement. This Agreement shall also cover any and all services provided by the CONTRACTOR to the CITY since the date the ARPA SLFRF Funds were awarded to the CITY. Additionally, the Term of this Agreement may be extended by a writing executed by the City Manager, or designee, and the City Attorney. C. Amount of Grant Funding. The total amount of funds provided for said program shall not exceed ONE HUNDRED NINE THOUSAND TWO HUNDRED EIGHTY-EIGHT dollars ($109,288) (“ARPA SLFRF Funds”) during the Term of the Agreement. CONTRACTOR agrees to use said ARPA SLFRF Funds to administer said program as outlined in Exhibit A. D. Disbursement of Funds. Said ARPA SLFRF Funds shall be disbursed by CITY to CONTRACTOR pursuant to the terms found in the Fee Payment Schedule attached hereto as Exhibit B, with payments subject to the submittal of invoices and other reporting requirements, as hereinafter more fully set forth. CONTRACTOR shall be obligated to perform such duties as would normally extend beyond the term, including, but not limited to, obligations with respect to indemnification, audits, reporting, data retention/reporting, and accounting. Failure to provide any of the required documentation and reporting will cause CITY to withhold all or a portion of a request for ARPA SLFRF Funds, or return the entire request to CONTRACTOR, until such documentation and reporting has been received and approved by CITY. (1) Reduction in ARPA SLFRF Funding. The CITY reserves the right to reduce the amount of ARPA SLFRF Funds to CONTRACTOR, or to completely terminate this Agreement, in the CITY’s sole discretion, if there is a reduction in ARPA SLFRF Funds provided to the CITY. (2) Reduced Distribution of Funds. The CITY reserves the right to reduce the grant application if the CITY’s fiscal monitoring indicates that CONTRACTOR’s rate of expenditure will result in unspent funds at the end of the program term. Amendments in the grant allocation will be made after consult ation with CONTRACTOR. City Council 17 –157 3/1/2022 (3) Reversion of Assets. CONTRACTOR agrees that any and all funds received under this Agreement shall be utilized during the Term of this Agreement, and that any and all funds remaining as of the end of the Term, which have not been utilized, shall be returned by CONTRACTOR to the CITY within thirty (30) days of the expiration or earlier termination of the Agreement. No expense of CONTRACTOR will be reimbursed by CITY if incurred after the end of the Term of the Agreement. E. Grant Program Requirements. (1) CONTRACTOR acknowledges that the source of funding for said program is the federal ARPA, and that payments from the ARPA SLFRF Funds are only to be used to make necessary expenditures incurred due to the public health emergency with respect to COVID-19. (2) CONTRACTOR acknowledges that ARPA provisions allow the use of ARPA SLFRF Funds to respond to, mitigate, and recover from the COVID-19 public health emergency, and will not use these funds for any other uses. (3) CONTRACTOR shall follow the process and determination of eligibility for participants in said program as outlined in Exhibit A. F. Performance Monitoring. (1) CONTRACTOR shall submit program performance information as often as requested by CITY, but no less than the submission of monthly reports and a final report to CITY with the information requested by and in the format acceptable to CITY. Each monthly report is due within thirty (30) days of completion of work for each month. The final report is due within thirty (30) days after the termination or expiration of this Agreement. (2) CITY will evaluate CONTRACTOR’s management and operation of said program with respect to the project expectations as described in Exhibit A. (3) CITY will review the audit of the CONTRACTOR to ensure that grant funds are used for authorized purposes in compliance with laws, regulations, and the provisions of contracts or grant agreements under this Agreement, including attachments and exhibits. (4) If action to correct any substandard performance is not taken by the CONTRACTOR within a reasonable period after being notified by CITY, suspension or termination procedures may be initiated by CITY. (5) All performance shall be subject to review by the CITY or other regulatory agencies at all times. CONTRACTOR shall provide adequate cooperation to any inspector or other CITY representative to permit the same to determine CONTRACTOR’s conformity with the terms of this Agreement. If any services performed by CONTRACTOR are not in conformance with the terms of this Agreement, the CITY shall have the right to require City Council 17 –158 3/1/2022 CONTRACTOR to perform the services in conformance with the terms of the Agreement at no additional cost. The CITY may also terminate this Agreement for default and charge CONTRACTOR for any costs incurred by the CITY because of CONTRACTOR’s failure to perform. (6) CONTRACTOR shall establish adequate procedures for self-monitoring and quality control and assurance to ensure proper performance under this Agreement; and shall permit a CITY representative or other regulatory official to monitor, assess, or evaluate CONTRACTOR’s performance under this Agreement at any time, upon reasonable notice to CONTRACTOR. G. Audit. (1) CONTRACTOR shall maintain complete and accurate records and supporting documentation to facilitate financial and/or program audits by CITY. This requirement shall apply to any records and documentation CITY shall reasonably require or as required to be maintained pursuant to the ARPA regulations. (2) The books and accounts, files, and other records of CONTRACTOR, which are applicable to this Agreement, shall be available for inspection, review, and audit during normal business hours by CITY to determine the proper application and use of all ARPA SLFRF Funds provided to or for the account or benefit of CONTRACTOR. (3) CONTRACTOR assumes responsibility for reimbursement to CITY a sum of money equivalent to the amount of any expenditures disallowed should the CITY, or an authorized agency, rule through audit, exception, or some other appropriate means, that expenditures from funds allocated to CONTRACTOR for direct and/or administrative costs were not made in compliance with the applicable cost principles, regulations, or the provisions of this Agreement. (4) CONTRACTOR agrees to comply with the requirements of OMB Uniform Guidance 2 CFR Part 200. CONTRACTOR further agrees to provide CITY with a copy of completed independent auditors’ report within thirty (30) days of CITY’s request for such report. If the report contains instances of non-compliance with federal laws and regulations that bear directly on the performance or administration of this Agreement, CONTRACTOR shall provide CITY copies of responses to auditors’ reports, a plan for corrective action, and auditors’ response that the noncompliance has been resolved. All reports prepared in accord with the requirements of OMB Uniform Guidance 2 CFR Part 200 shall be available for inspection by representatives of CITY or the federal government during normal business hours. (5) All accounting records, reports, and evidence pe rtaining to all costs, expenses and the ARPA SLFRF Funds of CONTRACTOR and all documents related to this Agreement shall be maintained and kept available at CONTRACTOR’S office or place of business for the duration of the Agreement and thereafter for five (5) years from the date of final payment under this Agreement. Records which relate to: (a) complaints, City Council 17 –159 3/1/2022 claims, administrative proceedings or litigation arising out of the performance of this Agreement; or, (b) costs and expenses of this Agreement to whic h CITY or any other governmental agency takes exception, shall be retained beyond the five (5) years until complete resolution or disposition of such appeals, litigation claims, or exceptions. In the event CONTRACTOR does not make the above-referenced documents available within the City of Santa Ana, California, CONTRACTOR agrees to pay all necessary and reasonable expenses incurred by CITY in conducting any audit at the location where said records and books of account are maintained. H. Ownership/Use of Materials. CONTRACTOR agrees that all materials, reports or products in any form, including electronic, created by CONTRACTOR for which CONTRACTOR has been compensated pursuant to this Agreement shall be the sole property of the CITY. The material, reports, or products may be used by the CITY for any purpose that the CITY deems to be appropriate, including, but not limit to, duplication and/or distribution within the CITY or to third parties. CONTRACTOR agrees not to release or circulate in whole or part such materials, reports, or products without prior written authorization of the CITY. I. Close-Out. CONTRACTOR agrees to comply with the closeout procedures detailed in 2 CFR §200.343, including the following: (1) CONTRACTOR must submit, no later than ninety (90) calendar days after the end date of the period of performance, all financial, performance, and other reports as required by the terms and conditions of this Agreement; (2) CONTRACTOR must promptly refund any balances of unobligated cash that the CITY paid in advance or paid and that is not authorized to be retained by CONTRACTOR for use in other projects (See OMB Circular A-129 and 2 CFR §200.345); and, (3) CITY should complete all closeout actions for the Federal award no later than one year after receipt and acceptance of all required final reports. II. CONTRACTOR’S OBLIGATIONS A. Representations and Warranties. (1) Authority. CONTRACTOR is a duly organized and existing domestic nonprofit corporation in good standing and authorized to do business under the laws of the State of California. CONTRACTOR has full right, power and lawful authority to accept the funding hereunder and to underta ke all obligations as provided herein and the execution, performance and delivery of this Agreement by CONTRACTOR has been fully authorized by all requisite actions on the part of CONTRACTOR. City Council 17 –160 3/1/2022 (2) Experience. CONTRACTOR is qualified to provide the administrator services for said program detailed herein. (3) Familiarity With Services Required. By executing this Agreement, CONTRACTOR warrants that: (i) it has thoroughly investigated and considered the administrator services to be performed and provided for said program as detailed in Exhibit A; (ii) it has carefully considered how the services should be performed; and, (iii) it fully understands the facilities, difficulties and restrictions attending performance of the services under this Agreement. (4) No Conflict. To the best of CONTRACTOR’S knowledge, CONTRACTOR’S execution, delivery and performance of its obligations under this Agreement will not constitute a default or a breach under any contract, agreement or o rder to which CONTRACTOR is a party or by which it is bound. (5) No Bankruptcy. CONTRACTOR is not the subject of any current or threatened bankruptcy proceeding. (6) No Pending Legal Proceedings. CONTRACTOR is not the subject of a current or threatened litigation that would or may materially affect CONTRACTOR’S performance under this Agreement. (7) Proposal Veracity. All provisions of and information provided in CONTRACTOR’s proposal submitted to CITY, including any exhibits, are true and correct in all material respects. (8) No Pending Investigation. CONTRACTOR has no knowledge that it is the subject of any current or threatened criminal or civil action investigation by any public agency, including without limitation a police agency or prosecuting authority, which would relate to or affect performance of the Agreement or provision of services hereunder. B. Licensing. CONTRACTOR agrees to obtain and maintain all required licenses, registrations, accreditation and inspections from all agencies governing its operations. CONTRACTOR shall ensure that its staff shall also obtain and maintain all required licenses, registrations, accreditation and inspections from all agencies governing CONTRACTOR's operations hereunder. Such licensing requirements include obtaining a City business license, as applicable. C. Zoning. CONTRACTOR agrees that any facility/property used in furtherance of said program shall be specifically zoned and permitted for such use(s) and activities. Should CONTRACTOR fail to have the required land entitlement and/or permits, thus violating any local, state or federal rules and regulations relating thereto, CONTRACTOR shall immediately make good-faith efforts to gain compliance with local, state or federal rules and regulations following written notification of said violation(s) from the CITY or other authorized citing agency. CONTRACTOR shall notify CITY immediately of any pending violations. Failure to notify CITY of pending violations, or to remedy such known violation(s) City Council 17 –161 3/1/2022 shall result in termination of grant funding hereunder. CONTRACTOR must make all corrections required to bring the facility/property into compliance with the law within sixty (60) days of notification of the violation(s); failure to gain compliance within such time shall result in termination of grant funding hereunder. D. Separation of Accounts. All funds received by CONTRACTOR from CITY pursuant to this Agreement shall be maintained in an account in a federally insured banking or savings and loan institution with record keeping of such accounts maintained pursuant to applicable 2 CFR 200.302 requirements. CONTRACTOR is not required to maintain separate depository accounts for ARPA SLFRF Funds; provided however, the CONTRACTOR must be able to account for receipt, obligation, distribution and expenditure of ARPA SLFRF Funds pursuant to applicable 2 CFR 200.302 requirements. E. Audit Report Requirements. CONTRACTOR agrees that if CONTRACTOR expends Seven Hundred Fifty Thousand Dollars ($750,000) or more in federal funds, CONTRACTOR shall have an annual audit conducted by a certified public accountant in accordance with the standards as set forth and published by the United States Office of Management and Budget. CONTRACTOR shall provide CITY with a copy of said audit by April 1 of the year following the program year in which this Agreement is executed. F. Compliance with Law/Program Income. CONTRACTOR acknowledges that the funds being provided by CITY for said program are received by CITY pursuant to ARPA, and that distribution and expenditure of these ARPA SLFRF Funds shall be in accordance with ARPA and all pertinent regulations issued by agencies of the federal government, including, but not limited to, all regulations found at Title 24 of the Code of Federal Regulations. Any program income received by CONTRACTOR shall be returned to CITY, unless otherwise provided for in this Agreemen t. CONTRACTOR agrees to comply fully with all federal, state and local laws and court orders applicable to its operation and administration of said program, whether or not referred to in this Agreement. G. Debarment. To protect the public interest and ensure the integrity of Federal programs, CITY may only conduct business with responsible persons and may not make any award or permit any award to any party which is debarred or suspended or is otherwise excluded from or ineligible for participation in Federal assistance programs under Executive Order 12549, “Debarment and Suspension”. See also 24 CFR 570.609. CONTRACTOR must review and sign Exhibit D “Debarment”, which is attached hereto and incorporated herein by this reference. CONTRACTOR shall be in good standing, without suspension by the California Secretary of State, Franchise Tax Board or Internal Revenue Service. Any change in the corporate status or suspension of CONTRACTOR shall be reported immediately to CITY. H. Confidentiality. Without prejudice to any other provisions of this Agreement, CONTRACTOR shall, where applicable, maintain the confidential nature of information provided to it concerning participants in accordance with the requirements of federal and state law. However, CONTRACTOR shall submit to CITY or its representatives, all City Council 17 –162 3/1/2022 records requested, including audit, examinations, monitoring and verifications of reports submitted by CONTRACTOR, costs incurred and services rendered hereunder. I. Independent Contractor. CONTRACTOR agrees that the performance of obligations hereunder is rendered in its capacity as an independent contractor and that it is in no way an agent of CITY. J. Violation of Terms and Conditions. CONTRACTOR agrees that if CONTRACTOR violates any of the terms and conditions of this Agreement or any prior Agreement whereby ARPA SLFRF Funds were received by CONTRACTOR, or if CONTRACTOR reports inaccurately, or if on audit there is a disallowance of certain expenditures, CONTRACTOR agrees to remedy the acts or omissions causing the disallowance and repay CITY all amounts spent in violation thereof. If CONTRACTOR engaged in fraudulent activity to obtain and/or justify distribution or expenditure of the ARPA SLFRF Funds granted hereunder, CONTRACTOR shall be required to reimburse the CITY of all such funds that were obtained, distributed and/or spent under fraudulent circumstances. K. Fraud. CONTRACTOR shall immediately report all suspected or known instances and facts concerning possible fraud, abuse or criminal activity related to said program for the ARPA SLFRF Funds under this Agreement. L. Prohibited Use. CONTRACTOR hereby certifies and agrees that it will not use ARPA SLFRF Funds provided through this Agreement to pay for entertainment, meals or gifts, or other prohibited uses. M. Lobbying. CONTRACTOR certifies that it will comply with federal law (31 U.S.C. 1352) and regulations found at 24 CFR Part 87, which provide that no appropriated funds may be expended by the recipient of a federal contract, grant, loan or cooperative agreement to pay any person for influencing or attempting to influence an officer or employee of any agency, Member of Congress, or an officer or employee of a Member of Congress in connection with awarding of any federal contract, the making of any federal grant or loan, entering into any cooperative agreement and the extension, renewal, amendment or modification of any federal contract, grant, loan or cooperative agreement. CONTRACTOR shall sign a certification to that effect in a form as set forth in Exhibit E, attached hereto and by this reference incorporated herein. CONTRACTOR shall submit said signed certification to CITY prior to performing any of its obligations under this Agreement and prior to any obligation arising on the part of CITY to pay any sums to CONTRACTOR under the terms and conditions of this Agreement. If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit a “Disclosure Form to Report Lobbying,” in accordance with its instructions (Exhibit E). City Council 17 –163 3/1/2022 N. Financial Interest. CONTRACTOR agrees that except for the use of administrative fees to pay salaries and other related administrative or personnel costs, no persons who exercise or have exercised any function with respect to administering said program under the terms of this Agreement, or who are in a position to participate in a decision-making process or gain inside information with regard to the administration of said program, may obtain a financial interest or benefit from said program, either for themselves or those with whom they have family or business ties, during their tenure or for one year thereafter. This prohibition applies to any person who is an employee, agent, consultant, officer, or elected or appointed official of CITY, or of any designated public agency, or the CONTRACTOR. O. Labor Standards. The CONTRACTOR agrees to comply with the requirements of the Secretary of Labor in accordance with the Davis -Bacon Act as amended, the provisions of Contract Work Hours and Safety Standards Act (40 U.S.C. 327 et seq.) and all other applicable Federal, state and local laws and regulations pertaining to labor standards insofar as those acts apply to the performance of this Agreement. The CONTRACTOR agrees to comply with the Copeland Anti-Kick Back Act (18 U.S.C. 874 et seq.) and its implementing regulations of the U.S. Department of Labor at 29 CFR Part 5. The CONTRACTOR shall maintain documentation that demonstrates compliance with hour and wage requirements of this part. Such documentation shall be made available to the CITY for review upon request. P. Equal Employment Opportunities. CONTRACTOR shall make every effort to ensure that all projects funded wholly or in part by ARPA SLFRF Funds shall provide equal employment opportunities for minorities and women. Q. Women and Minority-Owned Businesses (W/MBE). CONTRACTOR will use its best efforts to afford small businesses, minority business enterprises, and women’s business enterprises the maximum practicable opportunity to participate in the performance of this Agreement in accordance with the requirements of 2 CFR 200.321 “Contracting with small and minority businesses, women’s business enterprises, and labor surplus area firms”. As used in this Agreement, the term “small business” means a business that meets the criteria set forth in section 3(a) of the Small Business Act, as amended (15 U.S.C. 632), and “minority and women’s business enterprise” means a business at least fifty-one percent (51%) owned and controlled by minority group members or women. For the purpose of this definition, “minority group members” are African-Americans, Spanish-speaking, Spanish surnamed or Spanish-heritage Americans, Asian-Americans, and American Indians. CONTRACTOR may rely on written representations by businesses regarding their status as minority and female business enterprises in lieu of an independent investigation. R. Drug Free Workplace. CONTRACTOR agrees to provide a drug-free workplace and to execute a certification as set forth in Exhibit F attached hereto and incorporated herein by this reference. City Council 17 –164 3/1/2022 S. Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards. The following requirements and standards must be complied with: 2 CFR Part 200 et al. CONTRACTOR shall procure all materials, property, or services in accordance with the requirements of 2 CFR 200.318-326. III. CITY'S OBLIGATIONS A. Audit of Account. CITY shall include an audit of the account maintained by CONTRACTOR in CITY's audit of all ARPA SLFRF Funds in accordance with Title 24 of the Code of Federal Regulations and other applicable federal laws and regulations. B. Common Rule: Pursuant to 2 CFR 200.328(a), the CITY manages the day-to-day operations of each grant and subgrant supported activities. CITY staff has detailed knowledge of the grant program requirements and monitors grant and subgrant supported activities to assure compliance with federal requirements. Such monitoring covers each program, function and activity and performance goals are reviewed periodically. C. Project Expectations: CITY shall monitor the performance of CONTRACTOR against goals and performance standards required herein. The CONTRACTOR shall be responsible to accomplish the project expectations as set forth in Exhibit A, and report such results to the CITY. If the CONTRACTOR estimates such goals will not be met, the CONTRACTOR is to contact the CITY, at which time the CITY will determine if any adjustments to the grant award is appropriate. Substandard performance as determined by the CITY will constitute non-compliance with this Agreement. Should the CITY determine that the CONTRACTOR has not performed its obligations as stated in this contract in a satisfactory manner, or if the CITY determines that insufficient supporting information has been submitted, the CITY shall notify the CONTRACTOR in writing of its determination specifying in full detail the objections that it has to the CONTRACTOR’s performance. If action to correct such substandard performance is not taken by the CONTRACTOR after being notified by the CITY, within a reasonable period of time as stipulated in the written notification, contract suspension or termination procedures will be initiated. IV. GENERAL PROVISIONS A. Non-Discrimination. 1. CONTRACTOR agrees to comply with Executive Order 11246, which requires that during the performance of this Agreement, CONTRACTOR agrees not to discriminate against any employee or applicant for employment because of race, religion, sex, color or national origin. Such action shall include, but not be limited to the following: employment, upgrading, demotion, or transfer, rates of pay or other forms of compensation, and selection for training, including apprenticeship. CONTRACTOR agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided by the CONTRACTOR setting forth the provisions of this nondiscrimination clause. City Council 17 –165 3/1/2022 2. CONTRACTOR agrees to comply with Title VI of the Civil Rights Act of 1964, which indicates that no person shall, on the ground of race, color or national origin, be excluded from participation in, be denied the benefits of, or be subject to discrimination under any program of activity receiving federal financial assistance. 3. No person shall, on the grounds of race, sex, creed, color, religion, marital status, national origin, age, sexual orientation, or physical or mental handicap be excluded from participation in, be refused the benefits of, or otherwise be subject to discrimination in any activities, programs or employment supported by this Agreement. CONTRACTOR is prohibited from discrimination on the basis of age or with respect to an otherwise qualified handicapped person as provided for under Section 109 of the Housing and Community Development Act of 1974, as amended. 4. CONTRACTOR agrees to comply with the Age Discrimination Act of 1975, which requires that during the performance of this Agreement, CONTRACTOR agrees not to discriminate against any employee or applicant for employment because of age. Such action shall include, but not be limited to the following: employment upgrading, demotion, or transfer, rates of pay or other forms of compensation, and selection for training, including apprenticeship. CONTRACTOR agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided by the CONTRACTOR setting forth the provisions of this age discrimination clause. 5. CONTRACTOR agrees to comply with Section 504 of the Rehabilitation Act of 1973, which requires that no otherwise qualified individual with a disability in the United States, shall, solely by reason of his or her disability, be excluded from the participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving federal financial assistance or under any program or activity conducted by any executive agency or by the United States Postal Service. B. Conflict of Interest. Pursuant to the conflict of interest requirements set forth in 24 CFR 570.611 and 2 CFR 200.112, CONTRACTOR certifies that no member, officer, employee, agent or assignee of CITY having direct or indirect control of any ARPA SLFRF Funds granted to the CITY, inclusive of the subject ARPA SLFRF Funds, shall serve as an officer of CONTRACTOR. Further, any conflict or potential conflict of interest of any officer of CONTRACTOR shall be fully disclosed in writing prior to the execution of this Agreement and said writing shall be attached and deemed fully incorporated as a part hereof. Notice shall be sent by CONTRACTOR to CITY regarding any changes or modifications to its board of directors and list of officers. C. Special Certification for Religious Entities. If CONTRACTOR is a religious entity, CONTRACTOR hereby agrees that in connection with the provision of the services CONTRACTOR shall provide with ARPA SLFRF Funds, in accordance with 24 CFR 570.200(j): 1. CONTRACTOR shall not discriminate against any employee or applicant City Council 17 –166 3/1/2022 for employment on the basis of religion and shall not limit employment or give preference in employment to persons on the basis of religion. 2. CONTRACTOR shall not discriminate against any person applying for the services CONTRACTOR agrees to provide under the terms of this Agreement on the basis of religion and shall not limit such services or give preference to applicants for such services on the basis of religion. 3. CONTRACTOR shall NOT provide religious instruction or counseling, conduct any religious worship or services, or engage in any religious proselytizing, or exert any religious influence in the provision of the services in said program. The parties agree that this covenant is intended to and shall be construed for the limited purpose of assuring compliance with respect to the use of CITY funds by CONTRACTOR with applicable constitutional limitations respecting the establishment of religion as set forth in the establishment clause under the First Amendment of the United States Constitution and Article I, Section 4 of the California Constitution, and is not in any manner intended to restrict other activities of CONTRACTOR. 4. The portion of a facility used to provide public services assisted in whole or in part under this Agreement shall contain no sectarian or religious symbols. 5. Where the services to be provided under said program are rendered on property owned by the primarily religious entity CONTRACTOR, ARPA SLFRF Funds may also be used for minor repairs to such property, which are directly related to the cost of rendering the services under said program, where the cost constitutes in dollar terms only an incidental portion of the ARPA expenditure for rendering the services under said program. D. Prohibition of Nepotism. CONTRACTOR agrees not to hire or permit the hiring of any person to fill a position funded through this Agreement if a member of that person’s immediate family is employed in an administrative capacity by CONTRACTOR. For the purposes of this section, the term “immediate family” means spouse, child, mother, father, brother, sister, brother-in-law, sister-in-law, father-in-law, mother-in-law, son-in-law, daughter-in-law, aunt, uncle, niece, nephew, stepparent and stepchild. The term “administrative capacity” means having selection, hiring, supervisor or management responsibilities. E. Notices. Notices to the parties shall, unless otherwise requested in writing, be sent by U.S. Mail, postage prepaid, and addressed as follows: TO CITY: City of Santa Ana Daisy Perez Assistant to the City Manager City Manager’s Office 20 Civic Center Plaza P.O. Box 1988 City Council 17 –167 3/1/2022 Santa Ana, California 92702-1988 TO CONTRACTOR: Latino Health Access America Bracho, MPH, CDE President & CEO 450 W. Fourth Street, Suite 130 Santa Ana, CA 92701 714-542-7792 www.latinohealthaccess.org F. Assignability. None of the duties of, or work to be performed by, CONTRACTOR under this Agreement shall be subcontracted or assigned to any agency, consultant, or person without the prior written consent of CITY. CONTRACTOR must submit all subcontracts and other agreements that relate to this Agreement to CITY. No subcontract or assignment shall terminate or alter the legal obligations of CONTRACTOR pursuant to this Agreement. G. Indemnification/Hold Harmless. CONTRACTOR shall indemnify, defend and save harmless CITY, its officers, employees, agents, representatives and volunteers from and against any and all damages to or for loss of use of property and for injuries to or death of any person or persons, including property and employees or agents of CITY, and shall defend, indemnify and save harmless CITY, its officers, employees, agents, representatives and volunteers from and against any and all claims, demands, suits, actions or proceedings of any kind or nature, including, but not by way of limitation, workers compensation claims and including attorney fees and reasonable expenses for litigation or settlement, resulting from or arising out of the negligent or wrongful acts, errors or omissions of CONTRACTOR, its officers, directors, employees, agents, subcontractors and suppliers arising out of CONTRACTOR's performance of this Agreement. H. Insurance. Contractor shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder and the results of that work by the Contractor, its agents, representatives, employees, or subcontractors. a. MINIMUM SCOPE AND LIMIT OF INSURANCE Coverage shall be at least as broad as: 1. Commercial General Liability (CGL): Insurance Services Office Form CG 00 01 covering CGL on an “occurrence” basis, including products and completed operations, property damage, bodily injury and personal & advertising injury with limits no less than $2,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location (ISO CG 25 03 or 25 04) or the general aggregate limit shall be twice the required occurrence limit. 2. Automobile Liability: Insurance Services Office Form Number CA 0001 City Council 17 –168 3/1/2022 covering, Code 1 (any auto), or if Contractor has no owned autos, Code 8 (hired) and 9 (non-owned), with limit no less than $1,000,000 (if program services includes transportation of youth, the limit shall be no less than $5,000,000) per accident for bodily injury and property damage. (Not required if an automobile is not required to fulfill services.) 3. Workers’ Compensation: insurance as required by the State of California, with Statutory Limits, and Employer’s Liability Insurance with limit of no less than $1,000,000 per accident for bodily injury or disease. 4. Sexual Abuse or Molestation (SAM) Liability: If the CGL policy referenced above is not endorsed to include affirmative coverage for sexual abuse or molestation, Contractor shall obtain and maintain a policy covering Sexual Abuse and Molestation with a limit no less than $1,000,000 per occurrence or claim. 5. If the Contractor maintains broader coverage and/or higher limits than the minimums shown above, the City requires and shall be entitled to the broader coverage and/or the higher limits maintained by the Contractor. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the City. b. Other Insurance Provisions – The insurance policies are to contain, or be endorsed to contain, the following provisions: 1. Additional Insured Status: The City, its officers, officials, employees, and volunteers are to be covered as additional insureds on the CGL policy with respect to liability arising out of work or operations performed by or on behalf of the Contractor including materials, parts, or equipment furnished in connection with such work or operations. General liability coverage can be provided in the form of an endorsement to the Contractor’s insurance (at least as broad as ISO Form CG 20 10 11 85 or if not available, through the addition of both CG 20 10, CG 20 26, CG 20 33, or CG 20 38; and CG 20 37 forms if a later edition is used). 2. Primary Coverage: For any claims related to this contract, the Contractor’s insurance coverage shall be primary coverage at least as broad as ISO CG 20 01 04 13 as respects the City, its officers, officials, employees, and volunteers. Any insurance or self -insurance maintained by the City, its officers, officials, employees, or volunteers shall be excess of the Contractor’s insurance and shall not contribute with it. 3. Notice of Cancellation: Each insurance policy required above shall state that coverage shall not be canceled, except with notice to the City. 4. Waiver of Subrogation: Contractor hereby grants to City a waiver of any right to subrogation which any insurer of said Contractor may acquire against the City by virtue of the payment of any loss under such insurance. Contractor agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation, but this provision applies regardless of whether or not the City has received a waiver of subrogation endorsement from the insurer. 5. Self-Insured Retentions: Self-insured retentions must be declared to and approved by the City. The City may require the Contractor to purchase City Council 17 –169 3/1/2022 coverage with a lower retention or provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention. The policy language shall provide, or be endorsed to provide, that the self-insured retention may be satisfied by either the named insured or City. 6. Acceptability of Insurers: Insurance is to be placed with insurers authorized to conduct business in the state with a current A.M. Best’s rating of no less than A:VII, unless otherwise acceptable to the City. 7. Claims Made Policies: If any of the required policies provide coverage on a claims-made basis: 1. The Retroactive Date must be shown and must be before the date of the contract or the beginning of contract work. 2. Insurance must be maintained and evidence of insurance must be provided for at least five (5) years after completion of the contract of work. 3. If coverage is canceled or non-renewed, and not replaced with another claims-made policy form with a Retroactive Date prior to the contract effective date, the Contractor must purchase “extended reporting” coverage for a minimum of five (5) years after completion of contract work. 8. Verification of Coverage: Contractor shall furnish the City with original Certificates of Insurance including all required amendatory endorsements (or copies of the applicable policy language effecting coverage required by this clause) and a copy of the Declarations and Endorsement Page of the CGL policy listing all policy endorsements to City before work begins. However, failure to obtain the required documents prior to the work beginning shall not waive the Contractor’s obligation to provide them. City reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time. 9. 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. I. Termination. 1. This Agreement may be terminated on thirty (30) days’ written notice by either party. In the event of such termination, CONTRACTOR shall only be entitled to reimbursement for approved expenses incurred to the effective date of termination. 2. This Agreement may be suspended or terminated by CITY upon five (5) days’ written notice for violation by CONTRACTOR of Federal Laws governing the use of ARPA SLFRF Funds. In the event of such suspension or termination, CONTRACTOR shall only be entitled to reimbursement for approved expenses incurred up to the effective date of suspension or termination. City Council 17 –170 3/1/2022 3. Pursuant to 2 CFR 200.340, in the event CONTRACTOR defaults by failing to fulfill all or any of its obligations hereunder, CITY may declare a default and termination of this Agreement by written notice to CONTRACTOR, which default and termination shall be effective on a date stated in the notice which is to be not less than ten (10) days after certified mailing or personal service of such notice, unless such default is cured before the effective date of termination stated in such notice. If terminated for cause, CITY shall be relieved of further liability or responsibility under this Agreement, or as a result of the termination thereof, including the payment of money, except for payment for approved expenses incurred for services satisfactorily and timely performed prior to the mailing or service of the notice of termination, and except for reimbursement of: (1) any payments made for services not subsequently performed in a timely and satisfactory manner; and, (2) costs incurred by CITY in obtaining substitute performance. 4. The grant of funds under this Agreement may be terminated for convenience by either the CITY or CONTRACTOR, in whole or in part, by setting forth the reasons for such termination, the effective date, and, in the case of portion termination, their portion to be terminated. However, if in the case of a partial termination, the CITY determines that the remaining portion of the award will not accomplish the purpose for which the award was made, the CITY may terminate the award in its entirety. 5. The grant of funds under this Agreement may be terminated due to the non-performance of CONTRACTOR and/or failure of SUBRECIPENT to perform the work described in Exhibit A. 6. The grant of funds under this Agreement may be terminated due to the failure of the CITY to receive sufficient or anticipated funding for the ARPA program for any term subject to this Agreement. 7. In the event this Agreement is terminated as set forth in subparagraphs I(1) through I(6), inclusive, CONTRACTOR agrees to immediately return to CITY upon CITY's demand and prior to any adjudication of CONTRACTOR’s rights, any and all funds not used, and to comply with the Reversion of Assets requirements in this Agreement. J. Limitation of Funds. The United States of America may in the future place programmatic or fiscal limitations on the use of ARPA SLFRF Funds, which limitations are not presently anticipated. Accordingly, CITY reserves the right to revise this Agreement in order to take account of actions affecting ARPA program funding. In the event of funding reduction, CITY may, in its sole and absolute discretion, reduce the budget of this Agreement, may limit the rate of CONTRACTOR’s authority to utilize funds, or may restrict CONTRACTOR’s use of uncommitted funds. Where CITY has been directed to implement a reduction in funding, with respect to funding for this Agreement, CITY’s City Manager or delegate is authorized to act for CITY in implementing and effecting such a reduction and in revising, modifying, or amending the Agreement for such purposes. If such a reduction in funding occurs, CONTRACTOR shall be permitted to de-scope accordingly. Where CITY has reasonable grounds to question CONTRACTOR’s fiscal accountability or compliance with this Agreement, CITY may suspend the operation of this Agreement for up to sixty (60) City Council 17 –171 3/1/2022 days upon five (5) days written notice to CONTRACTOR of its intention to so act, pending an audit or other resolution of such questions. In no event, however, shall any revisions made by CITY affect expenditures and legally binding commitments made by CONTRACTOR before it received notice of such revision, provided that such amounts have been committed in good faith and are otherwise allowable and that such commitments are consistent with ARPA SLFRF Funds withdrawal guidelines. K. Exclusivity and Amendment of Agreement. This Agreement supersedes any and all other agreements, either oral or in writing, between the parties hereto with respect to the use of CITY's ARPA SLFRF Funds by CONTRACTOR and contains all the covenants and agreements between the parties with respect to SUBRECIPIIENT’s administration of said program. Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any party, which are not embodied herein, and that no other agreement or amendment hereto shall be effective unless executed in writing and signed by both CITY and CONTRACTOR. L. Laws Governing this Agreement. This Agreement shall be governed by and construed in accordance with the laws of the State of California, and all applicable federal laws and regulations. M. Validity and Severability. The invalidity in whole or in part of any provision of this Agreement shall not void or affect the validity of any other provision of this Agreement. Whenever possible, each provision of this AGREEMENT shall be interpreted in such manner as to be effective and valid under applicable law, but if any provision of this AGREEMENT is held to be prohibited by or invalid under applicable l aw, such provision shall be ineffective only to the extent of such prohibition or invalidity, without invalidating the remainder of such provisions of this AGREEMENT. N. Waiver. No delay or omission by either party hereto to exercise any right or power accruing upon any noncompliance or default by the other party with respect to any of the terms of this Agreement shall impair any such right or power or be construed to be a waiver thereof. A waiver by either of the parties hereto of any of the covenants, conditions, or agreements to be performed by the other shall not be construed to be a waiver of any succeeding breach thereof or of any other covenant, condition or agreement herein contained. O. Federal Award Identification Information. CONTRACTOR’s pertinent Federal Award Identification Information, including DUNS Number and Federal Award Identification Number (FAIN), as well as the applicable information for ARPA, are included in Exhibit C attached hereto and incorporated herein by this reference. P. Miscellaneous Provisions. 1. Each undersigned represents and warrants that its signature herein below has the power, authority and right to bind their respective parties to each of the terms of this City Council 17 –172 3/1/2022 Agreement, and shall indemnify CITY fully, including reasonable costs and attorney’s fees, for any injuries or damages to CITY in the event that such authority or power is not, in fact, held by the signatory or is withdrawn. 2. All Exhibits and Attachments referenced herein and attached hereto shall be incorporated as if fully set forth in the body of this Agreement. 3. This Agreement must be signed below and may be signed in counterpart and delivered by fax, email as a PDF (Portable Document Format) file attachment, or by other means that displays the original or a copy of the signatures. Any subsequent amendments may be signed and delivered in the same manner. {Signatures on following page} City Council 17 –173 3/1/2022 IN WITNESS WHEREOF, the parties hereto have executed this Agreement as of the date and year first written above. ATTEST: CITY OF SANTA ANA ________________________ ________________________ DAISY GOMEZ KRISTINE RIDGE Clerk of the Council City Manager APPROVED AS TO FORM: SONIA R. CARVALHO City Attorney ____________________________ By: RYAN O. HODGE Assistant City Attorney CONTRACTOR: ______________________________ AMERICA BRACHO, MPH, CDE President & CEO DUNS #: 938164811 City Council 17 –174 3/1/2022 Latino Health Access Weekly Food Distribution Program RFP 22-009A REVIVE Santa Ana: Food Supply/Distribution Programs EXHIBIT A 1. Proposal shall include details of food supply and/or food distribution services to be provided, the tasks to be accomplished, duration of the program (proposals may be up to two years) and the deliverables to be provided. The Goal of Latino Health Access’ Weekly Food Distribution Program is to mitigate food insecurity among working-class, Latinx residents of Santa Ana. Objectives: Within a two-year grant period, Latino Health Access will accomplish the following objectives: 1. Conduct 4,500 outreach contacts annually in working-class neighborhoods of Santa Ana to promote food distribution. 2. Provide a minimum of 46 food distribution events annually for City of Santa Ana residents. 3. Provide food supply to 800 Santa Ana residents per month through food distribution events. 4. Distribute at least 3,000 diapers per month to Santa Ana families. Program Description: Latino Health Access (LHA) promotores will continue to organize a weekly food distribution with a diaper distribution once a month at LHA’s main facility (450 W. 4th Street, Santa Ana, CA, 92701). This location is central to the city and has ease of access through public transportation, although a majority of residents are from the 92701 Zip Code. The weekly distribution will accommodate a walk-thru and drive-thru format to make it accessible for Santa Ana communities without a car. Activities: ●Outreach (Timeline: Ongoing, during the duration of the grant)—Occurring via door-to-door, in shopping centers and other community-based locations, through outreach, LHA Promotores are able to inform community members of the food distribution resource, as well as answer any questions or concerns (e.g. assure community members that LHA will not require legal immigration status, payment, or other requirement that may dissuade members of the community from utilizing this resource). During the COVID-19 pandemic, LHA expanded its presence in neighborhoods that lack infrastructure to deploy services and successfully reached and trained community leaders to assist in building such infrastructure for communication and action. LHA will continue to leverage these networks to conduct ongoing outreach to promote the food distribution and to informally assess needs related to food insecurity in these neighborhoods. LHA will also disseminate information via social media channels on Facebook and Instagram to widen our reach. ●Food (and Diaper) Distribution Events—the food distribution begins at 12 noon with the first hour designed to accommodate walk-ins who do not have access to a car. From 2PM-4PM, the food distribution is set-up to accommodate distribution to individuals in vehicles. Registration occurs onsite for individuals attending the food distribution, and those who have previously attended other food distribution events are provided a voucher City Council 17 –175 3/1/2022 Latino Health Access Weekly Food Distribution Program RFP 22-009A REVIVE Santa Ana: Food Supply/Distribution Programs to “check-in” rather than complete the registration process. The food distribution process is open to all Santa Ana residents, regardless of citizenship. LHA Promotores and volunteers set-up between 8AM-12 Noon in the parking lot of the LHA main facility, setting up different stations with fresh produce and other food staples. Prior to entering the food distribution, participants are provided a basic COVID-19 screening. All food distribution events also require significant infrastructure to set-up in a physically-distanced manner and to ensure that all COVID-19 safety protocols are being followed. Individuals and families go through the different stations to pick up their food, minimizing waste by increasing choice. When boxes are pre-packaged, volunteers help to place food boxes into personal carts or carrying equipment brought by participants. Participants who bring their vehicles are provided their food via no-contact methods to minimize risk of COVID-19 transmission. ●Diaper Distribution—LHA receives a monthly supply of diapers size 0-5 from the CAPOC Diaper Bank. The second Friday of the month, a diaper distribution assembly is incorporated into the weekly food distribution allowing low-income families with young children to access this additional resource. Each month, LHA provides an average of 5,000 diapers to benefit approximately 80 families and over 100 children. 2. Proposal shall include details of the target population Latino Health Access will prioritize food distribution for working-class, primarily Latinx individuals and families living in the 92701 Zip Codes. However, our food distribution is open to all Santa Ana residents and has had participation from diverse demographics, given the economic impact of the COVID-19 pandemic, which is still felt in working-class communities. Our participants live in households that are foreign-born (93%) and have household incomes of less than $30,000 (88%). In addition, educational attainment among parents in these households is significantly less than their counterparts in more affluent areas of the city. Often, participants are single mothers who also experience housing insecurity and a range of other social determinants of health, creating additional economic burden that increases food insecurity. 3. Proposals Should Include Details of Unmet Need According to the OC Healthier Together Dashboard, Orange County has a food insecurity rate of 8.3%. Yet, marked by the darker green at the center of the map, Santa Ana Zip Codes (92701, 92703, 92707, 92704) experience food insecurity at higher rates (marked by a 5 on the food insecurity, index, the highest ranking, signaling the greatest food insecurity). Residents of these Zip Codes are working-class and were among the first affected by economic instability in the COVID-19 pandemic, the impact of which continues to limit families’ abilities to address the resulting social needs, including food insecurity. In addition, some families may not qualify for existing relief programs (e.g. SNAP) or do not have access to enrollers who can also address their questions related to immigration and SNAP eligibility. Even if the COVID-19 pandemic ended City Council 17 –176 3/1/2022 Latino Health Access Weekly Food Distribution Program RFP 22-009A REVIVE Santa Ana: Food Supply/Distribution Programs swiftly, addressing food insecurity that has been exacerbated during the pandemic will require additional support systems, including ongoing access to food supply for these families while simultaneously taking an approach to build systems change for the eradication of food insecurity over the long-term. 4. Proposal shall include details of collaborations with local organizations For its food distribution program, LHA collaborates with the following local entities: ●Second Harvest Food Bank and OC Food Bank—manage securing the food supply and other resources that are distributed at LHA. They arrange pick-up times and LHA staff manage the entirety of packaging, transportation, and distribution. ●Community Action Partnership of Orange Diaper Bank – LHA answered the call of the Diaper Bank at the onset of the COVID-19 pandemic to connect families in need to diapers, at a time when they and other partners had to pause direct services. The partnership has remained as there has been an ongoing need for diapers among the families served in the weekly food distribution. LHA receives approximately 6,000 diapers a month to distribute. ●Downtown Family Resource Center, Local Schools, and Churches –LHA has a network of partners that refer families to the food and diaper distribution event each week. Flyers are shared regularly along with other educational information on services and partners disseminate with their constituency. This allows us to reach more families throughout Santa Ana. Key partners include Downtown Family Resource Center housed at LHA, SAUSD FACE, and Scholarship Prep Academy. 5. Proposal shall include details of innovation in program/service delivery Latino Health Access programming combines evidence-based practices with community expertise to best meet the needs of our community while strengthening community assets and enhancing capacity. Over the last year, LHA has collaborated with public health researchers to understand the impact of the pandemic. In an article published in the Harvard Journal of Hispanic Policy , we find that our communities experienced the economic impact of the 1 pandemic first, especially immigrant communities who remained civically disconnected from health and social systems due to structural exclusion. In a subsequent article published in Preventing Chronic Disease, a CDC-sponsored journal , we analyze data from LHA’s Emotional 2 Wellness program pre and during the COVID-19 pandemic. Results show that while mental health/emotional wellness concerns do not disappear, there is a significant shift from our community toward seeking referrals and resources related to social needs, including those that will reduce increasing food insecurity. This research shows the interconnectedness of food insecurity, other social determinants of health, and overall mental health/emotional wellness of 2 Moon, K. J., Montiel, G. I., Cantero, P. J., & Nawaz, S. (2021). Peer Reviewed: Addressing Emotional Wellness During the COVID-19 Pandemic: the Role of Promotores in Delivering Integrated Mental Health Care and Social Services. Preventing Chronic Disease, 18. 1 Montiel, G. I., Moon, K. J., Cantero, P. J., Pantoja, L., Ortiz, H. M., Arpero, S., .& Nawaz, S. (2021). Queremos Transformar Comunidades: Incorporating Civic Engagement as an Equity Strategy in Promotor-Led COVID-19 Response Efforts in Latinx Communities. Harvard Journal of Hispanic Policy, 33, 79-102. City Council 17 –177 3/1/2022 Latino Health Access Weekly Food Distribution Program RFP 22-009A REVIVE Santa Ana: Food Supply/Distribution Programs our communities. Lastly, in our most recent publication , we analyze the ways in which LHA 3 promotores have worked at the center of direct services, community capacity-building and policy and systems change to improve our response to the COVID-19 pandemic and ensuing health and social needs. Across these different peer-reviewed publications, we have worked with Promotores on the frontlines of the COVID-19 pandemic to highlight the following innovations in our model, which includes the work of mitigating food insecurity: ●Combination of direct services. LHA combines its food distribution with distribution of diapers, accessibility of information, among others. This limits the number of times that community needs to show up to our facility, which is most efficient given their limited availability. Our community is over-represented in low-wage essential services, which may not allow them to have time off to access multiple services if conducted on different days. ●Combination of direct services with long-term policy, systems, and environmental change. While provision of food distribution services will alleviate immediate need, LHA’s promotores also work with community members to understand data, to present data to relevant stakeholders, and to work collaboratively toward systems change that will address food insecurity as well as other social determinants of health. Throughout our food distribution program, LHA has also built community capacity to organize, to plan in accordance with safety protocols, and to innovate ways to expand food distribution to other neighborhoods (conducting pilots of neighborhood- and apartment complex-based distribution). LHA provides the opportunity for individuals who live in the communities that are most impacted by inequities to partner with us to lead solutions. SECTION 5: DATA COLLECTING, REPORTING AND COMPLIANCE Data Collection and Evaluation Process measures will be collected for all activities and will include: the number of individuals reached and engaged throughout each activity in our food distribution work. Where possible, LHA will collect demographics and types of services each participant received. LHA will track on a monthly basis the reach of each service and when significant shifts occur, LHA will conduct informal interviews with community leaders to better understand how to pivot to meet the community’s emerging needs. 1. The proposal shall include details on how the organization will comply with the State and Local Fiscal Recovery Funds, Compliance and Reporting responsibilities for the following categories: 2: Negative Economic Impacts 2.1 Household Assistance: Food Programs 3 Montiel, G.I., Moon, K., Bracho, A., Mejia, N., Cantero., P.J., Arpero, S., Pantoja, L. & Nawaz, S. (2021). La equidad en tiempos de pandemia: a case study of promotores on the frontlines of COVID-19 response in Latinx communities in Orange County, California. Border-lines Journal. City Council 17 –178 3/1/2022 Latino Health Access Weekly Food Distribution Program RFP 22-009A REVIVE Santa Ana: Food Supply/Distribution Programs By operating a weekly food distribution program and tracking services provided to working-class individuals in Santa Ana, Latino Health Access program staff and evaluation department is able to provide the required initial report that describes efforts to date to promote equity in the services to disproportionately impacted communities, as required by the Compliance and Reporting Guidance. Our program is intended to mitigate food insecurity in households within the City of Santa Ana and falls within the types of programs explicitly mentioned under the “Negative Economic Impacts” category. The guidelines also specify integrating strategies that advance racial equity. LHA’s focus on Latinx and immigrant populations advance this goal. 2. The proposal shall include details on how the organization will service people in a Qualified Service Tract (QCT) (See link for below for map). If service is not in a QCT, how will the organization support their determination that the pandemic resulted in disproportionate public health or economic outcomes to the specific population, household, or geographic area served. Services proposed will primarily be implemented in the 92701 Zip Code and in similar Zip Codes in the City of Santa Ana, which include numerous QCTs. We have intentionally selected these geographic areas because they are those with the most social vulnerabilities that provide a context for food insecurity. The map shown (left) represents the primary service area and is inclusive of the geographic location of LHA’s two service sites. The map shows the food insecurity index by Census Tract, where central Santa Ana’s census tracts have higher food insecurity than in surrounding areas. 2. The proposal shall include details on how the organization will comply with 2 CFR part 200 (Uniform Administrative Requirements) Latino Health Access is experienced in managing public funds, including those that are granted by federal agencies. Fulfillment of the Uniform Administrative Requirements will be ensured by a team that includes the Chief Program Officer, the Program Coordinator, and the Director of Finance. LHA maintains an active System for Award Management account and has in place the appropriate policies and procedures to abide by the required fiscal guidelines and cost principles. LHA will conduct the required federal awards audit in a timely manner and maintain current staff training to ensure compliance. City Council 17 –179 3/1/2022 EXHIBIT B Latino Health Access Program: Revive: Santa Ana Food Distribution Program Funder: City of Santa Ana Budget Period Start Date: March 1, 2022 End Date: February 28, 2023 Base Item Name Rate Salary FTE Budget Year 1 Payroll Expenses 170.00% $73,512.00) Food Bank Coordinator Rosalia Vargas $30.00 $62,400)30.00% $18,720.00) Communications Associate Jasmin P $22.00 $60,000)5.00% $3,000.00) Lead Promotor Gaby R $20.00 $41,600)30.00% $12,480.00) Promotor -various $18.00 $37,440)100.00% $37,440.00) Data Entry $18.00 $37,440)5.00% $1,872.00) Fringe Benefits 23.75%$17,459.10) FICA Expense 7.65%$5,623.67) State Unemployment 1.10%$808.63) Medical Insurance 12.00%$8,821.44) Workers' Compensation 3.00%$2,205.36) Program Expenses $8,400.00) Office Supplies $800.00) Printing/Photocopying $500.00) Mileage $600.00) Supplies $6,000.00) Refreshments $500.00) Indirect 10%$9,916.90) TOTAL $109,288.00) Latino Health Access has various public contracts and understands the time gap between invoicing and reimbursement of expenditures. For nearly 30 years, LHA has been able to fund such gaps through its cash on hand, which comes from a variety of private foundation grants, contributions, fundraising event revenue, as well as through its consulting social enterprise. In addition, LHA has a robust finance and accounting team to ensure that invoices are promptly and accurately submitted to minimize additional delays. Reimbursement Schedule LHA is to submit an invoice requesting reimbursement of program expenses, along with a report outlining all program outcomes and performance metrics to the City on a quarterly basis as follows: Q1: March 1, 2022 - May 31, 2022 Reporting/Invoicing Due: June 30, 2022 Q2: June 1, 2022 - August 31, 2022 Reporting/Invoicing Due: September 30, 2022 Q3: September 1, 2022 - November 30, 2022 Reporting/Invoicing Due: December 31, 2022 Q4: December 1, 2022 - February 28, 2023 Reporting/Invoicing Due: March 31, 2023 City Council 17 –180 3/1/2022 https://mail.google.com/mail/u/0/?ik=cd1d853850&view=pt&search=all&permthid=thread-f%3A1724135465846143412&simpl=msg-f%3A1724135465…1/2 Jess Salgado <jsalgado@latinohealthaccess.org> Fwd: Your DUNS Lookup Request for Latino Center For Prevention & Action In Health & Welfare 1 message Iliana Coronado <iliana@latinohealthaccess.org>Mon, Feb 7, 2022 at 11:53 AM To: Jess Salgado <jsalgado@latinohealthaccess.org> DUNS Iliana Coronado Director of Finance Latino Health Access 450 West 4th Street, Ste 130 Santa Ana, CA 92701 (714)542-7792 Ext 1065 ---------- Forwarded message --------- From: Dun & Bradstreet <DandB@click.dandb.com> Date: Mon, Feb 7, 2022 at 11:42 AM Subject: Your DUNS Lookup Request for Latino Center For Prevention & Action In Health & Welfare To: <iliana@latinohealthaccess.org> Having trouble seeing this email? View it online 02/07/2022 Iliana Coronado, The following is the Dun & Bradstreet D-U-N-S® number for Latino Center For Prevention & Action In Health & Welfare: D-U-N-S number: 938164811 If this is YOUR COMPANY, take advantage of CreditBuilder™, our next generation credit building solution. EXHIBIT C City Council 17 –181 3/1/2022 2/7/22, 2:04 PM Latino Health Access Mail - Fwd: Your DUNS Lookup Request for Latino Center For Prevention & Action In Health & Welfare https://mail.google.com/mail/u/0/?ik=cd1d853850&view=pt&search=all&permthid=thread-f%3A1724135465846143412&simpl=msg-f%3A1724135465…2/2 With CreditBuilder you can: Get unlimited access to your business credit file Ensure you are always aware of the most current D&B information your banks, suppliers, competitors and customers are using to evaluate your business Get alerts when there are changes to your business credit file Benchmark your company's credit scores against your industry and key competitors Enhance your D&B credit scores and ratings by adding good payment history to your credit profile If you are looking for information on ANOTHER COMPANY, consider purchasing a Business Information Report™. Reduce the risk of unpaid bills by evaluating the credit risk of another company before doing business with them. With a Business Information Report you can: Get a detailed snapshot of another company’s credit report; available online for 6 months from initial access See a company’s PAYDEX® score and other D&B® ratings Access a company’s payment history View company history and background information on key employees Call 1-800-700-2733, Monday through Friday, 8:00 AM to 6:00 PM local time or contact us at Dun & Bradstreet support. Sincerely, Dun & Bradstreet Please add dandb@click.dandb.com to your email address book to ensure delivery of our emails to your inbox. This is a notification regarding your product subscription with Dun & Bradstreet. If you have any questions, please contact Dun & Bradstreet support. Privacy and Terms of Service Notice: Your privacy is important to us; please see our Privacy Policy and Terms of Service. ©Dun & Bradstreet, Inc. 2022. All rights reserved. 1250 Valley Brook Avenue, Suite 102 Lyndhurst, NJ 07071 City Council 17 –182 3/1/2022 12/17/21, 10:15 AM SAM.gov | Entity https://sam.gov/entity/938164811/coreData?status=active&emrKeyValue=2387626~1622751602592937 1/6 Ano icialwebsite ofthe United Statesgovernment Here’show youknow Youhave2 new alerts Show / Hide Alerts Download Follow Entity Registration Core Data BusinessInformation EntityTypes FinancialInformation Points ofContact Assertions RepsandCerts Exclusions Responsibility/Qualification LATINOCENTERFORPREVENTION&ACTIONINHEALTH&WELFARE DUNS UniqueEntity ID 938164811 SAM Unique Entity ID MU7ZHM6JV5T7 CAGE/NCAGE 41NB1 RegistrationStatus Active ExpirationDate Jun3, 2022  City Council 17 –183 3/1/2022 12/17/21, 10:15 AM SAM.gov | Entity https://sam.gov/entity/938164811/coreData?status=active&emrKeyValue=2387626~1622751602592937 2/6 Purpose of Registration Federal Assistance Awards Only Physical Address 450 W 4TH ST STE 120 Santa Ana, California 92701-4562, United States Mailing Address 450 W 4TH ST STE 130 Santa Ana, California 92701-4562, United States *The DUNS number is currently the o icial Unique Entity ID Version Current Record BUSINESS INFORMATION Doing Business As Latino Health Access URL (blank) State / Country of Incorporation California, United States Division Name (blank) Division Number (blank) Congressional District California 46 Registration Dates Activation Date Jun 4, 2021 Submission Date Jun 3, 2021  City Council 17 –184 3/1/2022 12/17/21, 10:15 AM SAM.gov | Entity https://sam.gov/entity/938164811/coreData?status=active&emrKeyValue=2387626~1622751602592937 3/6 Initial Registration Date Jul 1, 2005 Entity Dates Entity Start Date Jun 10, 1993 Fiscal Year End Close Date Dec 31 Immediate Owner CAGE (blank) Legal Business Name (blank) Highest Level Owner CAGE (blank) Legal Business Name (blank) Executive Compensation Registrants in the System for Award Management (SAM) respond to the Executive Compensation questions in accordance with Section 6202 of P.L. 110-252, amending the Federal Funding Accountability and Transparency Act (P.L. 109-282). This information is not displayed in SAM. It is sent to USAspending.gov for display in association with an eligible award. Maintaining an active registration in SAM demonstrates the registrant responded to the questions. Proceedings Questions Registrants in the System for Award Management (SAM) respond to proceedings questions in accordance with FAR 52.209-7, FAR 52.209-9, or 2.C.F.R. 200 Appendix XII. Their responses are not displayed in SAM. They are sent to FAPIIS.gov for display as applicable. Maintaining an active registration in SAM demonstrates the registrant responded to the proceedings questions. SAM Search Authorization I authorize my entity's non-sensitive information to be displayed in SAM public search results:  City Council 17 –185 3/1/2022 12/17/21, 10:15 AM SAM.gov | Entity https://sam.gov/entity/938164811/coreData?status=active&emrKeyValue=2387626~1622751602592937 4/6 Yes ENTITY TYPES Business Types Entity Structure Corporate Entity (Tax Exempt) Organization Factors (blank) Entity Type Business or Organization Profit Structure Non-Profit Organization FINANCIAL INFORMATION Accepts Credit Card Payments Yes Debt Subject To O set (What is this?) No Account Details EFT Indicator 0000 CAGE Code 41NB1 POINTS OF CONTACT Electronic Business Gloria I Montiel, Ms. 450 W. 4TH Street STE 130 Santa Ana, California 92701 United States  City Council 17 –186 3/1/2022 12/17/21, 10:15 AM SAM.gov | Entity https://sam.gov/entity/938164811/coreData?status=active&emrKeyValue=2387626~1622751602592937 5/6 Ginger Lee 450 W. 4TH Street STE 130 Santa Ana, California 92701 United States GovernmentBusiness AmericaBracho 450 W.4TH Street STE 130 Santa Ana,California92701 United States Ginger Lee 450 W. 4TH Street STE 130 Santa Ana, California 92701 United States PastPerformance AmericaBracho 450 W.4TH Street STE 130 Santa Ana,California92701 United States Iliana Coronado 450 W. 4TH Street STE 130 Santa Ana, California 92701 United States Our Werbsite Our Prartners Policies  City Council 17 –187 3/1/2022 City Council 17 –188 3/1/2022 City Council 17 –189 3/1/2022 City Council 17 –190 3/1/2022 City Council 17 –191 3/1/2022 City Council 17 –192 3/1/2022 EXHIBIT D City Council 17 –193 3/1/2022 EXHIBIT E City Council 17 –194 3/1/2022 EXHIBIT F DRUG-FREE WORKPLACE Certification Regarding Drug-Free Workplace Requirements The certification set out below is a material representation upon which reliance is placed by the U.S. Department of Treasury in awarding the grant. If it is later determined that the contractor knowingly rendered a false certification, or otherwise violates the requirements of the Drug-Free Workplace Act, the U.S. Department of Treasury, in addition to any other remedies available to the Federal Government, may take action authorized under the Drug-Free Workplace Act. CERTIFICATION A.The contractor certifies that it will provide a drug-free workplace by: (a)Publishing a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession or use of a controlled substance is prohibited in the contractor’s workplace and specifying the actions that will be taken against employees for violation of such prohibition; (b)Establishing a drug-free awareness program to inform employees about – (1)The dangers of drug abuse in the workplace; (2)The contractor’s policy of maintaining a drug-free workplace; (3)Any available drug counseling, rehabilitation, and employee assistance program; and (4)The penalties that may be imposed upon employees for drug abuse violations occurring in the workplace; (c)Making it a requirement that each employee who will be engaged in the performance of the grant be given a copy of the statement required by paragraph (a); (d)Notifying the employee in the statement required by paragraph -(a) that, as a condition of employment under the contract, the employee will - (1)Abide by the terms of the statement; and (2)Notify the employer of any criminal drug statute conviction for a violation occurring in the workplace no later than five days after such conviction. (e)Notifying the U.S. Department of Treasury within ten days after receiving notice under subparagraph (d)(2) from an employee or otherwise receiving actual notice of such conviction; (f)Taking one of the following actions, within 30 days of receiving notice under subparagraph (d)(2), with respect to any employee who is so convicted - City Council 17 –195 3/1/2022 (1)Taking appropriate personnel action against such an employee, up to and including termination; or (2)Requiring such employee to participate satisfactorily in a drug abuse assistance or rehabilitation program approved for such purposes by a Federal, State, or local health, law enforcement, or other appropriate agency; (g)Making a good faith effort to continue to maintain a drug-free workplace through implementation of paragraphs (a), (b), (c), (d), (e) and (f). B.The contractor shall insert in the space provided on the attached “Place of Performance” form the site(s) for the performance of work to be carried out with the grant funds (including street address, city, county, state, and zip code) .the contractor further certifies that, if it is subsequently determined that additional sites will be used for the performance of work under the contract, it shall notify the U.S. Department of Treasury immediately upon the decision to use such additional sites by submitting a revised “Place of Performance” form. Organization Authorized Signature Date City Council 17 –196 3/1/2022 PLACE OF PERFORMANCE FOR CERTIFICATION REGARDING DRUG-FREE WORKPLACE REQUIREMENTS Name: Date: The Contractor shall insert in the space provided below the site(s) expected to be used for the performance of work under the contract covered by the certification: Place of Performance (include street address, city, county, state, zip code for each site): City Council 17 –197 3/1/2022 AGREEMENT BETWEEN THE CITY OF SANTA ANA AND ONEOC FOR USE OF AMERICAN RESCUE PLAN ACT (ARPA) FUNDS This Agreement is hereby made and entered into this 1st day of March, 2022, by and between the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California (“CITY”), and OneOC, a California domestic nonprofit corporation (“CONTRACTOR”). RECITALS: A. The American Rescue Plan Act (“ARPA”) was signed into law in March 2021. ARPA provides funding for a number of different programs, including the Coronavirus State and Local Fiscal Recovery Fund (“SLFRF”), to provide monetary support to local governments to respond to, mitigate, and recover from the COVID-19 public health emergency. B. On July 20, 2021, the Santa Ana City Council authorized the City Manager to utilize ARPA SLFRF funding from the United States Department of Treasury for the Revive Santa Ana Spending Plan, which includes five spending categories: recovery from the pandemic, direct assistance programs, public health and safety, critical infrastructure, and city fiscal health. C. CONTRACTOR has been selected by the CITY to receive ARPA SLFRF Funds in order to provide food distribution and/or food supply programs, in accordance with the Scope of Work attached hereto as Exhibit A and incorporated herein by reference (“said program”). CONTRACTOR represents that it is qualified and willing to operate said program and certifies that the administration of said program carried out with funds provided under this Agreement will meet ARPA’s objectives to respond to, mitigate, and recover from this historic COVID-19 public health crisis. D. CONTRACTOR agrees that it will adhere to the tasks and services as indicated in Exhibit A for said program. Failure to follow the requirements and meet the stated expectations may constitute breach of contract that could result in termination of this Agreement or serve as reason for the CITY to recapture the grant funds awarded to CONTRACTOR pursuant to this Agreement. WHEREFORE, it is agreed by and between the parties that the foregoing Recitals are a substantive part of this Agreement and the following terms and conditio ns are approved and together with all exhibits and attachments hereto, shall constitute the entire Agreement between the CITY and CONTRACTOR: City Council 17 –198 3/1/2022 I. ARPA PROGRAM PROVISIONS A. Scope of Work. CONTRACTOR shall be responsible for the specific tasks and services of said program, and agrees to administer said program in compliance with the tasks and services as described in the Scope of Work attached hereto as Exhibit A. CONTRACTOR’s failure to perform as required may, in addition to other remedies set forth in this Agreement, result in readjustment of the amount of funds for said program or termination of this Agreement. B. Term of Agreement. The term of said Agreement shall commence on the date first written above and continue through February 28, 2023 (“Term”), unless terminated earlier pursuant to the terms of this Agreement. This Agreement shall also cover any and all services provided by the CONTRACTOR to the CITY since the date the ARPA SLFRF Funds were awarded to the CITY. Additionally, the Term of this Agreement may be extended by a writing executed by the City Manager, or designee, and the City Attorney. C. Amount of Grant Funding. The total amount of funds provided for said program shall not exceed ONE HUNDRED EIGHTY-EIGHT THOUSAND FIVE HUNDRED TWENTY-EIGHT dollars ($188,528) (“ARPA SLFRF Funds”) during the Term of the Agreement. CONTRACTOR agrees to use said ARPA SLFRF Funds to administer said program as outlined in Exhibit A. D. Disbursement of Funds. Said ARPA SLFRF Funds shall be disbursed by CITY to CONTRACTOR pursuant to the terms found in the Fee Payment Schedule attached hereto as Exhibit B, with payments subject to the submittal of invoices and other reporting requirements, as hereinafter more fully set forth. CONTRACTOR shall be obligated to perform such duties as would normally extend beyond the term, including, but not limited to, obligations with respect to indemnification, audits, reporting, data retention/reporting, and accounting. Failure to provide any of the required documentation and reporting will cause CITY to withhold all or a portion of a request for ARPA SLFRF Funds, or return the entire request to CONTRACTOR, until such documentation and reporting has been received and approved by CITY. (1) Reduction in ARPA SLFRF Funding. The CITY reserves the right to reduce the amount of ARPA SLFRF Funds to CONTRACTOR, or to completely terminate this Agreement, in the CITY’s sole discretion, if there is a reduction in ARPA SLFRF Funds provided to the CITY. (2) Reduced Distribution of Funds. The CITY reserves the right to reduce the grant application if the CITY’s fiscal monitoring indicates that CONTRACTOR’s rate of expenditure will result in unspent funds at the end of the program term. Amendments in the grant allocation will be made after consultation with CONTRACTOR. City Council 17 –199 3/1/2022 (3) Reversion of Assets. CONTRACTOR agrees that any and all funds received under this Agreement shall be utilized during the Term of this Agreement, and that any and all funds remaining as of the end of the Term, which have not been utilized, shall be returned by CONTRACTOR to the CITY within thirty (30) days of the expiration or earlier termination of the Agreement. No expense of CONTRACTOR will be reimbursed by CITY if incurred after the end of the Term of the Agreement. E. Grant Program Requirements. (1) CONTRACTOR acknowledges that the source of funding for said program is the federal ARPA, and that payments from the ARPA SLFRF Funds are only to be used to make necessary expenditures incurred due to the public health emergency with respect to COVID-19. (2) CONTRACTOR acknowledges that ARPA provisions allow the use of ARPA SLFRF Funds to respond to, mitigate, and recover from the COVID-19 public health emergency, and will not use these funds for any other uses. (3) CONTRACTOR shall follow the process and determination of eligibility for participants in said program as outlined in Exhibit A. F. Performance Monitoring. (1) CONTRACTOR shall submit program performance information as often as requested by CITY, but no less than the submission of monthly reports and a final report to CITY with the information requested by and in the format acceptable to CITY. Each monthly report is due within thirty (30) days of completion of work for each month. The final report is due within thirty (30) days after the termination or expiration of this Agreement. (2) CITY will evaluate CONTRACTOR’s management and operation of said program with respect to the project expectations as described in Exhibit A. (3) CITY will review the audit of the CONTRACTOR to ensure that grant funds are used for authorized purposes in compliance with laws, regulations, and the provisions of contracts or grant agreements under this Agreement, including attachments and exhibits. (4) If action to correct any substandard performance is not taken by the CONTRACTOR within a reasonable period after being notified by CITY, suspension or termination procedures may be initiated by CITY. (5) All performance shall be subject to review by the CITY or other regulatory agencies at all times. CONTRACTOR shall provide adequate cooperation to any inspector or other CITY representative to permit the same to determine CONTRACTOR’s conformity with the terms of this Agreement. If any services performed by CONTRACTOR are not in conformance with the terms of this Agreement, the CITY shall have the right to require City Council 17 –200 3/1/2022 CONTRACTOR to perform the services in conformance with the terms of the Agreement at no additional cost. The CITY may also terminate this Agreement for default and charge CONTRACTOR for any costs incurred by the CITY because of CONTRACTOR’s failure to perform. (6) CONTRACTOR shall establish adequate procedures for self-monitoring and quality control and assurance to ensure proper performance under this Agreement; and shall permit a CITY representative or other regulatory official to monitor, assess, or evaluate CONTRACTOR’s performance under this Agreement at any time, upon reasonable notice to CONTRACTOR. G. Audit. (1) CONTRACTOR shall maintain complete and accurate records and supporting documentation to facilitate financial and/or program audits by CITY. This requirement shall apply to any records and documentation CITY shall reasonably require or as required to be maintained pursuant to the ARPA regulations. (2) The books and accounts, files, and other records of CONTRACTOR, which are applicable to this Agreement, shall be available for inspection, review, and audit during normal business hours by CITY to determine the proper application and use of all ARPA SLFRF Funds provided to or for the account or benefit of CONTRACTOR. (3) CONTRACTOR assumes responsibility for reimbursement to CITY a sum of money equivalent to the amount of any expenditures disallowed should the CITY, or an authorized agency, rule through audit, exception, or some other appropriate means, that expenditures from funds allocated to CONTRACTOR for direct and/or administrative costs were not made in compliance with the applicable cost principles, regulations, or the provisions of this Agreement. (4) CONTRACTOR agrees to comply with the requirements of OMB Uniform Guidance 2 CFR Part 200. CONTRACTOR further agrees to provide CITY with a copy of completed independent auditors’ report within thirty (30) days of CITY’s request for such report. If the report contains instances of non-compliance with federal laws and regulations that bear directly on the performance or administration of this Agreement, CONTRACTOR shall provide CITY copies of responses to auditors’ reports, a plan for corrective action, and auditors’ response that the noncompliance has been resolved. All reports prepared in accord with the requirements of OMB Uniform Guidance 2 CFR Part 200 shall be available for inspection by representatives of CITY or the federal government during normal business hours. (5) All accounting records, reports, and evidence pertaining to all costs, expenses and the ARPA SLFRF Funds of CONTRACTOR and all documents related to this Agreement shall be maintained and kept available at CONTRACTOR’S office or place of business for the duration of the Agreement and thereafter for five (5) years from the date of final payment under this Agreement. Records which relate to: (a) complaints, City Council 17 –201 3/1/2022 claims, administrative proceedings or litigation a rising out of the performance of this Agreement; or, (b) costs and expenses of this Agreement to which CITY or any other governmental agency takes exception, shall be retained beyond the five (5) years until complete resolution or disposition of such appeals, litigation claims, or exceptions. In the event CONTRACTOR does not make the above-referenced documents available within the City of Santa Ana, California, CONTRACTOR agrees to pay all necessary and reasonable expenses incurred by CITY in conducting any audit at the location where said records and books of account are maintained. H. Ownership/Use of Materials. CONTRACTOR agrees that all materials, reports or products in any form, including electronic, created by CONTRACTOR for which CONTRACTOR has been compensated pursuant to this Agreement shall be the sole property of the CITY. The material, reports, or products may be used by the CITY for any purpose that the CITY deems to be appropriate, including, but not limit to, duplication and/or distribution within the CITY or to third parties. CONTRACTOR agrees not to release or circulate in whole or part such materials, reports, or products without prior written authorization of the CITY. I. Close-Out. CONTRACTOR agrees to comply with the closeout procedures detailed in 2 CFR §200.343, including the following: (1) CONTRACTOR must submit, no later than ninety (90) calendar days after the end date of the period of performance, all financial, performance, and other reports as required by the terms and conditions of this Agreement; (2) CONTRACTOR must promptly refund any balances of unobligated cash that the CITY paid in advance or paid and that is not authorized to be retained by CONTRACTOR for use in other projects (See OMB Circular A-129 and 2 CFR §200.345); and, (3) CITY should complete all closeout actions for the Federal award no later than one year after receipt and acceptance of all required final reports. II. CONTRACTOR’S OBLIGATIONS A. Representations and Warranties. (1) Authority. CONTRACTOR is a duly organized and existing domestic nonprofit corporation in good standing and authorized to do business under the laws of the State of California. CONTRACTOR has full right, power and lawful authority to accept the funding hereunder and to undertake all obligations as provided herein and the execution, performance and delivery of this Agreement by CONTRACTOR has been fully authorized by all requisite actions on the part of CONTRACTOR. City Council 17 –202 3/1/2022 (2) Experience. CONTRACTOR is qualified to provide the administrator services for said program detailed herein. (3) Familiarity With Services Required. By executing this Agreement, CONTRACTOR warrants that: (i) it has thoroughly investigated and considered the administrator services to be performed and provided for said program as detailed in Exhibit A; (ii) it has carefully considered how the services should be performed; and, (iii) it fully understands the facilities, difficulties and restrictions attending performance of the services under this Agreement. (4) No Conflict. To the best of CONTRACTOR’S knowledge, CONTRACTOR’S execution, delivery and performance of its obligations under this Agreement will not constitute a default or a breach under any contract, agreement or order to which CONTRACTOR is a party or by which it is bound. (5) No Bankruptcy. CONTRACTOR is not the subject of any current or threatened bankruptcy proceeding. (6) No Pending Legal Proceedings. CONTRACTOR is not the subject of a current or threatened litigation that would or may materially affect CONTRACTOR’S performance under this Agreement. (7) Proposal Veracity. All provisions of and information provided in CONTRACTOR’s proposal submitted to CITY, including any exhibits, are true and correct in all material respects. (8) No Pending Investigation. CONTRACTOR has no knowledge that it is the subject of any current or threatened criminal or civil action investigation by any public agency, including without limitation a police agency or prosecuting authority, which would relate to or affect performance of the Agreement or provision of services hereunder. B. Licensing. CONTRACTOR agrees to obtain and maintain all required licenses, registrations, accreditation and inspections from all agencies governing its operations. CONTRACTOR shall ensure that its staff shall also obtain and maintain all required licenses, registrations, accreditation and inspections from all agencies governing CONTRACTOR's operations hereunder. Such licensing requirements include obtaining a City business license, as applicable. C. Zoning. CONTRACTOR agrees that any facility/property used in furtherance of said program shall be specifically zoned and permitted for such use(s) and activities. Should CONTRACTOR fail to have the required land entitlement and/or permits, thus violating any local, state or federal rules and regulations relating thereto, CONTRACTOR shall immediately make good-faith efforts to gain compliance with local, state or federal rules and regulations following written notification of said violation(s) from the CITY or other authorized citing agency. CONTRACTOR shall notify CITY immediately of any pending violations. Failure to notify CITY of pending violations, or to remedy such known violation(s) City Council 17 –203 3/1/2022 shall result in termination of grant funding hereunder. CONTRACTOR must make all corrections required to bring the facility/property into compliance with the law within sixty (60) days of notification of the violation(s); failure to gain compliance within such time shall result in termination of grant funding hereunder. D. Separation of Accounts. All funds received by CONTRACTOR from CITY pursuant to this Agreement shall be maintained in an account in a federally insured banking or savings and loan institution with record keeping of such accounts maintained pursuant to applicable 2 CFR 200.302 requirements. CONTRACTOR is not required to maintain separate depository accounts for ARPA SLFRF Funds; provided however, the CONTRACTOR must be able to account for receipt, obligation, distribution and expenditure of ARPA SLFRF Funds pursuant to applicable 2 CFR 200.302 requirements. E. Audit Report Requirements. CONTRACTOR agrees that if CONTRACTOR expends Seven Hundred Fifty Thousand Dollars ($750,000) or more in federal funds, CONTRACTOR shall have an annual audit conducted by a certified public accountant in accordance with the standards as set forth and published by the United States Office of Management and Budget. CONTRACTOR shall provide CITY with a copy of said audit by April 1 of the year following the program year in which this Agreement is executed. F. Compliance with Law/Program Income. CONTRACTOR acknowledges that the funds being provided by CITY for said program are received by CITY pursuant to ARPA, and that distribution and expenditure of these ARPA SLFRF Funds shall be in accordance with ARPA and all pertinent regulations issued by agencies of the federal government, including, but not limited to, all regulations found at Title 24 of the Code of Federal Regulations. Any program income received by CONTRACTOR shall be returned to CITY, unless otherwise provided for in this Agreement. CONTRACTOR agrees to comply fully with all federal, state and local laws and court orders applicable to its operation and administration of said program, whether or not referred to in this Agreement. G. Debarment. To protect the public interest and ensure the integrity of Federal programs, CITY may only conduct business with responsible persons and may not make any award or permit any award to any party which is debarred or suspended or is otherwise excluded from or ineligible for participation in Federal assistanc e programs under Executive Order 12549, “Debarment and Suspension”. See also 24 CFR 570.609. CONTRACTOR must review and sign Exhibit D “Debarment”, which is attached hereto and incorporated herein by this reference. CONTRACTOR shall be in good standing, without suspension by the California Secretary of State, Franchise Tax Board or Internal Revenue Service. Any change in the corporate status or suspension of CONTRACTOR shall be reported immediately to CITY. H. Confidentiality. Without prejudice to any other provisions of this Agreement, CONTRACTOR shall, where applicable, maintain the confidential nature of information provided to it concerning participants in accordance with the requirements of federal and state law. However, CONTRACTOR shall submit to CITY or its representatives, all City Council 17 –204 3/1/2022 records requested, including audit, examinations, monitoring and verifications of reports submitted by CONTRACTOR, costs incurred and services rendered hereunder. I. Independent Contractor. CONTRACTOR agrees that the performance of obligations hereunder is rendered in its capacity as an independent contractor and that it is in no way an agent of CITY. J. Violation of Terms and Conditions. CONTRACTOR agrees that if CONTRACTOR violates any of the terms and conditions of this Agreement or any prior Agreement whereby ARPA SLFRF Funds were received by CONTRACTOR, or if CONTRACTOR reports inaccurately, or if on audit there is a disallowance of certain expenditures, CONTRACTOR agrees to remedy the acts or omissions causing the disallowance and repay CITY all amounts spent in violation thereof. If CONTRACTOR engaged in fraudulent activity to obtain and/or justify distribution or expenditure of the ARPA SLFRF Funds granted hereunder, CONTRACTOR shall be required to reimburse the CITY of all such funds that were obtained, distributed and/or spent under fraudulent circumstances. K. Fraud. CONTRACTOR shall immediately report all suspected or known instances and facts concerning possible fraud, abuse or criminal activity related to said program for the ARPA SLFRF Funds under this Agreement. L. Prohibited Use. CONTRACTOR hereby certifies and agrees that it will not use ARPA SLFRF Funds provided through this Agreement to pay for entertainment, meals or gifts, or other prohibited uses. M. Lobbying. CONTRACTOR certifies that it will comply with federal law (31 U.S.C. 1352) and regulations found at 24 CFR Part 87, which provide that no appropriated funds may be expended by the recipient of a federal contract, grant, loan or cooperative agreement to pay any person for influencing or attempting to influence an officer or employee of any agency, Member of Congress, or an officer or employee of a Member of Congress in connection with awarding of any federal contract, the making of any federal grant or loan, entering into any cooperative agreement and the extension, renewal, amendment or modification of any federal contract, grant, loan or cooperative agreement. CONTRACTOR shall sign a certification to that effect in a form as set forth in Exhibit E, attached hereto and by this reference incorporated herein. CONTRACTOR shall submit said signed certification to CITY prior to performing any of its obligations under this Agreement and prior to any obligation arising on the part of CITY to pay any sums to CONTRACTOR under the terms and conditions of this Agreement. If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit a “Disclosure Form to Report Lobbying,” in accordance with its instructions (Exhibit E). City Council 17 –205 3/1/2022 N. Financial Interest. CONTRACTOR agrees that except for the use of administrative fees to pay salaries and other related administrative or personnel costs, no persons who exercise or have exercised any function with respect to administering said program under the terms of this Agreement, or who are in a position to participate in a decision-making process or gain inside information with regard to the administration of said program, may obtain a financial interest or benefit from said program, either for themselves or those with whom they have f amily or business ties, during their tenure or for one year thereafter. This prohibition applies to any person who is an employee, agent, consultant, officer, or elected or appointed official of CITY, or of any designated public agency, or the CONTRACTOR. O. Labor Standards. The CONTRACTOR agrees to comply with the requirements of the Secretary of Labor in accordance with the Davis -Bacon Act as amended, the provisions of Contract Work Hours and Safety Standards Act (40 U.S.C. 327 et seq.) and all other applicable Federal, state and local laws and regulations pertaining to labor standards insofar as those acts apply to the performance of this Agreement. The CONTRACTOR agrees to comply with the Copeland Anti-Kick Back Act (18 U.S.C. 874 et seq.) and its implementing regulations of the U.S. Department of Labor at 29 CFR Part 5. The CONTRACTOR shall maintain documentation that demonstrates compliance with hour and wage requirements of this part. Such documentation shall be made available to the CITY for review upon request. P. Equal Employment Opportunities. CONTRACTOR shall make every effort to ensure that all projects funded wholly or in part by ARPA SLFRF Funds shall provide equal employment opportunities for minorities and women. Q. Women and Minority-Owned Businesses (W/MBE). CONTRACTOR will use its best efforts to afford small businesses, minority business enterprises, and women’s business enterprises the maximum practicable opportunity to participate in the performance of this Agreement in accordance with the requirements of 2 CFR 200.321 “Contracting with small and minority businesses, women’s business enterprises, and labor surplus area firms”. As used in this Agreement, the term “small business” means a business that meets the criteria set forth in section 3(a) of the Small Business Act, as amended (15 U.S.C. 632), and “minority and women’s business enterprise” means a business at least fifty-one percent (51%) owned and controlled by minority group members or women. For the purpose of this definition, “minority group members” are African-Americans, Spanish-speaking, Spanish surnamed or Spanish-heritage Americans, Asian-Americans, and American Indians. CONTRACTOR may rely on written representations by businesses regarding their status as m inority and female business enterprises in lieu of an independent investigation. R. Drug Free Workplace. CONTRACTOR agrees to provide a drug-free workplace and to execute a certification as set forth in Exhibit F attached hereto and incorporated herein by this reference. City Council 17 –206 3/1/2022 S. Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards. The following requirements and standards must be complied with: 2 CFR Part 200 et al. CONTRACTOR shall procure all materials, property, or services in accordance with the requirements of 2 CFR 200.318-326. III. CITY'S OBLIGATIONS A. Audit of Account. CITY shall include an audit of the account maintained by CONTRACTOR in CITY's audit of all ARPA SLFRF Funds in accordance with Title 24 of the Code of Federal Regulations and other applicable federal laws and regulations. B. Common Rule: Pursuant to 2 CFR 200.328(a), the CITY manages the day-to-day operations of each grant and subgrant supported activities. CITY staff has detailed knowledge of the grant program requirements and monitors grant and subgrant supported activities to assure compliance with federal requirements. Such monitoring covers each program, function and activity and performance goals are reviewed periodically. C. Project Expectations: CITY shall monitor the performance of CONTRACTOR against goals and performance standards required herein. The CONTRACTOR shall be responsible to accomplish the project expectations as set forth in Exhibit A, and report such results to the CITY. If the CONTRACTOR estimates such goals will not be met, the CONTRACTOR is to contact the CITY, at which time the CITY will determine if any adjustments to the grant award is appropriate. Substandard performance as determined by the CITY will constitute non-compliance with this Agreement. Should the CITY determine that the CONTRACTOR has not performed its obligations as stated in this contract in a satisfactory manner, or if the CITY determines that insufficient supporting information has been submitted, the CITY shall notify the CONTRACTOR in writing of its determination specifying in full detail the objections that it has to the CONTRACTOR’s performance. If action to correct such substandard performance is not taken by the CONTRACTOR after being notified by the CITY, within a reasonable period of time as stipulated in the written notification, contract suspension or termination procedures will be initiated. IV. GENERAL PROVISIONS A. Non-Discrimination. 1. CONTRACTOR agrees to comply with Executive Order 11246, which requires that during the performance of this Agreement, CONTRACTOR agrees not to discriminate against any employee or applicant for employment because of race, religion, sex, color or national origin. Such action shall include, but not be limited to the following: employment, upgrading, demotion, or transfer, rates of pay or other forms of compensation, and selection for training, including apprenticeship. CONTRACTOR agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided by the CONTRACTOR setting forth the provisions of this nondiscrimination clause. City Council 17 –207 3/1/2022 2. CONTRACTOR agrees to comply with Title VI of the Civil Rights Act of 1964, which indicates that no person shall, on the ground of race, color or national origin, be excluded from participation in, be denied the benefits of, or be subject to discrimination under any program of activity receiving federal financial assistance. 3. No person shall, on the grounds of race, sex, creed, color, religion, marital status, national origin, age, sexual orientation, or physical or mental handicap be excluded from participation in, be refused the benefits of, or otherwise be subject to discrimination in any activities, programs or employment supported by this Agreement. CONTRACTOR is prohibited from discrimination on the basis of age or with respect to an otherwise qualified handicapped person as provided for under Section 109 of the Housing and Community Development Act of 1974, as amended. 4. CONTRACTOR agrees to comply with the Age Discrimination Act of 1975, which requires that during the performance of this Agreement, CONTRACTOR agrees not to discriminate against any employee or applicant for employment because of age. Such action shall include, but not be limited to the following: employment upgrading, demotion, or transfer, rates of pay or other forms of compensation, and selection for training, including apprenticeship. CONTRACTOR agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided by the CONTRACTOR setting forth the provisions of this age discrimination clause. 5. CONTRACTOR agrees to comply with Section 504 of the Rehabilitation Act of 1973, which requires that no otherwise qualified individual with a disability in the United States, shall, solely by reason of his or her disability, be excluded from the participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving federal financial assistance or under any program or activity conducted by any executive agency or by the United States Postal Service. B. Conflict of Interest. Pursuant to the conflict of interest requirements set forth in 24 CFR 570.611 and 2 CFR 200.112, CONTRACTOR certifies that no member, officer, employee, agent or assignee of CITY having direct or indirect control of any ARPA SLFRF Funds granted to the CITY, inclusive of the subject ARPA SLFRF Funds, shall serve as an officer of CONTRACTOR. Further, any conflict or potential conflict of interest of any officer of CONTRACTOR shall be fully disclosed in writing prior to the execution of this Agreement and said writing shall be attached and deemed fully incorporated as a part hereof. Notice shall be sent by CONTRACTOR to CITY regarding any changes or modifications to its board of directors and list of officers. C. Special Certification for Religious Entities. If CONTRACTOR is a religious entity, CONTRACTOR hereby agrees that in connection with the provision of the services CONTRACTOR shall provide with ARPA SLFRF Funds, in accordance with 24 CFR 570.200(j): 1. CONTRACTOR shall not discriminate against any employee or applicant City Council 17 –208 3/1/2022 for employment on the basis of religion and shall not limit employment or give preference in employment to persons on the basis of religion. 2. CONTRACTOR shall not discriminate against any person applying for the services CONTRACTOR agrees to provide under the terms of this Agreement on the basis of religion and shall not limit such services or give preference to applicants for such services on the basis of religion. 3. CONTRACTOR shall NOT provide religious instruction or counseling, conduct any religious worship or services, or engage in any religious proselytizing, or exert any religious influence in the provision of the services in said program. The parties agree that this covenant is intended to and shall be construed for the limited purpose of assuring compliance with respect to the use of CITY funds by CONTRACTOR with applicable constitutional limitations respecting the establishment of religion as set forth in the establishment clause under the First Amendment of the United States Constitution and Article I, Section 4 of the California Constitution, and is not in any manner intended to restrict other activities of CONTRACTOR. 4. The portion of a facility used to provide public services assisted in whole or in part under this Agreement shall contain no sectarian or religious symbols. 5. Where the services to be provided under said program are rendered on property owned by the primarily religious entity CONTRACTOR, ARPA SLFRF Funds may also be used for minor repairs to such property, which are directly related to the cost of rendering the services under said program, where the cost constitutes in dollar terms only an incidental portion of the ARPA expenditure for rendering the services under said program. D. Prohibition of Nepotism. CONTRACTOR agrees not to hire or permit the hiring of any person to fill a position funded through this Agreement if a member of that person’s immediate family is employed in an administrative capacity by CONTRACTOR. For the purposes of this section, the term “immediate family” means spouse, child, mother, father, brother, sister, brother-in-law, sister-in-law, father-in-law, mother-in-law, son-in-law, daughter-in-law, aunt, uncle, niece, nephew, stepparent and stepchild. The term “administrative capacity” means having selection, hiring, supervisor or management responsibilities. E. Notices. Notices to the parties shall, unless otherwise requested in writing, be sent by U.S. Mail, postage prepaid, and addressed as follows: TO CITY: City of Santa Ana Daisy Perez Assistant to the City Manager City Manager’s Office 20 Civic Center Plaza P.O. Box 1988 City Council 17 –209 3/1/2022 Santa Ana, California 92702-1988 TO CONTRACTOR: OneOC 1505 E. 17th Street, Suite 101 Santa Ana, CA 92705 F. Assignability. None of the duties of, or work to be performed by, CONTRACTOR under this Agreement shall be subcontracted or assigned to any agency, consultant, or person without the prior written consent of CITY. CONTRACTOR must submit all subcontracts and other agreements that relate to this Agreement to CITY. No subcontract or assignment shall terminate or alter the legal obligations of CONTRACTOR pursuant to this Agreement. G. Indemnification/Hold Harmless. CONTRACTOR shall indemnify, defend and save harmless CITY, its officers, employees, agents, representatives and volunteers from and against any and all damages to or for loss of use of property and for injuries to or death of any person or persons, including property and employees or agents of CITY, and shall defend, indemnify and save harmless CITY, its officers, employees, agents, representatives and volunteers from and against any and all claims, demands, suits, actions or proceedings of any kind or nature, including, but not by way of limitation, workers compensation claims and including attorney fees and reasonable expenses for litigation or settlement, resulting from or arising out of the negligent or wrongful acts, errors or omissions of CONTRACTOR, its officers, directors, employees, agents, subcontractors and suppliers arising out of CONTRACTOR's performance of this Agreement. H. Insurance. Contractor shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder an d the results of that work by the Contractor, its agents, representatives, employees, or subcontractors. a. MINIMUM SCOPE AND LIMIT OF INSURANCE Coverage shall be at least as broad as: 1. Commercial General Liability (CGL): Insurance Services Office Form CG 00 01 covering CGL on an “occurrence” basis, including products and completed operations, property damage, bodily injury and personal & advertising injury with limits no less than $2,000,000 per occurrence. If a general aggregate limit applies, either t he general aggregate limit shall apply separately to this project/location (ISO CG 25 03 or 25 04) or the general aggregate limit shall be twice the required occurrence limit. 2. Automobile Liability: Insurance Services Office Form Number CA 0001 covering, Code 1 (any auto), or if Contractor has no owned autos, Code 8 (hired) and 9 (non-owned), with limit no less than $1,000,000 (if program services includes transportation of youth, the limit shall be no City Council 17 –210 3/1/2022 less than $5,000,000) per accident for bodily injury and property damage. (Not required if an automobile is not required to fulfill services.) 3. Workers’ Compensation: insurance as required by the State of California, with Statutory Limits, and Employer’s Liability Insurance with limit of no less than $1,000,000 per accident for bodily injury or disease. 4. Sexual Abuse or Molestation (SAM) Liability: If the CGL policy referenced above is not endorsed to include affirmative coverage for sexual abuse or molestation, Contractor shall obtain and maintain a policy covering Sexual Abuse and Molestation with a limit no less than $1,000,000 per occurrence or claim. 5. If the Contractor maintains broader coverage and/or higher limits than the minimums shown above, the City requires and shall be entitled to the broader coverage and/or the higher limits maintained by the Contractor. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the City. b. Other Insurance Provisions – The insurance policies are to contain, or be endorsed to contain, the following provisions: 1. Additional Insured Status: The City, its officers, officials, employees, and volunteers are to be covered as additional insureds on the CGL policy with respect to liability arising out of work or operations performed by or on behalf of the Contractor including materials, parts, or equipment furnished in connection with such work or operations. General liability coverage can be provided in the form of an endorsement to the Contractor’s insurance (at least as broad as ISO Form CG 20 10 11 85 or if not available, through the addition of both CG 20 10, CG 20 26, CG 20 33, or CG 20 38; and CG 20 37 forms if a later edition is used). 2. Primary Coverage: For any claims related to this contract, the Contractor’s insurance coverage shall be primary coverage at least as broad as ISO CG 20 01 04 13 as respects the City, its officers, officials, employees, and volunteers. Any insurance or self -insurance maintained by the City, its officers, officials, employees, or volunteers shall be excess of the Contractor’s insurance and shall not contribute with it. 3. Notice of Cancellation: Each insurance policy required above shall state that coverage shall not be canceled, except with notice to the City. 4. Waiver of Subrogation: Contractor hereby grants to City a waiver of any right to subrogation which any insurer of said Contractor may acquire against the City by virtue of the payment of any loss un der such insurance. Contractor agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation, but this provision applies regardless of whether or not the City has received a waiver of subrogation endorsement from the insurer. 5. Self-Insured Retentions: Self-insured retentions must be declared to and approved by the City. The City may require the Contractor to purchase coverage with a lower retention or provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention. The policy language shall provide, or be endorsed City Council 17 –211 3/1/2022 to provide, that the self-insured retention may be satisfied by either the named insured or City. 6. Acceptability of Insurers: Insurance is to be placed with insurers authorized to conduct business in the state with a current A.M. Best’s rating of no less than A:VII, unless otherwise acceptable to the City. 7. Claims Made Policies: If any of the required policies provide coverage on a claims-made basis: 1. The Retroactive Date must be shown and must be before the date of the contract or the beginning of contract work. 2. Insurance must be maintained and evidence of insurance must be provided for at least five (5) years after completion of the contract of work. 3. If coverage is canceled or non-renewed, and not replaced with another claims-made policy form with a Retroactive Date prior to the contract effective date, the Contractor must purchase “extended reporting” coverage for a minimum of five (5) years after completion of contract work. 8. Verification of Coverage: Contractor shall furnish the City with original Certificates of Insurance including all required amendatory endorsements (or copies of the applicable policy language effecting coverage required by this clause) and a copy of the Declarations and Endorsement Page of the CGL policy listing all policy endorsements to City before work begins. However, failure to obtain the required documents prior to the work beginning shall not waive the Contra ctor’s obligation to provide them. City reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time. 9. 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. I. Termination. 1. This Agreement may be terminated on thirty (30) days’ written notice by either party. In the event of such termination, CONTRACTOR shall only be entitled to reimbursement for approved expenses incurred to the effective date of termination. 2. This Agreement may be suspended or terminated by CITY upon five (5) days’ written notice for violation by CONTRACTOR of Federal Laws governing the use of ARPA SLFRF Funds. In the event of such suspension or termination, CONTRACTOR shall only be entitled to reimbursement for approved expenses incurred up to the effective date of suspension or termination. 3. Pursuant to 2 CFR 200.340, in the event CONTRACTOR defaults by failing to fulfill all or any of its obligations hereunder, CITY may declare a default and termination of this Agreement by written notice to CONTRACTOR, which default and City Council 17 –212 3/1/2022 termination shall be effective on a date stated in the notice which is to be not less than ten (10) days after certified mailing or personal service of such notice, unless such default is cured before the effective date of termination stated in such notice. If terminated for cause, CITY shall be relieved of further liability or responsibility under this Agreement, or as a result of the termination thereof, including the payment of money, except for payment for approved expenses incurred for services satisfactorily and timely performed prior to the mailing or service of the notice of termination, and except for reimbursement of: (1) any payments made for services not subsequently performed in a timely and satisfactory manner; and, (2) costs incurred by CITY in obtaining substitute performance. 4. The grant of funds under this Agreement may be terminated for convenience by either the CITY or CONTRACTOR, in whole or in part, by setting forth the reasons for such termination, the effective date, and, in the case of portion termination, their portion to be terminated. However, if in the case of a partial termination, the CITY determines that the remaining portion of the award will not accomplish the purpose for which the award was made, the CITY may terminate the award in its entirety. 5. The grant of funds under this Agreement may be terminated due to the non-performance of CONTRACTOR and/or failure of SUBRECIPENT to perform the work described in Exhibit A. 6. The grant of funds under this Agreement may be terminated due to the failure of the CITY to receive sufficient or anticipated funding for the ARPA program for any term subject to this Agreement. 7. In the event this Agreement is terminated as set forth in subparagraphs I(1) through I(6), inclusive, CONTRACTOR agrees to immediately return to CITY upon CITY's demand and prior to any adjudication of CONTRACTOR’s rights, any and all funds not used, and to comply with the Reversion of Assets requirements in this Agreement. J. Limitation of Funds. The United States of America may in the future place programmatic or fiscal limitations on the use of ARPA SLFRF Funds, which limitations are not presently anticipated. Accordingly, CITY reserves the right to revise this Agreement in order to take account of actions affecting ARPA program funding. In the event of funding reduction, CITY may, in its sole and absolute discretion, reduce the budget of this Agreement, may limit the rate of CONTRACTOR’s authority to utilize funds, or may restrict CONTRACTOR’s use of uncommitted funds. Where CITY has been directed to implement a reduction in funding, with respect to funding for this Agreement, CITY’s City Manager or delegate is authorized to act for CITY in implementing and effecting such a reduction and in revising, modifying, or amending the Agreement for such purposes. If such a reduction in funding occurs, CONTRACTOR shall be permitted to de-scope accordingly. Where CITY has reasonable grounds to question CONTRACTOR’s fiscal accountability or compliance with this Agreement, CITY may suspend the operation of this Agreement for up to sixty (60) days upon five (5) days written notice to CONTRACTOR of its intention to so act, pending an audit or other resolution of such questions. In no event, however, shall any revisions made by CITY affect expenditures and legally binding commitments made by City Council 17 –213 3/1/2022 CONTRACTOR before it received notice of such revision, provided that such amounts have been committed in good faith and are otherwise allowable and that such commitments are consistent with ARPA SLFRF Funds withdrawal guidelines. K. Exclusivity and Amendment of Agreement. This Agreement supersedes any and all other agreements, either oral or in writing, between the parties hereto with respect to the use of CITY's ARPA SLFRF Funds by CONTRACTOR and contains all the covenants and agreements between the parties with respect to SUBRECIPIIENT’s administration of said program. Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any party, which are not embodied herein, and that no other agreement or amendment hereto shall be effective unless executed in writing and signed by both CITY and CONTRACTOR. L. Laws Governing this Agreement. This Agreement shall be governed by and construed in accordance with the laws of the State of California, and all applicable federal laws and regulations. M. Validity and Severability. The invalidity in whole or in part of any provision of this Agreement shall not void or affect the validity of any other provision of this Agreement. Whenever possible, each provision of this AGREEMENT shall be interpreted in such manner as to be effective and valid under applicable law, but if any provision of this AGREEMENT is held to be prohibited by or invalid under applicable law, such provision shall be ineffective only to the extent of such prohibition or invalidity, without invalidating the remainder of such provisions of this AGREEMENT. N. Waiver. No delay or omission by either party hereto to exercise any right or power accruing upon any noncompliance or default by the other party with respect to any of the terms of this Agreement shall impair any such right or power or be construed to be a waiver thereof. A waiver by either of the parties hereto of any of the covenants, conditions, or agreements to be performed by the other shall not be construed to be a waiver of any succeeding breach thereof or of any other covenant, condition or agreement herein contained. O. Federal Award Identification Information. CONTRACTOR’s pertinent Federal Award Identification Information, including DUNS Number and Federal Award Identification Number (FAIN), as well as the applicable information for ARPA, are included in Exhibit C attached hereto and incorporated herein by this reference. P. Miscellaneous Provisions. 1. Each undersigned represents and warrants that its signature herein below has the power, authority and right to bind their respective parties to each of the terms of this Agreement, and shall indemnify CITY fully, including reasonable costs and attorney’s fees, for any injuries or damages to CITY in the event that such authority or power is not, in fact, held by the signatory or is withdrawn. City Council 17 –214 3/1/2022 2. All Exhibits and Attachments referenced herein and attached hereto shall be incorporated as if fully set forth in the body of this Agreement. 3. This Agreement must be signed below and may be signed in counterpart and delivered by fax, email as a PDF (Portable Document Format) file attachment, or by other means that displays the original or a copy of the signatures. Any subsequent amendments may be signed and delivered in the same manner. {Signatures on following page} City Council 17 –215 3/1/2022 IN WITNESS WHEREOF, the parties hereto have executed this Agreement as of the date and year first written above. ATTEST: CITY OF SANTA ANA ________________________ ________________________ DAISY GOMEZ KRISTINE RIDGE Clerk of the Council City Manager APPROVED AS TO FORM: SONIA R. CARVALHO City Attorney ____________________________ By: RYAN O. HODGE Assistant City Attorney CONTRACTOR: ______________________________ Randa Wren Director of Finance & Accounting Services OneOC DUNS #: 054360722 City Council 17 –216 3/1/2022 OneOC 1901 E. 4th Street, Suite 100 Santa Ana, California 92705 (714) 953-5757 www.OneOC.org City of Santa Ana REVIVE: SANTA ANA FOOD SUPPLY/ DISTRIBUTION PROGRAMS RFP NO.: 22-009A MPNA GREEN Programs, a fiscally sponsored project of OneOC Scope of Work This grant will support the food assistance component of MPNA-GREEN’s COVID-19 in the Southeast Santa Ana project. The health and socio-economic impacts due to COVID-19 including rate of infection, deaths, job loss or loss of income, and risk of eviction have been and continue to be overrepresented in Anaheim, Garden Grove, and Santa Ana in comparison to other cities in Orange County (Parks et al. 2020). These impacts have also been disproportionately felt by Orange County’s Hispanic Community (according to OCHCA dashboard). In Southeast Santa Ana, the impact and need are exacerbated given that this area of Santa Ana and in particular, neighborhoods including Minnie Street and Cedar Evergreen were severely economically disadvantaged and housing insecure before the Pandemic. In April 2020, MPNA-GREEN in collaboration with Madison Elementary, Santa Ana Unified School District, Radio Santa Ana and University of California, Irvine offered its first COVID-19 virtual information town hall as part of our health & wellness programs. This served to provide clear and culturally appropriate health communication to residents of Southeast Santa Ana. Subsequent town halls have taken place in July 2020 and January 2021, February, March and April in 2021. The sessions will continue in order to prevent more transmission, increase vaccinations, and recover from COVID-19. Since this time, MPNA-GREEN has also grown its COVID-19 response to include the COVID-19 Information Sessions and also (1) food assistance, (2) a rental assistance program, (3) vaccination outreach and recruitment, (4) an adult health Promoter Training, (5) Youth Education Curriculum, and (6) efforts to Measure the Impact of the Pandemic in this Community. This growing response and recovery plan is the project, COVID-19 in Southeast Santa Ana, for which we are seeking funding from Revive Santa Ana. This grant will provide food assistance to community members who have not been able to access food assistance so far. These neighbors include those who are food insecure but who lack transportation or experience other barriers to mobility to access food assistance locations that we offer at Madison Elementary. Through a partnership with UCI and UCLA, MPNA- GREEN received a Community Engagement Alliance (CEAL) grant from the National Institutes of Health with the purpose of getting the community vaccinated as soon as possible. Exhibit A City Council 17 –217 3/1/2022 MPNA-GREEN has recruited 10 promotoras who are from the community. These promotoras will identify the households that are food insecure as described above. The criteria for people to receive food vouchers includes: 1) Losing a job 2) Losing a family member due to COVID-19, and 3) Hospitalization due to covid-19. MPNA-GREEN will purchase food vouchers from Gonzales Market. These vouchers exclude the purchase of alcohol and tobacco. With this grant, promotoras will be able to provide $300 food vouchers (estimated monthly grocery costs for household) for over 100 families. This grant specifically will fund 419 households and be matched with other funding sources. When the promotoras interact with neighbors they will also be connecting them to local, state, and federal resources to meet other needs. This grant will support the food assistance program for 18 months between March 2021- May 2022. MPNA-GREEN staff will oversee the food assistance program and CEAL promotoras will implement the program by delivering vouchers. This program will leverage these promotoras as trusted messengers, making the food distribution voucher program unique by having and paying community residents to distribute the resources. Providing food assistance and other resources that meet people’s basic needs (e.g., rental assistance) will also build trust of the promotoras which will strengthen their messaging and hopefully also have the added benefit of increasing vaccination rates. MPNA-GREEN has a vital and growing network of partners that have been critical to our accomplishments including previous food voucher distribution campaigns. Key partners include James Madison Elementary School (see letter of support), and Century High School. Other key partners include organizations with whom MPNA-GREEN formed the El Plan Del Pueblo Coalition. El Plan Del Pueblo Coalition is a group of organizations that is advocating and working with the City of Santa Ana government to ensure that the update to the city’s general plan and subsequent element updates follow SB1000 and prioritize environmental justice. These organizations include Orange County Environmental Justice, The Kennedy Commission, Santa Ana Active Streets Coalition, El Centro Cultural de México, Thrive Santa Ana Community Land Trust, Rise Up Willowick. These organizations are critical to our work and help leverage more resident engagement which is key to MPNA-GREEN’s mission and the goals of this grant to continue building community capacity. Because of our long-standing history in Santa Ana, we already have strong relationships based on past collaborations with these entities that are ready to be activated if we want to expand the scope geographically to the other environmental justice communities and topically. City Council 17 –218 3/1/2022 Budget OneOC is a California nonprofit public benefit corporation established in 1958. During its 60- year history, OneOC, formerly Volunteer Center of Greater Orange County, has grown and matured from a simple clearinghouse for recruiting and placing volunteers in local nonprofit organizations to a one-stop-shop offering a comprehensive suite of integrated services for nonprofit organizations and companies. As a professional services organization, OneOC accomplishes its goals with funding from private sources, public contracts, and earned revenue. Personnel: MPNA GREEN Programs Executive Director, For the Executive Director role, we are requesting $3432.00 in salary and $1333.97 in benefits for an 18-month period of this work. The Executive Director will dedicate 1 hrs./week (6.7%) of their time to the goals and objectives of the program. Annual salary is $91,521.14. Total benefits of 38.95% include payroll taxes (7.65%), workers compensation (1%), unemployment (4%), health (22.08%), dental (.20%), life (0.02%), and 403b (4%). MPNA GREEN Programs Health Equity Academic Coordinator, (TBN) under the supervision of the executive director will be responsible for the daily operations and management of work plan in the community. Will coordinate the implementation of the program, support program evaluation, provide monthly program activity statistics and facility usage reports, manage program participation, develop master schedule for program activities and facilities. Work closely with the Executive Director in regard to budget management, provide support with grant reports, and monthly updates on progress of work plan. The budget request for this role is $16,878.64 and $6560.39 in benefits for the 18-month period. The position will be dedicated 10 hrs./week (25%) to the goals and objectives of the program. Annual salary is $45,009.71. Total benefits of 38.95% include payroll taxes (7.65%), workers compensation (1%), unemployment (4%), health (22.08%), dental (.20%), life (0.02%), and 403b (4%). Non-Personnel Printing and Postage - MPNA GREEN Programs is requesting $200 to cover expenses for reproduction costs associated with meeting, outreach, and recruitment; including routine production flyers, agendas, documents, and reports. Training and Recruitment- Community Health Promoters (Promotoras), we are requesting funding for the participation of trained volunteer resident leaders to support the MPNA GREEN Programs Health Equity Academic Coordinator in the community outreach & recruitment efforts. As part of their involvement, they will receive ongoing training, attend meetings, and coordinate focus groups and community forums. Request is for $15,000 (10 positions at $1500). Exhibit B City Council 17 –219 3/1/2022 Supplies – We are requesting $100 for office and computer supplies; including paper, basic office printer ink, pens, clipboards, folders, paper clips, envelopes and other office items shared among all staff. Communications – We are requesting $225 for costs associated with telecommunications (cell phone allowance to maintain contact and document activities), social media, and website maintenance. Travel and Meetings - We are requesting $245.00 dollars to cover travel expenses for staff (e.g., mileage at current IRS reimbursement rate, meeting attendance, etc.). Administrative Fees - MPNA GREEN Programs is a fiscally sponsored project of OneOC, a California public benefit corporation. We are requesting $18,852.80 (10 %) for administrative fees. Contingency- $700.20 Food Vouchers - 440 valued at $300 each - $132,000 Total Program Budget - $188,520 Reimbursement Schedule MPNA is to submit an invoice requesting reimbursement of program expenses, along with a report outlining all program outcomes and performance metrics to the City on a quarterly basis as follows: Q1: March 1, 2022 - May 31, 2022 Reporting/Invoicing Due: June 30, 2022 Q2: June 1, 2022 - August 31, 2022 Reporting/Invoicing Due: September 30, 2022 Q3: September 1, 2022 - November 30, 2022 Reporting/Invoicing Due: December 31, 2022 Q4: December 1, 2022 - February 28, 2023 Reporting/Invoicing Due: March 31, 2023 City Council 17 –220 3/1/2022 ONEOC DUNS Unique Entity ID 054360722 SAM Unique Entity ID ST8KJPET6WJ3 CAGE / NCAGE 5CCC3 Purpose of Registration All Awards Registration Status Active Expiration Date Jan 7, 2023 Physical Address 1901 E 4TH ST STE 100 Santa Ana, California 92705-3918 United States Mailing Address 1901 E 4TH ST STE 100 Santa Ana, California 92705-3918 United States Business Information Doing Business as Volunteer Center Orange County Division Name Oneoc Division Number (blank) Congressional District California 46 State / Country of Incorporation California / United States URL www.oneoc.org Registration Dates Activation Date Jan 7, 2022 Submission Date Jan 7, 2022 Initial Registration Date Mar 5, 2009 Entity Dates Entity Start Date Nov 1, 1958 Fiscal Year End Close Date Dec 31 Immediate Owner CAGE (blank) Legal Business Name (blank) Highest Level Owner CAGE (blank) Legal Business Name (blank) Executive Compensation Registrants in the System for Award Management (SAM) respond to the Executive Compensation questions in accordance with Section 6202 of P.L. 110-252, amending the Federal Funding Accountability and Transparency Act (P.L. 109-282). This information is not displayed in SAM. It is sent to USAspending.gov for display in association with an eligible award. Maintaining an active registration in SAM demonstrates the registrant responded to the questions. Proceedings Questions Registrants in the System for Award Management (SAM) respond to proceedings questions in accordance with FAR 52.209-7, FAR 52.209-9, or 2.C.F.R. 200 Appendix XII. Their responses are not displayed in SAM. They are sent to FAPIIS.gov for display as applicable. Maintaining an active registration in SAM demonstrates the registrant responded to the proceedings questions. Exclusion Summary Active Exclusions Records? No SAM Search Authorization I authorize my entity's non-sensitive information to be displayed in SAM public search results: Yes Entity Types Business Types Entity Structure Corporate Entity (Tax Exempt) Entity Type Business or Organization Organization Factors (blank) Profit Structure Non-Profit Organization Last updated by Randa Wren on Jan 07, 2022 at 06:40 PM ONEOC https://sam.gov/entity/054360722/coreData?status=Active Page 1 of 2 EXHIBIT C City Council 17 –221 3/1/2022 Socio-Economic Types Check the registrant's Reps & Certs, if present, under FAR 52.212-3 or FAR 52.219-1 to determine if the entity is an SBA-certified HUBZone small business concern. Additional small business information may be found in the SBA's Dynamic Small Business Search if the entity completed the SBA supplemental pages during registration. Financial Information Accepts Credit Card Payments Yes Debt Subject To Offset No EFT Indicator 0000 CAGE Code 5CCC3 EFT Indicator 5CCC CAGE Code (blank) Points of Contact Electronic Business Randa Wren, Miss 1901 E. 4TH ST. STE. 100 Santa Ana, California 92705 United States Government Business Randa Wren, Miss 1901 E. 4TH ST. STE. 100 Santa Ana, California 92705 United States Past Performance Randa Wren, Miss 1901 E. 4TH ST., STE. 100 Santa Ana, California 92705 United States Service Classifications NAICS Codes Primary Yes NAICS Codes 813410 NAICS Title Civic And Social Organizations Product and Service Codes PSC PSC Name G099 Social- Other Disaster Response Yes, this entity appears in the disaster response registry. States California Counties CA: Orange Metropolitan Statistical Areas Last updated by Randa Wren on Jan 07, 2022 at 06:40 PM ONEOC https://sam.gov/entity/054360722/coreData?status=Active Page 2 of 2 City Council 17 –222 3/1/2022 City Council 17 –223 3/1/2022 City Council 17 –224 3/1/2022 City Council 17 –225 3/1/2022 City Council 17 –226 3/1/2022 City of Santa Ana RFP 22-009A Page 42 APPENDIX ATTACHMENT 3-1: NON-COLLUSION AFFIDAVIT CERTIFICATIONS CITY OF SANTA ANA REQUEST FOR PROPOSALS FOR REVIVE: SANTA ANA FOOD SUPPLY/DISTRIBUTION PROGRAMS RFP NO.: 22-009A NON-COLLUSION AFFIDAVIT (Title 23 United States Code Section 112 and Public Contract Code Section 7106) To the CITY OF SANTA ANA CITY MANAGER’S OFFICE In accordance with Title 23 United States Code Section 112 and Public Contract Code 7106 the BIDDER declares that the bid is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation; that the bid is genuine and not collusive or sham; that the BIDDER has not directly or indirectly induced or solicited any other BIDDER to put in a false or sham bid, and has not directly or indirectly colluded, conspired, connived or agreed with any BIDDER or anyone else to put in a sham bid, or that anyone shall refrain from bidding; that the BIDDER has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the bid price of the BIDDER or any BIDDER, or to fix any overhead, profit, or cost element of the bid price, or of that of any other BIDDER, or to secure any advantage against the public body awarding the contract of anyone interested in the proposed contract; that all statements contained in the bid are true; and, further, that the BIDDER has not, directly or indirectly, submitted his or her bid price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, or paid, and will not pay, any fee to any corporation, partnership, company association, organization, bid depository, or to any member or agent thereof to effectuate a collusive or sham bid. Note: The above Non-collusion Affidavit is part of the Proposal. Signing this Proposal on the signature portion thereof shall also constitute signature of this Non-collusion Affidavit. BIDDERS are cautioned that making a false certification may subject the certifier to criminal prosecution. Organization _______________________________________________________________________________ Signed and Printed Name: ____________________________________________________________________ Title ______________________________________________________________________________________ Date ______________________________________________________________________________________ OneOC Director of Finance & Accounting Services 2/7/2022 EXHIBIT D City Council 17 –227 3/1/2022 City of Santa Ana RFP 22-009A Page 43 APPENDIX ATTACHMENT 3-2: NON-LOBBYING CERTIFICATION CERTIFICATIONS CITY OF SANTA ANA REQUEST FOR PROPOSALS FOR REVIVE: SANTA ANA FOOD SUPPLY/DISTRIBUTION PROGRAMS RFP NO.: 22-009A The prospective participant certifies, by signing and submitting this bid or proposal, to the best of his or her knowledge and belief, that: 1.No federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of any federal agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any federal contract, the making of any federal grant, the making of any federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any federal contract, grant, loan, or cooperative agreement. 2.If any funds other than federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence any officer or employee of any federal agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this federal contract, grant loan, loan or cooperative agreement, the undersigned shall complete and submit a “Disclosure of Lobbying Activities”. This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by Section 1352, Title 31, U. S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure. The prospective participant also agrees by submitting his or her bid or proposal that he or she shall require that the language of this certification be included in all lower tier subcontracts, which exceed $100,000 and that all such sub recipients shall certify and disclose accordingly. Organization _______________________________________________________________________________ Signed and Printed Name: ____________________________________________________________________ Title ______________________________________________________________________________________ Date ______________________________________________________________________________________ OneOC Randa Wren Director of Finance & Accounting Services 2/7/2022 EXHIBIT E City Council 17 –228 3/1/2022 EXHIBIT F DRUG-FREE WORKPLACE Certification Regarding Drug-Free Workplace Requirements The certification set out below is a material representation upon which reliance is placed by the U.S. Department of Treasury in awarding the grant. If it is later determined that the contractor knowingly rendered a false certification, or otherwise violates the requirements of the Drug-Free Workplace Act, the U.S. Department of Treasury, in addition to any other remedies available to the Federal Government, may take action authorized under the Drug-Free Workplace Act. CERTIFICATION A.The contractor certifies that it will provide a drug-free workplace by: (a)Publishing a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession or use of a controlled substance is prohibited in the contractor’s workplace and specifying the actions that will be taken against employees for violation of such prohibition; (b)Establishing a drug-free awareness program to inform employees about – (1)The dangers of drug abuse in the workplace; (2)The contractor’s policy of maintaining a drug-free workplace; (3)Any available drug counseling, rehabilitation, and employee assistance program; and (4)The penalties that may be imposed upon employees for drug abuse violations occurring in the workplace; (c)Making it a requirement that each employee who will be engaged in the performance of the grant be given a copy of the statement required by paragraph (a); (d)Notifying the employee in the statement required by paragraph -(a) that, as a condition of employment under the contract, the employee will - (1)Abide by the terms of the statement; and (2)Notify the employer of any criminal drug statute conviction for a violation occurring in the workplace no later than five days after such conviction. (e)Notifying the U.S. Department of Treasury within ten days after receiving notice under subparagraph (d)(2) from an employee or otherwise receiving actual notice of such conviction; (f)Taking one of the following actions, within 30 days of receiving notice under subparagraph (d)(2), with respect to any employee who is so convicted - City Council 17 –229 3/1/2022 (1)Taking appropriate personnel action against such an employee, up to and including termination; or (2)Requiring such employee to participate satisfactorily in a drug abuse assistance or rehabilitation program approved for such purposes by a Federal, State, or local health, law enforcement, or other appropriate agency; (g)Making a good faith effort to continue to maintain a drug-free workplace through implementation of paragraphs (a), (b), (c), (d), (e) and (f). B.The contractor shall insert in the space provided on the attached “Place of Performance” form the site(s) for the performance of work to be carried out with the grant funds (including street address, city, county, state, and zip code) .the contractor further certifies that, if it is subsequently determined that additional sites will be used for the performance of work under the contract, it shall notify the U.S. Department of Treasury immediately upon the decision to use such additional sites by submitting a revised “Place of Performance” form. Organization Authorized Signature Date City Council 17 –230 3/1/2022 PLACE OF PERFORMANCE FOR CERTIFICATION REGARDING DRUG-FREE WORKPLACE REQUIREMENTS Name: Date: The Contractor shall insert in the space provided below the site(s) expected to be used for the performance of work under the contract covered by the certification: Place of Performance (include street address, city, county, state, zip code for each site): City Council 17 –231 3/1/2022 City Manager Office www.santa-ana.org/cm Item # 18 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report March 1, 2022 TOPIC: Resolution in Support of Assembly Bill 485 AGENDA TITLE: Resolution in Support of Assembly Bill 485 Requiring All Law Enforcement Agencies to Report Hate Crime Data on Their Own Website RECOMMENDED ACTION Adopt a resolution in support of Assembly Bill 485 requiring all law enforcement agencies to report hate crime data on their own website. DISCUSSION Background At the February 1, 2022 City Council meeting, Mayor Pro Tem Bacerra added the following councilmember requested item: Discuss and consider directing the City Manager to direct staff to draft a resolution to support Assembly Bill (AB) 485. AB 485 would require local law enforcement agencies to report hate crime data on their own website monthly. There was consensus among all members of the City Council to proceed with the agenda item. Hate Crime and Hate Incident: Definitions California Penal Code section 422.55, defines Hate Crime as being a criminal act committed, in whole or in part, because of one or more of the following actual or perceived characteristics of the victim: Disability, Gender, Nationality, Race or Ethnicity, Religion, Sexual Orientation, or association with a person or group of persons with one or more of the preceding actual or perceived characteristics. Examples may include painting racist, homophobic and/or religious graffiti on private property; burning a cross on an individual’s lawn; an assault; a criminal threat of violence against an individual or group; attempted murder or murder. A bias related incident is behavior that is motivated by hate or bias towards a person’s actual or perceived disability, gender, nationality, race or ethnicity, religion or sexual orientation but that is not criminal in nature. Typically these behaviors are protected by the First Amendment right to freedom of expression. If this type of activity escalates to City Council 18 –1 3/1/2022 Resolution in Support of Assembly Bill 485 March 1, 2022 Page 2 2 4 7 0 threats being made or carried out against a person or property, or becomes an incitement to commit violence it would be classified as a hate crime. Examples may include the distribution of non-threatening racist flyers in a public place; displaying non-threatening anti-gay or lesbian placards at a parade or funeral; writing a letter to the editor ridiculing people with disabilities; painting racist graffiti on a freeway overpass. A hate crime or incident may have occurred if any of the following were present: there was a perception that the victim was targeted because of their race, gender, sexual orientation, nationality, religion etc.; the perpetrator wrote or spoke in a manner that indicated bias; and the date of the incident or crime coincides with a date that is of significance to the victim’s religion, nationality, ethnicity etc. Increase in Hate Crimes In California, the number of hate crime events have fluctuated over the last decade. In the last 10 years, hate crime events have increased by 25.5 percent with 1,060 reported in 2011 and 1,330 reported in 2020. The lowest year for reported hate crime events was 2014 with 758 events. Hate crime events increased 31.0 percent from 1,015 in 2019 to 1,330 in 2020. Hate crime offenses increased 23.9 percent from 1,261 in 2019 to 1,563 in 2020. The number of victims of reported hate crimes increased 23.2 percent from 1,247 in 2019 to 1,536 in 2020. Existing Reporting Requirements and Practices The state is able to collect and analyze these statistics because of California Penal Code Section 13023, which requires the Attorney General to direct local law enforcement agencies to report information relating to hate crimes to the Department of Justice (DOJ), as specified. It also requires DOJ to post that information on a specified internet website on or before July 1 of each year. Although the state publishes this hate crime statistics online, it does not include detailed information by city or local agency. Assembly Bill 485 would further increase transparency and open government by requiring all local law enforcement agencies to post the information sent to the department on their local agency internet website on a monthly basis. The Santa Ana Police Department is one of the few cities in the state that currently posts hate crime related data on the city website. This was in response to direction received at the City Council meeting on April 6, 2021, where Mayor Pro Tem Bacerra and Councilmember Phan presented an item that directed the City Manager to direct Police Department staff to post monthly reports of hate crime-related data on the Santa Ana Police Department website. From January 2020 to December 2021, the Santa Ana Police Department documented 35 Hate Crimes. The Bias-Motivations for these crimes include 13 religious in nature, 15 pertaining to race, ethnicity or national origin and seven (7) pertaining to sexual orientation. Additional information about each particular incident is available at www.santa-ana.org/pd/open-government-and-transparency-initiative/hate- crime-reports. City Council 18 –2 3/1/2022 Resolution in Support of Assembly Bill 485 March 1, 2022 Page 3 2 4 7 0 In addition to posting hate crime data on the city website, the Santa Ana Police Department regularly submits this information to the Orange County Human Relations Commission (Commission) to incorporate in their annual hate crimes report. The Commission’s most recent report, released in September 2021, showed an overall increase of 35% in reported hate crimes in Orange County. In 2020 alone, there was an alarming rise in hate incidents. There was a 69% increase in the total number of hate incidents reported in 2020. Of the 263 reported cases, there was a 114% increase in antisemitic hate incidents, an 1800% increase motivated by anti-Asian hate, and a 23% increase motivated by anti-Black hate. Resolution Attached for consideration by the City Council is a resolution (Exhibit 1) in support of AB 485 to require all law enforcement agencies throughout the state to post hate crime data monthly on their own website. ENVIRONMENTAL IMPACT There is no environmental impact associated with this action. FISCAL IMPACT There is no fiscal impact associated with this action. EXHIBIT(S) 1. Resolution Submitted By: Kristine Ridge, City Manager Approved By: Kristine Ridge, City Manager City Council 18 –3 3/1/2022 Resolution No. 2022-XXX Page 1 of 2 RESOLUTION 2022-XXX A RESOLUTION OF THE SANTA ANA CITY COUNCIL SUPPORTING ASSEMBLY BILL 485 WHEREAS, a “hate crime” is defined as a criminal act committed, in whole or in part, because of actual or perceived characteristics of the victim, including , among other things, race, religion, disability, and sexual orientation; and WHEREAS, reports of hate crime events in California have increased 25.5% over the past ten years; and WHEREAS, in 2020 alone, reports of hate crime events in California increased 31%; and WHEREAS, existing law requires the Attorney General to direct local law enforcement agencies to report information relating to hate crimes to the California Department of Justice; and WHEREAS, existing law requires the Department of Justice to update the Open Justice Web portal with hate crime data on or before July 1st of each year; and WHEREAS, AB 485, introduced by Assembly Member Nguyen, requires local law enforcement agencies to post on their websites monthly hate crime data; and WHEREAS, through the passing of AB 485, California has an opportunity to set a model for the nation in transparency by providing monthly data on hate crimes to all California residents; and WHEREAS, all Californians should have access to monthly hate crime data for their City to increase awareness of hate crimes in their local area; and WHEREAS, the Santa Ana Police Department at the direction of the Santa Ana City Council has posted on its website monthly hate crime data from January 2020 to the present. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Santa Ana, that: Section 1. The City of Santa Ana is in strong support of passing AB 485 in California. Section 2. This Resolution shall take effect immediately upon its adoption by the City Council, and the Clerk of Council shall attest to and certify the vote adopting this Resolution. City Council 18 –4 3/1/2022 Resolution No. 2022-XXX Page 2 of 2 ADOPTED this ____ day of March, 2022. Vicente Sarmiento Mayor APPROVED AS TO FORM: Sonia R. Carvalho City Attorney By: Laura A. Rossini Chief Assistant City Attorney AYES: Councilmembers NOES: Councilmembers ABSTAIN: Councilmembers NOT PRESENT: Councilmembers CERTIFICATE OF ATTESTATION AND ORIGINALITY I, DAISY GOMEZ, Clerk of the Council, do hereby attest to and certify the attached Resolution No. 2022 -XXX to be the original resolution adopted by the City Council of the City of Santa Ana on _____________________, 2022. Date: Clerk of the Council City of Santa Ana City Council 18 –5 3/1/2022 Public Works Agency www.santa-ana.org/pw Item # 19 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report March 1, 2022 TOPIC: Notification of Intent to Comply with California Senate Bill 1383 AGENDA TITLE Resolution Authorizing Execution of Notification of Intent to Comply with California Senate Bill 1383 Organic Waste Recycling Regulations RECOMMENDED ACTION Adopt a resolution authorizing the City of Santa Ana to submit to CalRecycle a Notification of Intent to Comply with California Senate Bill 1383 Organic Waste Recycling Regulations. DISCUSSION In September 2016, Governor Jerry Brown signed Senate Bill (SB) 1383 into law, setting statewide methane reduction targets. The targets include requirements to reduce organic waste sent to landfills, such as food waste, paper products, and green waste, by 75 percent, and rescue 20 percent of edible food by 2025. To achieve this goal, SB 1383 requires cities to implement the following actions by January 1, 2022: adopt a mandatory recycling ordinance; provide new organics recycling services to all residential, multi-family properties, and commercial businesses; develop an edible food recovery program; purchase organic materials and recycled content paper products; require franchise solid waste services provider to comply with SB 1383 through the City franchise agreement; and establish compliance, enforcement, education, and reporting programs. In recognition of the challenges facing local jurisdictions due to the COVID-19 pandemic, Governor Newsom signed SB 619 into law in October 2021. This bill allows local jurisdictions to submit a Notification of Intent to Comply (NOIC) to CalRecycle for relief from civil penalties for calendar year 2022. The NOIC describes the SB 1383 regulatory items that are delayed, includes a schedule for completing the remaining actions, and contains justification supporting the updated timeline. Requests for approval of an NOIC must include an approved City Council resolution (Exhibit 1). City Council 19 –1 3/1/2022 Notification of Intent to Comply with California Senate Bill 1383 March 1, 2022 Page 2 2 4 6 5 City implementation of the SB 1383 action items is underway. The SB 1383-mandated recycling ordinance (amendment to the Municipal Code, Chapter 16. Garbage, Trash and Weed, Article II. Solid Waste Collection Regulations) is scheduled for City Council consideration on March 15, 2022. In addition, the new franchise solid waste services agreement with Republic Services will become effective July 1, 2022. It includes all SB 1383 programmatic requirements. ENVIRONMENTAL IMPACT There is no environmental impact associated with this action. FISCAL IMPACT There is no fiscal impact associated with this action. EXHIBIT(S) 1. Resolution Submitted By: Nabil Saba, P.E., Executive Director – Public Works Agency Approved By: Kristine Ridge, City Manager City Council 19 –2 3/1/2022 Resolution No. 2022-XXX Page 1 of 3 RESOLUTION NO. 2022-XXX A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA ADOPTING NOTIFICATION OF INTENT TO COMPLY WITH SB 1383 ORGANIC WASTE RECYCLING REGULATIONS AND AUTHORIZING SUBMITTAL OF NOIC TO CALRECYCLE FOR APPROVAL PURSUANT TO SB 619 WHEREAS, the California Department of Resources Recycling and Recovery (“CalRecycle”), in consultation with the California Air Resources Board, has adopted regulatory requirements (“Regulations”), consistent with the mandate of Senate Bill 1383 (Lara, 2016) that are designed to achieve the organic waste reduction goals established in Section 39730.6 of the Health and Safety Code through a 50 percent reduction in the level of the statewide disposal of organic waste from the 2014 level by 2020 and a 75 percent reduction in the level of the statewide disposal of organic waste from the 2014 level by 2025; and WHEREAS, the City of Santa Ana is a local jurisdiction required to comply with the Regulations; and WHEREAS, the City is or expects to be facing continuing violations of the Regulations commencing during the 2022 calendar year; and WHEREAS, Senate Bill 619 (Laird, 2021), through amendments to Section 42652.5 of the Public Resources Code (“Statute”), created a mechanism called a Notification of Intent to Comply through which a local jurisdiction may secure administrative civil penalty relief from any continuing violations of the Regulations for the 2022 calendar year and may be eligible for a broader and longer-term regulatory compliance path, including suspended administrative civil penalties, through a corrective action plan; and WHEREAS, the City is a local jurisdiction authorized by the Statute to submit a Notification of Intent to Comply for CalRecycle approval; and WHEREAS, CalRecycle shall approve a Notification of Intent to Comply that is duly adopted by the jurisdiction by formal written resolution and meets the requirements of the Statute. NOW, THEREFORE, BE IT RESOLVED by the C ity C ouncil of the C ity of S anta A na as follows: Section 1. The City Council of the City of Santa Ana hereby formally adopts the Notification of Intent to Comply attached as Exhibit A. EXHIBIT 1 City Council 19 –3 3/1/2022 Resolution No. 2022-XXX Page 2 of 3 Section 2. The City Council hereby authorizes and directs the Executive Director of Public Works, or his or her designee, on its behalf, to submit the Notification of Intent to Comply attached as Exhibit A to CalRecycle for approval pursuant to the Statute. Section 3. By submitting the Notification of Intent to Comply pursuant to and subject to the above referenced requirements, the City of Santa Ana represents and certifies that it will implement the proposed actions to remedy the violations according to the proposed schedule as approved by CalRecycle and in accordance with the Statute and Regulations. Section 4. By and through the Executive Director of Public Works, or his or her designee, the City also acknowledges and agrees to comply with any maximum compliance deadline in any corrective action plan that CalRecycle, in its sole discretion, determines to be necessary and appropriate under the circumstances for the correction of any violation(s) of the Statute and Regulations identified in its Notification of Intent to Comply Section 5. This Resolution shall take effect immediately upon its adoption by City Council and the Clerk of Council shall attest to and certify the vote adopting this resolution. ADOPTED this day of March, 2022. ________________________________ Vicente Sarmiento Mayor APPROVED AS TO FORM: Sonia R. Carvalho, City Attorney By: John M. Funk Sr. Assistant City Attorney AYES: Councilmembers NOES: Councilmembers ABSTAIN: Councilmembers NOT PRESENT: Councilmembers _ City Council 19 –4 3/1/2022 Resolution No. 2022-XXX Page 3 of 3 CERTIFICATION OF ATTESTATION AND ORIGINALITY I, DAISY GOMEZ, Clerk of the Council, do hereby attest to and certify the attached Resolution No. 2022-XXX to be the original resolution adopted by the City Council of the City of Santa Ana on _______________. Date: ______________________ ________________________________ Clerk of the Council City of Santa Ana City Council 19 –5 3/1/2022 Notification of Intent to Comply CalRecycle is providing this optional form as a convenience to assist jurisdictions (counties, cities, a county and city, or special districts providing solid waste collection services) for purposes of submitting a notification of intent to comply to CalRecycle [see Public Resources Code (PRC) section 42652.5(c)]. A jurisdiction may submit a notification of intent to comply if it is facing continuing violations of the Short-lived Climate Pollutants: Organic Waste Reductions requirements in Title 14 California Code of Regulations (14 CCR). The written notification of intent to comply, adopted by resolution of the jurisdiction’s governing body, shall be sent to CalRecycle no later than March 1, 2022, to NOIC@CalRecycle.ca.gov. A jurisdiction shall, at minimum, include the following in its notification: 1.A description, with specificity, of the continuing violations. 2.A detailed explanation of the reasons, supported by documentation, why the local jurisdiction is unable to comply. 3.A description of the impacts of the COVID-19 pandemic on compliance. 4.A description of the proposed actions the local jurisdiction will take to remedy the violations within the timelines established in 14 CCR section 18996.2 with a proposed schedule for doing so. The proposed actions shall be tailored to remedy the violations in a timely manner. Upon approval by CalRecycle of a jurisdiction’s notification and implementation of the intent to comply, a jurisdiction may be eligible for both of the following: 1.Administrative civil penalty relief for the 2022 calendar year pursuant to PRC section 42652.5(d). 2.A corrective action plan pursuant to 14 CCR section 18996.2. a.CalRecycle may address through a corrective action plan any violations disclosed in a jurisdiction’s notification that will take more than 180 days to correct. In this situation, the proposed actions and schedule in the jurisdiction’s approved notification will be in effect until a corrective action plan is issued. CalRecycle will respond in writing to a jurisdiction within 45 business days of receiving its notification with an approval, disapproval, request for additional information, or timeline for a decision on approval or disapproval. CalRecycle will include details about why a jurisdiction did not meet the requirements for a Notification of Intent to Comply when disapproving the jurisdiction’s notification. Page 1 of 8 Exhibit A City Council 19 –6 3/1/2022 Please clearly print or type responses. Attach additional pages as necessary. Jurisdiction Name: City of Santa Ana County:Orange Person Completing the Form:Christy Kindig First Name: Christy Last Name: Kindig Title: Public Works Enterprise Manager Mailing Address: 20 Civic Center Plaza, M-21 City: Santa Ana Zip Code: 92701 Email Address: ckindig@santa-ana.org Phone Number: 714-647-5088 1.Select using the check boxes below or write in the continuing violations for each applicable regulatory section. For each selection, please describe the specific violations related to the regulatory section. Example: ☒(B) 14 CCR section 18984.1 Three-Container Organic Waste Collection Services i.Not implementing mandatory residential foodwaste collection for all residents. Note: City already provides mandatory greenwaste collection to all residents ii.Not implementing mandatory commercial organics collection for all businesses under 2 cubic yards. Note: City already provides mandatory commercial organics collection to all businesses 2 cubic yard or more. Disclaimer: The list of possible continuing violations below is not inclusive of all potential violations of the regulations. (A) 14 CCR section 18984 Combined Organic Waste Collection Services. This requirement is not included since the requirements are further specified in sections 18984.1-18984.11. (B) 14 CCR section 18984.1 Three-Container Organic Waste Collection Services (C) 14 CCR section 18984.2 Two-Container Organic Waste Collection Services (D) 14 CCR section 18984.3 Unsegregated Single Container Collection Services (E) 14 CCR section 18984.4 Recordkeeping Requirements for Compliance with Organic Waste Collection Services (F) 14 CCR section 18984.5 Container Contamination Minimization (G) 14 CCR section 18984.6 Recordkeeping Requirements for Container Contamination Minimization (H) 14 CCR section 18984.7 Container Color Requirements (I) 14 CCR section 18984.8 Container Labeling Requirements (J) 14 CCR section 18984.11 Waivers Granted by a Jurisdiction (K) 14 CCR section 18985.1. Organic Waste Recovery Education and Ou treach. (L) 14 CCR section 18985.2. Edible Food Recovery Education and Outreach (M) 14 CCR section 18985.3. Recordkeeping Requirements for a Jurisdiction’s Compliance with Education and Outreach Requirements (N) 14 CCR section 18988.1. Jurisdiction Approval of Haulers and Self -Haulers (O) 14 CCR section 18988.3. Self -haulers of Organic Waste (P) 14 CCR section 18988.4. Recordkeeping Requirements for Compliance with Jurisdiction Hauler Program (Q) 14 CCR section 18989.1. CALGreen Building Codes (R) 14 CCR section 18989.2 Model Water Efficient Landscape Ordinance Page 2 of 8 City Council 19 –7 3/1/2022 (S) 14 CCR section 18991.1. Jurisdiction Edible Food Recovery Program (T) 14 CCR section 18991.2. Recordkeeping Requirements for Jurisdiction Edible Food Recovery Program (U) 14 CCR section 18992.1. Organic Waste Recycling Capacity Planning (V) 14 CCR section 18992.2. Edible Food Recovery Capacity (W ) 14 CCR section 18993.1. Recovered Organic Waste Product Procurement Target (X) 14 CCR section 18993.2. Recordkeeping Requirements for Recovered Organic Waste Procurement Target (Y) 14 CCR section 18993.3. Recycled Content Paper Procurement Requirements (Z) 14 CCR section 18993.4. Recordkeeping Requirements for Recycled Content Paper Procurement (AA) 14 CCR section 18994.2. Jurisdiction Annual Reporting Note: This requirement is not included since jurisdictions are still expected to report to CalRecycle. (BB) 14 CCR section 18995.1. Jurisdiction Inspection Requirements Note: Section 18995.1(a)(1) should not be included because a jurisdiction should already be completing this action due to the requirements of PRC Chapter 12.9 (commencing with Section 42649.8) (CC) 14 CCR section 18995.2. Implementation Record and Recordkeeping Requirements (DD) 14 CCR section 18995.3. Jurisdiction Investigation of Complaints of Alleged Violations Note: This requirement is not included since jurisdictions are still expected to investigate complaints. (EE) 14 CCR section 18995.4. Enforcement by a Jurisdiction Use the check box(es) below to write in the continuing violations for any regulatory section(s) not reflected above and describe the specific violations related to the regulatory section. Example: ☒(1) (Type regulatory section number) (Type regulatory section title) i.Describe the specific violations related to the regulatory section (1) (2) (3) (4) (5) 2.A detailed explanation of the reasons why the jurisdiction is unable to comply, supported by documentation, if applicable. The City has undergone a competitive Request For Proposal (RFP) process for solid waste and recycling collection services. The RFP process, which began in 2015, yielded a franchise agreement that incorporates many of the programmatic requirements of SB 1383 into the franchise as hauler obligations. The franchise was awarded to Republic Services (Republic) on August 17, 2021. The requisite SB 1383 programs will become effective with the franchise on July 1, 2022. However, due to the franchise start date, the City's SB 1383 commercial organics collection programs and multi-family organics collection programs will not be fully implemented for several quarters. Full commercial and multi-family organics implementation is expected to be completed by December 31, 2023 and is driven by several factors. The franchise agreement initially includes an 'enforced opt -in' compliance approach in which Republic's three Santa Ana dedicated recycling coordinators will provide customized service proposals for all non-compliant accounts. Accounts that do not opt-in to establish compliant service outlined by the recycling coordinators may be referred by the hauler to the City. Page 3 of 8 City Council 19 –8 3/1/2022 The City and/or its consultant will then attempt to facilitate program understanding and implementation, and warn accounts that failure to do so will result in code enforcement action. The City will utilize dedicated code enforcement officers to issue citations to non -compliant accounts as noted in the City's ordinance, approved in April 2022. The hauler referral process is outlined in Section 4.3.6.1 Site Visits, Education and Outreach of the franchise agreement, an excerpt of which is included as Attachment 1. The City believes this approach will yield the compliance outcomes required by statute and will lead to higher- levels of generator participation and lower levels of contamination, but will require additional time to execute. The transition from Waste Management to Republic Services will be an enormous logistical undertaking and will be the key focus of the City's solid waste staff and the franchise hauler over the next 9 months. The transition will greatly increase the City's SB 1383 compliance. 3.A description of the impacts of the COVID-19 pandemic on compliance. The COVID-19 pandemic will likely extend the delivery of SB 1383 compliant containers. City and hauler staffing will likely be impacted on a go-forward basis, as we have seen with the variants. Many businesses are struggling to remain in business in 2022. These economic impacts have delayed the implementation of organics recycling services available under the City's existing franchise with Waste Management. 4.Provide a description of the proposed actions the jurisdiction will take to remedy the violations with a proposed schedule for completing each action. The proposed actions shall be tailored to remedy the violations in a timely manner. See optional format below. See the attached Continuing Violations Supplemental Attachment, Attachment 2. Page 4 of 8 City Council 19 –9 3/1/2022 I hereby certify under penalty of perjury that the information provided herein is true and correct to the best of my knowledge. ------------------------------ Signature ------------------------------ Printed Name ------------------------------ Title ---------------------------- Date Page 5 of 8 City Council 19 –10 3/1/2022 Description of the proposed actions with proposed schedules the jurisdiction will take to remedy the violations. The proposed actions shall be tailored to remedy the violations in a timely manner. Regulatory Requirement and Description Action Proposed Schedule TASK 1: Date to be completed: TASK 2: Date to be completed: TASK 3: Date to be completed: Regulatory Requirement and Description Action Proposed Schedule TASK 1: Date to be completed: TASK 2: Date to be completed: EXAMPLE Regulatory Requirement: (B.i.) 14 CCR section 18984.1 Three-Container Organic Waste Collection Services Description: Not implementing mandatory residential foodwaste collection for all residents. Note: City already provides mandatory greenwaste collection to all residents Action Proposed Schedule TASK 1: Purchase two additional collection trucks and modify collection routes Date to be completed: 4/7/2022 TASK 2: The city will work with its hauler to find a facility to accept mixed organic waste. Date to be completed: 4/14/2022 Regulatory Requirement: (B.ii.) 14 CCR section 18984.1 Three-Container Organic Waste Collection Services Description: Not implementing mandatory commercial organics collection for all businesses under 2 cubic yards. Note: City already provides mandatory commercial organics colle ction to all businesses 2 cubic yard or more. Action: Proposed Schedule TASK 1: Purchase two additional collection trucks and modify collection routes Date to be completed: 4/21/2022 TASK 2: The city will work with its hauler to acquire and distribute appropriate containers to all commercial accounts. The city will obtain monthly reports from the hauler to monitor full distribution of carts. Date to be completed: 4/28/2022 Page 6 of 8 City Council 19 –11 3/1/2022 Page 7 of 8 Attachment 1 City Council 19 –12 3/1/2022 Attachment 2 Regulatory Requirement (B.ii) 14 CCR section 18984.1 Three Container Organic Waste Collection Services Action:Proposed Schedule: Task 1. Republic to hire 3 recycling coordinators per franchise agreement requirements. Date to be completed: July 1, 2022 Task 2: City to include dedicated Public Works code enforcement officers in FY 2022-2023 budget request submitted to City Council. Begin recruitment efforts upon Council approval. Date to be completed: January 1, 2023 Task 3: Send SB 1383 commercial/multi-family requirements to all customers as part of the program service guide Ongoing/First notice to be sent by July 1, 2022 Task 4: City to contract with third-party consultant to assist with implementing new source-separated organics recycling programs, waivers, third-party verifications at non- compliant accounts referred to City by hauler using grant funding. Date to be completed: July 1, 2022 Task 5: On-going efforts by hauler recycling coordinators to implement food waste and commingled recycling programs at all non-compliant commercial properties and commingled recycling programs at multi-family non-compliant accounts. Non-compliant accounts will be referred to City by hauler for enforcement action after additional contact by City's consultant. Date to be completed: December 31, 2023 Task 6: Begin implementing compliant organics collection system(s) on the effective date of City's new franchise agreement with Republic Services.Date to be completed: December 31, 2023 City of Santa Ana SB 1383 Continuing Violations Supplemental Attachment Description: The City has not fully implemented compliant organic waste collection services for all commercial businesses and multi- family complexes. Note: The City's current franchise hauler, Waste Management, offers varying levels of trash, recycling, and food waste collection services to businesses and multi-family in the City. The City currently offers commercial food waste recycling and commercial and multi-family commingled recycling services with Waste Management until June 30, 2022. Additionally, the City underwent an RFP process for a new hauler agreement that aligns with SB 1383 and selected Republic Waste Services as its new franchise hauler in 2021. The new franchise agreement, which contains all SB 1383-required programs including commercial and multi-family full organics recycling programs, will be effective July 1, 2022. Mandatory collection of all waste streams is required under the City's mandatory ordinance that will go into effect April 2022. The City will need until December 31, 2023 to implement organics recycling programs at all non-compliant generators via the enforced 'opt-in' approach described in the franchise agreement. Explanation: Per Continuing Violation #1, until the new franchise agreement is effective on July 1, 2022, the City is unable to provide a full menu of compliant organic waste collection services to commercial businesses and multi-family accounts, that meet the requirements of Section 18984.1 - 18984.3. Ongoing program roll-out and container delivery for commercial businesses and multi-family accounts will take an estimated 18 months using the enforced 'opt-in' approach described in the franchise agreement. Rollout of programs are estimated to be significantly onerous for the City and franchise hauler due to limited container supply and order delays. Page 8 of 8 City Council 19 –13 3/1/2022 Community Development Agency santa-ana.org/cd Item # 20 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report March 1, 2022 TOPIC: Memorandum of Understanding with Discovery Cube AGENDA TITLE: Memorandum of Understanding between City of Santa Ana and Discovery Cube to Pursue Grant Applications and Study the Feasibility of a Future Outdoor Science Park on Adjacent City-Owned Property (Non-General Fund) RECOMMENDED ACTION Authorize the City Manager to execute a Memorandum of Understanding with Discovery Cube for a period of March 1, 2022 to March 1, 2024, to pursue grant applications and study the feasibility of a future Outdoor Science Park on adjacent City-owned property, subject to non-substantive changes approved by the City Manager and City Attorney. DISCUSSION The Discovery Cube is a nationally recognized science center located in Santa Ana, with a mission to bring hands-on science education to the children of our community. Due to the COVID-19 pandemic, the Discovery Cube has had to temporarily shut down many of its indoor exhibits and is currently in need of outdoor exhibit space. The Discovery Cube and the City have had a long-standing partnership for over 22 years, providing educational resources, STEM (science, technology, engineering, and math) programming, and community cultural activities. This partnership includes a monthly Santa Ana Free Day for all residents to enjoy the Discovery Cube and its resources. The City owns a stretch of land adjacent to Discovery Cube and along Santiago Creek that is in need of activation and long-term maintenance. The City is continuously spending resources on service calls to clean and police this area. The property (Exhibit B) is located on a current bike trail and several open spaces between Main Street on the East, Broadway on the West, Discovery Cube property line on the South, and the Santiago Creek bed on the North. Santiago Creek is a critical flood control facility and designated watershed of the United States that is governed by various regulatory agencies, and Discovery Cube will be City Council 20 –1 3/1/2022 Memorandum of Understanding with Discovery Cube March 1, 2022 Page 2 2 4 7 8 responsible for obtaining approval for any use of the creek property from all applicable regulatory agencies. The Discovery Cube desires to enter into a Memorandum of Understanding with the City to pursue grant applications and explore the feasibility of a future Outdoor Science Park (Exhibit C) on the aforementioned city-owned property. The Outdoor Science Park is envisioned to provide STEM and Nature Education to Santa Ana’s youth through an exciting blend of hands-on STEM exhibits with elements of nature. The Science Park will have several featured exhibits positioned throughout the Creekside property, along with flexible zones for exhibits to change seasonally (Spring- Earth Focus, October- Halloween, December- Winter Holiday). The featured exhibits envisioned for the science park include the Water Science Zone, Hydrology Lab, 3D Model of Santiago Creek, River Race Challenge Table, Ice Age Fossil Lab, and a Drone Test-Flying Course. A lush native garden will be created throughout the park, designed to attract butterflies and aide them in their migration. Recreational trails will be specifically designed for children to climb and explore, and is a key feature to the Outdoor Science Park. Additionally, a pavilion overlooking the creek will be created for children on school field trips to enjoy their lunch and for after-school children to engage in nature programming. The Discovery Cube has met with the adjacent neighborhood associations of Floral Park and Park Santiago who have expressed their support of the idea. Discovery Cube would like to apply for a statewide park development and community revitalization grant, which will enable the Discovery Cube to begin the feasibility study and then potential construction of the Park. The MOU would facilitate collaboration between the City and Discovery Cube to explore these initiatives and projects. FISCAL IMPACT There is no fiscal impact associated with this action. EXHIBIT(S) 1. MOU with Discovery Cube 2. Site Plan 3. Conceptual Idea of Outdoor Science Park Submitted By: Steven Mendoza, Assistant City Manager Approved By: Kristine Ridge, City Manager City Council 20 –2 3/1/2022 Memorandum of Understanding Between the City of Santa Ana and Discovery Cube in support of Discovery Cube pursuing grant applications and studying the feasibility of a future Outdoor Science Park on Adjacent City Owned property This Memorandum of Understanding ("MOU") is made this _ day of _____ , 2022 by and between the CITY OF SANTA ANA, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California ("City") and Discovery Science Center Orange County ("Discovery Cube"), located at 2500 N. Main Street, Santa Ana, California 92705, and sets forth the material terms of the agreement between the parties with respect to certain property along Santiago Creek between Main Street and Broadway for a proposed Outdoor Science Park along the Santiago Creek. Whereas, the Discovery Cube is a nationally recognized science center located in Santa Ana for over 22 years with a mission to bring hands-on science education to the children of our community. The Discovery Cube is an indoor location temporarily closed due to the impact of COVID-19 in need of outdoor exhibit space to fulfill its mission. Whereas, the Discovery Cube and the City have a long standing partnership of over 22 years providing educational resources, STEM programming, and community cultural activities. The partnership includes a monthly Santa Ana Free Day for all residents to enjoy the Discovery Cube and its resources. Furthermore, the Discovery Cube promotes the City's name to the traffic on Interstate 5 Freeway through a large outdoor lighted sign informing travelers that the Discovery Cube is located in the City of Santa Ana. Whereas, the City owns a stretch of land adjacent to Discovery Cube along Santiago Creek that is in need of activation and long term maintenance. Furthermore, the City is continuously spending resources on service calls to clean and police this area. "Property" means, collectively, the land to be considered by Discovery Cube to manage and develop into an Outdoor Science Park ("Project"). The location of the Property is the current bike trail and open spaces between Main Street on the East, Broadway on the West, Discovery Cube property line on the South and the Santiago Creek bed on the North, and is shown on Exhibit A attached hereto and incorporated herein by reference. Whereas, Santiago Creek is a critical flood control facility and designated Watershed of the United States that is governed by various regulatory agencies, and EXHIBIT 1 City Council 20 –3 3/1/2022 MOU -Discovery Cube Outdoor Science Park Feasibility City of Santa Ana Discovery Cube will be responsible for obtaining approval for any use of such creek property from any and all applicable regulatory agencies, and maintaining the capacity for storm flows within Santiago Creek. Any obstructions to storm flows must be approved by the appropriate regulatory agency(s). Whereas, Outdoor Science Park is envisioned to provide STEM and Nature Education to our youth through an exciting blend of hands-on STEM exhibits (that Discovery Cube is famous for) with elements of nature. The Science Park will have several featured exhibits positioned throughout the Creekside property along with flexible zones for exhibits to change seasonally (Spring-Earth Focus, October - Halloween, December -Winter Holiday, etc.). The featured exhibits envisioned for the science park include the Water Science Zone, Hydrology Lab, 3D Model of Santiago Creek, River Race Challenge Table, Ice Age Fossil Lab, and a Drone Test-Flying Course. A lush native garden will be created throughout the park designed to attract butterflies and aide them in their migration. And recreational trails specifically designed for children to climb and explore will be a key feature to the outdoor science park. Additionally, a pavilion overlooking the creek will be created for children on school field trips to enjoy their lunch and for after-school children to engage in nature programming. Whereas, the Discovery Cube desires to convert the portions of the above mentioned property into an outdoor science park and has met with the adjacent neighborhood associations of Floral Park and Park Santiago who are in support of the idea as is the City. Furthermore, Discovery Cube would like to apply for a statewide park development and community revitalization grant. NOW THEREFORE, in consideration of the foregoing, the parties hereby agree as follows: AGREEMENT 1.Authorization to Submit Grant Application on behalf of City. The City supports Discovery Cube's efforts to apply for grants in support of the Project, and will grant Discovery Cube the right to apply for specific grants to explore the feasibility of developing the property into an Outdoor Science Park, but only after Discovery Cube has provided the City with information regarding the grant and the City has had an opportunity to review and approve the grant requirements. 2.Responsibilities of Discovery Cube. Discovery Cube will undertake the following actions in furtherance of the development of an Outdoor Science Park. Page 2 A.Discovery Cube shall take all efforts to file necessary applications for statewide park development and community revitalization grant for the development of an Outdoor Science Park. EXHIBIT 1 City Council 20 –4 3/1/2022 MOU -Discovery Cube Outdoor Science Park Feasibility City of Santa Ana B.Discovery Cube will be responsible to take the lead to work with U.S. Senator Padilla's staff or California Senator Umberg's staff to obtain a waiver if necessary from any prior funding agreements with State or Federal agencies. C.Compensation and Expenses. The Discovery Cube is applying for and may be the recipient of Grant, should it be approved by Granter. Expenses incurred by Discovery Cube in connection with the administration and implementation of grants may be paid from grant proceeds to the extent permitted under the terms of the Grant, but in no event will the City be responsible to pay compensation, payment or expenses for Discovery Cube's activities as described in this MOU. D.Discovery Cube acknowledges the property contains a segment of the Santiago Creek Bike Trail which provides linkage both east and west. Discovery Cube will be responsible for collaborating with the City for the relocation of the trail. E.Planning, Design and Permitting. Discovery Cube will be responsible for all planning, design, permitting, construction, operational, and maintenance costs of the Outdoor Science Park. Discovery Cube will be responsible for conducting all studies and obtaining all necessary approvals and permits from the appropriate regulatory agencies, including, but not limited to: departments within the City of Santa Ana, the County of Orange, State Water Resources Control Board, Santa Ana Regional Water Quality Control Board, California Department of Fish and Wildlife, and the United States Army Corps of Engineers to develop, operate and maintain the Outdoor Science Park. F.Development Standards and Design Controls. Certain development standards and design controls for the project may be established between the City and Discovery Cube, but it is understood and agreed between the Parties that the project must conform to all City and other applicable government land use and architectural regulations and standards. Drawings, plans and specifications for the project shall be subject to the approval of the City through the standard development application process for projects within the City. Nothing in this MOU shall be construed as the approval of any plans or specifications for the project or of the project itself by the City. 3.Responsibilities of the City. The City will undertake the following actions in furtherance of the development of an Outdoor Science Park. A.City licenses and permits· Discovery Cube, and its consultants and surveyors, to enter the Property solely for the purpose of undertaking and completing necessary due diligence to study the feasibility of the proposed Project. The license provided herein shall expire upon the expiration or termination of this MOU. Discovery Cube shall conduct all of its due diligence investigations at its sole cost and expense. Discovery Cube shall abide by any reasonable additional conditions of entry onto the Page 3 EXHIBIT 1 City Council 20 –5 3/1/2022 MOU -Discovery Cube Outdoor Science Park Feasibility City of Santa Ana Property required by the City, whether or not set forth in this MOU. Any due diligence investigations of the Property by Discovery Cube shall not unreasonably disrupt any then existing use or occupancy of the Property or the operations of the City. Discovery Cube shall indemnify, defend, and hold harmless the City with respect to any and all activities of Discovery Cube or its agents directly or indirectly related to Discovery Cube's due diligence investigations on the Property. B.Provide availability of city plans (if any exist). C.After Discovery Cube is awarded grants to fully (or sufficiently) fund Outdoor Science Park, the City is committed to explore a long term partnership acceptable to both City and to Discovery Cube to use, develop, manage, and maintain the Outdoor Science Park. City is not committing to any particular use of the subject property through this MOU, as further environmental studies and approvals would be required, but rather is supporting Discovery's Cube's study of the feasibility of such a Proje.ct. 4.Agreement in Furtherance. In the event City and Discovery Cube need to enter into additional agreements in furtherance of grants, the parties will work together to negotiate reasonable terms for such agreements, but execution of any such agreements is left to the sole discretion of each party. 5.Indemnification/Hold Harmless. Discovery Cube shall indemnify, defend, and hold harmless the City, its City Council, officials, consultants, agents, and employees from and against any and all loss, damages, liability, claims, suits, costs and expenses, including reasonable attorney's fees, arising from Discovery Cube's performance of this MOU, with the exception of matters that are based upon the negligent or intentional acts or omissions of the City, its City Council, officials, consultants, agents and employees. 6.Term. The term of this MOU shall begin on ___ , 2022 and shall remain in effect for the term of the two years or until a separate agreement is reached. 7.Termination of MOU. This MOU may be terminated by either party at any time for convenience by giving the other party ninety (90) calendar days' advance written notice. 8.Notice. During the term of this MOU, all notices shall be made in writing and either served personally, sent by first · class mail, or sent by email provided confirmation of delivery is obtained at the time of facsimile transmission, addressed as follows: To: Page4 Joe Adams Chief Executive Officers Discovery Cube 2500 N. Main Street, Santa Ana, California 92705, EXHIBIT 1 City Council 20 –6 3/1/2022 MOU -Discovery Cube Outdoor Science Park Feasibility City of Santa Ana To: (714)542-2823 Kristine Ridge City Manager City of Santa Ana 20 Civic Center Plaza, M-25 Santa Ana CA 92702 (714)647-5336 kridge@santa-ana.org Any party may change the address to which notice is to be given by providing the other party with written notice of such change at least fifteen (15) calendar days prior to the effective date of the change. Service of notices shall be deemed complete on the date of receipt if personally served or if served using facsimile machines provided confirmation of delivery is obtained at the time of email transmission. Service of notices sent by first class mail shall be deemed complete on the fifth (5th ) day following deposit in the United States mail 9.Governing Law. This MOU shall be deemed to be executed within the State of California and construed in accordance with and governed by laws of the State of California. Both parties further agree that Orange County, California, shall be the venue for any action or proceeding that may be brought or arise out of, in connection with, or by reason of this MOU. 10.Amendment. This MOU and the exhibits hereto may only be amended in writing signed by both parties, and any purported amendment shall be of no force or effect. This MOU may be amended to both extend the term and conditions, as well as to add tasks. Discovery Cube will not begin new tasks without express written permission of the City. 11.Reservations. The approval of this MOU by the City shall not be binding non the City Council, the Planning Commission, or any other commission, committee, board or body of the City regarding any approvals of the Project required by such bodies. No action by the City with reference to this MOU or any related documents shall be deemed to constitute issuance or waiver of any required City permit, approval or authorization regarding the Property, the Project or Discovery Cube. Discovery Cube obtains no right, permit or entitlement to construct or install the Project on the Property or any portion of the Property by virtue of this MOU. 12.Entire Agreement. This MOU and its exhibits constitute the entire agreement between the City and Discovery Cube and supersedes all prior negotiations, representations, or agreements, whether written or oral. Page 5 EXHIBIT 1 City Council 20 –7 3/1/2022 MOU -Discovery Cube Outdoor Science Park Feasibility City of Santa Ana [Signatures on following page] APPROVED AS TO FORM: City Attorney Page 6 CITY OF SANTA ANA, A Municipal Corporation of the State of California By: Kristine Ridge City Manager Discovery Science Center, A California Corporation EXHIBIT 1 City Council 20 –8 3/1/2022 MOU - Discovery Cube Outdoor Science Park Feasibility City of Santa Ana EXHIBIT A Site Plan/Properties MAiN Pl4CF DRIVE '""' t,J 0: I­I/) z ---,,,.� LEGEND: l'l!t!IER t.l"li SJTli. ® OISC0¥EllT Ci!OE 002-2{)3-35 OISCOVE!U CIJ!IE PMlKI/.IG LOT ®OISl¼\VEliY Cl.OE o�-1ao-,31 OISCCWE!lY CutlE @) en, OF' $1.!\IT'A ANA Ol>l-201-J:J E,lPM•SJW. AIIEA ® CJTY !lF' $1.NTA AXA l>Ol-HIC-!17 UP,Mt$Jntl AIIEI. @) CJT'r QF' SAMTII MM O:n!-HI0-56 E,MPA!ii'SIO'-A!lEA @) !!IT'!' CF $.t.UTA AXA O!,?-l!Ol-:14 E.¥PA!oi'SJ{l'< AIIE4 EXHIBIT A DISCOVERY CUBE EXPANSION Page 7 EXHIBIT 1 City Council 20 –9 3/1/2022 MOU - Discovery Cube Outdoor Science Park Feasibility City of Santa Ana EXHIBIT B Conceptual Idea Drawings Page 8 EXHIBIT 1 City Council 20 –10 3/1/2022 Site Plan/Properties EXHIBIT 2 City Council 20 –11 3/1/2022 Conceptual Idea Drawings EXHIBIT 3 City Council 20 –12 3/1/2022 Community Development Agency santa-ana.org/cd Item # 21 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report March 1, 2022 TOPIC: Santa Ana Business Interruption Fund Program AGENDA TITLE: Approve the Santa Ana Business Interruption Fund program to provide financial relief to businesses impacted by the OC Streetcar Construction in the Amount of $1,500,000 (General Fund) RECOMMENDED ACTION Approve the Santa Ana Business Interruption Fund program in the amount of $1,500,000 to provide financial relief to businesses impacted by the OC Streetcar construction. DISCUSSION The Santa Ana Business Interruption Fund program provides financial assistance to small “mom and pop” businesses located along the OC Streetcar transit project that are directly impacted by transit rail construction in Downtown Santa Ana (DTSA). While the OC Streetcar is anticipated to facilitate transportation throughout the community to better connect residents and tourists to the city, the City recognizes the immediate need to assist local businesses that are currently facing economic challenges due to the construction closures on 4th Street. To help mitigate the economic challenges, eligible businesses may receive up to $10,000. To qualify, a business must rely on foot traffic flow as their main source of revenue, such as retailers, restaurants, and personal care services. The financial assistance will be based on a tiered system: Tier 1 – Businesses directly adjacent to construction on 4th Street Tier 2 – Businesses with a storefront entrance within 100 feet of 4th Street within the construction zones Currently, construction is on 4th Street is occurring between Mortimer and Bush, and between Main and Broadway. As construction moves along 4th Street, additional businesses may be eligible. To facilitate the application process, staff will have a physical presence in DTSA to assist City Council 21 –1 3/1/2022 Santa Ana Business Interruption Fund Program March 1, 2022 Page 2 2 4 8 0 business owners with completing the application. Outreach efforts will include door-to- door marketing and direct communication with the impacted businesses. Additionally, business owners will be provided with resources, such as access to free training and consulting services, to stabilize and strengthen their business as needed. The Santa Ana Business Interruption Fund program, along with other mitigating measures already put in place by the City and Orange County Transportation Authority (such as temporary free parking, improved signage, and augmented security), are intended to minimize the negative economic impacts to the businesses and local residents that are employed by those businesses. FISCAL IMPACT Funds in the amount of $1,500,000 are available in the Economic Development Service Enhancement Loans and Grants account (no. 01118810-69152). EXHIBIT(S) 1. Program Guidelines Submitted By: Steven Mendoza, Assistant City Manager Approved By: Kristine Ridge, City Manager City Council 21 –2 3/1/2022 City of Santa Ana Page 1 of 3 Santa Ana Business Interruption Fund Santa Ana Business Interruption Fund Program Guidelines I. Purpose A. The Santa Ana Business Interruption Fund (SABIF) program provides financial assistance to small “mom and pop” businesses located along the OC Streetcar transit project that are impacted by transit rail construction. SABIF is a demonstration of the City of Santa Ana’s commitment to being a trusted partner and stakeholder. II. Grant Amount A.The City of Santa Ana has designated $1,500,000 to be used for implementation of the SABIF B.The grant amount will be limited to 50% of rent/lease for 6 months, not to exceed $10,000 per business i. Exception: Pre-permitted Pushcart Peddlers with active permits are eligible for $2,500 C.Funds may be used for the following business expenses: i. Rent, utilities, payroll, business license fees, marketing, and other operating expense III. Eligibility A.Business that rely on foot traffic flow as their main source of revenue such as retailers, restaurants, and personal care services B.Businesses owners may apply if they are directly impacted by the OC Streetcar construction on 4th Street or have a storefront entrance within 100 feet of 4th Street within the construction zones C.Small business for the purposes of the SABIF are defined as a for-profit business with 25 or fewer full-time employees D.Businesses must be in good standing with all local, state and federal taxing and licensing authorities E.Must have no active code violations IV. Funding Priority A.Tier 1 – Eligible businesses directly adjacent to construction on 4th Street B.Tier 2 – Eligible businesses must have a storefront entrance within 100 feet of 4th Street within the construction zones i.Must be within active construction zones within the same block EXHIBIT 1 City Council 21 –3 3/1/2022 Exhibit 1 City of Santa Ana Page 2 of 3 Santa Ana Business Interruption Fund V. Active Construction Area Map A. 4th Street between Mortimer & Bush B. 4th Street between Main & Broadway C. As construction moves along 4th Street, additional businesses may be eligible. VI. Ineligible A. Residential property owners, commercial rentals, home based businesses and independent contractors, wholesale, manufacturing, nonprofits, financial institutions, and internet sales B. Businesses with active code violations C. Cannabis-related businesses, gambling facilities, adult entertainment businesses D. Businesses outside of the active construction areas (refer to “Active Construction Area Map” VII. How to Apply A. Visit the City of Santa Ana website: TBD B. Complete and submit the online application C. Collect and submit the required documents VIII. Documentation Required A. Applicants must provide the following documents (current/active/valid documents required): i. Business License ii. Certificate of Occupancy (if required by Planning & Building Agency) iii. Statement showing planned use of funds EXHIBIT 1 City Council 21 –4 3/1/2022 Exhibit 1 City of Santa Ana Page 3 of 3 Santa Ana Business Interruption Fund IX. Disbursement of Funds: A. Small business that are approved must be able to receive funds directly deposited to a checking or savings account B. Applicants will be required to submit the following forms that will be provided by the City: i. Vendor I nformation Form ii. Automated Clearing House (ACH) Form iii. W-9 IRS Form X. Reporting Guidelines: A. Businesses will be required to report how the funds were spent as requested by the City of Santa Ana XI. Business Resources A. The Orange County Small Business Development Center offers free consulting services to businesses. As part of this program, applicants are strongly encouraged to connect with the OC SBDC prior to expending program funds to ensure proper tracking of expenditures. i. https://ociesmallbusiness.org/orange-county ii. 800-616-7232 XII. Contact/Questions A. Businesses interested in individualized assistance may schedule an appointment with City staff B. City of Santa Ana Julie Castro, Economic Development Specialist II (714) 673-3619 Jcastro-cardenas@santa-ana.org EXHIBIT 1 City Council 21 –5 3/1/2022 City Manager Office www.santa-ana.org/cm Item # 22 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report March 1, 2022 TOPIC: State Legislative Advocacy Services AGENDA TITLE: Approve Agreement with Townsend Public Affairs for State Legislative Advocacy Services RECOMMENDED ACTION Authorize the City Manager to execute an agreement with Townsend Public Affairs for State legislative advocacy services for a three-year term, from March 1, 2022 through February 28, 2025, with an option to extend the term for an additional one-year period, for a four-year not-to-exceed amount of $252,000, subject to non-substantive changes approved by the City Manager and City Attorney. DISCUSSION Local governments rely on the expertise of state legislative advocacy firms to represent their respective government agencies in Sacramento. This service includes legislative monitoring and analysis, state budget advocacy, and grant coordination, and advocacy. These firms also provide monitoring of executive proposals and legislation, as well as administrative rules and regulations that may affect cities. Legislative advocacy services are also essential in identifying funding opportunities, grant applications and other special programs for which the City may qualify. Competitive Request for Qualifications Process On February 2, 2021, City staff released a Request for Qualifications (RFQ) to solicit proposals for state legislative advocacy services (Exhibit 1). The RFQ provided an overview of the state legislative advocacy services the City desired, which included the following scope of services: 1.HELP SET LEGISLATIVE PRIORITIES: Work with the City Council, the City Manager, and other City staff to discuss goals, objectives, opportunities and priorities. 2.ADVOCATE ON THE CITY’S BEHALF: Advocate the City’s position to members of the State Assembly, State Senate, State agencies, and other interested parties. Identify opportunities for elected officials and City officials to participate in the City Council 22 –1 3/1/2022 State Legislative Advocacy Services March 1, 2022 Page 2 2 4 8 1 legislative process and make recommendations. Those opportunities include, but are not limited to, communication to legislators, providing testimony at legislative hearings, and communication with the Governor and the Governor’s staff. 3.LEGISLATIVE RESEARCH AND ANALYSIS: At the request of the City, research, provide information, and prepare written reports on a variety of topics, including, but not limited to, the following: a. State laws/regulations or proposed legislation b. Legislative hearings, reports and testimony c. State funding opportunities d. Reporting and data that may impact City operations 4.KEEP THE CITY UPDATED ON PERTINENT LEGISLATION: Provide updates on state legislation that affects the City’s legislative priorities. Identify potential future legislative issues or opportunities that may interest the City, and help position the City to benefit from new laws/regulations/policies, programs, or funding opportunities. 5.RELATIONSHIP-BUILDING WITH THE STATE: Support a positive relationship with the Governor's office, State Legislature, Governor’s office, and other State agencies. Assist in establishing relations between councilmembers/City staff and legislative persons, including chairs and consultants of key committees and other important policymakers. Coordinate meetings with State Legislators and state agency leaders to provide the City the opportunity to meet with key decision- makers on pertinent City issues. 6.RELATIONSHIP-BUILDING WITH LOCAL AND REGIONAL PARTNERS ON STATEWIDE ISSUES: When appropriate, coordinate and cooperate with other organizations, municipalities, companies and firms having similar legislative objectives as the City. Where appropriate, advocate positions on legislation and work to secure language in law that will advance the City’s interests. 7.PREPARE POSITION LETTERS AND DRAFT LEGISLATVE LANGUAGE: At the request of the City, assist with drafting position letters on legislation or language for City policy resolutions. 8.MONTHLY REPORTS: Provide regular updates on the political landscape in Sacramento to help provide context, and identify opportunities and potential issues. Provide monthly reports of activities pursued or accomplished on behalf of the City. 9.ANNUAL IN-PERSON MEETING REQUIRED: Arrange for an annual visit to the City of Santa Ana for a legislative committee meeting and/or to meet with the City Manager and/or designated City officials. 10.FPPC FILINGS: Prepare and file all applicable Fair Political Practices Commission lobbying documents and reports within all applicable deadlines, per the provisions of the Political Reform Act of 1974 as amended. Provide the City notification of any changes or modifications that may be pertinent. Staff notified 251 firms. The RFQ was also posted online at the City’s procurement website, PlanetBids. Four firms downloaded the RFQ, and three firms responded. These City Council 22 –2 3/1/2022 State Legislative Advocacy Services March 1, 2022 Page 3 2 4 8 1 firms were Edelstein Gilbert Robson & Smith and Jose A. Gonsalves & Son (a joint submittal), Townsend Public Affairs, and Buchalter. The evaluation of the proposals was not limited to price alone. Some of the criteria used in the assessment of the proposals included the following: Overall ability to provide the services based upon the responses to the RFQ Technical qualifications and experience of key members of the firm Experience with similarly sized governmental agencies in providing the types of services outlined in this RFQ Capability of handling all aspects of the engagement as defined as well as providing support and technical assistance Fees and charges related to the level of work proposed Below is a summary of the proposals received, along with their average annual cost for the proposed three-year term: Firm Location Average Annual Price Buchalter Sacramento, CA $108,000 Edelstein Gilbert Robson & Smith and Joe A. Gonsalves & Son Sacramento, CA $108,000 Townsend Public Affairs Sacramento, CA $62,000 A panel composed of staff from the City Manager’s Office reviewed the proposals. After considering both proposals, staff recommends that the City Council approve an agreement with TPA (Exhibit 2). This decision was based on their submittal’s responsiveness to the RFQ, the firm’s experience, the firm’s availability of their staff to discuss legislative matters with City Councilmembers and City staff as issues arise, and the overall satisfaction of the City utilizing this firm since 2004. It is important to note that Townsend Public Affairs has served the City of Santa Ana as the state legislative advocate for more than 22 years. During their tenure, TPA has demonstrated its commitment to advocating on the City’s behalf using the City’s legislative priorities, and helping secure over $79.4 million in funding for the City. The proposed agreement was presented to the Legislative Affairs Subcommittee at their February 17, 2022 meeting. The Legislative Affairs Subcommittee concurred with staff’s recommendation to present the proposed agreement to the City Council to recommend its approval. ENVIRONMENTAL IMPACT There is no environmental impact associated with this action. City Council 22 –3 3/1/2022 State Legislative Advocacy Services March 1, 2022 Page 4 2 4 8 1 FISCAL IMPACT Funds are available in Fiscal Year 2021-22 in the following accounts from March 1, 2022 through June 30, 2022: Department Fund Account Townsend Public Affairs Public Works Agency Fund 101 10117601- 62300 $5,000 Police Department General Fund 01114400- 62300 $5,000 City Manager’s Office General Fund 01104012- 62300 $5,000 TOTAL:$15,000 Funds will be budgeted and available in Fiscal Year 2022-23 in the following accounts from July 1, 2022 through June 30, 2023: Department Fund Account Townsend Public Affairs Public Works Agency Fund 101 10117601- 62300 $20,000 Police Department General Fund 01114400- 62300 $20,000 City Manager’s Office General Fund 01104012- 62300 $20,000 TOTAL:$60,000 Funds will be budgeted and available in Fiscal Year 2023-24 in the following accounts from July 1, 2023 through June 30, 2024: Department Fund Account Townsend Public Affairs Public Works Agency Fund 101 10117601-62300 $20,500 Police Department General Fund 01114400-62300 $20,500 City Manager’s Office General Fund 01104012-62300 $20,500 TOTAL:$61,500 Funds will be budgeted and available in Fiscal Year 2024-25 in the following accounts from July 1, 2024 through June 30, 2025: Department Fund Account Townsend Public Affairs City Council 22 –4 3/1/2022 State Legislative Advocacy Services March 1, 2022 Page 5 2 4 8 1 Public Works Agency Fund 101 10117601-62300 $22,000 Police Department General Fund 01114400-62300 $22,000 City Manager’s Office General Fund 01104012-62300 $22,000 TOTAL:$66,000 Funds will be budgeted and available in Fiscal Year 2025-26 in the following accounts from July 1, 2025 through March 31, 2025: Department Fund Account Townsend Public Affairs Public Works Agency Fund 101 10117601-62300 $16,500 Police Department General Fund 01114400-62300 $16,500 City Manager’s Office General Fund 01104012-62300 $16,500 TOTAL:$49,500 EXHIBIT(S) 1. Request for Qualifications for State Legislative Advocacy Services 2. Agreement Submitted By: Kristine Ridge, City Manager Approved By: Kristine Ridge, City Manager City Council 22 –5 3/1/2022 REQUEST FOR QUALIFICATIONS (RFQ) NO. 22-005 FOR STATE LEGISLATIVE ADVOCACY SERVICES CITY OF SANTA ANA CITY MANAGER’S OFFICE Daniel A. Soto Management Assistant, City Manager’s Office Phone: (714) 647-5234 Email: dsoto@santa-ana.org KEY RFQ DATES: The schedule below is tentative and subject to change at the discretion of City, with appropriate notice to prospective Respondents. Issue Date: December 23, 2021 Deadline for Questions about RFQ: January 14, 2022 at 2:00 PM Statement of Qualifications Due Date: January 21, 2022, by 6:00 PM Review of Statement of qualifications: on or about January 24-28, 2022 Projected Award Date : on or about March 2022 City Council 22 –6 3/1/2022 CITY OF SANTA ANA RFQ No. 22-005 State Legislative Advocacy Services Page 2 of 29 RFQ NO. 22-005 FOR LEGISLATIVE ADVOCACY SERVICES TABLE OF CONTENTS PAGE 1) BACKGROUND 3 2) PROJECT PURPOSE 3 3) SCOPE OF SERVICES 3 4) TERM OF AGREEMENT 3 5) RFQ SCHEDULE OF EVENTS 4 6) RESPONSE TO RFQ 4 7) SELECTION PROCEDURES & CRITERIA 8 8) WITHDRAWALS 9 9) PROTESTS 9 10) GENERAL TERMS AND CONDITIONS 9 11) AWARD OF AGREEMENT 14 12) IMPLEMENTATION 14 EXHIBIT A – SCOPE OF SERVICES 15 EXHIBIT B – SAMPLE AGREEMENT 17 ATTACHMENT A – REFERENCES 24 ATTACHMENT B – RESPONDENT’S STATEMENT 25 ATTACHMENT C – NON-COLLUSION AFFIDAVIT 26 ATTACHMENT D – NON-LOBBYING CERTIFICATION 27 ATTACHMENT E – NON-DISCRIMINATION CERTIFICATION 28 City Council 22 –7 3/1/2022 CITY OF SANTA ANA RFQ No. 22-005 State Legislative Advocacy Services Page 3 of 29 I. BACKGROUND The City of Santa Ana is a 27-square mile, ethnically diverse city located 35 miles south of Los Angeles and roughly ten miles inland from the Pacific Ocean. With a total population of over 335,000, Santa Ana is Orange County’s second largest city and serves as the county seat. The City comprises more than 60 distinct neighborhoods. The Santa Ana Unified School District is the local school district that serves the majority of our community. Additionally, there are six neighboring school districts that serve portions of the City including Garden Grove, Tustin, Orange, Irvine, Newport-Mesa, and Huntington Beach Unified School Districts. Incorporated in 1886, Santa Ana has established itself as Orange County’s government powerbase and is colloquially known as Downtown Orange County. Santa Ana's centralized location places the City less than 30 minutes from most Southern California destinations, including four airports. Its density and transportation infrastructure enable residents and employees to embrace a sustainable lifestyle by commuting to work via bus, train, bicycle, or on foot. This convenience attracts a diverse population that appreciates Santa Ana's distinctive housing choices, energetic nightlife, and cultural amenities like the Artist’s Village, Discovery Cube Orange County, Heritage Museum of Orange County, the Santa Ana Zoo at Prentice Park, and more. Santa Ana has a large and diverse business base, with over 30,000 businesses who employ over 150,000 people. Santa Ana is the corporate headquarters of several large companies, including Behr Paint and First American Financial Corporation. In 2016, Standard and Poor’s assigned the City of Santa Ana an AA issuer credit rating. Although Santa Ana has proven to be resilient and adaptable, it is prudent that the City of Santa Ana continue to carefully leverage its legislative priorities for the purpose of advocacy efforts at the local, regional, state and federal level to assist with recovery efforts and to continue to improve service delivery. II. PROJECT PURPOSE The City of Santa Ana is seeking statements of qualifications from qualified firms to provide state legislative advocacy services. The firm works under the policy direction of the Mayor and City Council and is administratively responsible to the City Manager. The principal responsibility of the firm will be to provide state legislative advocacy services on the City’s behalf and achieve positive outcomes as outlined in the Scope of Services below. III. SCOPE OF SERVICES The services are fully described in Exhibit A, Scope of Services, which is attached hereto and incorporated herein. IV. TERM OF AGREEMENT The term of the agreement is three (3) years. The City may, at its discretion, extend the agreement with the same or more limited scope of required services for up to one (1) additional three-year term, contingent upon direction of the City Manager. City Council 22 –8 3/1/2022 CITY OF SANTA ANA RFQ No. 22-005 State Legislative Advocacy Services Page 4 of 29 V. RFQ SCHEDULE OF EVENTS The schedule below is tentative and subject to change at discretion of City, with appropriate notice to prospective Respondents. Issue Date: December 22, 2021 Deadline for Questions about RFQ: January 10, 2022 at 2:00 PM Statement of qualifications Due Date: January 21, 2022, by 6:00 PM Review of Statement of qualifications: on or about January 24-28, 2022 Projected Award Date : on or about March 2022 VI. RESPONSE TO RFQ A. SUBMITTAL INSTRUCTIONS It is the responsibility of the Respondent to ensure that any statements of qualifications submitted have been uploaded to PlanetBids prior to the statement of qualifications due date and time. Statements of qualifications, including all required sections and forms, shall be submitted electronically via the City’s Bid Management System, PlanetBids. No other form of submittal will be accepted. PlanetBids will not accept late bids and no exceptions shall be made. Respondents will receive an e-bid confirmation number with a time stamp from PlanetBids indicating that their statement of qualifications was submitted successfully. The City will only receive and consider those statements of qualifications that were transmitted successfully. Submit statement of qualifications online at: http://www.planetbids.com/portal/portal.cfm?CompanyID=20137. Respondent shall be solely responsible for informing itself with respect to the proper utilization of the bid management system, for ensuring the capability of their computer system to upload the required documents, and for the stability of their internet service. Failure of the Respondent to successfully submit an electronic statement of qualifications shall be at the Respondent’s sole risk and no relief will be given for late and/or improperly submitted statements of qualifications. Respondents experiencing any technical difficulties with the bid submission process may contact PlanetBids at (818) 992-1771. Questions of an operational nature may be directed to the City’s assigned Project Manager. Neither the City, nor PlanetBids, makes any guarantee as to the timely availability of assistance, or assurance that any given problem will be resolved by the bid submission deadline. Statements of qualifications shall NOT be mailed or sent via telegraphic, electronic or facsimile means. All notifications, updates and addenda will be posted online on PlanetBids at https://www.planetbids.com/portal/portal.cfm?CompanyID=20137. Respondents shall be responsible for monitoring the site to obtain information regarding this solicitation. Failure to respond to required updates may result in a determination of a nonresponsive statement of qualification. B. COMMUNICATION / CONTACT WITH CITY STAFF City Council 22 –9 3/1/2022 CITY OF SANTA ANA RFQ No. 22-005 State Legislative Advocacy Services Page 5 of 29 Unless otherwise authorized herein, Respondents who are considering submitting a statement of qualifications in response to this RFQ, or who submit a statement of qualifications in response to this RFQ, are only to communicate with the assigned Project Manager, and no other City staff about this RFQ from the date this RFQ is issued until a contract is awarded. The City will provide all official communication concerning this RFQ in writing via the City’s Bid Management System, PlanetBids. General questions regarding this RFQ may be directed to the City's assigned Buyer utilizing the City's PlanetBids system. The City will not be responsible for or bound by any oral communication or any other information or contact that occurs outside the official communication process specified herein, unless confirmed in writing by the designated Project Manager. C. REQUEST FOR INFORMATION OR CLARIFICATION / QUESTIONS Questions regarding this RFQ shall be submitted via PlanetBids by 6:00 PM on January 14, 2022. Responses to all questions will be posted on PlanetBids no later than the date and time shown at the schedule of key RFQ dates above. All prospective Respondents are advised to visit PlanetBids on a regular basis as the responses may be posted earlier than the date above. No verbal requests or responses will be accepted. Significant interpretations or clarifications will be addressed via addenda to this RFQ. D. ADDENDA Any changes in RFQ from the date of release to date of submittal will result in an addendum or amendment. Notification of such addendum or amendment shall be posted on City’s PlanetBids system: https://www.planetbids.com/portal/portal.cfm?CompanyID=20137. Respondents shall be responsible for monitoring the site to obtain information regarding this solicitation. E. UNDERSTANDING STATEMENT OF QUALIFICATION It is the responsibility of each Respondent to inquire about any criteria, condition, term, provision, or requirement of the RFQ that the Respondent does not understand. Responses to inquiries, if they significantly change or clarify the RFQ requirements or any aspect of the procurement process, will be forwarded by addenda to all Respondents. The City will not be bound by any oral responses to inquiries. By submitting statements of qualifications, Respondents assert that they have fully read the RFQ and any addenda issued by the City, the proposed Contract and any other Contract Documents, and affirm that the terms and conditions stated therein are fully understood and are acceptable to the Respondent. Each Respondent accepts the terms and conditions of the Contract Documents and indicates their ability and willingness to perform the requested services under such terms and conditions. Any exceptions to the terms and conditions set forth in the Contract Document should be clearly noted in each Respondent’s statement of qualification. Please direct all questions regarding the procurement process to: City Council 22 –10 3/1/2022 CITY OF SANTA ANA RFQ No. 22-005 State Legislative Advocacy Services Page 6 of 29 City of Santa Ana Finance & Management Services – Purchasing Division Eva Pierce, Buyer Email: epierce@santa-ana.org Phone: (714) 647-6584 F. STATEMENT OF QUALIFICATIONSCONTENTS Statements of qualifications are to be prepared in such a way as to provide a straightforward, concise delineation of capabilities to satisfy the requirements of this RFQ. Colored displays, promotional materials, etc., are not necessary or desired. Emphasis should be concentrated on conformance to RFQ instructions, responsiveness to the RFQ requirements, and on completeness and clarity of content. Dividers and clear organization of content and material are encouraged. 1. Cover Letter Statements of qualifications shall include a letter signed by a principal or authorized representative who can make legally binding commitments for the entity. Include type of business entity. Cover Letter shall not exceed one page. Cover letter must be addressed to the following: Daniel A. Soto, Management Assistant City of Santa Ana – City Manager’s Office 20 Civic Center Plaza Santa Ana, CA 92701 2. Agreement Statement Statement of qualifications shall include a statement outlining your concurrence or concerns with any and all provisions as contained in the Standard Agreement attached as as Exhibit A of this RFQ. 3. Firm and Team Experience Statement of qualifications shall include a profile of the firm’s experience including the following: i. A general description of the firm, including size, number of employees, number of credentialed actuaries with their affiliations, and any past or contemplated changes in ownership. ii. Name and contact information of the lead project manager to be assigned to the engagement. iii. Resumes for the professional staff assigned to the engagement. iv. A description of the firm's experience in providing similar services to those requested in this RFQ. v. A list of the local office's most significant engagements in the last five (5) years, indicating whether they are public or private sector, and including scope of work, date, supervising actuaries, and name and telephone number of the client contact. City Council 22 –11 3/1/2022 CITY OF SANTA ANA RFQ No. 22-005 State Legislative Advocacy Services Page 7 of 29 4. Cost Proposal All Respondents are required to submit a cost breakdown by contract year (including renewal option term if exercised); including estimated hours, hourly rates, expenses, and a total not-to-exceed cost with their statement of qualifications. Pricing instructions should be clearly defined to ensure fees proposed can be compared and evaluated. Statements of qualifications shall be valid for a minimum of ninety (90) days following statement of qualifications deadline. The cost for developing the statement of qualifications is the sole responsibility of the Respondent. All statements of qualifications submitted become the property of the City. The proposed fees and rates for this contract will be fixed for the duration of the agreement, including allowable renewal options exercised at the discretion of the City. 5. Certifications (ATTACHMENTS) The following forms, included in this RFQ, shall be signed and included as part of the statement of qualifications submittal package: • Attachment A: References • Attachment B: Respondent’s Statement • Attachment C: Non-Collusion Affidavit • Attachment D: Non-Lobbying Certification • Attachment E: Non-Discrimination Certification 6. References Contractor shall provide three (3) references from public agency customers for which similar services specified in this RFQ have been performed, including contact names and telephone numbers, and types of services your firm has provided. Use Attachment A – References. The respondent grants permission for the City to contact any individuals listed as references. City may disqualify a Respondent if: • References fail to substantiate Respondent’s description of services and deliverables provided; or • References fail to support that Respondent has a continuing pattern of providing capable, productive, and skilled personnel, or • City is unable to reach the point of contact with reasonable effort. It is the Respondent’s responsibility to inform the point of contact(s) of normal City working hours. 7. Information provided by the City is solely for the purpose of conducting evalutions and shall not be disclosed to any third party without the City's written permission. 8. Evidence of Financial Capacity Respondent may be requested to submit its most recent audited financial statement, evidencing Respondent’s financial capacity to fully perform the required services, including provision of equipment and personnel expenses over a ninety (90) day City Council 22 –12 3/1/2022 CITY OF SANTA ANA RFQ No. 22-005 State Legislative Advocacy Services Page 8 of 29 period. If said financial statement does not reflect full ninety (90) day operational capacity, Respondent may include a letter of credit as evidence of supplemental capacity. 9. Insurance The selected Respondent shall provide the required evidence of insurance coverage as set forth in the standard agreement within ten (10) business days after receipt of Notice of Intent to Award. Contractor must maintain, for the duration of its contract, insurance coverages as required by the City. Subcontractors must comply with the City’s insurance requirements as stated herein. Primary Contractor shall not allow any Subcontractor to commence work until all insurance required of Subcontractor is obtained. Additionally, Contractor shall provide the following insurance coverage: A warrant that the firm maintains a prudent amount of errors and omissions insurance that covers negligent acts and is applicable to the work requested in this RFQ. Work on the contract shall not begin until after the awarded Contractor has submitted acceptable evidence of the required insurance coverages. VII. SELECTION PROCEDURES & CRITERIA A. The City will establish a statement of qualifications review committee, consisting of City staff designated by the City Manager. The review committee will evaluate statements of qualifications based on the response to the RFQ, which includes adherence to outlined directions and format, and the City evaluation criteria set forth above. B. Respondents will be ranked by City staff based on the following criteria: • Overall ability to provide the services based upon the responses to the RFQ (25%) • Technical qualifications and experience of key members of the firm (15%) • Experience with similarly sized governmental agencies in providing the types of services outlined in this RFQ (20%) • Capability of handling all aspects of the engagement as defined as well as providing support and technical assistance (15%) • Fees and charges related to the level of work proposed (25%) C. A final score will be calculated for each submitted statement of qualifications and used to rank Respondents. The City is under no obligation to accept any statement of qualifications and reserves the right to negotiate with respondents as to fees and terms. City Council 22 –13 3/1/2022 CITY OF SANTA ANA RFQ No. 22-005 State Legislative Advocacy Services Page 9 of 29 The City may reject statements of qualifications at its sole discretion. If a statement of qualifications fails to satisfy any requirements outlined in this RFQ, it may be considered non-responsive and the statement of qualifications may be rejected. The City shall not be obligated to accept the lowest priced statement of qualification, but will make an award in the best interests of the City of Santa Ana after all factors have been evaluated. City staff will recommend the top ranked consulting firm to the City Manager or City Council for award of contract. VIII. WITHDRAWALS Respondents are responsible for verifying all prices and information before submitting a statement of qualification. Prior to the statement of qualifications due date, the Respondent or Respondent’s representative may withdraw the statement of qualifications by providing written notice of the statement of qualifications withdrawal to the Project Manager. Verbal or telephonic withdrawals are not permissible. IX. PROTESTS Respondents may file a “protest” to an RFQ with the City’s Purchasing Division. In order for a Bidder’s protest to be considered valid, the protest must: 1. Be filed in writing within five (5) business days of either the RFQ issued date or before 5:00 p.m. of the 5th business day following the posting of Bid Results/Notice of Intent to Award Contract on the City’s website; 2. Clearly identify the specific irregularity or accusation; 3. Clearly identify the specific City staff determination or recommendation being protested; 4. Specify, in detail, the grounds of the protest and the facts supporting the protest; and 5. Include all relevant, supporting documentation with the protest at time of filing. If the protest does not comply with each of these requirements, it will be rejected as invalid. If the protest is valid, the City’s Purchasing Manager, or other designated City staff member, shall review the basis of the protest and all relevant information. The Purchasing Manager will provide a written decision to the protestor within ten (10) business days from receipt of protest. The decision from the Purchasing Manager, or her/her designee, is final and no further appeals will be considered. X. GENERAL TERMS AND CONDITIONS By submitting a statement of qualification, the Respondent acknowledges that it has thoroughly examined and accepts the Terms and Conditions of this RFQ as described below: City Council 22 –14 3/1/2022 CITY OF SANTA ANA RFQ No. 22-005 State Legislative Advocacy Services Page 10 of 29 A. AMERICANS WITH DISABILITIES ACT The awarded Contractor hereby certifies that it will comply, as applicable, with the Americans with Disabilities Act of 1990 (“ADA”), 42 USC §§ 12101 et seq., and its implementing regulations, including Subtitle A, Title II of the ADA. Contractor will not discriminate against persons with disabilities nor against persons due to their relationship to or association with a person with a disability. Any contract entered into by the awarded Contractor (or any subcontract thereof), relating to this RFQ, shall be subject to the provisions of this paragraph. B. CITY RIGHT TO REJECT The City reserves the right to reject any or all statements of qualifications submitted and no representation is made hereby that any agreement will be awarded pursuant to this RFQ or otherwise. The City reserves the right to accept or reject the combined or separate components of this statement of qualifications in part or in its entirety or to waive any minor inconsistency, informality or technical defect in the statement of qualification. C. CONFLICT OF INTEREST Contractor shall exercise reasonable care and diligence to prevent any actions or conditions that could result in a conflict with the best interests of the City. This obligation shall apply to the Contractor; the Contractor’s employees, agents, and Subcontractors associated with accomplishing work and services hereunder. The Contractor’s efforts shall include, but not be limited to, establishing precautions to prevent its employees, agents, and Subcontractors from providing or offering gifts, entertainment, payments, loans or other considerations which could be deemed to influence or appear to influence City staff or elected officers from acting in the best interests of the City. Each Respondent must disclose any existing or potential conflict of interest relative to the performance of the contractual services resulting from this RFQ. Any such relationship that might be perceived or represented as a conflict should be disclosed. The City reserves the right to disqualify any Respondent on the grounds of actual or apparent conflict of interest. No person, firm, or subsidiary thereof who has been awarded this Contract may be awarded a Contract for the provision of services, the delivery of supplies, or the provision of any other related action which is required, suggested, or otherwise deemed appropriate as an end product of this Contract. Therefore, Contractor is precluded from contracting for any work recommended as a result of this Contract. D. CONTRACTOR’S EXPENSE Pre-Contractual Expenses: The City is not liable for any costs incurred by Respondents prior to entering into a formal contract. Costs of developing a response to this RFQ, are entirely the responsibility of the Respondent, and shall not be reimbursed in any manner by the City. Pre-contractual expenses are not to be included in the cost statement of qualification. Pre-contractual expenses include, but are not limited to, preparation of the statement of qualification, submission of the statement of qualifications and additional information, attendance at pre-statement of qualifications conference, negotiating any matter related to this RFQ with City, and/or any other expenses incurred by the Respondent prior to the date of award and execution, if any, of the contract. City Council 22 –15 3/1/2022 CITY OF SANTA ANA RFQ No. 22-005 State Legislative Advocacy Services Page 11 of 29 Other Expenses: The Contractor will be responsible for all costs related to photo copying, telephone communications, fax communications, and parking while on City sites during the performance of work and services under this Contract. E. CONTRACTOR’S PROJECT MANAGER/KEY PERSONNEL Except as formally approved by the City, the key personnel identified in Contractor’s statement of qualificationsshall be the individuals who will actually complete the work. Changes in staffing must be reported in writing and approved by the City. The City shall have the right to require the removal and replacement of the Contractor’s Project Manager and key personnel under the awarded contract. The City shall notify the Contractor in writing of such action. The City is not required to provide any reason, rationale, or additional factual information if it elects to request any specific key personnel be removed from performing services under the awarded contract. The City shall review and approve the appointment of the replacement for the Contractor’s personnel. Said approval shall not be unreasonably withheld. Standards of Conduct: Contractor’s personnel shall be courteous and maintain good working relationships with all stakeholders, state or outside agencies, other team members and staff within the City. Criminal Background Certification: Contractor certifies that all employees working on this contract have had a criminal background check at Contractor’s cost and that said employees are clear of any sexual and drug-related convictions. Contractor further certifies that all employees hired by Contractor or Subcontractor shall be free from any felony convictions. City reserves the right to require Contractor to pay fingerprinting fees for personnel assigned to work in sensitive areas. F. COST The price and amount of the Cost Proposal/Fee Schedule must have been arrived at independently and without consultation, communication, agreement or disclosure with or to any other Subcontractor, Respondent or prospective Respondent. Prices offered by Respondents in their proposals are an irrevocable offer for the term of the contract and any contract extensions. The awarded Contractor agrees to provide the purchased services at the costs, rates, and fees as set forth in their Fee Schedule in response to this RFQ. No other costs, rates or fees shall be payable to the awarded Subcontractor for implementation of their proposal. G. DATA RETENTION Contractor shall be responsible for retaining data, records, and documentation for the preparation of required items. These materials shall be made available to and as requested by City. All materials, documents, data or information obtained from the City Data files or any City medium furnished to Contractor in the performance of an awarded contract will at all times remain the property of the City. Such data or information may not be used or copied for direct or indirect use by Contractor after completion or termination of this Contract without the express written consent of the City. All materials, documents, data or information, including copies, must be returned to the City at the end of the contract. All data, documents and other products used, developed, or produced during response preparation of the RFQ will become property of the City. All responses to the RFQ shall City Council 22 –16 3/1/2022 CITY OF SANTA ANA RFQ No. 22-005 State Legislative Advocacy Services Page 12 of 29 become property of the City. Respondent information identified as proprietary shall be maintained confidential, to the extent allowed under the California Public Records Act. H. DRUG-FREE WORKPLACE The awarded Contractor certifies compliance with Government Code Section 8355 in matters relating to providing a drug-free workplace. Failure to comply with these requirements may result in suspension of payments under the Contract or termination of the contract or both, and the Contractor may be ineligible for award of any future City contracts. I. EXAMINATION Respondent represents that it has thoroughly examined and become familiar with the services and responsibilities required this RFQ and that it is capable of effectively and efficiently performing quality work to achieve the City’s objectives. Any attachments referenced herein or any interpretations, clarifications or amendments subsequently posted in relation to this RFQ are fully incorporated. Any irregularities or lack of clarity in the RFQ should be brought to the designated City Contact/Project Manager’s attention as soon as possible so that corrective addenda may be furnished to prospective Respondents. Statements of qualifications which appear unrealistic in the terms of technical commitments, lack of technical competence, or are indicative of failure to comprehend the complexity and risk of this contract, may be rejected. J. EXECUTION OF AGREEMENT Upon successful negotiations, the City and the selected Respondent will enter into an Agreement similar to that as shown in Exhibit A in the Appendix of this RFQ. If a Respondent is unwilling or unable to execute an Agreement within thirty (30) days after being notified of selection under this RFQ, the City reserves the right to select the next most qualified Respondent or call for new statements of qualifications, whichever the City deems most appropriate. K. JOINT OFFERS/SUBCONSULTANTS Where two or more Respondents desire to submit a single statement of qualifications in response to this RFQ, they should do so on a prime sub-consultant basis. The City intends to contract with a single firm and not with multiple firms doing business as a joint venture. Should the use of sub-consultants be offered, the Respondent shall provide the same assurances of competence for the sub-consultant plus the demonstrated ability to manage and supervise the subcontracted work. Sub-consultants shall not be allowed to further subcontract with others for work under the Agreement. The provisions of the Agreement shall apply to all sub-consultants in the same manner as the Respondent. The City reserves the right to reject, replace and approve any and all Subcontractors. All Subcontractor(s) shall be identified in the response to the RFQ and the City reserves the right to reject any proposed Subcontractor(s). Subcontractors shall be the responsibility of the prime Contractor and the City shall assume no liability of such Subcontractors. L. INDEPENDENT CONTRACTOR Contractor is considered an independent Contractor and neither Contractor, its employees, nor anyone working under Contractor will be considered an agent or an City Council 22 –17 3/1/2022 CITY OF SANTA ANA RFQ No. 22-005 State Legislative Advocacy Services Page 13 of 29 employee of City. Neither Contractor, its employees, nor anyone working under Contractor, will qualify for workers’ compensation or other fringe benefits of any kind through City. M. LITIGATION STATUS Each Respondent must include in its statement of qualifications a complete disclosure of any alleged significant prior or ongoing contract failures, any civil or criminal litigation or investigation pending which involves the Respondent or in which the Respondent has been judged guilty or liable. Failure to comply with the terms of this provision will disqualify any statement of qualification. The City reserves the right to reject any statement of qualifications based upon the Respondent’s prior history with the City or with any other party, which documents, without limitation, unsatisfactory performance, adversarial or contentious demeanor, significant failure(s) to meet contract milestones or other contractual failures. N. NEGOTIATIONS The City reserves the right to negotiate final contract terms with any Respondent selected. The contract between the parties will consist of the RFQ together with any modifications thereto, and the awarded Contractor’s statement of qualification, together with any modifications and clarifications thereto that are submitted at the request of the City during the evaluation and negotiation process. In the event of any conflict or contradiction between or among these documents, the documents shall control in the following order of precedence: the final executed contract, the RFQ, any modifications and clarifications to the awarded Contractor’s statement of qualification, and the awarded Contractor’s statement of qualification. Specific exceptions to this general rule may be noted in the final executed contract. Negotiations shall be confidential and not subject to disclosure to competing Contractors unless and until an agreement is reached. If contract negotiations cannot be concluded successfully, the City reserves the right to negotiate a contract with another Contractor or withdraw the RFQ. O. PROJECT MANAGER The selected Respondent will assume responsibility for all services in its statement of qualification. The selected Respondent shall identify a sole point of contact, Project Manager, with the greatest knowledge in regard to the required service operations and contractual matters, including payment of any and all charges resulting from the Agreement. P. STATEMENT OF QUALIFICATION SVALIDITY Services, pricing, and warranties indicated in a Respondent’s statement of qualifications must be valid for a period of 90 days at minimum after the submission of the statement of qualification. Q. PUBLIC AGENCIES Other public agencies, as defined by California Government Code Section 6500, may choose to use the terms of this Contract, subject to Contractor’s acceptance. The City is not liable or responsible for any obligations related to a subsequent contract between Contractor and another public agency. City Council 22 –18 3/1/2022 CITY OF SANTA ANA RFQ No. 22-005 State Legislative Advocacy Services Page 14 of 29 R. PUBLIC RECORDS Statements of qualifications will become public record after the award of a contract unless the statement of qualifications or specific parts of the statement of qualifications can be shown to be exempt by law. Each Respondent may clearly label all or part of a statement of qualifications as "CONFIDENTIAL" provided that the Respondent thereby agrees to indemnify and defend the City for honoring such a designation. The failure to so label any information that is released by the City shall constitute a complete waiver of any and all claims for damages caused by any release of the information. Respondent information identified as proprietary shall be maintained confidential, to the extent allowed under the California Public Records Act. S. SUBCONTRACTORS Statements of qualifications in response to this RFQ must identify any Subcontractors, and outline the contractual relationship between the Awarded Subcontractor and each Subcontractor. An official of each proposed Subcontractor must sign, and include as part of the statement of qualifications submitted by the Prime Contractor, a statement to the effect that the Subcontractor has read and will agree to abide by the awarded Contractor’s obligations. Any Subcontractor proposed after award of contract must be approved by the City before commencement of work. The City will look solely to the awarded Contractor for the performance of all contractual obligations which may result from an award based on this RFQ, and the awarded Contractor shall not be relieved for the non-performance of any or all Subcontractors. XI. AWARD OF AGREEMENT Selected Contractor(s) will be notified in writing. Any award is contingent upon the successful negotiation of final contract terms. A. EXECUTION OF AGREEMENT A standard agreement is included as Exhibit A of this RFQ. “Respondent” will hereinafter be referred to as “Consultant” or “Contractor” in standard agreement. The term of the agreement will begin after the agreement is fully executed, and all required bonds, insurance documents and contents of the payment information packet have been received and approved. XII. IMPLEMENTATION A. KICK-OFF MEETING A kick-off meeting will be held after award of contract. Contractor and its team will meet with City of Santa Ana staff to conduct introductions, discuss scope of services, and implementation process. B. NOTICE TO PROCEED Following the kick-off meeting, a formal Notice to Proceed (NTP) may be issued after the agreement is fully executed, and all insurance documents and contents of the Payment Information Packet have been received and approved. City Council 22 –19 3/1/2022 CITY OF SANTA ANA RFQ No. 22-005 State Legislative Advocacy Services Page 15 of 29 I. DESCRIPTION The City of Santa Ana is seeking statements of qualifications from a qualified firm to provide legislative advocacy services. The firm works under the policy direction of the Mayor and City Council and is administratively responsible to the City Manager. The principle responsibility of the firm will be to provide legislative advocacy services to augment the City’s existing relationships with federal legislators and policy administrators. II. SCOPE OF SERVICES 1. HELP SET LEGISLATIVE PRIORITIES: Work with the City Council, the City Manager, and other City staff to discuss goals, objectives, opportunities and priorities. 2. ADVOCATE ON THE CITY’S BEHALF: Advocate the City’s position to members of the State Assembly, State Senate, State agencies, and other interested parties. Identify opportunities for elected officials and City officials to participate in the legislative process and make recommendations. Those opportunities include, but are not limited to, communication to legislators, providing testimony at legislative hearings, and communication with the Governor and the Governor’s staff. 3. LEGISLATIVE RESEARCH AND ANALYSIS: At the request of the City, research, provide information, and prepare written reports on a variety of topics, including, but not limited to, the following: a. State laws/regulations or proposed legislation b. Legislative hearings, reports and testimony c. State funding opportunities d. Reporting and data that may impact City operations 4. KEEP THE CITY UPDATED ON PERTINENT LEGISLATION: Provide updates on state legislation that affects the City’s legislative priorities. Identify potential future legislative issues or opportunities that may interest the City, and help position the City to benefit from new laws/regulations/policies, programs, or funding opportunities. 5. RELATIONSHIP-BUILDING WITH THE STATE: Support a positive relationship with the Governor's office, State Legislature, Governor’s office, and other State agencies. Assist in establishing relations between councilmembers/City staff and legislative persons, including chairs and consultants of key committees and other important policymakers. Coordinate meetings with State Legislators and state agency leaders to provide the City the opportunity to meet with key decision-makers on pertinent City issues. 6. RELATIONSHIP-BUILDING WITH LOCAL AND REGIONAL PARTNERS ON STATEWIDE ISSUES: When appropriate, coordinate and cooperate with other organizations, municipalities, companies and firms having similar legislative objectives as the City. Where appropriate, advocate positions on legislation and work to secure language in law that will advance the City’s interests. 7. PREPARE POSITION LETTERS AND DRAFT LEGISLATVE LANGUAGE: At the request of the City, assist with drafting position letters on legislation or language for City policy resolutions. 8. MONTHLY REPORTS: Provide regular updates on the political landscape in Sacramento to help provide context, and identify opportunities and potential issues. Provide monthly reports of activities pursued or EXHIBIT A SCOPE OF SERVICES City Council 22 –20 3/1/2022 CITY OF SANTA ANA RFQ No. 22-005 State Legislative Advocacy Services Page 16 of 29 accomplished on behalf of the City. 9. ANNUAL IN-PERSON MEETING REQUIRED: Arrange for an annual visit to the City of Santa Ana for a legislative committee meeting and/or to meet with the City Manager and/or designated City officials. 10. FPPC FILINGS: Prepare and file all applicable Fair Political Practices Commission lobbying documents and reports within all applicable deadlines, per the provisions of the Political Reform Act of 1974 as amended. Provide the City notification of any changes or modifications that may be pertinent. City Council 22 –21 3/1/2022 CITY OF SANTA ANA RFQ No. 22-005 State Legislative Advocacy Services Page 17 of 29 THIS AGREEMENT is made and entered into on this day of , 2022 by and between ___________________________________________________________, (“Consultant”), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California (“City”). RECITALS A. On December 23, 2021, the City issued Request for Statement of qualificationsNo. 22-005, by which it sought statement of qualifications from qualified firms to provide _________________________ in accordance with B. Consultant submitted a responsive statement of qualificationsthat was selected by the City. Consultant represents that Consultant is able and willing to provide such services described in the scope of services that was included in RFQ No. 22-005 C. In undertaking the performance of this Agreement, Consultant represents that it is knowledgeable in its field and that any services performed by Consultant under this Agreement will be performed in compliance with such standards as may reasonably be expected from a professional consulting firm in the field. NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the terms and conditions hereinafter set forth, the parties agree as follows: 1. SCOPE OF SERVICES Consultant shall perform those services as collectively describe in Exhibit A, the scope of services that was included in RFQ No. 20-005, and Exhibit B, Consultant’s statement of qualificationsdated ______, 2020, both of which are attached and incorporated by reference. 2. COMPENSATION a. City agrees to pay, and Consultant agrees to accept as total payment for its services the rates and charges identified in Exhibit B. The total sum to be expended under this Agreement shall not exceed $________ during the intial term of this Agreement. This amount is comprised of (1) the sum of $________ and (2) a 10% contingency of up to $______ for services as may be performed by Consultant at the sole discretion of City. b. Payment by City shall be made within forty-five (45) days following receipt of proper invoice evidencing work performed, subject to City accounting procedures. Payment need not be made for work which fails to meet the standards of performance set forth in the Recitals which may reasonably be expected by City. 3. TERM This Agreement shall commence on [enter a Start Date or “the date first written above”] and terminate on ________, unless terminated earlier in accordance with Section 14 below. The term of this Agreement may EXHIBIT B SAMPLE AGREEMENT City Council 22 –22 3/1/2022 CITY OF SANTA ANA RFQ No. 22-005 State Legislative Advocacy Services Page 18 of 29 be extended for two additional (2) one-year periods upon a writing executed by the City Manager and the City Attorney. 4. INDEPENDENT CONTRACTOR Consultant shall, during the entire term of this Agreement, be construed to be an independent contractor and not an employee of the City. This Agreement is not intended nor shall it be construed to create an employer- employee relationship, a joint venture relationship, or to allow the City to exercise discretion or control over the professional manner in which Consultant performs the services which are the subject matter of this Agreement; however, the services to be provided by Consultant shall be provided in a manner consistent with all applicable standards and regulations governing such services. Consultant shall pay all salaries and wages, employer's social security taxes, unemployment insurance and similar taxes relating to employees and shall be responsible for all applicable withholding taxes. 5. OWNERSHIP OF MATERIALS This Agreement creates a non-exclusive and perpetual license for City to copy, use, modify, reuse, or sublicense any and all copyrights, designs, and other intellectual property embodied in plans, specifications, studies, drawings, estimates, and other documents or works of authorship fixed in any tangible medium of expression, including but not limited to, physical drawings or data magnetically or otherwise recorded on computer diskettes, which are prepared or caused to be prepared by Consultant under this Agreement (“Documents & Data”). Consultant shall require all subcontractors to agree in writing that City is granted a non- exclusive and perpetual license for any Documents & Data the subcontractor prepares under this Agreement. Consultant represents and warrants that Consultant has the legal right to license any and all Documents & Data. Consultant makes no such representation and warranty in regard to Documents & Data which were provided to Consultant by the City. City shall not be limited in any way in its use of the Documents and Data at any time, provided that any such use not within the purposes intended by this Agreement shall be at City’s sole risk. 6. INSURANCE Prior to undertaking performance of work under this Agreement, Consultant shall maintain and shall require its subcontractors, if any, to obtain and maintain insurance as described below: a. Commercial General Liability Insurance. Consultant shall maintain commercial general liability insurance naming the City, its officers, employees, agents, volunteers and representatives as additional insured(s) and shall include, but not be limited to protection against claims arising from bodily and personal injury, including death resulting therefrom and damage to property, resulting from any act or occurrence arising out of Consultant’s operations in the performance of this Agreement, including, without limitation, acts involving vehicles. The amounts of insurance shall be not less than the following: single limit coverage applying to bodily and personal injury, including death resulting therefrom, and property damage, in the total amount of $1,000,000 per occurrence, with $2,000,000 in the aggregate. Such insurance shall (a) name the City, its officers, employees, agents, and representatives as additional insured(s); (b) be primary and not contributory with respect to insurance or self-insurance programs maintained by the City; and (c) contain standard separation of insureds provisions. b. Business automobile liability insurance, or equivalent form, with a combined single limit of not less than $1,000,000 per occurrence. Such insurance shall include coverage for owned, hired and non-owned automobiles. City Council 22 –23 3/1/2022 CITY OF SANTA ANA RFQ No. 22-005 State Legislative Advocacy Services Page 19 of 29 c. Worker’s Compensation Insurance. In accordance with the provisions of Section 3700 of the Labor Code, Consultant, if Consultant has any employees, is required to be insured against liability for worker’s compensation or to undertake self-insurance. Prior to commencing the performance of the work under this Agreement, Consultant agrees to obtain and maintain any employer’s liability insurance with limits not less than $1,000,000 per accident. d. If Consultant is or employs a licensed professional such as an architect or engineer: Professional liability (errors and omissions) insurance, with a combined single limit of not less than $1,000,000 per claim with $2,000,000 in the aggregate. e. The following requirements apply to the insurance to be provided by Consultant pursuant to this section: i. Consultant shall maintain all insurance required above in full force and effect for the entire period covered by this Agreement. ii. Certificates of insurance shall be furnished to the City upon execution of this Agreement and shall be approved by the City. iii. Certificates and policies shall state that the policies shall not be canceled or reduced in coverage or changed in any other material aspect without thirty (30) days prior written notice to the City. iv. Where the amounts or coverage provided by the certificates of insurance provides coverage greater than those listed by this Agreement, the amounts provided by the certificates of insurance shall be incorporated by reference into the Agreement. v. Consultant shall supply City with a fully executed additional insured endorsement. f. If Consultant fails or refuses to produce or maintain the insurance required by this section or fails or refuses to furnish the City with required proof that insurance has been procured and is in force and paid for, the City shall have the right, at the City’s election, to forthwith terminate this Agreement. Such termination shall not affect Consultant’s right to be paid for its time and materials expended prior to notification of termination. Consultant waives the right to receive compensation and agrees to indemnify the City for any work performed prior to approval of insurance by the City. 7. INDEMNIFICATION Consultant agrees to defend, and shall indemnify and hold harmless the City, its officers, agents, employees, contractors, special counsel, and representatives from liability: (1) for personal injury, damages, just compensation, restitution, judicial or equitable relief arising out of claims for personal injury, including death, and claims for property damage, which may arise from the negligent operations of the Consultant, its subcontractors, agents, employees, or other persons acting on its behalf which relates to the services described in section 1 of this Agreement; and (2) from any claim that personal injury, damages, just compensation, restitution, judicial or equitable relief is due by reason of the terms of or effects arising from this Agreement. This indemnity and hold harmless agreement applies to all claims for damages, just compensation, restitution, judicial or equitable relief suffered, or alleged to have been suffered, by reason of the events referred to in this Section or by reason of the terms of, or effects, arising from this Agreement. The Consultant further agrees to indemnify, hold harmless, and pay all costs for the defense of the City, including fees and costs for special counsel to be selected by the City, regarding any action by a third party challenging the validity of this Agreement, or asserting that personal injury, damages, just compensation, restitution, judicial or equitable relief due to personal or property rights arises by reason of the terms of, or effects arising from this Agreement. City may make all reasonable decisions with respect to its representation in any legal proceeding. 8. RECORDS Consultant shall keep records and invoices in connection with the work to be performed under this Agreement. Consultant shall maintain complete and accurate records with respect to the costs incurred under this City Council 22 –24 3/1/2022 CITY OF SANTA ANA RFQ No. 22-005 State Legislative Advocacy Services Page 20 of 29 Agreement and any services, expenditures, and disbursements charged to the City for a minimum period of three (3) years, or for any longer period required by law, from the date of final payment to Consultant under this Agreement. All such records and invoices shall be clearly identifiable. Consultant shall allow a representative of the City to examine, audit, and make transcripts or copies of such records and any other documents created pursuant to this Agreement during regular business hours. Consultant shall allow inspection of all work, data, documents, proceedings, and activities related to this Agreement for a period of three (3) years from the date of final payment to Consultant under this Agreement. 9. CONFIDENTIALITY If Consultant receives from the City information which due to the nature of such information is reasonably understood to be confidential and/or proprietary, Consultant agrees that it shall not use or disclose such information except in the performance of this Agreement, and further agrees to exercise the same degree of care it uses to protect its own information of like importance, but in no event less than reasonable care. “Confidential Information” shall include all nonpublic information. Confidential information includes not only written information, but also information transferred orally, visually, electronically, or by other means. Confidential information disclosed to either party by any subsidiary and/or agent of the other party is covered by this Agreement. The foregoing obligations of non-use and nondisclosure shall not apply to any information that (a) has been disclosed in publicly available sources; (b) is, through no fault of the Consultant disclosed in a publicly available source; (c) is in rightful possession of the Consultant without an obligation of confidentiality; (d) is required to be disclosed by operation of law; or (e) is independently developed by the Consultant without reference to information disclosed by the City. 10. CONFLICT OF INTEREST CLAUSE Consultant covenants that it presently has no interests and shall not have interests, direct or indirect, which would conflict in any manner with performance of services specified under this Agreement. 11. NOTICE Any notice, tender, demand, delivery, or other communication pursuant to this Agreement shall be in writing and shall be deemed to be properly given if delivered in person or mailed by first class or certified mail, postage prepaid, or sent by fax or other telegraphic communication in the manner provided in this Section, to the following persons: To City: Clerk of the City Council City of Santa Ana 20 Civic Center Plaza (M-30) P.O. Box 1988 Santa Ana, CA 92702-1988 Fax: 714- 647-6956 With courtesy copies to: City Council 22 –25 3/1/2022 CITY OF SANTA ANA RFQ No. 22-005 State Legislative Advocacy Services Page 21 of 29 Daniel Soto Management Assistant City Manager’s Office City of Santa Ana 20 Civic Center Plaza (M-31) P.O. Box 1988 Santa Ana, California 92702 City Attorney’s Office City of Santa Ana 20 Civic Center Plaza P.O. Box 1988 Santa Ana, CA 92702 To Consultant: A party may change its address by giving notice in writing to the other party. Thereafter, any communication shall be addressed and transmitted to the new address. If sent by mail, communication shall be effective or deemed to have been given three (3) days after it has been deposited in the United States mail, duly registered or certified, with postage prepaid, and addressed as set forth above. If sent by fax, communication shall be effective or deemed to have been given twenty-four (24) hours after the time set forth on the transmission report issued by the transmitting facsimile machine, addressed as set forth above. For purposes of calculating these time frames, weekends, federal, state, County or City holidays shall be excluded. 12. EXCLUSIVITY AND AMENDMENT This Agreement represents the complete and exclusive statement between the City and Consultant, and supersedes any and all other agreements, oral or written, between the parties. In the event of a conflict between the terms of this Agreement and any attachments hereto, the terms of this Agreement shall prevail. This Agreement may not be modified except by written instrument signed by the City and by an authorized representative of Consultant. The parties agree that any terms or conditions of any purchase order or other instrument that are inconsistent with, or in addition to, the terms and conditions hereof, shall not bind or obligate Consultant or the City. Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any party, which is not embodied herein. 13. ASSIGNMENT Inasmuch as this Agreement is intended to secure the specialized services of Consultant, Consultant may not assign, transfer, delegate, or subcontract any interest herein without the prior written consent of the City and any such assignment, transfer, delegation or subcontract without the City's prior written consent shall be considered null and void. Nothing in this Agreement shall be construed to limit the City’s ability to have any of the services which are the subject to this Agreement performed by City personnel or by other consultants retained by City. 14. TERMINATION First & Last Name Title Consultant Firm Name Address City, State, Zip City Council 22 –26 3/1/2022 CITY OF SANTA ANA RFQ No. 22-005 State Legislative Advocacy Services Page 22 of 29 This Agreement may be terminated by the City upon thirty (30) days written notice of termination. In such event, Consultant shall be entitled to receive and the City shall pay Consultant compensation for all services performed by Consultant prior to receipt of such notice of termination, subject to the following conditions: a. As a condition of such payment, the Executive Director may require Consultant to deliver to the City all work product(s) completed as of such date, and in such case such work product b. shall be the property of the City unless prohibited by law, and Consultant consents to the City's use thereof for such purposes as the City deems appropriate. c. Payment need not be made for work which fails to meet the standard of performance specified in the Recitals of this Agreement. 15. NONDISCRIMINATION Consultant shall not discriminate because of race, color, creed, religion, sex, marital status, sexual orientation, age, national origin, ancestry, or disability, as defined and prohibited by applicable law, in the recruitment, selection, training, utilization, promotion, termination or other employment related activities. Consultant affirms that it is an equal opportunity employer and shall comply with all applicable federal, state and local laws and regulations. 16. JURISDICTION - VENUE This Agreement has been executed and delivered in the State of California and the validity, interpretation, performance, and enforcement of any of the clauses of this Agreement shall be determined and governed by the laws of the State of California. Both parties further agree that Orange County, California, shall be the venue for any action or proceeding that may be brought or arise out of, in connection with or by reason of this Agreement. 17. PROFESSIONAL LICENSES Consultant shall, throughout the term of this Agreement, maintain all necessary licenses, permits, approvals, waivers, and exemptions necessary for the provision of the services hereunder and required by the laws and regulations of the United States, the State of California, the City of Santa Ana and all other governmental agencies. Consultant shall notify the City immediately and in writing of its inability to obtain or maintain such permits, licenses, approvals, waivers, and exemptions. Said inability shall be cause for termination of this Agreement. 18. MISCELLANEOUS PROVISIONS a. Each undersigned represents and warrants that its signature herein below has the power, authority and right to bind their respective parties to each of the terms of this Agreement, and shall indemnify City fully, including reasonable costs and attorney’s fees, for any injuries or damages to City in the event that such authority or power is not, in fact, held by the signatory or is withdrawn. b. All Exhibits referenced herein and attached hereto shall be incorporated as if fully set forth in the body of this Agreement. IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first above written. ATTEST: CITY OF SANTA ANA City Council 22 –27 3/1/2022 CITY OF SANTA ANA RFQ No. 22-005 State Legislative Advocacy Services Page 23 of 29 Daisy Gomez Kristine Ridge Clerk of the Council City Manager APPROVED AS TO FORM: SONIA R. CARVALHO CONSULTANT: City Attorney By: Assistant City Attorney Tax ID# RECOMMENDED FOR APPROVAL: Kathryn Downs Executive Director Finance & Management Services Agency SAMPLE ONLY (name) (title) Tax ID# City Council 22 –28 3/1/2022 CITY OF SANTA ANA RFQ No. 22-005 State Legislative Advocacy Services Page 24 of 29 List and describe fully the contracts performed by your firm which demonstrate your ability to provide the supplies, equipment or services included in the scope of the statement of qualificationsspecifications. Attach additional pages if required. The City reserves the right to contact each of the references listed for additional information regarding your firm's qualifications. Reference Customer Name:___________________________ Contact Individual: ____________________________ Address: _________________________________ Phone Number: ______________________________ ________________________________ Facsimile Number: ____________________________ Contract Amount: __________________________ Year: ______________________________________ Description of supplies, equipment, or services provided: ________________________________________________________________________________________ Reference Customer Name:___________________________ Contact Individual: ____________________________ Address: _________________________________ Phone Number: ______________________________ ________________________________ Facsimile Number: ____________________________ Contract Amount: __________________________ Year: ______________________________________ Description of supplies, equipment, or services provided: ________________________________________________________________________________________ Reference Customer Name:___________________________ Contact Individual: ____________________________ Address: _________________________________ Phone Number: ______________________________ ________________________________ Facsimile Number: ____________________________ Contract Amount: __________________________ Year: ______________________________________ Description of supplies, equipment, or services provided: ________________________________________________________________________________ THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE STATEMENT OF QUALIFICATION. STATEMENT OF QUALIFICATIONS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE. ATTACHMENT A REFERENCES City Council 22 –29 3/1/2022 CITY OF SANTA ANA RFQ No. 22-005 State Legislative Advocacy Services Page 25 of 29 Respondent understands and agrees that this written RFQ (or any part thereof specifically designated and accepted by the City of Santa Ana, hereinafter City) shall constitute the entire agreement between Respondent and the City only after it has been accepted by the City Council, endorsed by the Clerk of the Council with her signature and official seal noting hereon the action of approval of the Council, signed by the Executive Director or his duly authorized agent, and signed by the City Attorney, denoting his approval of the form of this document, and its execution, and when it or an exact copy of it has been either delivered to Respondent or deposited with the United States Postal Service properly addressed to the Respondent with the correct postage affixed thereto. Respondent further agrees that upon delivery (as defined above) of the accepted agreement he/she will furnish City all required bonds and certificate of liability insurance within ten (10) days (excluding Saturdays, Sundays and City’s legal holidays), or the funds, check, draft, or Respondent’s bond substituted in lieu thereof accompanying this statement of qualificationsshall become the property of the City and shall be considered as payment of damages due to the delay and other causes suffered by City because of the failure to furnish the necessary bonds and because it is distinctly agreed that the proof of damages actually suffered by City is difficult to ascertain; otherwise said funds, check drafts, or Respondent’s bond substituted in lieu thereof shall be returned to the undersigned. Respondent understands that a statement of qualificationsis required for the entire work, that the estimated quantities set forth in the RFQ schedule are solely for the purpose of comparing statement of qualifications, and that final compensation under the contract will be based upon the actual quantities of work satisfactorily completed. All terms contained in the specifications, the certification of nondiscrimination by contractors, and the required insurance certificates are to be incorporated by reference into this agreement and are made specifically as part of this RFQ. Firm________________________________________________________________________________ Signed and Printed Name: ______________________________________________________________ Title ________________________________________________________________________________ Date _______________________________________________________________________________ THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE STATEMENT OF QUALIFICATION. STATEMENT OF QUALIFICATIONS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE. ATTACHMENT B RESPONDENT’S STATEMENT City Council 22 –30 3/1/2022 CITY OF SANTA ANA RFQ No. 22-005 State Legislative Advocacy Services Page 26 of 29 (Title 23 United States Code Section 112 and Public Contract Code Section 7106) To the CITY OF SANTA ANA In accordance with Title 23 United States Code Section 112 and Public Contract Code 7106 the Respondent declares that the statement of qualificationsis not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation; that the statement of qualificationsis genuine and not collusive or sham; that the Respondent has not directly or indirectly induced or solicited any other Respondent to put in a false or sham statement of qualification, and has not directly or indirectly colluded, conspired, connived or agreed with any Respondent or anyone else to put in a sham statement of qualification, or that anyone shall refrain from bidding; that the Respondent has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the statement of qualificationsprice of the Respondent or any Respondent, or to fix any overhead, profit, or cost element of the statement of qualificationsprice, or of that of any other Respondent, or to secure any advantage against the public body awarding the contract of anyone interested in the proposed contract; that all statements contained in the statement of qualificationsare true; and, further, that the Respondent has not, directly or indirectly, submitted his or her statement of qualificationsprice or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, or paid, and will not pay, any fee to any corporation, partnership, company association, organization, bid depository, or to any member or agent thereof to effectuate a collusive or sham statement of qualification. Note: The above noncollusion affidavit is part of the statement of qualification. Signing this statement of qualificationson the signature portion thereof shall also constitute signature of this noncollusion affidavit. Respondents are cautioned that making a false certification may subject the certifier to criminal prosecution. Signed____________________________________________________________________________ State of California, County of __________________________________________________________ Subscribed and sworn to (or affirmed) before me on this________ day of_____________, 20____, by ________________________, proved to me on the basis of satisfactory evidence to be the person(s) who appeared before me. ________________________ Notary Public Signature Notary Public Seal THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE STATEMENT OF QUALIFICATION. STATEMENT OF QUALIFICATIONS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE. ATTACHMENT C NON-COLLUSION AFFIDAVIT City Council 22 –31 3/1/2022 CITY OF SANTA ANA RFQ No. 22-005 State Legislative Advocacy Services Page 27 of 29 The prospective participant certifies, by signing and submitting this bid or statement of qualification, to the best of his or her knowledge and belief, that: (1) No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of any Federal agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement. (2) If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any Federal agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, "Disclosure of Lobbying Activities," in conformance with its instructions. This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by Section 1352, Title 31, U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure. The prospective participant also agrees by submitting his or her bid or statement of qualificationsthat he or she shall require that the language of this certification be included in all lower tier subcontracts, which exceed $100,000 and that all such subrecipients shall certify and disclose accordingly. Signed: Title: Firm: Date: THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE STATEMENT OF QUALIFICATION. STATEMENT OF QUALIFICATIONS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE. ATTACHMENT D NON-LOBBYING CERTIFICATION City Council 22 –32 3/1/2022 CITY OF SANTA ANA RFQ No. 22-005 State Legislative Advocacy Services Page 28 of 29 The undersigned consultant or corporate officer, during the performance of this contract, certifies as follows: 1. The Consultant shall not discriminate against any employee or applicant for employment because of race, color, religion, sex, or national origin. The Consultant shall take affirmative action to ensure that applicants are employed, and that employees are treated during employment without, regard to their race, color, religion, sex, or national origin. Such action shall include, but not be limited to, the following: employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The Consultant agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided setting forth the provisions of this nondiscrimination clause. 2. The Consultant shall, in all solicitations or advertisements for employees placed by or on behalf of the Consultant, state that all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, or national origin. 3. The Consultant shall send to each labor union or representative of workers with which he/she has a collective bargaining agreement or other contract or understanding, a notice to be provided advising the said labor union or workers’ representatives of the Consultant’s commitments under this section, and shall post copies of the notice in conspicuous places available to employees and applicants for employment. 4. The Consultant shall comply with all provisions of Executive Order 11246 of September 24, 1965, and of the rules, regulations, and relevant orders of the Secretary of Labor. 5. The Consultant shall furnish all information and reports required by Executive Order 11246 of September 24, 1965, and by rules, regulations, and orders of the Secretary of Labor, or pursuant thereto, and will permit access to his/her books, records, and accounts by the administering agency and the Secretary of Labor for purposes of investigation, to ascertain compliance with such rules, regulations, and orders. 6. In the event of the Consultant’s non-compliance with the nondiscrimination clauses of this contract or with any of the said rules, regulations, or orders, the contract may be canceled, terminated, or suspended in whole or in part and the Consultant may be declared ineligible for further Government contracts or federally assisted construction contracts in accordance with procedures authorized in Execution Order 11246 of September 24, 1965, and such other sanctions may be imposed and remedies invoked as provided in Executive Order 11246 of September 24, 1965, or by rule, regulations, or order of the Secretary of Labor, or as otherwise provided by law. ATTACHMENT E NON-DISCRIMINATION CERTIFICATION City Council 22 –33 3/1/2022 CITY OF SANTA ANA RFQ No. 22-005 State Legislative Advocacy Services Page 29 of 29 7. The Consultant shall include the portion of the sentence immediately preceding paragraph (1) and the provisions of paragraphs (1) through (7) in every subcontract or purchase order unless exempted by rules, regulations, or orders of the Secretary of Labor issued pursuant to Section 204 of Executive Order 11246 of September 24, 1965, so that such provisions will be binding upon each subcontract or purchase order as the administering agency may direct as means of enforcing such provisions, including sanctions for noncompliance; provided, however, that in the event the Consultant becomes involved in, or is threatened with, litigation with a subconsultant or vendor as a result of such direction by the administering agency, the Consultant may request that the United States enter into such litigation to protect the interests of the United States. 8. Pursuant to California Labor Code Section 1735, as added by Chapter 643 Stats. 1939, and as amended, no discrimination shall be made in the employment of persons upon public works because of race, religious creed, color, national origin, ancestry, physical handicaps, mental condition, marital status, or sex of such persons, except as provided in Section 1420, and any consultant of public works violating this Section is subject to all the penalties imposed for a violation of the Chapter. Signed: Title: Firm: Date: THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE STATEMENT OF QUALIFICATION. STATEMENT OF QUALIFICATIONS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE. City Council 22 –34 3/1/2022 Page 1 of 8 AGREEMENT WITH TOWNSEND PUBLIC AFFAIRS FOR STATE LEGISLATION ADVOCACY SERVICES THIS AGREEMENT is made and entered into this 1st day of March, 2022, by and between Townsend Public Affairs, Inc. (“Consultant”), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California (“City”). RECITALS A. On December 23, 2021, the City issued Request for Qualifications No. 22-005, by which it sought proposals from qualified firms to provide state legislative advocacy services on the City’s behalf. B. Consultant submitted a responsive proposal that was selected by the City. Consultant represents that it is able and willing to provide the services described in the scope of work that was included in RFQ No. 22-005. C. In undertaking the performance of this Agreement, Consultant represents that it is knowledgeable in its field and that any services performed by Consultant under this Agreement will be performed in compliance with such standards as may reasonably be expected from a professional consulting firm in the field. NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the terms and conditions hereinafter set forth, the parties agree as follows: 1. SCOPE OF SERVICES Consultant shall perform the services described in the scope of work that was included in RFQ No. 22-005, which is attached as Exhibit A, and as further delineated in Consultant’s proposal, which is attached as Exhibit B and incorporated in full. 2. COMPENSATION a. City agrees to pay, and Consultant agrees to accept as total payment for its services under this Agreement, the rates and charges identified in Exhibit B for Contract Years 1 through 4. The total annual sum to be expended shall not exceed $60,000 for Contract Years 1 and 2 and $66,000 for Contract Years 3 and 4 (year 4 only if Agreement is extended pursuant to Section 3 below). b. Consultant shall not be reimbursed for any expenses unless authorized in writing by City. c. Payment by City shall be made within forty-five (45) days following receipt of proper invoice evidencing work performed, subject to City accounting procedures. Payment need not be made for work which fails to meet the standards of performance set forth in the Recitals and Scope of Work, which may reasonably be expected by City. City Council 22 –35 3/1/2022 Page 2 of 8 3. TERM This Agreement shall commence on the date first written above and terminate on February 28, 2025, unless terminated earlier in accordance with Section 16, below. The term of this Agreement may be extended for one 1-year period upon a writing executed by the City Manager and City Attorney. 4. INDEPENDENT CONTRACTOR Consultant shall, during the entire term of this Agreement, be construed to be an independent contractor and not an employee of the City. This Agreement is not intended nor shall it be construed to create an employer-employee relationship, a joint venture relationship, or to allow the City to exercise discretion or control over the professional manner in which Consultant performs the services which are the subject matter of this Agreement; however, the services to be provided by Consultant shall be provided in a manner consistent with all applicable standards and regulations governing such services. Consultant shall pay all salaries and wages, employer's social security taxes, unemployment insurance and similar taxes relating to employees and shall be responsible for all applicable withholding taxes. 5. OWNERSHIP OF MATERIALS This Agreement creates a non-exclusive and perpetual license for City to copy, use, modify, reuse, or sublicense any and all copyrights, designs, and other intellectual property embodied in plans, specifications, studies, drawings, estimates, and other documents or works of authorship fixed in any tangible medium of expression, including but not limited to, physical drawings or data magnetically or otherwise recorded on computer diskettes, which are prepared or caused to be prepared by Consultant under this Agreement (“Documents & Data”). Consultant shall require all subcontractors to agree in writing that City is granted a non-exclusive and perpetual license for any Documents & Data the subcontractors prepares under this Agreement. Consultant represents and warrants that Consultant has the legal right to license any and all Documents & Data. Consultant makes no such representation and warranty in regard to Documents & Data which were provided to Consultant by the City. City shall not be limited in any way in its use of the Documents and Data at any time, provided that any such use not within the purposes intended by this Agreement shall be at City’s sole risk. 6. INSURANCE Prior to undertaking performance of work under this Agreement, Consultant shall maintain and shall require its subcontractors, if any, to obtain and maintain insurance as described below: a. Commercial General Liability Insurance. Consultant shall maintain commercial general liability insurance naming the City, its officers, employees, agents, volunteers and representatives as additional insured(s) and shall include, but not be limited to protection against claims arising from bodily and personal injury, including death resulting therefrom and damage to property, resulting from any act or occurrence arising out of Consultant’s operations in the performance of this Agreement, including, without limitation, acts involving vehicles. The amounts of City Council 22 –36 3/1/2022 Page 3 of 8 insurance shall be not less than the following: single limit coverage applying to bodily and personal injury, including death resulting therefrom, and property damage, in the total amount of $1,000,000 per occurrence, with $2,000,000 in the aggregate. Such insurance shall (a) name the CITY, its officers, employees, agents, volunteers and representatives as additional insured(s); (b) be primary with respect to insurance or self-insurance programs maintained by the CITY; and (c) contain standard separation of insureds provisions. b. Business automobile liability insurance, or equivalent form, with a combined single limit of not less than $1,000,000 per occurrence. Such insurance shall include coverage for owned, hired and non-owned automobiles. c. Worker’s Compensation Insurance. In accordance with the California Labor Code, Consultant, if Consultant has any employees, is required to be insured against liability for worker’s compensation or to undertake self-insurance. Prior to commencing the performance of the work under this Agreement, Consultant agrees to obtain and maintain any employer’s liability insurance with limits not less than $1,000,000 per accident. d. If Consultant is or employs a licensed professional such as an architect or engineer: Professional liability (errors and omissions) insurance, with a combined single limit of not less than $1,000,000 per claim with $2,000,000 in the aggregate. e. The following requirements apply to the insurance to be provided by Consultant pursuant to this section: (i) Consultant shall maintain all insurance required above in full force and effect for the entire period covered by this Agreement. (ii) Certificates of insurance shall be furnished to the City upon execution of this Agreement and shall be approved by the City. (iii) Certificates and policies shall state that the policies shall not be cancelled or reduced in coverage or changed in any other material aspect, by consultant, without thirty (30) days prior written notice to the City. (iv) Consultant shall supply City with a fully executed additional insured endorsement. f. If Consultant fails or refuses to produce or maintain the insurance required by this section or fails or refuses to furnish the City with required proof that insurance has been procured and is in force and paid for, the City shall have the right, at the City’s election, to forthwith terminate this Agreement. Such termination shall not affect Consultant’s right to be paid for its time and materials expended prior to notification of termination. Consultant waives the right to receive compensation and agrees to indemnify the City for any work performed prior to approval of insurance by the City. City Council 22 –37 3/1/2022 Page 4 of 8 7. INDEMNIFICATION Consultant agrees to defend, and shall indemnify and hold harmless the City, its officers, agents, employees, consultants, special counsel, and representatives from liability: (1) for personal injury, damages, just compensation, restitution, judicial or equitable relief arising out of claims for personal injury, including death, and claims for property damage, which may arise from the negligent operations of the Consultant or its Consultants, subcontractors, agents, employees, or other persons acting on their behalf which relates to the services described in section 1 of this Agreement; and (2) from any claim that personal injury, damages, just compensation, restitution, judicial or equitable relief is due by reason of the terms of or effects arising from this Agreement. This indemnity and hold harmless agreement applies to all claims for damages, just compensation, restitution, judicial or equitable relief suffered, or alleged to have been suffered, by reason of the events referred to in this Section or by reason of the terms of, or effects, arising from this Agreement. The Consultant further agrees to indemnify, hold harmless, and pay all costs for the defense of the City, including fees and costs for special counsel to be selected by the City, regarding any action by a third party challenging the validity of this Agreement, or asserting that personal injury, damages, just compensation, restitution, judicial or equitable relief due to personal or property rights arises by reason of the terms of, or effects arising from this Agreement. City may make all reasonable decisions with respect to its representation in any legal proceeding. Notwithstanding the foregoing, to the extent Consultant’s services are subject to Civil Code Section 2782.8, the above indemnity shall be limited, to the extent required by Civil Code Section 2782.8, to claims that arise of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Consultant. 8. INTELLECTUAL PROPERTY INDEMNIFICATION Consultant shall defend, indemnify and hold harmless the City, its officers, agents, representatives, and employees against any and all liability, including costs, and attorney’s fees, for infringement of any United States’ letters patent, trademark, or copyright contained in the work product or documents provided by Consultant to the City pursuant to this Agreement. 9. RECORDS Consultant shall keep records and invoices in connection with the work to be performed under this Agreement. Consultant shall maintain complete and accurate records with respect to the costs incurred under this Agreement and any services, expenditures, and disbursements charged to the City for a minimum period of three (3) years, or for any longer period required by law, from the date of final payment to Consultant under this Agreement. All such records and invoices shall be clearly identifiable. Consultant shall allow a representative of the City to examine, audit, and make transcripts or copies of such records and any other documents created pursuant to this Agreement during regular business hours. Consultant shall allow inspection of all work, data, documents, proceedings, and activities related to this Agreement for a period of three (3) years from the date of final payment to Consultant under this Agreement. 10. CONFIDENTIALITY If Consultant receives from the City information which due to the nature of such City Council 22 –38 3/1/2022 Page 5 of 8 information is reasonably understood to be confidential and/or proprietary, Consultant agrees that it shall not use or disclose such information except in the performance of this Agreement, and further agrees to exercise the same degree of care it uses to protect its own information of like importance, but in no event less than reasonable care. “Confidential Information” shall include all nonpublic information. Confidential information includes not only written information, but also information transferred orally, visually, electronically, or by other means. Confidential information disclosed to either party by any subsidiary and/or agent of the other party is covered by this Agreement. The foregoing obligations of non-use and nondisclosure shall not apply to any information that (a) has been disclosed in publicly available sources; (b) is, through no fault of the Consultant disclosed in a publicly available source; (c) is in rightful possession of the Consultant without an obligation of confidentiality; (d) is required to be disclosed by operation of law; or (e) is independently developed by the Consultant without reference to information disclosed by the City. 11. CONFLICT OF INTEREST CLAUSE Consultant covenants that it presently has no interest and shall not have interests, direct or indirect, which would conflict in any manner with performance of services specified under this Agreement. 12. NOTICE Any notice, tender, demand, delivery, or other communication pursuant to this Agreement shall be in writing and shall be deemed to be properly given if delivered in person or mailed by first class or certified mail, postage prepaid, or sent by fax or other telegraphic communication in the manner provided in this Section, to the following persons: To City: Clerk of the City Council City of Santa Ana 20 Civic Center Plaza (M-30) P.O. Box 1988 Santa Ana, CA 92702-1988 With courtesy copies to: City Manager City of Santa Ana 20 Civic Center Plaza (M-31) P.O. Box 1988 Santa Ana, California 92702 To Consultant: Townsend Public Affairs, Inc. Attn: Christopher Townsend, President 925 L Street, Suite 1404 Sacramento, CA 95814 City Council 22 –39 3/1/2022 Page 6 of 8 A party may change its address by giving notice in writing to the other party. Thereafter, any communication shall be addressed and transmitted to the new address. If sent by mail, communication shall be effective or deemed to have been given three (3) days after it has been deposited in the United States mail, duly registered or certified, with postage prepaid, and addressed as set forth above. If sent by fax, communication shall be effective or deemed to have been given twenty-four (24) hours after the time set forth on the transmission report issued by the transmitting facsimile machine, addressed as set forth above. For purposes of calculating these time frames, weekends, federal, state, County or City holidays shall be excluded. 13. EXCLUSIVITY AND AMENDMENT This Agreement represents the complete and exclusive statement between the City and Consultant regarding the subject matter herein, and supersedes any and all other agreements, oral or written, between the parties. In the event of a conflict between the terms of this Agreement and any attachments hereto, the terms of this Agreement shall prevail. This Agreement may not be modified except by written instrument signed by the City and by an authorized representative of Consultant. The parties agree that any terms or conditions of any purchase order or other instrument that are inconsistent with, or in addition to, the terms and conditions hereof, shall not bind or obligate Consultant or the City. Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any party, which are not embodied herein. 14. ASSIGNMENT Inasmuch as this Agreement is intended to secure the specialized services of Consultant, Consultant may not assign, transfer, delegate, or subcontract any interest herein without the prior written consent of the City and any such assignment, transfer, delegation or subcontract without the City’s prior written consent shall be considered null and void. Nothing in this Agreement shall be construed to limit the City’s ability to have any of the services which are the subject to this Agreement performed by City personnel or by other consultants retained by City. 15. WAIVER No waiver of breach, failure of any condition, or any right or remedy contained in or granted by the provisions of this Agreement shall be effective unless it is in writing and signed by the party waiving the breach, failure, right or remedy. No waiver of any breach, failure or right, or remedy shall be deemed a waiver of any other breach, failure, right or remedy, whether or not similar, nor shall any waiver constitute a continuing waiver unless the writing so specifies. 16. TERMINATION This Agreement may be terminated by the City upon thirty (30) days written notice of termination. In such event, Consultant shall be entitled to receive and the City shall pay Consultant compensation for all services performed by Consultant prior to receipt of such notice of termination, subject to the following conditions: City Council 22 –40 3/1/2022 Page 7 of 8 a. As a condition of such payment, the Executive Director may require Consultant to deliver to the City all work product completed as of such date, and in such case such work product shall be the property of the City unless prohibited by law, and Consultant consents to the City's use thereof for such purposes as the City deems appropriate. b. Payment need not be made for work which fails to meet the standard of performance specified in the Recitals of this Agreement. 17. NON-DISCRIMINATION Consultant shall not discriminate because of race, color, creed, religion, sex, marital status, sexual orientation, gender identity, gender expression, gender, medical conditions, genetic information, or military and veteran status, age, national origin, ancestry, or disability, as defined and prohibited by applicable law, in the recruitment, selection, teaching, training, utilization, promotion, termination or other employment related activities or any services provided under this Agreement. Consultant affirms that it is an equal opportunity employer and shall comply with all applicable federal, state and local laws and regulations. 18. JURISDICTION-VENUE This Agreement has been executed and delivered in the State of California and the validity, interpretation, performance, and enforcement of any of the clauses of this Agreement shall be determined and governed by the laws of the State of California. Both parties further agree that Orange County, California, shall be the venue for any action or proceeding that may be brought or arise out of, in connection with or by reason of this Agreement. 19. PROFESSIONAL LICENSES Consultant shall, throughout the term of this Agreement, maintain all necessary licenses, permits, approvals, waivers, and exemptions necessary for the provision of the services hereunder and required by the laws and regulations of the United States, the State of California, the City of Santa Ana and all other governmental agencies. Consultant shall notify the City immediately and in writing of its inability to obtain or maintain such permits, licenses, approvals, waivers, and exemptions. Said inability shall be cause for termination of this Agreement. 20. MISCELLANEOUS PROVISIONS a. Each undersigned represents and warrants that its signature herein below has the power, authority and right to bind their respective parties to each of the terms of this Agreement, and shall indemnify City fully, including reasonable costs and attorney’s fees, for any injuries or damages to City in the event that such authority or power is not, in fact, held by the signatory or is withdrawn. b. All exhibits referenced herein and attached hereto shall be incorporated as if fully set forth in the body of this Agreement. City Council 22 –41 3/1/2022 Page 8 of 8 IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first above written. ATTEST: CITY OF SANTA ANA ________________________ _________________________ Daisy Gomez Kristine Ridge Clerk of the Council City Manager APPROVED AS TO FORM TOWNSEND PUBLIC AFFAIRS SONIA R. CARVALHO City Attorney By: _____________________ ____________________________ John M. Funk Name: Sr. Assistant City Attorney Title: City Council 22 –42 3/1/2022 CITY OF SANTA ANA RFQ No. 22-005 State Legislative Advocacy Services I.DESCRIPTION The City of Santa Ana is seeking statements of qualifications from a qualified firm to provide legislative advocacy services. The firm works under the policy direction of the Mayor and City Council and is administratively responsible to the City Manager. The principle responsibility of the firm will be to provide legislative advocacy services to augment the City’s existing relationships with federal legislators and policy administrators. II.SCOPE OF SERVICES 1.HELP SET LEGISLATIVE PRIORITIES: Work with the City Council, the City Manager, and other City staff to discuss goals, objectives, opportunities and priorities. 2.ADVOCATE ON THE CITY’S BEHALF: Advocate the City’s position to members of the State Assembly, State Senate, State agencies, and other interested parties. Identify opportunities for elected officials and City officials to participate in the legislative process and make recommendations. Those opportunities include, but are not limited to, communication to legislators, providing testimony at legislative hearings, and communication with the Governor and the Governor’s staff. 3.LEGISLATIVE RESEARCH AND ANALYSIS: At the request of the City, research, provide information, and prepare written reports on a variety of topics, including, but not limited to, the following: a.State laws/regulations or proposed legislation b.Legislative hearings, reports and testimony c.State funding opportunities d.Reporting and data that may impact City operations 4.KEEP THE CITY UPDATED ON PERTINENT LEGISLATION: Provide updates on state legislation that affects the City’s legislative priorities. Identify potential future legislative issues or opportunities that may interest the City, and help position the City to benefit from new laws/regulations/policies, programs, or funding opportunities. 5.RELATIONSHIP-BUILDING WITH THE STATE: Support a positive relationship with the Governor's office, State Legislature, Governor’s office, and other State agencies. Assist in establishing relations between councilmembers/City staff and legislative persons, including chairs and consultants of key committees and other important policymakers. Coordinate meetings with State Legislators and state agency leaders to provide the City the opportunity to meet with key decision-makers on pertinent City issues. 6.RELATIONSHIP-BUILDING WITH LOCAL AND REGIONAL PARTNERS ON STATEWIDE ISSUES: When appropriate, coordinate and cooperate with other organizations, municipalities, companies and firms having similar legislative objectives as the City. Where appropriate, advocate positions on legislation and work to secure language in law that will advance the City’s interests. 7.PREPARE POSITION LETTERS AND DRAFT LEGISLATVE LANGUAGE: At the request of the City, assist with drafting position letters on legislation or language for City policy resolutions. 8.MONTHLY REPORTS: Provide regular updates on the political landscape in Sacramento to help provide context, and identify opportunities and potential issues. Provide monthly reports of activities pursued or EXHIBIT A SCOPE OF SERVICES EXHIBIT A City Council 22 –43 3/1/2022 CITY OF SANTA ANA RFQ No. 22-005 State Legislative Advocacy Services accomplished on behalf of the City. 9.ANNUAL IN-PERSON MEETING REQUIRED: Arrange for an annual visit to the City of Santa Ana for a legislative committee meeting and/or to meet with the City Manager and/or designated City officials. 10.FPPC FILINGS: Prepare and file all applicable Fair Political Practices Commission lobbying documents and reports within all applicable deadlines, per the provisions of the Political Reform Act of 1974 as amended. Provide the City notification of any changes or modifications that may be pertinent. City Council 22 –44 3/1/2022 Proposal for State Legislative Advocacy Services | City of Santa Ana Page 1 Table of Contents Proposal for State Legislative Advocacy Services January 21, 2022 City Council 22 –45 3/1/2022 Proposal for State Legislative Advocacy Services | City of Santa Ana Page 2 January 21, 2022 Daniel A. Soto, Management Assistant City of Santa Ana – City Manager’s Office 20 Civic Center Plaza Santa Ana, CA 92701 Dear Mr. Soto: Thank you for the opportunity for Townsend Public Affairs, Inc. (“TPA”) to submit our proposal for Legislative Advocacy Services to the City of Santa Ana (“City”). TPA has been proud and honored to serve as the state legislative advocate for the City over the past 22 years. During our tenure, TPA has demonstrated its focused and unwavering commitment to the legislative platform and funding priorities of the City, securing over $79.4 million in funding for the City, while serving as an extension of the City staff. Since its inception in 1998, TPA has earned the reputation as Champions for Better Communities by providing the experience, resources, and relationships expected from a premier legislative advocacy and grant writing firm while also giving clients the unique brand of customer service they deserve: personal attention, maximum accessibility, and passion for their mission. Our strategic approach to advocacy and funding is tailored to meet the individual needs of each client by leveraging the breadth and depth of our team as well as our vast network of relationships with key stakeholders and decision makers. Utilizing this method on behalf of our clients, TPA has shepherded over 100 legislative and regulatory proposals into law, and secured over $2.2 billion in grants from state, federal, and local government agencies as well as nonprofit foundations and private companies. Thank you again for your interest in our firm and your consideration of this proposal. This statement of qualifications will be valid for ninety (90) days. Please contact us if you have any questions or need additional information. We would be honored to continue to serve the City of Santa Ana. Yours truly, Christopher Townsend President Principal who can make legally binding commitments for TPA City Council 22 –46 3/1/2022 Proposal for State Legislative Advocacy Services | City of Santa Ana Page 3 2. STATEMENT OF AGREEMENT City Council 22 –47 3/1/2022 Proposal for State Legislative Advocacy Services | City of Santa Ana Page 4 3. FIRM & TEAM EXPERIENCE i. A GENERAL DESCRIPTION OF THE FIRM, INCLUDING SIZE, NUMBER OF EMPLOYEES, NUMBER OF CREDENTIALED ACTUARIES WITH THEIR AFFILIATIONS, AND ANY PAST OR CONTEMPLATED CHANGES IN OWNERSHIP. TPA is a state and federal legislative advocacy and grant writing firm that provides lobbying and funding services to public agencies and nonprofit organizations throughout California. Founder/Owner/President: Christopher Townsend Advocacy Success: Shepherded over 100 client-sponsored legislative proposals into law Funding Success: Over $2.2 billion in state, federal, and local government grants as well as grants from nonprofit organizations and private companies Longevity: 23 years (founded in 1998) Number of Employees: 16 Number of Registered State and Federal Lobbyists and Grant Writers: 13 Number of Offices: Five o TPA State Capitol Office, Sacramento o TPA Federal Office, Washington, DC o TPA Northern California Office, Oakland o TPA Central California Office, Fresno o TPA Southern California Office, Newport Beach Types of Clients: o City Governments o County Governments o Water and Sanitation Districts o Transportation Districts o K-12 School Districts o Community College Districts o Parks and Recreation Districts o Fire Protection Districts o Museums, Science Centers, and Cultural Facilities Ranking by Revenue Reported to the California Secretary of State: o 7th of 486 Firms Registered for 2019-20 Legislative Session o 98th Percentile Changes in Ownership: None City Council 22 –48 3/1/2022 Proposal for State Legislative Advocacy Services | City of Santa Ana Page 5 EXPERIENCE ii. NAME AND CONTACT INFORMATION OF THE LEAD PROJECT MANAGER TO BE ASSIGNED TO THE ENGAGEMENT. Lead Project Manager: TPA Vice President Casey Elliott Contact Information: Address: 925 L Street, Suite 1404, Sacramento, CA 95814 Email Address: celliott@townsendpa.com Phone Number: (916) 447-4086 iii. RESUMES FOR THE PROFESSIONAL STAFF ASSIGNED TO THE ENGAGEMENT. CLIENT SERVICE TEAM With a team of 13 legislative and funding advocates, TPA has the breadth and depth of experience AND the ability to deploy as many advocates as needed to maximize success for the City while minimizing the burden on City staff. TPA proposes a dedicated a team of five advocates to perform state legislative advocacy services for the City: 1. Christopher Townsend President Project Role: Senior Strategic Advisor 2. Casey Elliott Vice President Project Role: Lead Project Manager and Legislative Advocate 3. Cori Takkinen Vice President Project Role: Legislative Advocate 4. Niccolo De Luca Vice President Project Role: Legislative Advocate 5. Carly Shelby Legislative Associate Project Role: Legislative Advocate The TPA State Capitol Office is located across the street from the State Capitol building, which allows us to engage with key decision makers in a timely manner. The City may also access the TPA State Capitol office as a venue for advocacy meetings or a temporary work area when City staff visits Sacramento. Additionally, the TPA Southern California Office, located in Newport Beach, gives TPA the ability to meet in-person with City staff and departments with little notice. Resumes for each member of the client service team are included on the following pages City Council 22 –49 3/1/2022 Proposal for State Legislative Advocacy Services | City of Santa Ana Page 6 EXPERIENCE Christopher Townsend, President: Christopher founded TPA in 1998 and has 40 years of experience in public affairs, legislative advocacy, and grant writing. Christopher and TPA have represented over 315 clients, including 235 local public agencies, such as cities, counties, transportation agencies, water and sanitation districts, elementary and secondary school districts, community college districts, park and recreation districts, and other special districts, as well as nonprofit organizations. Townsend Public Affairs, Inc. President 1998-Present Christopher provides leadership to a team of 13 advocates and grant writers while managing the development and implementation of strategies for the agendas of each client. His achievements include: Under Christopher’s leadership, TPA has become one of the most successful advocacy firms in California (and is continually recognized as a “top ten” firm registered with the California Secretary of State) while still providing the personalized attention and focus of a small boutique firm. Under Christopher’s leadership, TPA has shepherded over 100 legislative and regulatory proposals into law over a wide range of policy areas, including local governance, water and sanitation, transportation, housing and economic development, parks and natural resources, historical and cultural resources, elementary and secondary education, higher education, and public safety. The bipartisan capabilities of the firm are evidenced by legislative and funding successes over the tenure of several federal and state administrations, including: President Bill Clinton, George W. Bush, Barack Obama, Donald Trump, and Governors Pete Wilson, Gray Davis, Arnold Schwarzenegger, Jerry Brown, and Gavin Newsom. Christopher and his team have secured over $2.2 billion in local, regional, state, and federal government grants as well as private and nonprofit grants for a multitude of legacy projects in the policy sectors of water and sanitation, transportation, education, housing and economic development, parks and natural resources, historical and cultural resources, and public safety. Maintains close bi-partisan relationships with several members of the California Congressional delegation, including Senators Feinstein and Padilla, and Representatives Correa, Torres, Lowenthal, Porter, Levin, Lee, Swalwell, Napolitano, Garamendi, Carbajal, Desaulnier, Sanchez, Lieu, Harder, McNerney, Calvert, Garcia, Steel, and Kim. Christopher and TPA have participated in the development and implementation of several California bond propositions for the statewide ballot to provide capital funding for major infrastructure projects, including water and sanitation, transportation, education, housing and economic development, parks and natural resources, and historical and cultural resources, including Propositions 1, 1B, 1C, 1D, 1E, 12, 13, 14, 40, 47, 50, 55, 68 and 84. Most recently, Christopher worked closely with the State Legislature and the Governor’s office on the drafting of SB 5 (De Leon), which authorized a $4 billion park bond that was approved on the November 2018 statewide ballot as Proposition 68. City Council 22 –50 3/1/2022 Proposal for State Legislative Advocacy Services | City of Santa Ana Page 7 EXPERIENCE In 1999, Christopher was appointed by Assembly Speaker Antonio Villaraigosa to serve on the Speaker’s Commission on State and Local Government Finance. In 1997, Christopher was appointed by Assembly Speaker Cruz Bustamante to serve on the California Film Commission. PepsiCo/Taco Bell Corp., Irvine, CA Senior Director, Government & Community Affairs 1992-1998 Christopher managed and directed government and media relations, crisis management, internal communications, and marketing publicity. Christopher also managed the political action committee for state and federal political races. Additionally, Christopher managed community relations initiatives, corporate philanthropy, and the Taco Bell Foundation. Stein-Brief Group, Inc., Dana Point, CA Vice President, Public Affairs 1982-1992 Christopher directed government, community, and media relations at the level, state, and federal levels, including the management of all political, civic, charitable, and cultural activities. Christopher provided land-use planning and entitlement process analysis for domestic and international projects. Christopher also managed activities with numerous state and federal agencies to ensure compliance with all applicable laws and regulations governing land use. Finally, Christopher created and directed a political action committee that supported various local, state, and federal candidates and ballot initiatives. JFK School of Government, Harvard University, Cambridge, MA Master of Public Administration 1991 Claremont McKenna College, Claremont, CA Bachelor of Arts, Political Science, Magna cum Laude, Political Science Honors Prize 1982 Coro Fellow Southern California 1981 Harry S Truman Scholar California 1980 City Council 22 –51 3/1/2022 Proposal for State Legislative Advocacy Services | City of Santa Ana Page 8 EXPERIENCE Casey Elliott, Vice President: Casey brings 20 years of legislative and public policy experience to TPA. Casey develops and implements legislative strategies for local public agency clients throughout California. Casey maintains relationships with key members and staff of the State Legislature, the Administration, and select state agencies. Casey has expertise in the policy sectors of municipal finance, budget, redevelopment, education, local governance, water resources, parks and recreation, and cultural resources. Townsend Public Affairs, Inc. Vice President 2006-Present As Vice President, Casey oversees a team of 13 TPA lobbyists registered with the California Secretary of State. Casey provides timely expert analysis of legislative and budget proposals introduced each legislative session for their potential effect on TPA clients. Some of Casey’s accomplishments include: Working with the City of Santa Ana and the City of Oakland, Casey helped advance legislation and state budget requests to secure funding for California’s largest cities to help address issues surrounding homelessness. These efforts culminated in the creation of the Homeless Emergency Aid Program (HEAP). Approved as part of the 2018 state budget, HEAP provided a $500 million block grant program designed to provide direct assistance to cities and counties to address the homelessness crisis. HEAP contained a specific pot of funding for large cities, including a combined $12.3 million for Oakland and Santa Ana. Building on the success of the HEAP program, in 2019 the State Budget created the Homeless Housing, Assistance and Prevention (HHAP) Grant Program, a $650 million grant that provides local jurisdictions with funds to support regional coordination and expand or develop local capacity to address their immediate homelessness challenges. The HHAP program maintained dedicated funding for California’s largest cities, including a combined $28.1 million for the cities of Oakland and Santa Ana. Through his work with the Department of Finance, the Legislature, and the Office of the Governor, Casey has been able to lessen the impact of RDA dissolution on TPA clients. Specific outcomes include: having over $35 million in projects in Santa Ana, Lafayette, Brea, and Hayward recognized as enforceable obligations; facilitating accelerated transfer of former RDA assets in Buena Park to allow for new development; and the passage of legislation to allow expenditure of certain development agency bond proceeds. Casey helped the Rancho Santiago Community College District and Coast Community College District secure over $68 million in funding through the State Budget for three capital outlay facilities projects. Casey worked with the districts’ legislative delegation, budget committee staff, and the Community College Chancellor’s Office to advocate for the priority budget items, including having the projects recommended for funding by the Board of Governors of the California Community Colleges. The funding for these three projects will allow for the design and construction of three new buildings that will provide state of the art learning environments for community college students in Orange County. Casey worked closely with the City of Lafayette to establish a small business assistance program to help local businesses and non-profits lessen the economic impacts from the City Council 22 –52 3/1/2022 Proposal for State Legislative Advocacy Services | City of Santa Ana Page 9 EXPERIENCE coronavirus. Casey was able to work with the City to promote the program, work directly with program participants to connect them with available state and federal resources, and work with businesses to secure funding. Ultimately, the small business assistance program worked with nearly 100 small businesses, which employed nearly 400 workers, and were able to secure over $1.5 million in direct funding for the businesses. Casey helped the Newhall County Water District co-sponsor SB 634 (Wilk) which established a new water district to serve as the primary water wholesaler and retailer for the Santa Clarita Valley. Casey coordinated efforts with the other impacted water agencies and stakeholders to develop a coalition of local support for the legislation. The legislation, which contained the enabling act for the new district as well as provisions that allowed for a modified LAFCO process, was approved by the Legislature and signed into law by Governor Brown. Assemblyman Tom Umberg Legislative Assistant 2006 Casey managed legislation for the Member, including education, workers’ compensation, and school facilities measures. Casey staffed the Member on the Assembly Education committee. He also worked closely with legislative staff, committee consultants, state agencies, and interested parties on legislation. In addition, he advised the Member and Chief of Staff on pending legislation. Secretary of State Legislative Coordinator 2005-2006 Casey briefed the Secretary of State and senior staff members on legislation affecting the agency. Casey worked with Division Chiefs, senior staff members, and the Secretary of State to develop legislative positions for the agency. Casey also worked with Department of Finance, state agencies, and other interested parties on issues that affected the Secretary of State. In addition, he researched and drafted legislative proposals for the agency. Secretary of State Legislative Analyst 2003-2005 Casey assisted in the research and development of legislation. In addition, Casey worked closely with the State Legislature, Governor’s Office staff, committee consultants, Department of Finance, state agencies, and other interested parties on issues that affected the Secretary of State. Some of Casey’s special projects included staffing various taskforces, assisting in the development of spending plans for legislatively mandated programs, and election-night support. Office of the Governor Senior Legislative Assistant 2000-2003 Casey chaptered all bills that the Governor signed and he processed all vetoed measures. Casey worked closely with the Secretary of State, Chief Clerk of the Assembly, and the Secretary of the Senate throughout the bill chaptering process. Casey also supervised a staff of 10 personnel during the creation and assembly of up to 1500 bill files presented to the Governor. University of California, Davis Bachelor of Arts, Political Science 2000 City Council 22 –53 3/1/2022 Proposal for State Legislative Advocacy Services | City of Santa Ana Page 10 EXPERIENCE Cori Takkinen, Vice President: Cori brings 12 years of legislative advocacy and public policy experience to TPA. Cori has extensive experience writing grants for various local, regional, state, and federal opportunities. Cori has expertise in the policy sectors of transportation, water resources, infrastructure, sanitation, local governance, parks and recreation, and economic development. Townsend Public Affairs, Inc. Vice President 2011-Present Throughout her tenure at TPA, Cori has been responsible for securing millions in competitive grant funds for local public agency clients. In addition to her expertise on municipal and water infrastructure issues, Cori has a strong network of relationships with State Legislators, key staff, and various state agencies. Some of Cori’s accomplishments include the following: In the last three years, leveraging relationships with the Orange County legislative delegation, Los Angeles delegation, and Assembly and Senate Leadership, Cori has secured over $20 million in State Budget funding for the Discovery Science Foundation. That funding includes millions of dollars to create parking opportunities in Santa Ana as well as money to fund the continuing operations of the Discovery Cube Orange County through the impacts of COVID-19. Cori continues to work with the Cube to identify and create state funding opportunities that will bring monies back to Santa Ana. Cori worked with the City of Santa Ana to secure a direct funding allocation in the FY 2018- 19 State Budget in the amount of $4 million to upgrade water infrastructure within the City. TPA worked with the City’s legislative delegation, staff from the Assembly and Senate Budget Committees, and the Department of Finance to ensure funding was included in the State Budget for this critical project to allow the City’s water customers to have real- time access to their water usage, which will help facilitate water conservation and reduce customers’ utility bills. Cori worked with the Orange County Water District and the Orange County Sanitation District to sponsor AB 2022 (Gordon). The bill allowed for limited bottling of the highly treated and recycled GWRS water for educational purposes. The bill was the first legislation in the nation that allowed for the direct bottling of advanced treated recycled water. TPA secured bi-partisan support for the legislation and it was signed into law. Worked closely with the State Legislature and Administration on the development and implementation of Proposition 68, the California Drought, Water, Parks, Climate, Coastal Protection, and Outdoor Access For All Act of 2018. Cori worked in support of a variety of clients to create specific funding opportunities to achieve desired results. In addition to securing funding opportunities for municipalities, Cori’s efforts with Proposition 68 resulted in $4.8 million to fund a conservation program at West Coyote Hills in Fullerton as well as $3.46 million to fund science education at the Discovery Cube Orange County. In the FY 2019-20 State Budget, Cori worked with 5 municipal clients and 1 nonprofit client to secure $20.2 million in budget earmarks for priority projects, including funding for a City Council 22 –54 3/1/2022 Proposal for State Legislative Advocacy Services | City of Santa Ana Page 11 EXPERIENCE stormwater treatment facility, historical renovations, park and trail improvements, fire prevention, and children’s science education. Leveraging relationships with the State Legislature, Cori secured an earmark in the FY17- 18 State Budget in the amount of $20 million to form the North Orange County Public Safety Task Force. This Task Force will serve six TPA clients: the cities of Anaheim, Brea, Buena Park, Fullerton, Placentia, and Stanton. These cities will be able to facilitate regional collaborative efforts to combat homelessness, youth violence, and other critical public safety issues in the region. Cori has been actively engaged in State fire prevention legislation to reduce the risk of fires caused by above ground utilities as well as to provide opportunities for local jurisdictions located in high fire hazard severity zones to receive priority for fire mitigation measures. Cori worked with the City of Brea to secure over $10 million from local, state, and federal sources for the Tracks at Brea project. The project is a four-mile multi-use rail to trail project that will traverse the City. Funding sources include: the US Environmental Protection Agency, California Natural Resources Agency, Strategic Growth Council, California Transportation Commission, and the Southern California Association of Governments. Cori worked with the City of Laguna Beach to secure $59,628 through the FEMA Assistance for Firefighter Grant program. Cori worked closely with FEMA program staff to secure funding for mobile radios and programming equipment that brought the Laguna Beach Fire Department up to P-25 compliance. Bringing the Fire Department into compliance has allowed increased coordination and activity with the California Office of Emergency Services and the State’s Master Mutual Aid Plan. County of Orange, Board of Supervisors Policy Advisor for Supervisor John Moorlach 2010 Cori served as a policy advisor for, then-County of Orange Supervisor (and who is now a Senator in the State Legislature). Cori was responsible for research, analysis, and subsequent recommendations of all policy issues relating to Orange County Public Works as well as state and federal legislation. Cori served as a liaison between the Supervisor and County staff, constituents, and community groups. Tom Campbell for US Senate Campaign 2010 Chapman University, Orange, CA Master of Public Administration 2014 Claremont McKenna College, Claremont, CA Bachelor of Arts Economics and Government with Leadership Sequence 2011 City Council 22 –55 3/1/2022 Proposal for State Legislative Advocacy Services | City of Santa Ana Page 12 EXPERIENCE Niccolo De Luca, Vice President: Niccolo brings 24 years of legislative and public policy experience to TPA. Niccolo has expertise in the policy sectors of local governance, parks and recreation, public safety, natural resources, cultural resources, cannabis, and consumer affairs. Townsend Public Affairs, Inc. Vice President 2008-Present Throughout his tenure at TPA, Niccolo has been responsible for dozens of legislative proposals that have been signed into law and secured millions in competitive grant funds for local public agency clients. In addition to his public policy expertise, Niccolo has widespread bi-partisan relationships with Members and staff of the State Legislature, Governor Newsom Administration, and relevant agencies. Some of Niccolo’s accomplishments include: Niccolo led the TPA efforts to secure $33.1 million in critically needed park funding for cities and nonprofits in the Bay Area, Central Valley, and Southern California. These efforts included working on the funding guidelines, drafting the applications, lobbying for the applications, and working hand in hand with the funding agency. Niccolo was the team lead and instrumental in the many victories of our clients. Niccolo, in recognizing the need for additional tools to protect public and private infrastructure from natural disasters such as earthquakes, championed legislation to allow cities to create a special assessment district to provide low-cost earthquake retrofit loans in areas with vulnerable housing stock. In addition, Niccolo worked with the City of Oakland and the City of Los Angeles to create the first ever state loan program for seismic retrofits of multi-unit buildings. Niccolo was a major part of the coalition to help pass the state’s first ever medicinal cannabis regulatory framework legislation. A comprehensive, thorough approach to statewide medicinal cannabis guidelines has been needed for several years. Niccolo served as an instrumental member of the statewide coalition that supported the views of both local government and the industry. Niccolo actively drafted language and advocated with legislators and staff to ensure statewide regulations would be in the best interest of cities. Due to these efforts, Niccolo has been recognized as a policy expert on cannabis policy and has testified before numerous legislative committees on issues related to the statewide implementation of cannabis regulations. Niccolo assisted the City of Oakland in securing $2.2 million in State Budget earmarks in FY14 and FY16. Niccolo coordinated with the Oakland Mayor, State Legislature, Governor’s Office, and appropriate Administration officials to draft the language for inclusion into both budgets. Niccolo’s strategy and execution led to two significant financial wins for the City and their various public safety efforts. Niccolo worked closely with the City of Oakland to secure four grants in the combined amount of $18.9 million from the Community Oriented Policing Services (COPS) Hiring Program. Niccolo developed the applications and shepherded them through the grant City Council 22 –56 3/1/2022 Proposal for State Legislative Advocacy Services | City of Santa Ana Page 13 EXPERIENCE process, including leveraging relationships with the US Department of Justice and COPS staff, which resulted in critical federal funding for the City to hire additional police officers. Niccolo worked with the City of Emeryville to secure $600,000 in federal funding from the Pre-Disaster Mitigation Grant Program to finance the cost of seismic retrofitting of the City’s one and only emergency community gathering and housing facility. Niccolo worked closely with the City and Congresswoman Barbara Lee on the application as well as development and execution of an advocacy strategy, including the defeat of a hostile amendment that would have taken the grant away from Emeryville and reverted the funds back to FEMA. City of Oakland Deputy City Administrator 2004-2007 Niccolo was responsible for the daily operations and decision making for the two largest departments (public works and police department), overseeing a combined annual budget of $323 million. Niccolo also directly supervised four different divisions with 45 employees. Niccolo provided direct organizational leadership to create a standard operating procedure for a multi-faceted crime reduction initiative, which was adopted by the City Council and resulted in crime reduction. Additionally, Niccolo expanded the number of organized neighborhood public safety gatherings for three consecutive years, with an average of nearly 100 percent annual increase. Furthermore, Niccolo served as lead administrative staff member for three City Council committee, providing expertise and support to the Mayor and City Council in the formulation, interpretation, and application of public policy. City of Oakland Assistant Director, Public Works Agency 2001-2004 Niccolo was responsible for three divisions of the public works department (including finance and human relations), five direct reports, and 40 staff members. Niccolo oversaw the financial operations of the entire public works department, including revenues and expenditures. Niccolo implemented procedures to reduce the number of worker’s compensation claims subsequently adopted for the entire City. Niccolo also served as the spokesperson of the public works department and maintained all media relations. Niccolo built strong media relations and served as hearing officer for union grievances, ultimately helping to improve key relationships with affected unions. City of Oakland Assistant to Councilmember Richard Spees 1998-2001 Niccolo served as lead spokesperson for the Council Member within the district. Niccolo improved the overall district-wide public approval rating of the Council Member through grass roots marketing campaigns and new information dissemination strategies. Additionally, Niccolo led constituent services for the district, ensuring proper and efficient service delivery for 58,000 residents. University of Oregon Bachelor of Arts, American History 1997 City Council 22 –57 3/1/2022 Proposal for State Legislative Advocacy Services | City of Santa Ana Page 14 EXPERIENCE Carly Shelby, Legislative Associate: Carly brings over three years of government affairs experience to TPA. Carly has state legislative experience in areas such as water, solid waste and recycling, revenue and taxation, housing and land use, community services, pension reform, and budget. Carly has strong relationships with legislative committee staff, members of the legislature, and municipal representatives. Townsend Public Affairs, Inc. Legislative Associate 2021 – Present Since joining TPA, Carly has worked with clients to develop their legislative advocacy agenda In Sacramento. Some of her work includes: Carly has worked to build advocacy tools for clients such as legislative tracking matrices, policy issue summaries, and fact sheets. These tools allow clients to develop a successful advocacy strategy to achieve positive government actions in Sacramento. Carly has provided expert analysis and feedback on a variety of policy issues for our clients. She has written letters and official correspondence to bring client concerns to the attention of decision makers in Sacramento while helping navigate the legislative process. League of California Cities Legislative and Policy Development Assistant 2017-2020 Carly was responsible for analyzing legislation and developing strategic policy positions to benefit cities throughout California. Carly also maintained stakeholder relations with various government agencies and government-proxy organizations to implement policy agendas crucial to local government clients. Press Office of Assembly Speaker Anthony Rendon Press Intern 2017 Carly worked for Assembly Speaker Anthony Rendon and was responsible for maintaining communications between the legislature and major news outlets as well as communicating the Speaker and Democratic Caucus’ policy agendas. The California Building Industry Association (CBIA) Government Affairs Intern 2016 Carly worked to implement CBIA’s policy agenda with emphasis on the issue areas of housing and land use. Carly also provided strategic campaign support on the CBIA sponsored school bond initiative. California State University, Sacramento Bachelor of Arts, Political Science 2021 City Council 22 –58 3/1/2022 Proposal for State Legislative Advocacy Services | City of Santa Ana Page 15 EXPERIENCE iv. A DESCRIPTION OF THE FIRM'S EXPERIENCE IN PROVIDING SIMILAR SERVICES TO THOSE REQUESTED IN THIS RFQ. TPA EXPERIENCE PROVIDING ADVOCACY SERVICES TPA is one of the largest advocacy firms in California and is continually recognized as a “top ten” firm registered with the California Secretary of State. TPA has provided customized legislative and funding advocacy for 235 local public agencies throughout the State of California including the Big 13 cities of Santa Ana, Oakland, Fresno, Anaheim, and Bakersfield. TPA’s proven methods providing legislative and funding advocacy have generated significant victories on behalf of our clients. Since 1998, TPA has worked with the Legislature and Executive branches to shepherd over 100 client-sponsored bills into law and secure over $2.2 billion in funding for our clients’ priority projects. Our policy expertise includes, but not limited to transportation, cultural and historical resources, housing, economic development, public safety, parks and recreation, water and sanitation, and education. TPA EXPERIENCE WITH THE CITY OF SANTA ANA TPA was born in Santa Ana and has worked for over 20 years to be an effective legislative advocate, shepherding City sponsored bills into law and securing funding for legacy projects. TPA has been privileged to work not only with the City of Santa Ana, but with many of the public and non-profit institutions that deliver services to residents. In addition to the City, TPA has provided advocacy and/or grant funding services to: Rancho Santiago Community College District Orange County Water District Discovery Cube Orange County Santa Ana Unified School District Orange County High School of the Arts Orange County Educational Arts Academy Bowers Museum Latino Health Access Our work with these clients has resulted in hundreds of millions of dollars being delivered to the City of Santa Ana to create new facilities, expand existing operations, and deliver increased levels of service to the residents of Santa Ana and the surrounding region. City Council 22 –59 3/1/2022 Proposal for State Legislative Advocacy Services | City of Santa Ana Page 16 EXPERIENCE TPA FUNDING ACHIEVEMENTS ON BEHALF OF THE CITY OF SANTA ANA In additional to state legislative advocacy, TPA has also provided information and advocated on behalf of City funding applications at the state level, securing over $83.4 million Funding Program and City Project Amount Awarded Project Grant: Delhi Community Center $2,200,000 Project Grant: Delhi Community Center $800,000 Proposition 84 Statewide Parks Program: Jerome Park Community Center $500,000 Madison Park Batting Cage $50,000 Vans for Underserved Kids $60,000 Santa Ana Zoo Commissary $40,000 El Salvador Community Center: Proposition 12 Murray-Haden Grant Program $681,000 Santiago Park: Proposition 12 Riparian and Riverine Habitat Grant Program $150,000 Santiago Park: Proposition 12 Urban Recreational and Cultural Centers Grant Program $742,500 Healthy Community Fund – Eddie West Field $900,000 Land and Water Conservation Fund: Prentice Park $75,000 Land and Water Conservation Fund: Santa Ana Zoo Exhibit Development Project $150,000 Santa Ana Zoo Commissary: Anteaters Exhibit $150,000 Bicycle Transportation Account Grant $1,000,000 Habitat Conservation Program: Santiago Nature Reserve $100,000 Habitat Conservation Fund: Centennial Park Waterfowl Sanctuary $62,500 Habitat Conservation Fund: Cienega de las Ranas Habitat Restoration $60,000 Habitat Conservation Fund: McFadden Triangle Habitat Restoration $75,000 Recreational Trails Grant: Fairview Triangle Habitat Restoration $132,000 Recreational Trails Grant: Santa Ana Golden Loop Rehabilitation Project $253,440 California Gang Reduction, Intervention and Prevention Program $400,000 Proposition 84 Statewide Parks Program: Willard Intermediate Park $4,400,000 Department of Water Resources Grant: Infrastructure Improvements Related to Diamond Park Mutual Water Company $2,000,000 Proposition 84 Statewide Parks Program: Roosevelt Elementary Park Development $5,000,000 Redevelopment Agency Dissolution Enforceable Obligation $22,000,000 Active Transportation Program Grant: Civic Center Bike Boulevard $3,729,000 Active Transportation Program Grant: Edinger Protected Bike Lanes Project $2,366,000 Active Transportation Program Grant: Santa Ana and Fifth Protected Bike Lane $5,424,000 West Willits Street Protected Bike Lanes $2,970,000 Safe Routes to School Davis Elementary ADA Compliance $5,754,000 Youth Soccer and Recreation Development Grant $1,000,000 Advanced Water Metering Infrastructure $4,000,000 Homeless Emergency Aid Grant Program: Large Cities fund $3,690,885 Homeless Housing, Assistance and Prevention Grant Program: Large City Allocation $8,579,777 Youth Facilities Funding: State Budget Directed Spending $4,000,000 TOTAL FUNDING ACHIEVEMENTS ON BEHALF OF THE CITY OF SANTA ANA $83,495,102 City Council 22 –60 3/1/2022 Proposal for State Legislative Advocacy Services | City of Santa Ana Page 17 EXPERIENCE TPA LEGISLATIVE ADVOCACY ACHIEVEMENTS Policy Sector Issue Description Local Governance Local Control and Finance Public Facilities and Finance Public Employee Programs Contractual Assessment Programs Infrastructure Financing Opportunities Public Employee Benefits PEPRA Compliance JPA Benefits Medical Benefits Vesting Cannabis • Drafting Local and State Cannabis Regulations Local Control Transportation Local Streets and Roads • State Highway Relinquishments Local Venue Signage on State Highways State Highway System • State Bond Funding for Highway Projects Expansion of Toll Lanes/Toll Roads Water and Sanitation Water Quality Drinking Water Public Health Regulations Groundwater Pollution Liability Groundwater Management Plans Direct/Indirect Potable Reuse Water Infrastructure State Bond Funding for Water Projects Local Reliability Projects Water Conservation Programs Sanitation Infrastructure • Integrated Regional Watershed Projects Advanced Water Treatment Facilities Housing and Community Development Affordable Housing • Developing Funding for Affordable Housing Expanding Affordable Housing Eligibility Economic Development Capital Investment Incentive Program Expansion Enterprise Zone Program Regulations Military Base Re-Use Land Planning Redevelopment Agency Dissolution Process Developing Post-RDA Funding Sources State Liability Reduction Recreation and Natural Resources Park Facilities Joint-Use Projects with Schools Districts State Bond Funding for Local Park Projects Propositions 11, 68, and 84) Greenhouse Gas Reduction • TOD Housing to Support Cap and Trade Objectives Increase Transit Accessibility for Active Transportation Cultural and Historical Resources Cultural Facilities • CA Cultural and Historical Endowment CA Nature Education Facilities Program Public Safety Public Health Air Pollution Reduction Methods Treatment of the Remains of a Deceased Veteran Resources Crime Reduction • Sex Trafficking Control Gun Control Local Law Enforcement Increasing Local Police Presence/COPS Police Body Cameras Regional Public Safety Task Force Initiatives Education Community College Districts Veterans Resources Alternative Energy Job Training ADA Reform K-12 School Districts • K-12 Safety Planning Programs Joint Use Projects with Civic Agencies School Facilities Charter School Facilities Funding Community College Facilities Funding K-12 School District Facilities Funding A DETAILED SCHEDULE OF OUR STATE, FEDERAL, AND LOCAL LEGISLATIVE ADVOCACY ACHIEVEMENTS CAN BE PROVIDED UPON REQUEST City Council 22 –61 3/1/2022 Proposal for State Legislative Advocacy Services | City of Santa Ana Page 18 EXPERIENCE TPA FY 2021-22 STATE BUDGET EARMARKS This table provides an overview of the direct budget allocations secured on behalf of our clients from the 2021-22 State Budget. TPA worked closely with our clients to identify priority projects for each funding request. TPA then worked with members of the Assembly and Senate Budget Committee, as well as the Governor’s Administration, to ensure our client’s projects were included in the final budget approved by the Legislature. Client Name Project Amount Awarded City of Costa Mesa Regional Fire and Rescue Facility Improvements $2,500,000 City of Del Mar Del Mar Fairgrounds Operating Shortfall $3,500,000 City of Emeryville Affordable Housing Site Remediation $2,500,000 City of Farmersville Fire Engine Acquisition $750,000 City of Fremont Mission Boulevard Interchange Modernization Project $7,200,000 City of Fullerton Hunt Library Restoration $2,750,000 Homelessness Recuperative Center $4,000,000 City of Half Moon Bay Carter Park Renovation Project $4,750,000 City of Hayward Hayward Navigation Center $662,000 South Hayward Youth Family Center Project $1,000,000 City of Irvine Bommer Canyon Fire Prevention Efforts $1,000,000 City of Lafayette Safe Pathway for Children Trail $238,000 City of Modesto Infrastructure Improvements to County Islands $5,000,000 City of Oakland Oakland Fund for Public Innovation for the California Entrepreneurship Capital in the Community Initiative 8,000,000 Local Jurisdiction Assistance for Cannabis Equity Program $9,905,020 Oakland MACRO Project $10,000,000 Port of Oakland Freight and Passenger Enhancements $280,000,000 City of Pismo Beach Public Safety Communications Equipment $470,000 City of Reedley Olson/Kings River Sewer Main Replacement $2,800,000 City of San Leandro Memorial Park Rehabilitation Project $2,750,000 City of San Pablo Alternative Policing and Mental Health Program $2,000,000 City of Santa Ana Youth Facilities Improvements $4,000,000 City of South San Francisco Vehicle License Fee Adjustment $3,000,000 City of Tracy Multi-Generational Recreation Center $5,000,000 City of Tustin New Emergency Backup Generator $1,500,000 Discovery Science Foundation Discovery Cube of Orange County Re-Opening Operating Expenses $2,040,000 Discovery Cube of Los Angeles Re-opening Operating Expenses $2,600,000 North Orange County Public Safety Task Force North Orange County Public Safety Task Force Extension $7,800,000 TOTAL FY 2021-22 STATE BUDGET EARMARKS $377,715,020 City Council 22 –62 3/1/2022 Proposal for State Legislative Advocacy Services | City of Santa Ana Page 19 EXPERIENCE TPA FY 2019-20 STATE BUDGET EARMARKS This table provides an overview of the direct budget allocations secured on behalf of our clients from the 2019-20 State Budget. TPA worked closely with our clients to identify priority projects for each funding request. TPA then worked with members of the Assembly and Senate Budget Committee, as well as the Governor’s Administration, to ensure our client’s projects were included in the final budget approved by the Legislature. Client Name Project Amount Awarded City of Agoura Hills Stormwater Treatment Project $1,000,000 City of Avalon Underground Fuel Tank Removal and Replacement $500,000 City of Buena Park Historical Renovations $500,000 City of Costa Mesa Lions Park $1,000,000 City of Dinuba Water Well Replacement $1,000,000 City of Huntington Beach Multi-Use Blufftop Path $1,700,000 City of Laguna Beach Laguna Canyon Road Fuel Modification $1,000,000 City of Oakland Public Safety Projects $4,000,000 Bus Services $1,000,000 City of Selma Storm Drain, Storage and Recharge $1,500,000 Discovery Cube of Los Angeles Natural Resources Pavilion $5,000,000 Discovery Cube of Orange County Property Acquisition/Parking Structure $10,000,0000 East Contra Costa Fire Protection District Equipment, Vehicles, and Facilities Acquisitions and Improvements $500,000 North County Transit District Del Marr Bluffs Stabilization Project $6,130,000 Tri Valley Cities Coalition Dublin Sports Grounds All Abilities Playground $1,400,000 TOTAL FY 2019-20 STATE BUDGET EARMARKS $36,230,000 City Council 22 –63 3/1/2022 Proposal for State Legislative Advocacy Services | City of Santa Ana Page 20 EXPERIENCE v. A LIST OF THE LOCAL OFFICE'S MOST SIGNIFICANT ENGAGEMENTS IN THE LAST FIVE (5) YEARS, INDICATING WHETHER THEY ARE PUBLIC OR PRIVATE SECTOR, AND INCLUDING SCOPE OF WORK, DATE, SUPERVISING ACTUARIES, AND NAME AND TELEPHONE NUMBER OF THE CLIENT CONTACT. The following list includes the City’s project manager, TPA State Capitol Director Casey Elliott, located in the TPA State Capitol Office in Sacramento, most significant engagements (all of which are public sector) of over the past five years: City of Santa Ana o TPA Project Manager: Casey Elliott o Scope of Work: State Legislative Advocacy o Date of Contract: 1999 to Present o Contact Name and Title: Daniel Soto, Management Assistant o Telephone Number: (714) 647-5234 City of Cupertino o TPA Project Manager: Casey Elliott o Scope of Work: State Legislative Advocacy Services o Date of Contract: 2019 to Present o Contact Name and Title: Katy Nomura, Deputy City Manager o Telephone Number: (408) 777-4844 City of Lafayette o TPA Project Manager: Casey Elliott o Scope of Work: State Legislative Advocacy and Grant Writing o Date of Contract: 2019 to Present o Contact Name and Title: Niroop Sirvatsa, City Manager o Telephone Number: (925) 299-3206 City of Modesto o TPA Project Manager: Casey Elliott o Scope of Work: State Legislative Advocacy Services o Date of Contract: 2020 to Present o Contact Name and Title: Edgar Garcia, Management Analyst o Telephone Number: (209) 571-5101 City of Santa Clara o TPA Project Manager: Casey Elliott and Ben Goldeen o Scope of Work: State and Federal Legislative Advocacy o Date of Contract: 2020 to Present o Contact Name and Title: Deanna Santana, City Manager o Telephone Number: (408) 615-2210 City Council 22 –64 3/1/2022 Proposal for State Legislative Advocacy Services | City of Santa Ana Page 21 EXPERIENCE City of Temecula o TPA Project Manager: Casey Elliott and Cori Takkinen o Scope of Work: State Legislative Advocacy and Grant Writing o Date of Contract: 2019 to Present o Contact Name and Title: Randi Johl, Legislative Director o Telephone Number: (951) 694-6421 City of Tracy o TPA Project Manager: Casey Elliott and Andres Ramirez o Scope of Work: State Legislative Advocacy o Date of Contract: 2019 to Present o Contact Name and Title: Karin Schnaider, Director of Finance o Telephone Number: (209) 831-6800 City of Walnut Creek o TPA Project Manager: Casey Elliott o Scope of Work: State Legislative Advocacy o Date of Contract: 2014 to Present o Contact Name and Title: Carla Hansen, Deputy City Manager o Telephone Number: (925) 943-5899 Rancho Santiago Community College District o TPA Project Manager: Casey Elliott and Ben Goldeen o Scope of Work: State and Federal Legislative Advocacy o Date of Contract: 2010 to Present o Contact Name and Title: Marvin Martinez, Chancellor o Telephone Number: (714) 480-7450 Coast Community College District o TPA Project Manager: Casey Elliott and Ben Goldeen o Scope of Work: State and Federal Legislative Advocacy and Grant Writing o Date of Contract: 2011 to Present o Contact Name and Title: John Weispfenning, Chancellor o Telephone Number: (714) 438-4600 East Contra Costa Fire Protection District o TPA Project Manager: Casey Elliott and Cori Takkinen o Scope of Work: State Legislative Advocacy and Grant Writing o Date of Contract: 2018 to Present o Contact Name and Title: Brian Helmick, Fire Chief o Telephone Number: (925) 240-2130 Innovative Integrated Health, Inc. o TPA Project Manager: Casey Elliott and Sean McReynolds o Scope of Work: State Legislative Advocacy o Date of Contract: 2020 to Present City Council 22 –65 3/1/2022 Proposal for State Legislative Advocacy Services | City of Santa Ana Page 22 EXPERIENCE o Contact Name and Title: Phil Tsunoda, Executive Director, Public Policy & Public Affairs o Telephone Number: (714) 981-7596 Port of Hueneme o TPA Project Manager: Casey Elliott o Scope of Work: State Legislative Advocacy o Date of Contract: 2015 to Present o Contact Name and Title: Kristen Decas, CEO and Port Director o Telephone Number: (805) 488-3677 City Council 22 –66 3/1/2022 Proposal for State Legislative Advocacy Services | City of Santa Ana Page 23 4. FEE SCHEDULE STATE LEGISLATIVE ADVOCACY SERVICES CONTRACT YEAR MONTHLY FEE* NOT-TO-EXCEED ANNUAL FEE Contract Year 1 $5,000 $60,000 Contract Year 2 $5,000 $60,000 Contract Year 3 $5,500 $66,000 Optional Contract Extension: Year 4 $5,500 $66,000 Optional Contract Extension: Year 5 $6,000 $72,000 Optional Contract Extension: Year 6 $6,000 $72,000 The monthly fee includes all anticipated hours, hourly rates, and all reasonable business and travel expenses. At the request of the City, TPA will provide a detailed hourly rate schedule. City Council 22 –67 3/1/2022 Proposal for State Legislative Advocacy Services | City of Santa Ana Page 24 5. CERTIFICATIONS City Council 22 –68 3/1/2022 Proposal for State Legislative Advocacy Services | City of Santa Ana Page 25 CERTIFICATIONS City Council 22 –69 3/1/2022 Proposal for State Legislative Advocacy Services | City of Santa Ana Page 26 CERTIFICATIONS City Council 22 –70 3/1/2022 Proposal for State Legislative Advocacy Services | City of Santa Ana Page 27 CERTIFICATIONS City Council 22 –71 3/1/2022 Proposal for State Legislative Advocacy Services | City of Santa Ana Page 28 6. REFERENCES City Council 22 –72 3/1/2022 Proposal for State Legislative Advocacy Services | City of Santa Ana Page 29 7. CITY INFORMATION: SCOPE OF SERVICES TPA has NOT and will NOT disclose the information provided by the City for the purpose of conducting the scope of services to any third party without the City’s written permission. City Council 22 –73 3/1/2022 Proposal for State Legislative Advocacy Services | City of Santa Ana Page 30 8. EVIDENCE OF FINANCIAL CAPACITY If requested, TPA will provide its most recent audited financial statement evidencing the firm’s financial capacity to fully perform the required services, including provision of equipment and personnel expenses over a ninety (90) day period. City Council 22 –74 3/1/2022 Proposal for State Legislative Advocacy Services | City of Santa Ana Page 31 9. INSURANCE If selected, TPA will provide the required evidence of insurance coverage as set forth in the standard agreement within ten (10) business days after the receipt of Notice of Intent to Award. TPA will maintain the insurance coverage required by the City for the duration of the contract. City Council 22 –75 3/1/2022 Parks, Recreation, and Community Services www.santa-ana.org/parks Item # 23 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report March 1, 2022 TOPIC: School Collaboration City Council Subcommittee AGENDA TITLE: Discuss and Provide Input Regarding the Structure of the School Collaboration City Council Subcommittee RECOMMENDED ACTION Discuss and provide input regarding the structure of the School Collaboration City Council Subcommittee that will add an element for joint meetings with Santa Ana Unified School District Governing Board. DISCUSSION The City Council established a Joint Santa Ana Unified School District (SAUSD) and City Council Committee in January 2013 and then disbanded it in February 2020, along with all other subcommittees. On March 2, 2021, the Mayor appointed several councilmembers to ad hoc committees to discuss discrete policy issues: Solid Waste Ad Hoc Committee, Housing Ad Hoc Committee, Homeless Ad Hoc Committee and School Collaboration Ad Hoc Committee. In particular, the School Collaboration Ad Hoc Committee met five times to review and discuss opportunities to collaborate with the various educational institutions in Santa Ana, including all of the public school districts that serve Santa Ana. On August 27, 2021, the School Collaboration Ad Hoc Committee recommended the City Council disband the Ad Hoc Committee and consider a resolution to establish a standing subcommittee that could jointly meet with the SAUSD Governing Board and legislative bodies from other educational institutions. On September 7, 2021, the City Council received direction from the School Collaboration Ad Hoc Committee and adopted Resolution 2021-051 establishing a standing subcommittee, the School Collaboration City Council Subcommittee (Subcommittee). The Subcommittee held their first meeting on October 12, 2021. The Subcommittee, by majority vote, approved the bylaws for the Subcommittee on November 9, 2021 (Exhibit 1) and elected the Chair and Vice Chair officers of the Subcommittee. The Subcommittee City Council 23 –1 3/1/2022 School Collaboration City Council Subcommittee March 1, 2022 Page 2 2 4 6 0 held three additional meetings: on December 14, 2021, January 11, 2022, and February 8, 2022. At the January 18, 2022 City Council meeting, the Mayor directed the City Manager to bring an item to the City Council regarding revisiting the Subcommittee structure and adding an element for joint meetings specifically with SAUSD Governing Board for City Council consideration at a future meeting. On February 8, 2022, the Subcommittee members discussed and provided input regarding the structure of the Subcommittee that will add an element for joint meetings with SAUSD Governing Board as follows: Two Subcommittee members were in favor of establishing a separate subcommittee between the SAUSD and City that was in place in the past. In addition, they did not want to disband the current Subcommittee structure. They recommend two subcommittees. One Subcommittee member was in favor of keeping the structure as is and invite other educational intuitions to the meetings as appropriate. One Subcommittee member noted there was outreach (Exhibit 2) to other educational institutions and the only interest received was from SAUSD. At this time, staff seeks direction from the City Council on this matter. ENVIRONMENTAL IMPACT There is no environmental impact associated with this action. FISCAL IMPACT There is no fiscal impact associated with this action. EXHIBIT(S) 1. School Collaboration Subcommittee Bylaws 2. Educational Institution Letter Submitted By: Lisa Rudloff, Executive Dir. of Parks, Recreation and Community Services Approved By: Kristine Ridge, City Manager City Council 23 –2 3/1/2022 SCHOOL COLLABORATION CITY COUNCIL SUBCOMMITTEE BYLAWS Approved November 9, 2021 1.0 NAME The name of this advisory body of the City of Santa Ana shall be the School Collaboration City Council Subcommittee (hereinafter “Subcommittee”). 2.0 RESPONSIBILITIES AND DUTIES OF SUBCOMMITTEE 2.1 Create opportunities to collaborate with educational institutions that serve Santa Ana, including public school districts (such as the Santa Ana Unified School District, Garden Grove Unified School Districts, and others), private schools, charter schools, higher education institutions, and others to improve service delivery; and 2.2 Identify existing and future joint-use agreements for City-owned and school district owned facilities to streamline and modernize service delivery; and 2.3 Seek to convene Subcommittee meetings jointly with legislative bodies from other educational institutions; and 2.4 Report to the City Council on its goals and accomplishments. 3.0 MEMBERSHIP The members of the subcommittee (two or three) shall be appointed, and may be removed, by the city council, subject in both appointment and removal by the affirmative votes of a majority of the members. Each member of the subcommittee will serve a two-year term commencing with the first meeting of the newly installed City Council following a general election. 3.1 VACANCIES Vacancies arising from whatever cause shall be filled by a majority vote of the City Council. 3.2 REMOVAL A Subcommittee member may be removed by the city council from the subcommittee in the following circumstances: 3.2.1 Absent from two (2) regular meetings consecutively without permission of the subcommittee expressed in its official minutes; or 3.2.2 Fails to attend at least one-half of the regular meetings within a calendar year; or Exhibit 1 City Council 23 –3 3/1/2022 School Collaboration City Council Subcommittee Bylaws Approved November 9, 2021 Page 2 of 3 3.2.3 Is convicted of a crime involving moral turpitude; or 3.2.4 Ceases to be a resident of the city. 4.0 OFFICERS The subcommittee shall elect from its members a chairperson and vice chairperson, each of whom shall serve in such position for the term of one (1) year. No member shall serve in the position of chairperson for more than one (1) term. 4.1 ELECTION The election of each chairperson and vice -chairperson shall be held annually at the July meeting and officers assume their elected positions at the August meeting. 4.2 CHAIR The Chair shall be responsible for the general supervision, direction, and control of the business and affairs of this Subcommittee. The Chair shall preside over all meetings and represent the Subcommittee, the City Council and City staff. 4.3 VICE CHAIR In the absence or resignation of the Chair, the Vice Chair shall perform all of the duties of the Chair, and in so acting, shall have all of the authority of the Chair. The Vice Chair shall have such other powers and perform such other duties as may be prescribed by the Subcommittee. 5.0 MEETINGS All meetings shall be open to the public and shall conform to the provisions of the “Ralph M. Brown Act”. 5.1 AGENDA Agenda items may be submitted thirty-days in advance by any member upon notification to the Chair or City liaison. The agenda shall be established with items as coordinated by the Chair and Recording Secretary. 5.2 PROCEDURES Robert’s Rules of Order shall govern the general conduct of meetings. 5.3 QUORUM A majority of the Subcommittee Members shall constitute a quorum. A majority vote of Subcommittee Members present at a duly constituted meeting shall be required to carry a motion and/or proposal. 5.4 REGULAR MEETINGS Exhibit 1 City Council 23 –4 3/1/2022 School Collaboration City Council Subcommittee Bylaws Approved November 9, 2021 Page 3 of 3 Regular meetings of the Subcommittee are scheduled for the second Tuesday of the month. All regular meeting agendas shall be posted in a location accessible to the public at least 72 hours before the time of the meeting and must describe the business to be transacted. 6.0 BYLAWS Amendments to these bylaws are subject by the affirmative votes of a majority of the members. Exhibit 1 City Council 23 –5 3/1/2022 MAYOR Vicente Sarmiento MAYOR PRO TEM David Penaloza COUNCILMEMBERS Phil Bacerra Johnathan Ryan Hernandez Jessie Lopez Nelida Mendoza Thai Viet Phan CITY OF SANTA ANA SCHOOL COLLABORATION CITY COUNCIL SUBCOMMITTEE 20 Civic Center Plaza ● P.O. Box 1988 Santa Ana, California 92702 www.santa-ana.org CITY MANAGER Kristine Ridge CITY ATTORNEY Sonia R. Carvalho CLERK OF THE COUNCIL Daisy Gomez October 18, 2021 RE: City of Santa Ana School Collaboration City Council Subcommittee Dear Educational Institution, The Santa Ana City Council established a standing subcommittee, the School Collaboration City Council Subcommittee (Subcommittee). The responsibilities of the Subcommittee is to create opportunities to collaborate with educational institutions that serve Santa Ana, including public school districts, private schools, charter schools, higher education institutions, and others to improve service delivery. The Subcommittee is inviting you to a future meeting to discuss opportunities for collaboration between the City of Santa and your educational institution. Please let us know if you are interested and we will set up a meeting. Thank you for your commitment and contributions to help educate our community. Please know we want to be dedicated partners in that vision if there are joint opportunities that will continue to serve Santa Ana. Sincerely, Subcommittee Members Jessie Lopez, Ward 3 JessieLopez@santa-ana.org Johnathan Ryan Hernandez, Ward 5 JRyanHernandez@santa-ana.org Nelida Mendoza, Ward 6 nmendoza@santa-ana.org Exhibit 2 City Council 23 –6 3/1/2022 Finance and Management Services Agency www.santa-ana.org/cm Item # 24 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report March 1, 2022 TOPIC: Ordinance Amending City Manager’s Contracting Authority for Non-Public Works and Public Works Contracts and Public Works Construction Rules and Regulations AGENDA TITLE: Ordinance Amending City Manager’s Contracting Authority for Non-Public Works and Public Works Contracts Under Chapter 2, Article VII and Public Works Construction Rules and Regulations Under Chapter 33, Article VIII of the Santa Ana Municipal Code RECOMMENDED ACTION Approve first reading of an ordinance amending City Manager’s contracting authority for non-public works and public works contracts under Chapter 2, Article VII, Sections 2-748, 2-800 to 2-808 and public works construction rules and regulations under Chapter 33, Article VIII, Sections 33-200 to 33-203 of the Santa Ana Municipal Code as follows: i) Amending Section 2-748 of Chapter 2, Article VII concerning the City Manager’s contract authority: (1) non-public works contracts to increase from $50,000 to $250,000; (2) emergency public works construction to increase from $100,000 to $750,000; (3) non-public works and public works contracts change orders authority increase from 10 percent or $25,000, whichever is greater, to 15 percent or $50,000, whichever is greater; and (4) add language codifying contract limits will be applied on a fiscal year basis by departments. ii) Amending Section 2-800 to 2-808 of Chapter 2, Articles VII.II concerning the Purchasing Rules and Regulations: (1) clarifying language administrative in nature; (2) extending local vendor preference to increase from procurement involving $5,000 and one $100,000 to procurement involving $10,000 and $100,000; (3) for reporting requirements to increase from $500 to $1,000; (4) for administrative contracts to increase from $5,000 to ten $10,000; (5) for informal contracts to increase from $5,000 and $25,000 to $10,000 and $50,000); (6) for formal contracts to increase from $25,000 to $50,000; (7) add language to coincide with current practices for awarding services contracts; and City Council 24 –1 3/1/2022 Amend City Manager Contracting Authority, Procurement Requirements for Non-Public Works and Public Works Contracts and Public Works Construction Rules and Regulations March 1, 2022 Page 2 2 4 6 4 (8) for non-bid purchases add City-owned software upgrades, maintenance, or additional licenses. iii) Amending Sections 33-200 to 33-203 of Chapter 33, Article VIII concerning the Public Works Construction Rules and Regulations: (1) housekeeping language administrative in nature; and (2) for non-emergency public works construction incorporate informal procurement process: a) administrative contracts up to $50,000 b) informal construction bid for contracts between $50,000 and $250,000 c)formal for bid for contracts in excess of $250,000 Executive Summary Revisions to both the City Manager’s contract authority and purchasing requirements regarding its informal and formal bidding process is recommended to modernize the City’s procurement process, while increasing the pool of companies who bid on City projects, including local vendors. If approved, the City Manager will have authority to enter into non-public works and public works contracts up to $250,000. Bidding requirements will increase (formal bid process) to $50,000 for both non-public works and public works contracts. If approved, revisions to both the City Manager’s contract authority and bidding requirements will closely align the City’s purchasing requirements with newly enacted federal and state guidelines. Quarterly report of contracts will continue to be required to be submitted and include contracts entered into that exceed $1,000, an increase from the current requirement of contracts that exceed $500. Revisions to the City’s local preference is not recommended at this time. The City’s current local preference of seven percent matches the State’s local preference percentage amount. DISCUSSION Background The City’s Municipal Code includes authority for the City Manager to bind contracts, purchasing thresholds for informal bids and formal bids, and local preference allowances. The City Council last updated the City Manager’s contracting authority in March 2019, increasing it from $25,000 to $50,000 for non-public works contracts, and from $25,000 to $250,000 for public works contracts. The City Council last updated the purchasing (i.e. informal and formal bid requirements) thresholds in 2012. City Council 24 –2 3/1/2022 Amend City Manager Contracting Authority, Procurement Requirements for Non-Public Works and Public Works Contracts and Public Works Construction Rules and Regulations March 1, 2022 Page 3 2 4 6 4 Comparison to Other Cities and Proposed Thresholds The following table summarizes the contracting and purchasing authority for charter cities in Southern California with populations from 300,000 to 500,000. The table includes the current and proposed thresholds for Santa Ana. City CM Authority Informal Bids Formal Bids Local Preference Anaheim All: Up to $200,000 Public Projects: $10,000-$50,000 require up to 3 quotes All Other: >$500-$20,000 Public Projects: Over $100k All Other: >$20,000 5% maximum $2,000 Irvine All: Up to $1,000,000 Public Projects: >$60,000-$200,000 All Other: $10,000 – $45,000 Public Projects: >$200,000 All Other: $45,000-$200,000 5% maximum $2,000 Long Beach All: Up to $200,000 None Required Public Projects: $25,000 All Other: >$100,000 10% maximum $10,000 Riverside All: Up to $50,000 Public Projects: Up to $25,000 All Other: Up to $50,000 Public Projects: >$50,000 All Other: >$50,000 5% Santa Ana Current Public Works Contracts: Up to $250,000 All Other: Up to $50,000 Public Works Construction: Not Applicable All Other: >$5,000-$25,000 Public Works Construction: >$500 All Other: >$25,000 7% small Santa Ana business or 4% Orange County business, for purchases up to $100,000 Santa Ana Proposed Public Works Contracts: Up to $250,000 All Other: Up to $250,000 Public Works Contracts: >$50,000-$250,000 All Other: >$10,000-$50,000 Public Works Contracts: >$250,000 All Other: >$50,000 No Change City Manager Contracting Authority Staff publishes a quarterly report of all contracts issued by the City Manager in excess of $500, as required by SAMC 2-804, to ensure full transparency and accountability. The quarterly report includes vendor name, issuing department, and description of items or services, and amount of the contract. The only recommended change to the quarterly report is to increase the reporting threshold from $500 to $1,000. Agenda process time is the primary reason behind the recommended change to the City Manager’s contract authority. Departments must submit proposed City Council staff reports two weeks prior to the City Council meeting, then execution of City Council approved contracts is coordinated with the Mayor’s schedule. The proposed ordinance would increase efficiency, reduce staff time, and allow the City Manager to issue small contracts up to three weeks faster. City Council 24 –3 3/1/2022 Amend City Manager Contracting Authority, Procurement Requirements for Non-Public Works and Public Works Contracts and Public Works Construction Rules and Regulations March 1, 2022 Page 4 2 4 6 4 If the City Manager had previously had the authority to sign contracts up to $250,000, staff identified 102 contracts, totaling $11.8 million (an average of $115,700 each), that could have been signed by the City Manager in FY 2020-21. The FY 2021-22 citywide budget is $758 million, with approximately $300 million subject to contracts for purchase of services, construction, and commodities. Formal and Informal Bid Threshold The City has a formal process to advertise for and collect bids and proposals for purchases of goods and services over $25,000, and public projects over $500. To ensure the City acquires goods and services at the best price, staff documents at least three informal quotes gathered via phone or email for purchases in excess of $5,000 and up to $25,000, unless unique circumstances dictate the goods or services are only available from less than three vendors. Staff recommends increasing the threshold requiring formal procurement procedures for all other purchases (non-public works contracts) to $50,000. It is time-consuming and costly for vendors to submit bids and proposals via a formal process. Increasing the threshold would enable more local small vendors to compete for the City’s business. The City does not have an informal procurement process for public works construction projects. Adopting the proposed informal bid procedure will streamline the process to execute public works contracts and agreements involving expenditures up to $250,000, thereby expediting delivery of maintenance, repairs and services to public assets such as streets, sewer, water facilities, parks, etc. Local Preference Most cities have a very limited local preference program. To support a significant preference or a preference for large contracts, a vendor would need to demonstrate a disadvantage by operating in the jurisdiction. At this time, staff does not recommend changes to the City’s current local preference program, as it is very competitive with other comparable cities. Furthermore, in November 2018 the State increased the local preference from five percent to seven percent, matching the City’s current preference amount awarded to Santa Ana based business. The recommendation to increase the threshold for formal bids will help small local vendors compete for City business. In addition, staff has developed an outreach program on the City’s website to educate local vendors about the City’s competitive procurement process and opportunities to participate. City Council 24 –4 3/1/2022 Amend City Manager Contracting Authority, Procurement Requirements for Non-Public Works and Public Works Contracts and Public Works Construction Rules and Regulations March 1, 2022 Page 5 2 4 6 4 During April 2021, staff called 400+ Santa Ana businesses registered with Planet Bids. Businesses were invited to participate in the upcoming virtual workshop, which included training on how to register in the City’s bid management system. On July 22, 2021, the City conducted a virtual workshop to show Santa Ana businesses how to submit bids to the City. Staff also expanded the information presented on the “Doing Business with the City” webpage on the City’s website to include the video and updated FAQs. The City’s bid platform, Planet Bids, allows the City to solicit bids by invitation only based on geographic location, with direct communications going to those vendors. The City’s Buyers encourage departments to solicit informal bids from local vendors whenever practical. When departments ask the Buyers where to procure goods or services, the Buyers respond with Santa Ana vendors first. Finally, as part of the formal bid process, Buyers use Planet Bids to contact local vendors if they have not submitted a bid three days prior to bid closing. Housekeeping Adjustments Revisions are proposed to Section 2-748 and Section 2-800 thru 2-803 (Article VII.11 Purchasing Rules and Regulations of the Santa Ana Municipal Code clarifying the City’s current practice and additional clean-up language, which is administrative in nature. Specifically, additional language regarding how the City Manager’s contract authority is applied on both a fiscal year and department basis. Multiple Departments can enter into a contract with the same vendor who may or may not be providing different type of services. Splitting of contracts for avoiding the City purchasing requirements is prohibited. The rationale is the City Council authorizes a new budget each Fiscal Year and through that budget provides policy direction on the work it desires the City Manager to complete. FISCAL IMPACT There is no quantifiable fiscal impact associated with the proposed ordinance. However, the City would be able to utilize staff resources more efficiently for other public services. City Council 24 –5 3/1/2022 Amend City Manager Contracting Authority, Procurement Requirements for Non-Public Works and Public Works Contracts and Public Works Construction Rules and Regulations March 1, 2022 Page 6 2 4 6 4 EXHIBIT(S) 1. Ordinance including Santa Ana Municipal Code Chapter 2, Article VII, Sections 2- 748 and 2-800 to 2-808 and Chapter 33, Sections 33-200 to 33-203, red-line Submitted By: Kathryn Downs, Executive Director Finance and Management Services Approved By: Kristine Ridge, City Manager City Council 24 –6 3/1/2022 Ordinance No. NS-XXX Page 1 of 15 ORDINANCE NO. NS-XXX AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AMENDING ARTICLES VII AND VII.II OF CHAPTER 2 OF THE SANTA ANA MUNICIPAL CODE REGARDING CITY MANAGER’S CONTRACTING AUTHORITY AND CITY PURCHASING RULES AND REGULATIONS, AND ARTICLE VIII OF CHAPTER 33 OF THE SANTA ANA MUNICIPAL CODE REGARDING PUBLIC WORKS CONSTRUCTION RULES AND REGULATIONS THE CITY COUNCIL OF THE CITY OF SANTA ANA HEREBY ORDAINS AS FOLLOWS: Section 1. The City Council of the City of Santa Ana hereby finds, determines, and declares as follows: A. Sections 421 and 422 of the Santa Ana City Charter provide that the City Council may by ordinance authorize the City Manager to bind the City on non-public works contracts and public works contracts for such amounts as may be established from time to time. B. Sections 421 and 422 also provide that the City Council may by ordinance establish rules and procedures for competitive bidding for non-public works contracts and public works contracts. C. On March 19, 2019, the City Council adopted Ordinance No. NS-2963, by which the City Manager’s contracting authority was increased to $50,000 for non-public works contracts and to $250,000 for public works contracts. D. The City Council is regularly presented with a voluminous amount of contracts and agreements for approval annually. The process to obtain City Council approval can be lengthy and requires a substantial amount of City staff time. This process can also adversely impact the City’s ability to provide efficient and timely delivery of services to its constituents and businesses. E. Further increasing the City Manager’s contracting authority for both non- public works and public works contracts and other housekeeping changes to the City’s procurement rules and procedures are desirable because they will free staff time to devote to other necessary public services and facilitate participation of small local vendors for the City’s business, as the formal process can be time-consuming and costly. F. Further increasing the City Manager’s contracting authority for both non- public works and public works contracts and change orders to such contracts will also further streamline the process to execute Public Works Agency contracts and agreements for the construction, rehabilitation, maintenance, testing and inspection of public EXHIBIT 1 City Council 24 –7 3/1/2022 Ordinance No. NS-XXX Page 2 of 15 infrastructure, thereby improving the delivery of services necessary for the continued enhancement and preservation of such public infrastructure. Section 2. Section 2-748 of Article VII (City Manager’s Contracting Authority) of Chapter 2 (Administration) of the Santa Ana Municipal Code is hereby amended to read in its entirety as follows: Sec. 2-748. – City manager’s contracting authority. (a) Non-public works contracts. (1) The city manager is authorized to bind the city on a fiscal year basis by department to any one (1) or more written non-public works contract, per vendor, in an amount or amounts not exceeding the sum of fifty thousand dollars ($50,000) two hundred fifty thousand dollars ($250,000). For purposes of this section, a non-public works contract shall mean any contract not deemed to be a public works contract under subsection (b)(1). (b) Public works contracts. (1) The city manager is authorized to bind the city on a fiscal year basis by department to any one (1) or more written public works contract, per vendor, in an amount or amounts not exceeding the sum of two hundred and fifty thousand dollars ($250,000.00). For purposes of this section, a public works contract shall be deemed to mean a project for the erection, improvement, and/or maintenance, inspection, testing and repair of public buildings, streets, drains, sewers, or parks. (2) The city manager is authorized to bind the city to any one (1) written contract for emergency public works construction in an amount not exceeding the sum of one hundred thousand dollars ($100,000.00) seven hundred fifty thousand dollars ($750,000). (3) The city manager is hereby authorized to bind the city on change orders to any one (1) public works contract, per vendor, without previous city council approval when such change order for any one (1) public works contract, together with any previously approved change orders for said contract, do not cumulatively amount to an increase of the city's expenditure obligation under said contract of more than ten (10) percent of the original contract amount, or the amount of twenty-five thousand dollars ($25,000.00), whichever is the greater. (c) Change Orders (1) The city manager is hereby authorized to bind the city on change orders to any one (1) non-public works or public works contract, per vendor, without previous city council approval when such change City Council 24 –8 3/1/2022 Ordinance No. NS-XXX Page 3 of 15 order for any one (1) non-public works or public works contract, together with any previously approved change orders for said contract, do not cumulatively amount to an increase of the city's expenditure obligation under said contract of more than fifteen (15) percent of the original contract amount, or the amount of fifty thousand dollars ($50,000.00), whichever is the greater. Section 3. Section 2-800 of Article VII.II (Purchasing Rules and Regulations) of Chapter 2 (Administration) of the Santa Ana Municipal Code is hereby amended to read in its entirety as follows: Sec. 2-800. Purposes of purchasing system. These purchasing rules and regulations are hereby adopted in order to: (1) Establish efficient procedures for purchasing of materials, supplies, labor and equipment for non-public works contracts and public works contracts; (2) Secure maximum quality goods, services or performance at minimum cost for the city; (3) Exercise positive financial control over the city's purchases; and (4) Establish the necessary procedures for the selection of providers of all ranges of goods and services so as to avoid favor or prejudice.; (5) To sSimplify, clarify, and modernize the law governing procurement by the City; (6) To pProvide for increased public confidence in the procedures followed in public procurement; (7) To eEnsure the fair and equitable treatment of all persons who deal with the procurement system of the City; (8) To fFoster effective broad-based competition within the free enterprise system; (9) To pProvide safeguards for the maintenance of a procurement system of quality and integrity, and (10) To oObtain in a cost-effective and responsive manner the materials, services, and construction required by City agencies in order for those agencies to better serve the City's businesses and residents. City Council 24 –9 3/1/2022 Ordinance No. NS-XXX Page 4 of 15 Section 4. Section 2-802 of Article VII.II (Purchasing Rules and Regulations) of Chapter 2 (Administration) of the Santa Ana Municipal Code is hereby amended to read in its entirety as follows: Sec. 2-802. Definitions For purposes of this article, the following definitions shall apply: Agency shall mean the executive director of the city agency or department which has responsibility for awarding a contract for services. Agreement or contract shall mean a legal contract which complies fully with the provisions of Section 421 of the City's Charter and this article. The words agreement and contract may be used interchangeably in this article. Electronic shall mean electrical, digital, magnetic, optical, electromagnetic, or any other similar technology. Local business shall mean a business certified by the state department of general services as a small business, which has a substantial presence through either a headquarters or branch office within the geographical boundaries of the city, and which headquarters or branch office was established prior to the city inviting bids for the respective procurement. Said business must possess a current business license and certificate of occupancy. For purposes of this article, a post office box address within the city shall not qualify as a valid business location. Materials, supplies, labor and equipment shall mean those goods or services, but excluding services as defined below and public works construction, that are readily ascertainable and measurable by an objective standard in terms of quantity or quality so as to be susceptible to competitive bidding. Orange County business shall mean a business certified by the state department of general services as a small business, which has a substantial presence through either a headquarters or branch office within the geographical boundaries of Orange County, and which headquarters or branch office was established prior to the city inviting bids for the respective procurement. Said business must possess a current business license to perform work in Santa Ana. For purposes of this article, a post office box address within the county shall not qualify as a valid business location. Public notice shall mean the distribution or dissemination of information to interested parties using methods that are reasonably available. Such methods can include publication in newspapers of general circulation, electronic or paper mailing lists, and web site(s) designated by the city and maintained for that purpose. Purchasing manager shall mean that city employee or official so designated by the city manager and authorized to carry out the responsibilities under this article, including the promulgation and enforcement of administrative procedures. Purchase order (PO) shall mean that standardized contract developed pursuant to subsection 2-803(j) issued to the vendor of materials, supplies, labor and equipment. City Council 24 –10 3/1/2022 Ordinance No. NS-XXX Page 5 of 15 Services shall mean the furnishing of labor, time, or effort by a contractorfirm or individual, not involving the delivery of a specific end product other than reports which are merely incidental to the required performance. Services are of an advisory nature, provide a recommended course of action or personal expertise, have an end product comprised of a transmittal of information, written or verbal, and that is related to the governmental functions of administration, management, program management or innovation. The product may include anything from answers to specific questions to design of a system or plan, and includes provision of workshops, seminars, retreats, and conferences for which expertise is necessary. This term shall not include employment agreements or collective bargaining agreements. This term shall not include contracts for the construction, alteration, improvement, repair, or maintenance of real or personal property. Section 5. Section 2-803 of Article VII.II (Purchasing Rules and Regulations) of Chapter 2 (Administration) of the Santa Ana Municipal Code is hereby amended to read in its entirety as follows: Sec. 2-803. Powers and duties of the purchasing manager. The city manager is directed to establish and maintain a centralized purchasing system, and in connection therewith, the city manager shall designate a purchasing manager for the city whose duties shall include, but not be limited to, the following: (a) Act to procure for the city the needed quality in materials, supplies, labor, and equipment, and services including professional services, at the least expense to the city. (b) Recommend execution of contracts. (c) Endeavor to obtain as full and open competition as possible on all purchases. (d) Keep informed of current developments in the field of purchasing procurement, prices, market conditions and new products. (e) Establish rules and procedures governing the purchase of materials, supplies, labor, equipment and services, for the city through the preparation and adoption of an administrative code policy which shall provide for the review of such alternative sources of supply or performance as may be available in competition with one another and selection therefrom on the basis of obtaining maximum quality at minimum costs. (f) Prescribe and maintain such forms as are reasonably necessary for the operation of this article. (g) Keep or cause to be kept an inventory of all municipal property in his or her custody. City Council 24 –11 3/1/2022 Ordinance No. NS-XXX Page 6 of 15 (hg) If required by federal, state or other law, cause notices inviting bids to be published. (ih) Endeavor to establish standards in the variety of articles, materials, supplies, labor, and equipment, commonly used by the various departments and agencies, as will make possible uniform purchases, when consistent with efficiency. (ji) Prepare, with the approval of the city attorney as to form, a pre-printed purchase order to be utilized in contracts for materials, supplies, labor and equipment. Section 6. Section 2-803.1 of Article VII.II (Purchasing Rules and Regulations) of Chapter 2 (Administration) of the Santa Ana Municipal Code is hereby amended to read in its entirety as follows: Sec. 2-803.1. Local preference in contracts for materials, supplies, labor and equipment. Except for those contracts for which the Charter of the City of Santa Ana prohibits the provision of a local preference, and/or those contracts funded through programs or partners which prohibit the use of a local preference, the city council authorizes the purchasing manager to extend a preference to local business and Orange County business as set forth herein. (a) In the procurement of material, supplies, labor and equipment involving expenditures a contract award between five thousand dollars ($5,000.00) ten thousand dollars ($10,000.00) and one hundred thousand dollars ($100,000.00), the purchasing manager shall extend a preference to each local business and each Orange County business, which preference shall be applied to the bid which provides maximum quality at minimum price. Said preference shall be set by resolution of the city council. (b) If the bidder submitting the maximum quality at minimum cost bid is not a local business or an Orange County business, and if a local business or an Orange County business has submitted a responsive and responsible bid, and with the benefit of the applicable preference, the bid submitted by local business or Orange County business is equal to or less than the original maximum quality at minimum cost bid, the contract shall be awarded to the local business or the Orange County business at its submitted bid price. If two (2) or more low bids received are equal after the application of the preference, the contract shall be awarded in the following order: (1) To a local business. City Council 24 –12 3/1/2022 Ordinance No. NS-XXX Page 7 of 15 (2) To an Orange County business. (3) To the bidder submitting the maximum quality at minimum cost bid. The city shall reserve the right to reject any or all bids. (c) In order for the preference to apply, a bidder must certify under penalty of perjury, that the bidder qualifies as a local business or Orange County business. The preference is waived if the certification does not appear on the bid. Section 7. Section 2-804 of Article VII.II (Purchasing Rules and Regulations) of Chapter 2 (Administration) of the Santa Ana Municipal Code hereby is amended to read in its entirety as follows: Sec. 2-804. Reporting requirements The city manager reporting requirements mandated by Section 421 of the City Charter shall only include contracts let that exceed five hundred dollars ($500.00)one thousand dollars ($1,000),. aAll other contracts let by the city manager under five hundred dollars ($500.00) one thousand dollars ($1,000) shall be provided to the city council if requested by a councilmember. Section 8. Section 2-805 of Article VII.II (Purchasing Rules and Regulations) of Chapter 2 (Administration) of the Santa Ana Municipal Code is hereby amended to read in its entirety as follows: Sec. 2-805. Procurement of materials, supplies, labor, and equipment between five hundred dollars ($500.00) and twenty-five thousand dollars ($25,000.00) up to fifty thousand dollars ($50,000). (a) For those agreements exceeding five hundred dollars ($500.00) but not exceeding five thousand dollars ($5,000.00), tThe city manager may bind the city on contracts for materials, supplies, labor, and equipment in amounts not exceeding five thousand dollars ($5000.00)ten thousand dollars ($10,000) in any one contract or in the aggregate with any one vendor or service provider. These contracts can be entered into administratively without the need for informal or formal bidding. (b) Unless exempt from bidding pursuant section 2-807, all contracts involving an expenditure between five thousand dollars ($5,000.00) ten thousand dollars ($10,000) and twenty-five thousand dollars ($25,000.00) fifty thousand dollars ($50,000) for materials, supplies, labor, and equipment shall be let on the basis of obtaining maximum quality at minimum cost in accordance with procedures established by the purchasing manager. Those procedures shall provide for at a minimum the following: City Council 24 –13 3/1/2022 Ordinance No. NS-XXX Page 8 of 15 (1) There shall be a written or verbal invitation for bid which shall include the following information: A general description of the things to be purchased or project specifications, the time and place for bid opening when applicable, bid instructions, and the terms and conditions of the bid and any resulting contract. The purchasing manager shall make a good faith effort to notify all businesses engaged in providing such materials, supplies, labor, and equipment located within the boundaries of the city of the opportunity to bid. (2) Where required by state or federal law or regulations, or upon request by a bidder, the bids shall be opened, if sealed, and declared in public at the time and place stated on the "Invitation for Bid." Section 9. Section 2-806 of Article VII.II (Purchasing Rules and Regulations) of Chapter 2 (Administration) of the Santa Ana Municipal Code is hereby amended to read in its entirety as follows: Sec. 2-806. Procurement of materials, supplies, labor, and equipment in excess of twenty-five thousand dollars ($25,000.00) fifty thousand dollars ($50,000). Unless exempt from bidding pursuant to section 2-807, all contracts involving an expenditure in excess of twenty-five thousand dollars ($25,000.00)fifty thousand dollars ($50,000) for materials, supplies, labor, and equipment shall be let on the basis of obtaining maximum quality at minimum cost, in accordance with procedures established by the purchasing manager. Those procedures shall provide for at least the following: (a) Public notices inviting bids shall include a general description of the things to be purchased or project specifications and the date, time and place for bid opening (if applicable). Adequate public notice of the invitation for bids shall be given a reasonable time prior to the date set forth therein for the opening of bids, in accordance with regulations established by the purchasing manager. To the extent that public notice is by way of publication in a newspaper of general circulation, such publication shall be for at least two (2) days, the first of which shall be at least ten (10) days before the date set for opening bids. (b) Invitation of bids shall be mailed or transmitted by other means established by the administrative codepolicy but not recited over the telephone or in person. Any interested bidder may obtain an invitation for bid. (c) All bids shall be submitted sealed in accordance with the instructions contained in the "Invitation for Bid" form. (d) The bids shall be opened in public, at the date and time and place stated on the "Invitation for Bid." All bids shall be publicly declared. City Council 24 –14 3/1/2022 Ordinance No. NS-XXX Page 9 of 15 Section 10. Section 2-807 of Article VII.II (Purchasing Rules and Regulations) of Chapter 2 (Administration) of the Santa Ana Municipal Code is hereby amended to read in its entirety as follows: Sec. 2-807. Non-bid purchases. The following contracts may be exempted from competitive bidding through an open market purchase by the purchasing manager, and confirmed by the city council in the case of contracts for over twenty-five thousand dollars ($25,000.00)two hundred thousand dollars ($200,000), but shall nevertheless be entered into only after compliance with the rules established by the purchasing manager, which shall include the review of such alternative sources of supply or performance as may be available in competition with one another and selection therefrom on the basis of obtaining maximum quality at minimum costs: (a) Purchases of materials, supplies, labor, and equipment whenever it shall appear that there is only one (1) reasonably available source or where solicitation of bids would for any reason be an idle act. (b) Purchases of materials, supplies, labor, and equipment necessary for the preservation of life, health or property, following the declaration of a state of emergency or disaster in the city. A full written account of emergency procurements made during the declared emergency or disaster shall be submitted to the city council within thirty (30) days as soon as practical but no later than ninety (90) days after their procurement. (c) Situations where no bids are received or all bids are rejected and the city council determines, upon the affirmative vote of at least two-thirds (⅔) of its members, that the materials, supplies, labor or equipment can be obtained at a lower cost. (d) Purchases from vendors whose names are on current established lists and have been awarded the same type of purchase contract by a federal agency (including the general services administration), a state agency, county, city or other public agency after a competitive bidding process determined by the purchasing manager to be substantially equivalent to that prescribed by this article. (e) Contracts for services, which may be awarded on the basis of demonstrated competence and on the professional qualifications necessary for the satisfactory performance of the services required or other process established by administrative policy. (f) City-owned software upgrades, maintenance, and/or additional licenses. City Council 24 –15 3/1/2022 Ordinance No. NS-XXX Page 10 of 15 Section 11. Section 2-808 of Article VII.II (Purchasing Rules and Regulations) of Chapter 2 (Administration) of the Santa Ana Municipal Code is hereby amended to read in its entirety as follows: Sec. 2-808. Local preference in contracts for services. Except for those contracts for which the Charter of the City of Santa Ana prohibits the provision of a local preference, and/or those contracts funded through programs or partners which prohibit the use of a local preference, the city council authorizes the agency to extend a preference to local business and Orange County Business as set forth herein. (a) Contracts for services shall be awarded on the basis of demonstrated competence and on the professional qualifications necessary to for the satisfactory performance of the services required. In evaluating proposals for service contracts in amounts up to one hundred thousand dollars ($100,000.00), proposers which qualify as local business or Orange County business shall be eligible for preference points. The preference shall be added to the proposal to reach a final score in determining the most advantageous proposal. Said preference shall be set by resolution of the city council. (b) A non local proposer associating with a local business or Orange County business, shall be eligible for the local preference if a minimum of fifty (50) percent of the contract value will be performed by the local business or Orange County business. Section 12. Section 33-200 of Article VIII (Public Works Construction Rules and Regulations) of Chapter 33 (Streets, Sidewalks and Public Works) of the Santa Ana Municipal Code is hereby amended to read in its entirety as follows: Sec. 33-200. Purposes. (a) These rules and regulations for the contracting of public works construction services are to comply with section 421 422 of the city charter to: (1) Establish efficient procedures for construction of public works; (2) Distinguish between traditional public works construction and other more innovative modes of project management and project delivery which still comply with the city's charter; and (3) Establish procedures to allow for the efficient and fair construction of public works without favor or prejudice. (b) The city council finds that the city's charter, including but not limited to sections 200, and 421, and 422 conflict with existing state law set forth in the California Public Contract Code. Said charter provisions, this article City Council 24 –16 3/1/2022 Ordinance No. NS-XXX Page 11 of 15 and the administrative procedures adopted by the executive director of public works pursuant to section 33-204, are intended, and shall be interpreted, to constitute a complete statement of the city's public works construction rules and regulations. The city council declares there exists a fundamental conflict between the city's charter, ordinances, administrative rules and regulations, on the one hand, and the California Public Contract Code provisions regulating public works construction, on the other hand, both generally and specifically. This conflict infringes on the city's constitutional authority to govern its municipal affairs. The city council intends to and does hereby exempt public works construction from being subject to any provision of the California Public Contract Code, except to the extent that any such provisions may be expressly incorporated in applicable administrative procedures. Section 13. Section 33-202 of Article VIII (Public Works Construction Rules and Regulations) of Chapter 33 (Streets, Sidewalks and Public Works) of the Santa Ana Municipal Code is hereby amended to read in its entirety as follows: Sec. 33-202. Definitions. For purposes of this article, the following definitions shall apply: Construction manager shall mean an agent of the city who provides the city with professional services in the fields of technology, scheduling, ability to construct, and/or management of the fiscal aspects of a public works project. A construction manager shall be responsible for some or all of the following: (1) Overseeing a public works project through completion of construction; (2) Assumption of financial responsibility; (3) Hiring of an architect/designer, if necessary, through a qualification process consistent with procedures established pursuant to section 2-803; and/or (4) Contracting for actual construction work by award of a contract to the lowest and best bidder in conformance with section 421 422 of the city's charter. Design-build-bid shall mean a procurement process in which both the design and construction manager professional services for a public works project are procured from a single entity, while the actual construction work is awarded by the entity to the lowest and best bidder in conformance with section 421 422 of the city's charter. Professional services shall have the same meaning as in section 2-802 of this code. Public works shall have the same meaning as in California Labor Code sections 1720, 1720.2, 1720.3, and 1771 and as may be amended from time to time. City Council 24 –17 3/1/2022 Ordinance No. NS-XXX Page 12 of 15 Public works construction shall have the same meaning as in section 421 422 of the city's charter. Public works project shall mean the totality of a project, including both professional services and public works construction, which ultimately results in the erection or improvement of public buildings, streets, drains, sewers, parks or playgrounds. Purchasing manager shall have the same meaning as in section 2-802 of this code. Section 14. Section 33-203 of Article VIII (Public Works Construction Rules and Regulations) of Chapter 33 (Streets, Sidewalks and Public Works) of the Santa Ana Municipal Code is hereby amended to read in its entirety as follows: Sec. 33-203. Procurement of public works construction. (a) Contracts involving expenditures not exceeding fifty thousand dollars ($50,000) may be entered into administratively without informal or formal bidding. (b) Contracts involving expenditures between fifty thousand dollars ($50,000) and two hundred fifty thousand dollars ($250,000) shall require informal bidding. The informal bidding process shall provide for at a minimum the following: (1) There shall be a written invitation for bid which shall include the following information: A general description of the public works construction, the place to obtain the plans and specifications, the date, time, and place for bid opening when applicable, bid instructions, and the terms and conditions of the bid and any resulting contract. (2) Where required by state law or federal law or regulations, or upon request by a bidder, the bids shall be opened, if sealed, and declared in public at the time and place stated on the “Invitation for Bid.” (c) The following procedure shall apply to every contract for which final plans and specifications are available involving an expenditure of more than five hundred dollars ($500.00) two hundred fifty thousand dollars ($250,000) for non-emergency public works construction: (a1) Notice inviting bids. Notice inviting bids shall include a general description of the public works construction, the place to obtain the plans and specifications, and the date, time and place for opening bids. The notice shall be published in a newspaper of general circulation in the city for at least two (2) days, the first of which shall be at least ten (10) days before the date set for opening bids. The city shall make a good faith effort to send a notice inviting bids to all City Council 24 –18 3/1/2022 Ordinance No. NS-XXX Page 13 of 15 businesses engaged in providing labor and materials for such construction located within the boundaries of the city. (b2) The bid. Included with the plans and specifications for a work of public works construction shall be the following documents: Instructions to bidder, proposal, bond samples and the contract. The bidder shall execute the proposal and contract, and submit them sealed with at least a ten (10) per cent bid bond, cashier's check or certified check. (c3) Award of contract. Upon opening the bids at on the date, time and place stated in the notice, the aggregate bid of each bidder shall be publicly declared. Following the determination of the lowest and best bidder, the proposal and agreement from this bidder shall be sent to the city attorney for approval as to form. The documents shall then be presented to the city council for approval and authorization for execution. If two (2) or more bids received are the same and the lowest, the council may accept the one it chooses. (d4) Notification of award. A notification letter, a request for bonds, when necessary, and a copy of the fully executed contract shall be delivered to the successful bidder. (e5) Performance bonds. To secure faithful performance of the contract, the city manager is authorized to require security in the form of cash, cashier's check, certified check or corporate faithful performance bonds, in the following percentages of the aggregate amount bid: One hundred (100) per cent bond for faithful performance, and fifty (50) per cent contractor's payment bond. (f6) Rejection of bids. The right to reject all bids is expressly reserved to the city council. After rejecting such bids, or if no bids are received, the city council may determine and declare that, in its opinion based on estimates submitted by the city manager, the public works construction may be performed better or more economically by the city with its own employees, and after the adoption of a motion to this effect by the affirmative votes of at least two-thirds (⅔) of the members of the city council, the council may proceed to have said work done in the manner stated without further observance of the provision of this article. Section 15. The City Council finds and determines that this Ordinance is not subject to the California Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) and 15060(c)(3) of the State CEQA Guidelines because it will not result in a direct or reasonably foreseeable indirect physical change in the environment, as there is City Council 24 –19 3/1/2022 Ordinance No. NS-XXX Page 14 of 15 no possibility it will have a significant effect on the environment and it is not a "project", as defined in Section 15378 of the CEQA Guidelines. Section 16. If any section, subsection, sentence, clause, phrase or portion of this ordinance is for any reason held to be invalid or unconstitutional by the decision of any court of competent jurisdiction, such decision shall not affect the validity of the remaining portions of this ordinance. The City Council of the City of Santa Ana hereby declares that it would have adopted this ordinance and each section, subsection, sentence, clause, phrase or portion thereof irrespective of the fact that any one or more sections, subsections, sentences, clauses, phrases, or portions be declared invalid or unconstitutional. Section 17. This Ordinance shall become effective thirty (30) days after its adoption. Section 18. The Clerk of the Council shall certify the adoption of this ordinance and shall cause the same to be published as required by law. ADOPTED this _______ day of ___________, 2022. _________________________ Vicente Sarmiento Mayor APPROVED AS TO FORM: Sonia R. Carvalho, City Attorney By:_________________________ John M. Funk Sr. Assistant City Attorney AYES: Councilmembers ______________________________________ NOES: Councilmembers _______________________________________ ABSTAIN: Councilmembers _______________________________________ NOT PRESENT: Councilmembers _______________________________________ City Council 24 –20 3/1/2022 Ordinance No. NS-XXX Page 15 of 15 CERTIFICATE OF ATTESTATION AND ORIGINALITY I, Daisy Gomez, Clerk of the Council, do hereby attest to and certify the attached Ordinance No. NS-____________ to be the original ordinance adopted by the City Council of the City of Santa Ana on _______________, and that said ordinance was published in accordance with the Charter of the City of Santa Ana. Date: ________________ ____________________________________ Clerk of the Council City of Santa Ana City Council 24 –21 3/1/2022 Finance and Management Services www.santa-ana.org/finance Item # 25 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report March 1, 2022 TOPIC: Fiscal Year 2021-2022 Mid-Year Budget Update AGENDA TITLE: Fiscal Year 2021-2022 Mid-Year Budget Update RECOMMENDED ACTION 1. Receive and file the Fiscal Year 2021-22 Mid-Year Budget Update, including revised revenue estimates (Exhibit 1). 2. Approve recommended Mid-Year Appropriation Adjustments described below and in Exhibit 2. (Requires five affirmative votes) 3. Approve recommended Appropriation Adjustments described in Exhibit 3 to reallocate Pension Debt and Unfunded Liability expenditures for Fiscal Year 2021-2022 to align with results of the pension debt refinancing. There is no net fiscal impact to the overall budget, but there are adjustments between departments and funds. (Requires five affirmative votes) 4. Adopt a resolution amending the current Fiscal Year 2021-2022 Annual Budget to add 14 full-time positions in the Public Works Agency, Clerk of the Council, City Attorney’s Office, Parks, Recreation & Community Service Agency, and Library, and to delete 6 full-time positions in the Parks, Recreation & Community Services Agency and Library. There is no net fiscal impact to the overall budget (Exhibit 4). 5. Adopt a resolution adding classification titles to the Classification and Compensation Plan (Exhibit 5). EXECUTIVE SUMMARY The Mid-Year Budget Update provides a General Fund snapshot of the first six months of the fiscal year. The report also includes notable budget impacts for other funds, a summary of General Fund revenues and expenditures, a vacancy report as of December 31, 2021, proposed workforce changes, and proposed budget amendments. In addition, the Estimated Fund Balance report includes an updated summary of all funds as detailed in Exhibit 6, which highlights the estimated fund balance at June 30, 2022, including funds with projected deficit balances to be addressed. Brief descriptions are provided in each City Council 25 –1 3/1/2022 Receive and file the FY 2021-2022 Mid-Year Budget Update March 1, 2022 Page 2 section, but more detailed information is provided in related exhibits noted throughout the report. A summary of the General Fund follows. Original Budget With Carryovers Approved September 21, 2021 With First Quarter Adjustments Approved January 18, 2022 With Adjustments Proposed in this Report Beginning Balance $71,187,440 $75,229,927 $109,415,983 $109,415,983 Revenue 340,944,200 340,944,200 357,524,200 364,127,209 Expenditures (328,791,570 (332,834,057)(351,455,957)(350,438,147) Net Transfers (24,703,590)(24,703,590)(35,503,590)(36,568,949) Net Activity (12,550,960)(16,593,447)(29,435,347)(22,879,887) Ending Balance $58,636,480 $58,636,480 $79,980,636 $86,536,096 Policy Reserve Requirement 61,369,956 61,369,956 64,354,356 65,542,898 Excess/(Deficiency)$(2,733,476)$(2,733,476)$15,626,280 $20,993,198 DISCUSSION The General Fund is the City’s primary operating budget. During the year, staff meets with consultants, reviews current trends, and meets with City departments to identify potential adjustments to revenues and expenditures. Discussed below is a review of revenue and expenditures. General Fund Revenues During the second quarter FY 2021-22, the City received approximately $128.5 million in General Fund revenues, which is 35.9 percent of the annual estimate. After analyzing revenue through December 2021, staff recommends adjustments to the estimates with a net increase of $6.6 million as summarized below. City Council 25 –2 3/1/2022 Receive and file the FY 2021-2022 Mid-Year Budget Update March 1, 2022 Page 3 Sales Tax (Bradley-Burns & Measure X): Total Sales Tax collected for the second quarter is approximately $19.6 million for Bradley-Burns and $27.3 million for Measure X, for a combined total of $46.8 million. The First Quarter Budget Report approved on January 18, 2022 included adjustments for Sales Tax estimates. The City’s Sales Tax consultant has noted strong performance from General Retail (i.e., Department Stores/Online Retailers) and Transportation (i.e., New Auto Sales) sectors, which warrants a further increase of the Measure X estimate by $1.75 million. Property Tax, Property Tax in lieu of VLF (VLF), & Santa Ana Residual Property Tax: The City received updated information for current fiscal year property assessments and included an adjustment in the First Quarter Budget Report. However, an adjustment for Property Tax in lieu of Vehicle License Fees (VLF) can be made with this report. The City receives its first 50-percent allocation from the State in January and can forecast the total revenue for the fiscal year. The City has received the January payment and can increase the revenue estimate by $517,300. Half-Cent Sales Tax for Public Safety: Half-Cent Sales Tax (Safety) collected for the second quarter is nearly one million. The latest projections from the City’s Sales Tax consultant for annual revenue is $2.6 million, which represents a 6.4 percent increase from FY 2020-21 actual revenue, in line with other sales tax revenues. Staff has increased the budget estimate by $140,700 accordingly. Hotel Visitors’ Tax (HVT): HVT collected for the second quarter is $3.3 million, which is nearly double the amount of the prior year’s second quarter results of $1.7 million. During the first six months of the year, HVT revenue has continued to improve, showing some semblance of recovery from the pandemic. The top 15 hotels in Santa Ana generated the majority of HVT revenues, including the hotels along Hotel Terrace Drive near John City Council 25 –3 3/1/2022 Receive and file the FY 2021-2022 Mid-Year Budget Update March 1, 2022 Page 4 Wayne Airport, driving the revenue recovery from the pandemic. Given this recent performance, the revenue estimate is increased by $2.0 million, for a total budget estimate of $7.0 million. Utility Users’ Tax (UUT): UUT collected for the second quarter is $10.8 million, which exceeded last year’s second quarter revenues of $10.2 million by $0.6 million. Currently, the electric, gas and water utilities are trending above last year’s second quarter results due to rate increases. However, the telecommunications utility users’ tax is nearly $0.7 million less than the prior year. Original UUT estimates anticipated positive results of revenue audits. However, the audits are ongoing, with completion likely occurring during FY 2022-23. At this time, we do not recommend any adjustments to revenue estimates, as we expect UUT revenue in aggregate to approximate the budget. Business License Tax (BLT): The BLT revenue of $3.4 million collected in the second quarter exceeded last year’s revenues of $2.9 million by $0.5 million. The current trend and annual rate increase based on the Consumer Price Index (CPI) have resulted in the revenue estimate increasing by $1.8 million for a total adjusted budget of $14 million in business tax revenue, which is in line with revenue received in FY 2020-21 of $13.7 million. Peak business license tax activity occurs during the second half of the fiscal year, when approximately 70 percent of annual BLT is collected. Cannabis Tax Revenues: The Cannabis Tax includes revenues received from medical, adult-use retail, cultivation, distribution, manufacturing and testing. With the availability of retail cannabis, we continue to see tax revenue decrease from the medical sector, and are reducing the estimate by $350,000. Cannabis tax from the medical sector is not part of the two-thirds set-aside. Therefore, this adjustment will not impact the Cannabis Public Benefit Fund. Overall, tax revenue from the retail and commercial sectors are on track to meet the original budget estimate and staff does not propose any adjustments at this time. Parks, Recreation and Community Service Fees: Staff reduced the revenue estimates from nearly $2.0 million to $0.7 million the prior year as the pandemic continued to significantly delay the operation of recreation programs and facility usage. The City received $1.3 million in FY 2020-21, which is better than expected. Though the pandemic has continued to impact PRCSA operations for much longer than originally anticipated, current year revenue estimates were slightly decreased by $29,191, from $1.94 million to $1.91 million. Zoo admission revenues are anticipating some uptick in activity, meanwhile Zoo Education and Leisure Classes revenues continues to be negatively impacted by delays in resuming recreation programs and facility operations. Planning and Building Charges and Fees: The City received $11.1 million of Planning and Building revenue in FY 2020-21. The current budget includes a revenue estimate of $10.4 million. Plan Check activity is performing a little better than expected as a result of City Council 25 –4 3/1/2022 Receive and file the FY 2021-2022 Mid-Year Budget Update March 1, 2022 Page 5 a one-time spike in activity related to large construction projects for residential and mix- use development on 3rd & Broadway, Rafferty, Warner & Red Hill, 2727 Main Place, and Lacy Crossing. Staff has increased the revenue estimate by $774,200 accordingly. Jail Revenue: The jail revenue is based on a fee of $115 per inmate, multiplied by the average daily population (ADP). The current level of ADP for the US Marshals indicates that revenue is on track to meet the current year’s budget estimates. However, the revenue for the Federal Bureau of Prisons (BOP) is showing a decline based on a lower ADP count used for the budget projections. Staff will continue to monitor jail revenue and does not recommend an adjustment at this time, as we expect jail revenue in aggregate to approximate the budget. General Fund Expenditures As of December 2021, General Fund expenditures are at 53.5 percent of budget. The City has spent more than half of the General Fund budget due to the pension debt payment in the first half of the fiscal year and the one-month advance for contracted fire services. As part of the Mid-Year Report adjustments, staff recommends an increase in the General Fund Operating Budget by a net adjustment of $53,690, which includes the pension debt expense savings discussed in more detail below. Exhibit 2 and 3 includes a table of recommended adjustments. Discussion follows for notable items. Pension Obligation Bonds Adjustment Summary As part of the debt refinancing, housekeeping adjustments are necessary to realign the overall current year budget between departments and funds. There is no impact to the overall budget. However, the net impact to the General Fund is an expenditure reduction of $690,577. A summary of these proposed appropriation adjustments is identified in Exhibit 3. At the February 15, 2021 meeting, staff provided the City Council with a Pension Debt Update and proposed that the FY 2022-23 budget reflect the same budget level as the current year of $54.3 million, with a plan to deposit the $9.5 million of cost-savings across all funds into the City’s Section 115 Trust for future cost stabilization. Workforce Changes In preparation for the Mid-Year Report, City departments review budgets and propose budget updates and workforce changes to reflect organizational changes. A summary of key updates is below with a more detailed report in Exhibits 2, 4, 5 and 6. Human Resources: The Human Resources Department is requesting the creation of four full-time classifications and one part-time classification as detailed in Exhibit 5. The classifications will enhance program operations and efficiency in the areas of organizational development and training and risk management in the future. The creation of the classifications and applicable salary ranges will not result in an increase in City Council 25 –5 3/1/2022 Receive and file the FY 2021-2022 Mid-Year Budget Update March 1, 2022 Page 6 budgeted positions. As such, there is no net fiscal impact to the budget associated with the creation of the classifications. Library: The Library is requesting the following workforce changes to streamline departmental staffing and onboarding processes. The Library is requesting the deletion of a Bibliographic Technician, Youth Services Technician, and Supervising Library Services Assistant to eliminate solitary positions that do not correspond with the Library’s paraprofessional promotional ladder. The deletion of these positions streamlines and clarifies the paraprofessional promotional ladder, allowing Library Service Assistants to promote to Library Technicians and subsequently to Senior Library Technicians. The deleted positions will be reallocated to two Senior Library Technicians and one Library Technician. Additionally, to reduce the number of part-time personnel in order to save on recruitment and training, the department is requesting the addition of one Library Technician and one Library Services Assistant to be funded with salary savings from the consolidation and elimination of part-time positions. Furthermore, the Parks, Recreation & Community Services Agency is reassigning one Management Analyst to Library to provide administrative support for fiscal operations. Parks, Recreation & Community Services Agency (PRCSA): PRCSA is requesting the following workforce changes to promote programmatic efficiencies, supervision and recent operational changes. To provide appropriate supervision for various programs, PRCSA is requesting the deletion of one Recreation and Community Events Supervisor and one Recreation Leader, and reallocating those positions to two Recreation and Community Services Supervisors. Funding for remainder of the fiscal year will come from the deleted positions and salary savings from vacancies during the first half of the fiscal year, resulting in no net fiscal impact. As mentioned above, PRCSA is requesting to reassign the Management Analyst position to Library to complete the final transition of Library services. Police Department: As requested by the City Council, the Police Department has initiated a strategic plan to reallocate $1.07M funding proposal from the Metropolitan Division to focus on youth investment services, trauma-informed training, sensitivity training in interacting with impacted communities such as the LGBTQ community, and re-organized the Department to include a Community Engagement / Family and Youth Services Division. Further youth services investment in PAAL and the Family Justice Center have been implemented and Police personnel will also be engaging local Santa Ana-based nonprofits for gang/trauma prevention, mitigation and response. Public Works Agency (PWA): The Public Works Agency (PWA) is involved in numerous capital improvement projects (CIP) for FY 2021-22, including $14.6 million in Revive Santa Ana projects. As such, PWA is proposing additional staff to the CIP team, including a Projects Manager and two Engineering Technicians. Budget from contractual services savings will be reallocated to fund these three positions, resulting in no net fiscal impact to the budget. City Council 25 –6 3/1/2022 Receive and file the FY 2021-2022 Mid-Year Budget Update March 1, 2022 Page 7 Additionally, the City approved funding for the Protected Bike Lane sweeping program as part of the First Quarter Budget Report. Part of the funding will be for the operation of a mini-sweeper and will be operated by an Equipment Operator. The proposed workforce change includes this addition. Summary of Workforce Changes The following table summarizes the Workforce Changes, including the addition and reallocation of positions. There is no net fiscal impact to the overall budget as existing department budgets will be used to fund the eight total net positions, which includes five positions from the General Fund and three positions from the Non-General Fund. Department Quantity Position General Fund (GF) or Non-General Fund (Non-GF) Public Works Agency 1 Equipment Operator I GF Public Works Agency 1 Projects Manager Non-GF Public Works Agency 2 Engineering Technicians Non-GF Clerk of the Council 1 Senior Deputy Clerk of the Council GF City Attorney’s Office 1 Senior Asst. City Attorney - Employee Relations GF PRCSA 2 Recreation and Community Services Supervisor GF PRCSA -1 Recreation Leader GF PRCSA -1 Recreation and Community Events Supervisor GF PRCSA -1 Management Analyst (Transfer to Library)GF Library 2 Senior Library Technician GF Library 2 Library Technician GF Library 1 Management Analyst (Transfer from PRCSA)GF Library 1 Library Services Assistant GF Library -1 Bibliographic Technician GF Library -1 Youth Services Technician GF Library -1 Supervising Library Services Assistant GF 8 Total Net Positions Other General Fund Budget Adjustments Staff also proposes a budget reduction for the PWA General Fund to correct a duplicate budget entry of $800,000 for streetlights debt service budgeted twice in error. Furthermore, a funding shortfall of $466,626 for the crossing guard contract was reported at the July 20, 2021 City Council meeting, which was to be addressed during the carryforward process at the second Council meeting in September 2021. However, the carryforward for this was inadvertently missed and an adjustment is necessary to cover the shortfall. City Council 25 –7 3/1/2022 Receive and file the FY 2021-2022 Mid-Year Budget Update March 1, 2022 Page 8 OTHER CITY FUNDS Cannabis Public Benefit Fund The Cannabis Public Benefit Fund provides dedicated funding for youth programs implemented through the Parks, Recreation and Community Service Agency and the Library. The Mid-Year budget adjustment includes an increase to the Cannabis Public Benefit Fund expenditures by $7.5 million to spend the remaining fund balance available from the one-third originally allocated to enforcement activities, as reported to City Council on July 20, 2021. Now that the FY 2020-21 books have been closed, the updated balance available from allocations to enforcement activities is $9,152,718. The recommended spending plan for the $7.5 million previously identified in July follows. Description Amount Renovation of Centennial Lake for a Youth Fishing Program $2,500,000 Renovate and Program Nature Center at Santiago Park $1,000,000 Install synthetic turf at Dan Young Soccer Complex and synthetic turf and lights at Field 1 $2,500,000 Funding for movies and concerts in the park $500,000 Funding for sports field maintenance $1,000,000 Total $7,500,000 Staff also proposes to reduce the Cannabis Public Benefit Fund expenditure budget by $214,300 to correct the IT overhead allocation as reported to City Council on September 7, 2021. Gas Tax Fund The City receives Gas Tax revenue estimates from the League of California Cities fiscal policy advisor, Michael Coleman. Based on recent information received, we can increase the revenue estimate by $1.0 million. With that adjustment, the updated estimate for the Gas Tax fund balance at June 30, 2022 is $9.8 million. The Budget and Reserve Policy includes a target reserve level of 20 percent of the annual budget, which would be approximately $3.1 million, leaving $6.7 million available for spending. Public Works has identified a list of immediate sidewalk repairs and the need for additional funding for the Bristol Street Improvement project. Staff recommends appropriating an additional $2.0 million from the available Gas Tax fund balance for sidewalk repairs and $4.0 million for the Bristol Street Improvements Phase 3A (between Civic Center and Washington) and Phase 4 (between Warner and St. Andrew). The proposed one-time $2.0 million appropriation for sidewalk repairs, combined with the original budget of $2.0 million and the $500,000 recurring appropriation approved with the First Quarter Budget Report will fund significant progress on the City’s sidewalks. City Council 25 –8 3/1/2022 Receive and file the FY 2021-2022 Mid-Year Budget Update March 1, 2022 Page 9 Revive Santa Ana – ARPA Funding On October 5, 2021, the City approved revisions to the Revive Santa Ana, which included a list of projects assigned to various City departments. The requested appropriation adjustments are to align the project budgets into the appropriate City department. The Revive Santa Ana spending plan had originally included a $1.5 million allocation to reimburse the City for OCFA’s COVID-19-related calls. However, COVID-related call volume is much less than previously anticipated. Thus, $500,000 will be reallocated towards accounting and compliance efforts. There is no net fiscal impact associated with this action. In addition, the City received $117,675 in ticket sales from the Santa Ana Winter Village event and an adjustment is needed to recognize revenue and offset anticipated costs above the project amount. Invoices are currently being processed and staff anticipates that this revenue should be sufficient for the additional costs. Civic Center Authority The City has a Joint Powers Authority (JPA) agreement with the County of Orange to pay for shared expenses related to the Civic Center area. These expenses include maintenance, security, and capital projects. The parking revenue collected helps to offset these expenses and the remaining costs are shared with the County of Orange. The City and County each approved the JPA budget. Due to the reduction of parking revenue, the approved Civic Center Authority budget was reduced, which includes a reduction to the City’s shared cost. The requested appropriation adjustments will align the City’s budget with the approved JPA budget. Community Development Agency (CDA) Grant Funds CDA is primarily a grant-funded agency. Staff recommends adjustments to various grant fund revenues and expenditures to align the budget with actual funding available and spending plans approved by granting agencies. These adjustments include recognizing revenue and appropriating expenses for the Peebler Capital Projects Fund (South Main Redevelopment Project) and Emergency Rental Assistance (ERA 1) Fund. Furthermore, staff estimates that several CDA grant funds (i.e., Emergency & Health Grants, Prison to Employment, MS5 HAP CARES Act COVID-19, Housing Authority- Voucher HAP, WIOA, etc.) and the Peebler Capital Projects Fund will have a deficit balance at June 30, 2022 (Exhibit 6). This is the result of timing of billing and pending prior-year grant reimbursements, as grants are multi-year and operate across different fiscal year and calendar year cycles. However, CDA expects to close out several grants this year and receive additional revenue from grant reimbursements to address some of the projected deficit fund balances. Staff will continue to monitor grant and capital activity over the next six months. City Council 25 –9 3/1/2022 Receive and file the FY 2021-2022 Mid-Year Budget Update March 1, 2022 Page 10 Parking Enterprise Fund The Parking Enterprise fund was significantly impacted by the pandemic, but with the option of outdoor dining and events planned for the year in the downtown area, parking revenue has slightly improved. Staff is recommending an adjustment to increase the revenue estimate by $242,000. However, the City began offering free parking during the weekdays from 7 a.m. to 5 p.m. at four City-owned downtown parking structures beginning February 14, 2022 to provide additional support to downtown businesses affected by the OC Streetcar construction. To help mitigate the revenue loss, staff proposes a one-time General Fund subsidy of $789,000 to address the estimated deficit balance at year-end. City Services The City Services fund allows for developers to submit fees to have City staff or consultants perform expedited inspections, accelerated plan checks, and CIP Construction Project Permits. The proposed adjustments are to recognize revenue and appropriate expenses of $250,000 for CIP Construction Project Permits that were not budgeted in Fiscal Year 2021-22. Additionally, a reduction of $79,700 is needed to eliminate the budget in this fund for the Planning & Building Agency. The revenue and expense were incorrectly budgeted in City Services and has since been corrected to the appropriate funding source. Federal Clean Water Fund Unforeseen legal expenses related to the Santa Ana Delhi Conversion Project require the use of available fund balance in the amount of $200,000 to resolve contractor claims as unexpected field conditions discovered during the construction project required additional work to be completed. The contractor claims to seek reimbursement for costs associated with the additional work. Residential Street Improvements The proposed adjustments are to recognize street construction fees and appropriate expenses of $300,000 for residential street improvement contracts not included in the original FY 2021-22 budget. Water Fund The Water Enterprise revenue provides funding to Water Capital Projects. The adjustment of $10.6 million is to reflect funding for projects that were carried forward from FY 2020-21. In addition, the Water Enterprise reimburses the City’s General Fund for overhead costs. The General Fund budget includes the reimbursement, but the Water Enterprise budget does not. A budget adjustment is necessary to correct the oversight. Deferred Compensation Plan FMSA is the Plan Administrator for the City’s Deferred Compensation Program and is in receipt of additional fees used to offset administrative costs. Therefore, an adjustment is requested to reflect anticipated revenue and expense. City Council 25 –10 3/1/2022 Receive and file the FY 2021-2022 Mid-Year Budget Update March 1, 2022 Page 11 Central Services Fund Central Services is responsible for mail, printing, and delivery services and charges City departments for these services. With the usage of email and multifunctioning printers, service levels have decreased and revenue has declined. Staff estimates the fund will have a deficit balance of approximately $426,000 at June 30, 2022 resulting from multiple years of an unbalanced budget. Staff proposes a one-time General Fund subsidy of $426,000 to address the estimated deficit balance at year-end. The proposed FY 2022- 23 budget will include a recommendation to fold this fund’s activity into the General Fund and rebalance the budget. PWA Engineering and Project Management Fund This fund charges capital projects for engineering services provided by City staff. Funds are received from the capital funds to recover the City’s cost for labor and overhead costs. PWA is currently updating its cost recovery plan, which will be used as a basis for covering these costs. When submitted and approved by the appropriate grant agency, the City may recover additional costs not currently being received, which will improve the current projected deficit. During the upcoming budget year, Public Works and Finance staff will review its current practice for project charges, which may require some General Fund support. Other Grant Funds As part of the Mid-Year review, staff is taking a proactive stance in working with departments to address grant funds projected to end the fiscal year with a deficit balance, such as the Police Athletic and Activities League, Department of Justice Grant, Office of Safety Grant, and Planning Grants Program. As such, departments are expecting to bill or receive reimbursements this year to correct the estimated deficit balance, which will help bring some balances back in the positive. Capital Projects Funds Similarly, staff is working to address capital projects with projected deficit balances at year-end resulting from timing of billing and pending prior year grant reimbursements. PWA also expects to bill or receive reimbursements to address the estimated deficit balance. Full-Time Employee Position Vacancy Report Exhibit 1 includes the staff vacancy report is as of December 31, 2021. It reflects all staffing changes authorized to date, including the 21 positions across various departments approved by the City Council on October 5, 2021 for the Revive Santa Ana program. As of December 31, there is a total of 168 total vacancies (Exhibit 1), of which 138 are funded vacant positions and 30 are subject to the hiring freeze. Positions subject to the City Council 25 –11 3/1/2022 Receive and file the FY 2021-2022 Mid-Year Budget Update March 1, 2022 Page 12 hiring freeze provided $2.9 million in savings in the current-year budget. With the First Quarter Budget Report, the City Council approved a partial restoration of frozen positions in the current year, with a total fiscal impact of $0.4 million across various departments. The vacancy report as of December 31 does not reflect the approved $0.4 million to partially restore hiring freeze positions. ENVIRONMENTAL IMPACT There is no environmental impact associated with this action. FISCAL IMPACT The summary of General Fund fiscal impact appears at the beginning of this report, and staff has listed all recommended appropriation adjustments in Exhibits 2 and 3, which incorporates the updated revenue estimates (i.e., Sales Tax and Property Tax) and workforce changes approved from the First Quarter Budget Report on January 18, 2022 and the updated recommendations contained herein. The Estimated Fund Balance Summary as of June 30, 2022 in Exhibit 6 includes the updated budget and estimated ending fund balance for all funds with the approved First Quarter Budget Report adjustments. However, Exhibit 6 does not reflect the proposed Mid-Year budget adjustments within this report. EXHIBITS 1. Fiscal Year 2021-2022 – Mid-Year Budget Update 2. Mid-Year Appropriation Adjustments 3. Pension Related Appropriation Adjustments 4. Personnel Resolution 5. Classification and Compensation Plan Resolution 6. Estimated Fund Balance Summary as of June 30, 2022 Submitted By: Kathryn Downs, FMSA Executive Director Approved By: Kristine Ridge, City Manager City Council 25 –12 3/1/2022 1 Mid -Ye ar Report Fiscal Year 2021 -2022 CITY OF SANTA ANA City Counc il Me e ting -March 1, 2022 EXHIBIT 1 City Council 25 –13 3/1/2022 AGENDA Topics To Be Covered •NET GENERAL FUND IMPACT •MID -YEAR GENERAL FUND REVENUES •MID -YEAR GENERAL FUND EXPENDITURES •VACANCY REPORT AS OF DECEMBER 31 2 City Council 25 –14 3/1/2022 NET GENERAL FUND IMPACT 3 City Council 25 –15 3/1/2022 NET GENERAL FUND ACTIVITY 4 City Council 25 –16 3/1/2022 MID -YEAR GENERAL FUND REVENUES 5 City Council 25 –17 3/1/2022 MID -YEAR GENERAL FUND EXPENDITURES 6CityCouncil25–18 3/1/2022 VACANCY REPORT AS OF DEC. 31 7 City Council 25 –19 3/1/2022 General Fund Revenue Adjustments Description FY 20-21 Actual FY 21-22 Budget FY 21-22 Update Mid-Year Adjustment Increase/ (Decrease) Prop Tax-In Lieu VLF 36,073,260 37,332,300 37,849,600 517,300 Half-Cent Sales Tax (Safety)2,440,216 2,455,700 2,596,400 140,700 Sales Tax - Measure X*75,094,336 77,250,000 79,000,000 1,750,000 Hotel Visitor's Tax 4,349,952 5,000,000 7,000,000 2,000,000 Business Tax 13,718,021 12,200,000 14,000,000 1,800,000 Medical Marijuana Taxes 1,297,741 1,350,000 1,000,000 (350,000) Zoo Education 319 77,500 1,858 (75,642) Zoo Admissions 997,565 1,046,900 1,253,260 206,360 Leisure Classes (2,483)172,100 12,191 (159,909) Building Plan Check 2,058,215 1,925,800 2,700,000 774,200 Other Revenue* - No Adjustments Needed 216,902,443 218,713,900 218,713,900 0 Total General Fund Revenue Adjustments 352,929,584 357,524,200 364,127,209 6,603,009 *FY 21-22 Budget includes 1st Quarter Budget Report revenue adjustments EXHIBIT 2A City Council 25 –20 3/1/2022 General Fund Adjustments Department Accounting Unit Account Description of Adjustment Revenue Increase/ (Decrease) Expenditure Increase/ (Decrease) Library 01111110 61XXX Reassign Management Analyst to Library from PRCSA to provide administrative and fiscal support 42,549.00 Parks, Recreation and Community Services 01113200 61XXX Reassign Management Analyst to Library from PRCSA to complete the final transition of Library services (42,549.00) Public Works Agency 01117002 59000-162 Transfer from Energy Conservation Program Fund for retrofitting of streetlights 6,140.78 Public Works Agency 01117630 63001 Increase appropriations for retrofitting of streetlights 6,140.78 Public Works Agency 01117630 67004 Adjustment for duplicate budget entry for streetlights debt service (800,000.00) Public Works Agency 01117644 62300 Increase appropriations for crossing guard contract shortfall as identified in the July 20, 2021 City Council Meeting 466,626.00 Transfers Out 01106019 68000-027 Subsidy to Parking Enterprise Fund for year-end projected negative fund balance 789,000.00 Transfers Out 01106019 68000-071 Subsidy to Central Services for year-end projected negative fund balance 426,000.00 Transfers Out 01106019 68000-074 Reduce City's contribution to Civic Center Authority (143,500.00) Total General Fund:6,140.78 744,266.78 EXHIBIT 2B City Council 25 –21 3/1/2022 Non-General Fund Adjustments Department Accounting Unit Account Description of Adjustment Revenue Increase/ (Decrease) Expenditure Increase/ (Decrease) Cannabis Public Benefit Fund 01202002 50001 Use of available Cannabis Public Benefit Fund balance for youth programs and projects 7,500,000.00 Cannabis Public Benefit Fund 01213020 66220 Renovation of Centennial Lake for a Youth Fishing Program 2,500,000.00 Cannabis Public Benefit Fund 01213020 66220 Renovate and program Nature Center at Santiago Park 1,000,000.00 Cannabis Public Benefit Fund 01213020 66220 Install synthetic turf at Dan Young Soccer Complex and synthetic turf and lights at Field 1 2,500,000.00 Cannabis Public Benefit Fund 01213020 62300 Funding for movies and concerts in the park 500,000.00 Cannabis Public Benefit Fund 01213020 62300 Funding for sports field maintenance 1,000,000.00 Cannabis Public Benefit Fund 01208010 65050 Adjustment to reduce appropriations to correct IT overhead erroneously charged to CAO in Cannabis Public Benefit Fund as identified in the September 7, 2021 City Council Meeting (214,300.00) CDA - Parking Enterprise Fund 02718002 5XXXX Increase Parking Enterprise Fund revenues to align with current trend 242,000.00 CDA - Parking Enterprise Fund 02718002 59000-011 Transfer from General Fund to rebalance Parking Enterprise Fund's year-end projected negative fund balance 789,000.00 Public Works - Gas Tax 02917002 52300 Updated revenue estimate from League of California Cities 63,220.00 Public Works - Gas Tax 02917002 52301 Updated revenue estimate from League of California Cities 34,918.00 Public Works - Gas Tax 02917002 52302 Updated revenue estimate from League of California Cities 258,700.00 Public Works - Gas Tax 02917002 52320 Updated revenue estimate from League of California Cities 228,103.00 Public Works - Gas Tax 02917002 52321 Updated revenue estimate from League of California Cities 427,030.00 Public Works - Gas Tax 02917002 50001 Use of available Gas Tax Fund balance for additional sidewalk repairs and Bristol Street Improvements Phase 3A & Phase 4 6,000,000.00 City Council 25 –22 3/1/2022 Department Accounting Unit Account Description of Adjustment Revenue Increase/ (Decrease) Expenditure Increase/ (Decrease) Public Works - Gas Tax 02917660 62300 Funding for additional sidewalk repairs and Bristol Street Improvements Phase 3A & Phase 4 6,000,000.00 PBA - City Services 05316002 53635 Reduce revenues to zero out budget due to revenue being incorrectly budgeted in City Services (79,700.00) PBA - City Services 05316021 62312 Reduce appropriations to zero out budget due to expense being incorrectly budgeted in City Services (79,700.00) PWA - City Services 05317002 51708 Increase CIP Construction Projects Permits revenues 250,000.00 PWA - City Services 05317021 62340 Funding for Community Workforce Agreement consultant 250,000.00 PWA - Federal Clean Water Protection 05717002 50001 Use of available Federal Clean Water Protection fund balance for unforeseen legal expenses to resolve a contractor claim associated with the Santa Ana Delhi Diversion Project 200,000.00 PWA - Federal Clean Water Protection 05717640 62300 Funding for unforeseen legal expenses to resolve a contractor claim associated with the Santa Ana Delhi Diversion Project 200,000.00 PWA - Residential Street Improvement 05817002 53706 Increase Street Construction Fee revenues 300,000.00 PWA - Residential Street Improvement 05817660 62300 Funding for residential street improvement contracts 300,000.00 Public Works - Water Fund 06017002 50001 Adjustment for Water General Fund Overhead 4,537,900.00 Public Works - Water Fund 06017642 65500 Adjustment for Water General Fund Overhead 4,537,900.00 Public Works - Water Fund 06017002 50001 Use of available Water Enterprise Fund balance for Water Capital Projects 10,553,117.00 Public Works - Water Fund 06017019 68000-66 Transfer to Water Capital Fund 10,553,117.00 Public Works - Water Capital Fund 06617002 59000-060 Transfer from Water Enterprise Fund 10,553,117.00 Public Works - Water Capital Fund 06617647 66301 Funding for Water Capital Projects 10,553,117.00 FMSA - Central Services 07110002 59000-011 Transfer from General Fund to rebalance Central Services' year- end projected negative fund balance 426,000.00 City Council 25 –23 3/1/2022 Department Accounting Unit Account Description of Adjustment Revenue Increase/ (Decrease) Expenditure Increase/ (Decrease) Civic Center Authority 07413002 53322 Revenue adjustment to reflect Civic Center Authority's Adopted Budget - Projects 76,816.00 Civic Center Authority 07413002 53323 Revenue adjustment to reflect Civic Center Authority's Adopted Budget - Maintenance (430,454.00) Civic Center Authority 07413002 53324 Revenue adjustment to reflect Civic Center Authority's Adopted Budget - Security (370,000.00) Civic Center Authority 07413002 59000-011 Transfer from General Fund for City's reduced contribution to Civic Center Authority (143,500.00) Civic Center Authority - Maintenance 07413015 69135 Adjustment to reflect Civic Center Authority's Adopted Budget (143,500.00) Civic Center Authority - Maintenance 07413250 61XXX Adjustment to reflect Civic Center Authority's Adopted Budget (237,804.00) Civic Center Authority - Maintenance 07413250 62XXX Adjustment to reflect Civic Center Authority's Adopted Budget (117,650.00) Civic Center Authority - Maintenance 07413250 63XXX Adjustment to reflect Civic Center Authority's Adopted Budget (31,090.00) Civic Center Authority - Maintenance 07413250 65400 Adjustment to reflect Civic Center Authority's Adopted Budget (36,910.00) Civic Center Authority - Capital 07413260 66220 Adjustment to reflect Civic Center Authority's Adopted Budget for replacement of street and pedestrian lighting with LED lighting along the Civic Center perimeter 76,816.00 Civic Center Authority - Security 07414400 65XXX Adjustment to reflect Civic Center Authority's Adopted Budget (50,000.00) PWA - CIP Engineering 08617613 61000 Transfer from contractual services savings to fund one Projects Manager and two Engineering Technicians 128,000.00 PWA - CIP Engineering 08617613 62300 Transfer contractual services savings to salary to fund one Projects Manager and two Engineering Technicians (128,000.00) Deferred Compensation Plan - Section 457 Admin 10010002 57994 Projected revenue increase for Deferred Compensation Plan - Fees 18,000.00 Deferred Compensation Plan - Section 457 Admin 10010002 57991 Projected revenue increase for Deferred Compensation Plan - Misc. Receipts 200.00 Deferred Compensation Plan - Section 457 Admin 10010172 69109 Projected increase for deferred compensation expenses 36,500.00 City Council 25 –24 3/1/2022 Department Accounting Unit Account Description of Adjustment Revenue Increase/ (Decrease) Expenditure Increase/ (Decrease) CDA - HEAP Grant 12218002 5XXXX Reduce revenues to reflect grant close-out and fully expended funds (235,320.00) CDA - HEAP Grant 12218700 6XXXX Reduce appropriations to reflect grant close-out and fully expended funds (235,320.00) CDA - Workforce Innovation and Opportunity Act 12318002 52001 Use of FY20/21 unspent grant revenues for WIOA Youth and Dislocated Worker Program 32,031.54 CDA - Workforce Innovation and Opportunity Act 12318750 6XXXX Appropriate FY20/21 unspent grant budget for WIOA Youth Council 17,295.18 CDA - Workforce Innovation and Opportunity Act 12318754 6XXXX Appropriate FY20/21 unspent grant budget for WIOA Dislocated Worker 14,736.36 CDA - Community Development Block Grant 13518002 52008 Reduce revenues to reflect available CDBG grant fund balance (400,000.00) CDA - Community Development Block Grant 13518783 66220 Reduce appropriations to reflect available CDBG grant fund balance (400,000.00) CDA - Community Development Block Grant 13518002 52008 Reduce revenues to reflect available CDBG-CV grant reimbursement (1,399,029.32) CDA - Community Development Block Grant 13518788 69135 Reduce appropriations to reflect available CDBG-CV grant fund balance (1,399,029.32) CDA - Community Development Block Grant 13518002 52010 Reduce revenues to reflect available ESG-CV grant reimbursement (471,169.06) CDA - Community Development Block Grant 13518789 69135 Reduce appropriations to reflect available ESG-CV grant fund balance (471,169.06) PWA - Energy Conservation Program 16217630 68000-011 Transfer to General Fund for retrofitting streetlights 6,140.78 CDA - Emergency Rental Assistance 17718002 5XXXX Use of FY20/21 unspent grant revenues and investment earnings (ERA 1)679,118.21 CDA - Emergency Rental Assistance 17718700 69135 Appropriate FY20/21 unspent grant budget and investment earnings (ERA 1)679,118.21 American Rescue Plan Act (ARPA)18102002 57991 Recognize revenues for Santa Ana Winter Village event ticket sales 117,675.00 PRCSA - American Rescue Plan Act (ARPA)18113013 62300 Increase appropriations for Santa Ana Winter Village event expenses, which will be offset by revenues collected from ticket sales 117,675.00 City Council 25 –25 3/1/2022 Department Accounting Unit Account Description of Adjustment Revenue Increase/ (Decrease) Expenditure Increase/ (Decrease) FMSA - American Rescue Plan Act (ARPA)18110013 69011 Adjustment to align project budgets to the appropriate city department for the Revive Santa Ana Program (7,600,000.00) FMSA - American Rescue Plan Act (ARPA)18110013 61XXX Adjustment to align project budgets to the appropriate city department for the Revive Santa Ana Program 400,000.00 FMSA - American Rescue Plan Act (ARPA)18110013 62300 Adjustment to align project budgets to the appropriate city department for the Revive Santa Ana Program (200,000.00) HR - American Rescue Plan Act (ARPA)18109013 61XXX Adjustment to align project budgets to the appropriate city department for the Revive Santa Ana Program 125,000.00 HR - American Rescue Plan Act (ARPA)18109013 62300 Adjustment to align project budgets to the appropriate city department for the Revive Santa Ana Program 75,000.00 PWA - American Rescue Plan Act (ARPA)18117013 62300 Adjustment to align project budgets to the appropriate city department for the Revive Santa Ana Program 4,500,000.00 CDA - American Rescue Plan Act (ARPA)18118013 62300 Adjustment to align project budgets to the appropriate city department for the Revive Santa Ana Program 2,700,000.00 CDA - Peebler Capital Fund 41818002 5XXXX Reduce revenues to reflect available grant fund balance (Peebler Fund Capital Projects)(71,683.55) CDA - Peebler Capital Fund 41818830 66220 Reduce appropriations to reflect available grant fund balance (Peebler Fund Capital Projects)(71,683.55) CDA - Peebler Capital Fund 41818002 5XXXX Recognize capital project revenues and prior year/current year investment earnings (S. Main Redevelopment)2,093,569.57 CDA - Peebler Capital Fund 41818831 66220 Appropriate capital project budget and prior year/current year investment earnings (S. Main Redevelopment)2,093,569.57 Total Non-General Fund:41,779,659.39 39,447,829.17 City Council 25 –26 3/1/2022 Accounting Unit Fund Fund Type Fund Group 61102/61103/61104 Increase/(Decrease) 02718131 027 ENTERPRISE FUNDS PARKING FUND (22,891) 02718132 027 ENTERPRISE FUNDS PARKING FUND (561) 02718133 027 ENTERPRISE FUNDS PARKING FUND (5,751) 05617640 056 ENTERPRISE FUNDS SANITARY SEWER SERVS 66,534 05717640 057 ENTERPRISE FUNDS FEDERAL CLEAN WATER FUND 13,930 06017640 060 ENTERPRISE FUNDS WATER 11,575 06017641 060 ENTERPRISE FUNDS WATER (34,788) 06017644 060 ENTERPRISE FUNDS WATER (5,514) 06017645 060 ENTERPRISE FUNDS WATER 34,055 06017646 060 ENTERPRISE FUNDS WATER 1,467 06017647 060 ENTERPRISE FUNDS WATER 3,826 06717650 067 ENTERPRISE FUNDS SANTA ANA TRAIN STATION 316 06817640 068 ENTERPRISE FUNDS SANITATION 7,197 06817641 068 ENTERPRISE FUNDS SANITATION (24,939) 06917640 069 ENTERPRISE FUNDS REFUSE FUND 24,753 01105020 011 GOVERNMENTAL GENERAL FUND (743,482) 01105020 011 GOVERNMENTAL GENERAL FUND (2,578,459) 01105020 011 GOVERNMENTAL GENERAL FUND (1,203,682) 01117620 011 GOVERNMENTAL GENERAL FUND (10,800) 02917620 029 GOVERNMENTAL GAS TAX 26,115 02917635 029 GOVERNMENTAL GAS TAX 12,729 02917660 029 GOVERNMENTAL GAS TAX 12,729 03109050 031 GOVERNMENTAL AIR QUALITY 4,307 03116510 031 GOVERNMENTAL AIR QUALITY 12,254 07413250 074 GOVERNMENTAL CIVIC CENTER AUTHORITY FUND 4,851 12218700 122 GOVERNMENTAL GRANTS (31,680) 12218715 122 GOVERNMENTAL GRANTS 2,781 12318748 123 GOVERNMENTAL GRANTS (7,305) 12318750 123 GOVERNMENTAL GRANTS (3,769) 12318751 123 GOVERNMENTAL GRANTS (26,886) 12318752 123 GOVERNMENTAL GRANTS 2,515 12318753 123 GOVERNMENTAL GRANTS 64 12318754 123 GOVERNMENTAL GRANTS 4,011 12318755 123 GOVERNMENTAL GRANTS (2,293) 12318756 123 GOVERNMENTAL GRANTS (3,646) 12318757 123 GOVERNMENTAL GRANTS 40 12318762 123 GOVERNMENTAL GRANTS 11,195 12418737 124 GOVERNMENTAL GRANTS (2,151) 12418743 124 GOVERNMENTAL GRANTS 724 12418750 124 GOVERNMENTAL GRANTS (2,703) 12418751 124 GOVERNMENTAL GRANTS 1,326 13018780 130 GOVERNMENTAL GRANTS (15,046) 13318780 133 GOVERNMENTAL HOUSING 4,073 FY21-22 Unfunded Liability Budget Adjustments EXHIBIT 3A City Council 25 –27 3/1/2022 Accounting Unit Fund Fund Type Fund Group 61102/61103/61104 Increase/(Decrease) 13518780 135 GOVERNMENTAL GRANTS (19,932) 13518783 135 GOVERNMENTAL GRANTS 95,263 13518785 135 GOVERNMENTAL GRANTS 2,164 13518788 135 GOVERNMENTAL GRANTS (12,698) 13518789 135 GOVERNMENTAL GRANTS 8,477 13918780 139 GOVERNMENTAL HOUSING 220 14018760 140 GOVERNMENTAL HOUSING 26,455 14218760 142 GOVERNMENTAL GRANTS (10) 14218761 142 GOVERNMENTAL GRANTS - 14218762 142 GOVERNMENTAL GRANTS (75) 14418760 144 GOVERNMENTAL GRANTS 2,220 15718760 157 GOVERNMENTAL HOUSING - 15818700 158 GOVERNMENTAL GRANTS (19,500) 17718700 177 GOVERNMENTAL GRANTS 9,750 17718701 177 GOVERNMENTAL GRANTS (15,000) 41718820 417 GOVERNMENTAL INCLUSIONARY HOUSING FEE (2,768) 60718810 607 GOVERNMENTAL RDA-NEW HOUSING (10,013) 07110100 071 INTERNAL SERVICE FUNDS CENTRAL SERVICES (1,820) 07317100 073 INTERNAL SERVICE FUNDS BUILDING MAINTENANCE 1,257 07317101 073 INTERNAL SERVICE FUNDS BUILDING MAINTENANCE (50,729) 07517100 075 INTERNAL SERVICE FUNDS FLEET REPLACEMENT FUND 17,409 07617102 076 INTERNAL SERVICE FUNDS STORES & PROPERTY CONTROL 1,138 08009051 080 INTERNAL SERVICE FUNDS GENERAL LIABILITY (38,734) 08109053 081 INTERNAL SERVICE FUNDS BENEFITS FUND (16,193) 08209054 082 INTERNAL SERVICE FUNDS WORKERS COMPENSATION FUND (67,722) 08517138 085 INTERNAL SERVICE FUNDS CITY YARD (97) 08617611 086 INTERNAL SERVICE FUNDS PWA: ENGINEERING - 08617612 086 INTERNAL SERVICE FUNDS PWA: ENGINEERING - 08617613 086 INTERNAL SERVICE FUNDS PWA: ENGINEERING 123,786 08617620 086 INTERNAL SERVICE FUNDS PWA: ENGINEERING - 10117601 101 INTERNAL SERVICE FUNDS PWA: ADMINISTRATION 16,579 10117605 101 INTERNAL SERVICE FUNDS PWA: ADMINISTRATION 22,938 10920140 109 INTERNAL SERVICE FUNDS IT SERVICES 5,971 10920141 109 INTERNAL SERVICE FUNDS IT SERVICES (10,166) 10920143 109 INTERNAL SERVICE FUNDS IT SERVICES 17,909 10920146 109 INTERNAL SERVICE FUNDS IT SERVICES (8,844) 10920147 109 INTERNAL SERVICE FUNDS IT SERVICES (14,988) 10920148 109 INTERNAL SERVICE FUNDS IT SERVICES (1,201) 67018843 670 PRIVATETRUST RDA-SUCCESSOR PRIVATE TRUST (10,838) (4,412,771) City Council 25 –28 3/1/2022 Accounting Unit/Account Transfer Out Accounting Unit/Account Transfer In 01105020-68001-406 1,242,300 40619002-59000-011 3,845,846 01105020-68002-406 1,774,956 40619002-59000-029 7,412 01105020-68002-406 828,590 40619002-59000-031 1,812 02917620-68001-406 6,116 40619002-59000-074 3,389 02917635-68001-406 648 40619002-59000-122 208 02917660-68001-406 648 40619002-59000-123 11,759 03109050-68001-406 376 40619002-59000-124 3,098 03116510-68001-406 1,436 40619002-59000-130 2,467 07413250-68001-406 3,389 40619002-59000-133 336 12218715-68001-406 208 40619002-59000-135 27,654 12318748-68001-406 1,106 40619002-59000-139 61 12318750-68001-406 1,279 40619002-59000-140 23,613 12318751-68001-406 1,795 40619002-59000-142 25 12318752-68001-406 1,105 40619002-59000-144 3,553 12318753-68001-406 1,780 40619002-59000-177 648 12318754-68001-406 612 40619002-59000-417 2,521 12318755-68001-406 1,298 40619002-59000-607 3,094 12318756-68001-406 1,222 3,937,496 12318757-68001-406 586 12318762-68001-406 976 12418737-68001-406 2,737 12418743-68001-406 63 12418750-68001-406 182 12418751-68001-406 116 13018780-68001-406 2,467 13318780-68001-406 336 13518780-68001-406 5,843 13518783-68001-406 11,191 13518785-68001-406 579 13518788-68001-406 6,809 13518789-68001-406 3,232 13918780-68001-406 61 14018760-68001-406 23,613 14218760-68001-406 10 14218762-68001-406 15 14418760-68001-406 3,553 17718700-68001-406 648 41718820-68001-406 2,521 60718810-68001-406 3,094 3,937,496 FY21-22 Debt Service Payment Transfers Out/In - Governmental Funds EXHIBIT 3B City Council 25 –29 3/1/2022 AU Account Fund Amount 02718131 67311 Parking 10,978 02718132 67311 Parking 35 02718133 67311 Parking 1,956 05617640 67311 Sanitary Sewer 30,471 05717640 67311 Federal Clean Water 9,228 06017640 67311 Water 16,201 06017641 67311 Water 25,555 06017644 67311 Water 5,928 06017645 67311 Water 25,455 06017646 67311 Water 5,424 06017647 67311 Water 1,438 06717650 67311 Santa Ana Train Station 1,283 06817640 67311 Sanitation 7,867 06817641 67311 Sanitation 19,079 06917640 67311 Refuse 5,983 40619020 67311 Debt Service 1,333,934 40619020 67312 Debt Service 2,603,545 07110100 67311 Central Services 2,286 07317100 67311 Building Maintenance 29,768 07317101 67311 Building Maintenance 3,540 07517100 67311 Fleet Services 35,966 07617102 67311 Stores/Property Control 5,048 08009051 67311 General Liabilty 11,280 08109053 67311 Benefits 13,916 08209054 67311 Workers Compensation 9,754 08517138 67311 City Yard 418 08617613 67311 PWA: Engineering 62,435 10117601 67311 PWA: Administration 30,291 10117605 67311 PWA: Administration 19,583 10920140 67311 IT Services 7,141 10920141 67311 IT Services 19,019 10920143 67311 IT Services 447 10920146 67311 IT Services 5,921 10920147 67311 IT Services 296 10920148 67311 IT Services 9,335 67018843 67311 RDA - Successory Agency 1,275 4,372,079 FY21-22 Debt Service Payment Other Funds EXHIBIT 3C City Council 25 –30 3/1/2022 EXHIBIT 4 Resolution 2022-XXX Page 1 of 4 RESOLUTION NO. 2022-XX A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA TO AMEND THE CURRENT FISCAL YEAR 2021- 2022 ANNUAL BUDGET TO ADD AND DELETE FULL-TIME POSITIONS IN THE LIBRARY DEPARTMENT, PARKS, RECREATION, AND COMMUNITY SERVICES DEPARTMENT, CLERK OF THE COUNCIL’S OFFICE, CITY ATTORNEY’S OFFICE, AND PUBLIC WORKS DEPARTMENT. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SANTA ANA AS FOLLOWS: Section 1: The City Council hereby finds, determines and declares as follows: A.On June 15, 2021, the City Council passed and adopted Ordinance No. NS-3005, establishing the City’s Annual Budget for Fiscal Year 2021-2022 and authorizing position allocations for Fiscal Year 2021- 2022. The Ordinance also sets forth the requirement that alterations in the allocation of authorized positions be reviewed and approved by the City Council. B.The Annual Budget has been amended to add or delete positions in various City departments since its adoption. C.The Executive Director of the Library Department requests to amend its Fiscal Year 2021-2022 budget to add the following full-time positions: two (2) Senior Library Technicians, two (2) Library Technicians, one (1) Management Analyst, one (1) Library Services Assistant, and deletion of the following positions: one (1) Bibliographic Technician, one (1) Youth Services Technician, and one (1) Supervising Library Services Assistant. D.The Executive Director of the Parks, Recreation, and Community Services Department requests to amend its Fiscal Year 2021-2022 budget to add the following full-time positions: two (2) Recreation and Community Services Supervisors, and deletion of the following positions: one (1) Management Analyst, one (1) Recreation Leader, and one (1) Recreation and Community Events Supervisor. E.The Clerk of the Council Office requests to amend its Fiscal Year 2021-2022 budget to add one (1) full-time Senior Deputy Clerk of the Council. City Council 25 –31 3/1/2022 Resolution 2022-XXX Page 2 of 4 F.The City Attorney’s Office requests to amend its Fiscal Year 2021- 2022 budget to add one (1) full-time Senior Assistant City Attorney – Employee Relations. G.The Executive Director of the Public Works Department requests to amend its Fiscal Year 2021-2022 budget to add the following full-time positions: one (1) Equipment Operator, one (1) Projects Manager, and two (2) Engineering Technicians. H.It is now desired to amend the City’s Annual Budget for Fiscal Year 2021-2022, as amended, in order to effect this change, as shown below. Section 2: The City’s Annual Budget for Fiscal Year 2021-2022, as amended, is hereby further amended by: A.Adding the following position in the Library Department, at the monthly six- step range as indicated: 6-Step Salary Rate Range Effective 07/01/2021 Classification Title Number of Positions Added Monthly Salary Minimum-Maximum Management Analyst 1 $6,538 - $8,346 B.Adding and deleting the following positio ns in the Library Department, at the monthly seven-step range as indicated: 7-Step Salary Rate Range Effective 07/01/2021 Classification Title Number of Positions Added Monthly Salary Minimum-Maximum Senior Library Technician 2 $4,360 - $5,847 Library Technician Library Services Assistant 2 1 $3,954 - $5,304 $3,398 - $4,556 Bibliographic Technician -1 $4,296 - $5,762 Youth Services Technician -1 $4,091 - $5,488 Supervising Library Services Assistant -1 $3,974 - $5,330 C.Deleting the following position in the Parks, Recreation, and Community Services Department at the monthly six-step range as indicated: 6-Step Salary Rate Range Effective 07/01/2021 Classification Title Number of Positions Added Monthly Salary Minimum-Maximum Management Analyst -1 $6,538 - $8,346 City Council 25 –32 3/1/2022 EXHIBIT 4 Resolution 2022-XXX Page 3 of 4 D.Adding and deleting the following positions in the Parks, Recreation, and Community Services Department, at the monthly seven-step range as indicated: 7-Step Salary Rate Range Effective 07/01/2021 Classification Title Number of Positions Added Monthly Salary Minimum-Maximum Recreation and Community Services Supervisor 2 $7,039 - $9,434 Recreation Leader -1 $3,954 - $5,304 Recreation and Community Events Supervisor -1 $4,296 - $5,762 E.Adding the following position in the Clerk of the Council, at the monthly seven-step range as indicated: 7-Step Salary Rate Range Effective 07/01/2021 Classification Title Number of Positions Added Monthly Salary Minimum-Maximum Senior Deputy Clerk of the Council 1 $5,596 - $7,499 F.Adding the following positions in the City Attorney’s Office, at the monthly seventeen-step range as indicated: 17-Step Salary Rate Range Effective 07/01/2021 Classification Title Number of Positions Added Monthly Salary Minimum-Maximum Senior Assistant City Attorney - 1 $11,439 - $16,980 Employee Relations G.Adding the following positions in the Public Works Department, at the monthly seven-step range as indicated: 7-Step Salary Rate Range Effective 07/01/2021 Classification Title Number of Positions Added Monthly Salary Minimum-Maximum Equipment Operator Projects Manager Engineering Technician 1 1 2 $4,764 - $6,384 $7,761 - $10,401 $4,858 - $6,510 Section 3: All salary rate range classifications are set forth in t he City's "Salary Schedule" as periodically updated. Section 4: That except as amended by this Resolution, all other provisions of the Annual Budget for Fiscal Year 2021-2022, as amended, shall remain in full force and effect. City Council 25 –33 3/1/2022 Resolution 2022-XXX Page 4 of 4 Section 5: This Resolution is operative from and after the date upon which it is adopted. ADOPTED this 1st day of March, 2022. ___________________________ Vicente Sarmiento Mayor APPROVED AS TO FORM: Sonia R. Carvalho City Attorney By: __________________ Laura A. Rossini Chief Assistant City Attorney AYES: Councilmembers NOES: Councilmembers ABSTAIN: Councilmembers NOT PRESENT: Councilmembers CERTIFICATE OF ATTESTATION AND ORIGINALITY I, Daisy Gomez, Clerk of the Council, do hereby attest to and certify the attached Resolution No. 2022-___ to be the original Resolution adopted by the City Council of the City of Santa Ana on March 1, 2022. Date: ___________________ ____________________________ Clerk of the Council City of Santa Ana City Council 25 –34 3/1/2022 Resolution 2022-XXX Page 1 of 4 EXHIBIT 5 RESOLUTION NO. 2022-XX A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA TO AMEND RESOLUTION NO. 2015-026, AS AMENDED, TO EFFECT CERTAIN CHANGES TO THE CITY’S BASIC CLASSIFICATION AND COMPENSATION PLAN. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SANTA ANA AS FOLLOWS: Section 1: The City Council hereby finds, determines and declares as follows: A.Section 1004, Article X of the City Charter of the City of Santa Ana requires the City Manager to prepare, install, and maintain a position classification and pay plan subject to civil service rules and regulations and the approval of the City Council. B.On June 16, 2015, the City Council adopted Resolution No. 2015-026 amending and re-establishing the Basic Classification and Compensation Plan for all Full-Time and Part-Time Classifications of Officers and Employees of the City of Santa Ana. C.It is the City’s practice to assign job titles that reflect the duties and responsibilities of the classification and are consistent with other classifications within the City’s organizational structure as well as comparable job titles in the labor market, while maintaining internal pay equity relationships and attracting and retaining qualified candidates. D.The Human Resources Department has completed a review of the various departmental requests to make changes to the City’s organizational structure, classification titles, and staffing which revealed the need to effect certain changes to the City’s basic classification and compensation plans. E.The City Council has amended and reestablished the Basic Classification and Compensation Plan on numerous occasions since its adoption. F.It is now desired to amend Council Resolution No. 2015-026, as amended, in order to effect these changes, as shown below: City Council 25 –35 3/1/2022 Resolution 2022-XXX Page 2 of 4 Section 1: The Santa Ana City Council amends Resolution No. 2015-026, Exhibit “B” as follows: A.Adding the following full-time classification titles at the monthly six-step salary rate range indicated: 6-Step Salary Rate Range Effective 03/01/2022 Monthly Salary Classification Title SRR Minimum-Maximum Organizational Development and Training Analyst 663 $6,380 - $8,142 Section 2: The Santa Ana City Council amends Resolution No. 2015-026, Exhibit “E” as follows: A.Adding the following full-time classification title at the monthly seventeen-step salary rate range indicated: 17-Step Salary Rate Range Effective 03/01/2022 Monthly Salary Classification Title SRR Minimum-Maximum Safety Administrator MM-18 $8,937 - $13,265 B.Adding the following full-time classification title at the monthly five-step salary range indicated: 5-Step Salary Rate Range Effective 03/01/2022 Monthly Salary Classification Title SRR Minimum-Maximum Senior Organizational Development and AM-722 $8,509 - $10,345 Training Analyst Senior Risk Management Analyst AM-722 $8,509 - $10,345 Section 3: The Santa Ana City Council amends Resolution No. 2015-026, Exhibit “I” as follows: C.Adding the following part-time classification title at the five-step hourly wage range indicated: 5-Step Hourly Wage Range Effective 03/01/2022 Hourly Wage Range Classification Title Minimum-Maximum Risk Management Technician $31.62 - $38.46 City Council 25 –36 3/1/2022 Resolution 2022-XXX Page 3 of 4 Section 4: All salary rate range classifications are set forth in the City’s Master “Salary Schedule” as periodically updated. Section 5: That except as amended by this Resolution, all other provisions of Resolution No. 2015-026 as amended shall remain in full force and effect Section 6: This Resolution is operative from and after March 1, 2022. ADOPTED this 1st day of March, 2022. , ___________________________ Vincente Sarmiento Mayor APPROVED AS TO FORM: Sonia R. Carvalho City Attorney By: __________________ Laura A. Rossini Chief Assistant City Attorney AYES: Councilmembers NOES: Councilmembers ABSTAIN: Councilmembers NOT PRESENT: Councilmembers City Council 25 –37 3/1/2022 Resolution 2022-XXX Page 4 of 4 CERTIFICATE OF ATTESTATION AND ORIGINALITY I, Daisy Gomez, Clerk of the Council, do hereby attest to and certify the attached Resolution No. 2022-___ to be the original Resolution adopted by the City Council of the City of Santa Ana on March 1, 2022. Date: ___________________ ____________________________ Clerk of the Council City of Santa Ana City Council 25 –38 3/1/2022 Fund Number Fund Name Estimated Beginning Balance FY 21-22 Revenues FY 21-22 Transfers In FY 21-22 Total Resources FY 21-22 Expenditures FY 21-22 Transfers Out FY 21-22 Total Uses Change in Fund Balance Estimated Ending Fund Balance GENERAL FUND 011 GENERAL FUND 109,415,983 357,524,200 357,524,200 (351,455,956) (35,503,590)(386,959,546) (29,435,346)79,980,637 SPECIAL REVENUE-GF 012 CANNABIS PUBLIC BENEFIT FUND 16,205,481 60,000 13,016,700 13,076,700 (19,099,529) (19,099,529) (6,022,829)10,182,652 016 CASP CERTIFICATION & TRAINING 258,927 85,000 85,000 (85,000) (85,000) -258,927 021 PRCSA CATV FUND 1,252,366 250,000 250,000 (250,000) (250,000) -1,252,366 051 CAPITAL OUTLAY FUND 5,024,450 1,023,500 292,000 1,315,500 (5,659,223) (5,659,223) (4,343,723)680,727 053 CITY SERVICES 1,136,125 3,433,240 3,433,240 (4,052,991) (4,052,991) (619,751)516,374 100 SECTION 457 FIDUCIARY ADMIN 120,647 54,600 54,600 (54,500) (54,500) 100 120,747 110 STRONG MOTION INSTRUMENTATION 97,777 16,000 16,000 (16,000) (16,000) -97,777 120 FIRE FACILITIES FUND 1,583,904 723,500 723,500 (723,500) (723,500) -1,583,904 121 SPECIAL REPAIR/DEMOLITION 431,796 30,000 30,000 (30,000) (30,000) -431,796 GRANT FUNDS 031 AIR QUALITY IMPR. (AB 2766)1,720,497 645,000 645,000 (1,719,140) (1,719,140) (1,074,140)646,357 122 EMERGENCY & HEALTH GRANTS 6,770,236 2,250,000 2,250,000 (10,831,407) (10,831,407) (8,581,407)(1,811,171) 123 WORKFORCE INVESTMENT ACT - 3,335,313 3,335,313 (3,363,655) (3,363,655) (28,342)(28,342) 124 ORANGE COUNTY SSA GRANTS 494,995 1,373,970 1,373,970 (1,373,970) (1,373,970) -494,995 125 OES UASI (282,638) 7,055,062 7,055,062 (5,285,572) (5,285,572) 1,769,490 1,486,852 127 D.O.J. GRANT FUND (4,071) 798,740 798,740 (798,740) (798,740) -(4,071) 128 POLICE BLOCK GRANTS 778,634 838,065 838,065 (838,075) (838,075) (10)778,624 130 HOME PROGRAM FEDERAL GRANT 1,179,293 4,290,120 4,290,120 (9,417,563) (9,417,563) (5,127,443)(3,948,150) 131 MISC GRANTS - 689,120 689,120 (689,120) (689,120) - - 135 COMMUNITY DEV BLOCK GRANT (1,330,032) 23,304,168 23,304,168 (25,704,063) (25,704,063) (2,399,895)(3,729,927) 136 HOUSING AUTHORITY-VOUCHER HAP (114,291) 40,135,000 40,135,000 (40,135,000) (40,135,000) -(114,291) 137 HOUSING AUTHORITY- MAINSTREAM - 2,250,000 2,250,000 (2,250,000) (2,250,000) -- 138 HOUSING AUTHORITY- MS5 686,888 2,635,000 2,635,000 (2,635,000) (2,635,000) -686,888 139 HOUSING AUTHORITY-NEW CONSTR 113,895 225,000 225,000 (225,000) (225,000) -113,895 140 HOUSING AUTHORITY-VOUCHER ADM 2,034,022 4,142,308 4,142,308 (4,242,091) (4,242,091) (99,783)1,934,239 142 NSP FEDERAL GRANT 1,321,609 45,000 45,000 (1,168,130) (1,168,130) (1,123,130)198,479 144 PRISON TO EMPLOYMENT PROGRAM (307,942) 2,884,310 2,884,310 (3,295,089) (3,295,089) (410,779)(718,721) 145 RENTAL REHABILITATION GRANT 393,993 5,000 5,000 (398,000) (398,000) (393,000)993 152 PUBLIC LIBRARY GRANT FUND 4,761 12,353 12,353 (12,353) (12,353) -4,761 154 LIBRARY SVCS & TECHNOLOGY ACT 1,375 16,500 16,500 (16,500) (16,500) -1,375 157 HSG ADMIN CARES ACT COVID-19 5,280 4,852 4,852 (4,852) (4,852) -5,280 158 PLANNING GRANTS PROGRAM (130,101) 3,450,473 3,450,473 (4,048,606) (4,048,606) (598,133)(728,234) 165 OFFICE OF SAFETY GRANT 151,504 623,360 623,360 (857,970) (857,970) (234,610)(83,106) 169 RECREATION GRANTS FUND 409,464 301,450 301,450 (305,667) (305,667) (4,217)405,247 178 COVID-19 RESPONSE - 4,000,000 4,000,000 (4,000,000) (4,000,000) - - 179 ARPA EHV HAP - 1,316,892 1,316,892 (1,316,892) (1,316,892) - - 180 ARPA EHV ADMIN FEES 191,350 488,616 488,616 (488,616) (488,616) -191,350 181 AMERICAN RESCUE PLAN ACT 63,936,641 1,235,000 1,235,000 (63,915,000) (63,915,000) (62,680,000)1,256,641 182 HOME-ARP PROGRAM FEDERAL GRANT - 6,183,914 6,183,914 (6,183,914) (6,183,914) - - Estimated Fund Balance Summary (as of June 30, 2022) Fiscal Year 2021-2022 EXHIBIT 6 City Council 25 –39 3/1/2022 Fund Number Fund Name Estimated Beginning Balance FY 21-22 Revenues FY 21-22 Transfers In FY 21-22 Total Resources FY 21-22 Expenditures FY 21-22 Transfers Out FY 21-22 Total Uses Change in Fund Balance Estimated Ending Fund Balance Estimated Fund Balance Summary (as of June 30, 2022) Fiscal Year 2021-2022 OTHER RESTRICTED FUNDS 020 OTS-TRAFFIC OFFENDER PROGRAM 39,092 60,210 60,210 (60,210) (60,210) -39,092 022 PRCSA FEE & DONATION 466,646 600,000 600,000 (1,038,500) (1,038,500) (438,500)28,146 023 INMATE WELFARE FUND 1,531,318 1,869,540 1,869,540 (1,869,540) (1,869,540) -1,531,318 024 PD ATHLETIC ACTIVITIES LEAGUE (23,611) 270,170 270,170 (274,280) (274,280) (4,110)(27,721) 025 IDB & EZ VOUCHER MONITORING 180,185 - (109,000) (109,000) (109,000)71,185 029 SPECIAL GAS TAX 28,255,621 14,490,130 14,490,130 (10,007,295) (23,920,709) (33,928,004) (19,437,874)8,817,747 074 CIVIC CENTER MAINTENANCE (321,567) 4,137,270 743,500 4,880,770 (4,553,770) (4,553,770) 327,000 5,433 133 HOUSING AUTHORITY-ISSUER FEE 2,734,987 85,000 85,000 (87,450) (87,450) (2,450)2,732,537 166 US DOJ ASSET FORFEITURE FUND 1,389,079 - (1,126,648) (1,126,648) (1,126,648)262,431 167 US TREASURY ASSET FORFEITURE 138,832 - (142,270) (142,270) (142,270)(3,438) 170 MS5 HAP CARES ACT COVID-19 (569,209) 565,000 565,000 (565,000) (565,000) -(569,209) 177 EMERGENCY RENTAL ASSISTANCE PG 12,159,149 29,225,701 29,225,701 (29,225,701) (29,225,701) -12,159,149 417 INCLUSIONARY HOUSING FEE 10,197,643 7,006,390 7,006,390 (7,006,390) (7,006,390) -10,197,643 607 HOUSING AUTHORITY LMIHF 3,622,704 225,000 225,000 (2,301,080) (2,301,080) (2,076,080)1,546,624 655 2018 SERIES TAX ALLOC BOND - 6,489,930 6,489,930 (6,489,930) (6,489,930) - - 670 COSA RDA 410,409 150,000 150,000 (150,000) (150,000) -410,409 671 COSA RDA OBLIGATION RETIREMENT 5,732,046 7,074,340 7,074,340 (434,410) (6,639,930) (7,074,340) -5,732,046 ENTERPRISE FUNDS 027 PARKING FUND 73,190 2,707,870 2,707,870 (3,738,450) (3,738,450) (1,030,580)(957,390) 056 SANITARY SEWER SERVICE 8,026,423 7,617,300 7,617,300 (9,413,883) (250,000) (9,663,883) (2,046,583)5,979,840 057 FED CLEAN WATER PROTECTION ENT 4,694,413 1,735,000 2,680,200 4,415,200 (5,552,553) (200,000) (5,752,553) (1,337,353)3,357,060 060 WATER REVENUE 47,425,013 71,518,500 71,518,500 (69,937,712) (24,249,253) (94,186,965) (22,668,465)24,756,548 066 ACQUISITION & CONSTRUCTION 2,173,454 7,550,000 22,968,453 30,518,453 (31,311,423) (31,311,423) (792,970)1,380,484 067 REGIONAL TRANSP CENTER (1,795,138) 664,240 2,981,870 3,646,110 (1,841,631) (1,841,631) 1,804,479 9,341 068 SANITATION FUND 7,765,733 6,047,900 200,000 6,247,900 (9,424,031) (9,424,031) (3,176,131)4,589,602 069 REFUSE COLLECTION SERVICE 8,217,200 14,136,400 14,136,400 (13,696,051) (4,671,740) (18,367,791) (4,231,391)3,985,809 INTERNAL SERVICE FUNDS 070 EQUIPMENT REPLACEMENT FUND 6,507,854 1,762,800 1,762,800 (2,396,767) (2,396,767) (633,967)5,873,887 071 CENTRAL SERVICES (99,496) 441,470 441,470 (767,920) (767,920) (326,450)(425,946) 073 BUILDING MAINT FUND 959,931 4,622,900 2,500,000 7,122,900 (6,000,920) (6,000,920) 1,121,980 2,081,911 075 FLEET MAINTENANCE/STORES 829,589 4,510,000 1,500,000 6,010,000 (6,114,840) (6,114,840) (104,840)724,749 076 STORES & PROPERTY CONTROL 113,988 1,804,100 1,804,100 (1,763,970) (1,763,970) 40,130 154,118 080 LIABILITY AND PROPERTY INS FND 19,100,122 11,637,750 1,500,000 13,137,750 (18,951,890) (18,951,890) (5,814,140)13,285,982 081 EMPLOYEE GROUP INSURANCE (1,187,639) 27,108,000 3,400,000 30,508,000 (29,338,490) (29,338,490) 1,169,510 (18,129) 082 WORKERS COMPENSATION FUND 15,310,117 10,133,000 10,133,000 (10,077,620) (10,077,620) 55,380 15,365,497 085 CITY YARD OPERATION 100,087 1,263,100 1,263,100 (1,319,230) (1,319,230) (56,130)43,957 086 PUB WKS ENG/PROJ MGMT (1,113,629) 10,770,000 10,000 10,780,000 (10,067,580) (113,790) (10,181,370) 598,630 (514,999) 088 QUALITY SERVICE TRAINING 375,463 - (307,500) (307,500) (307,500)67,963 101 PUB WKS-ADMIN & PLANNING 2,475,973 8,090,300 8,090,300 (8,659,930) (94,950) (8,754,880) (664,580)1,811,393 109 INFO SYS STRATEGIC PLAN 13,042,923 9,849,330 9,849,330 (14,905,667) (14,905,667) (5,056,337)7,986,586 City Council 25 –40 3/1/2022 Fund Number Fund Name Estimated Beginning Balance FY 21-22 Revenues FY 21-22 Transfers In FY 21-22 Total Resources FY 21-22 Expenditures FY 21-22 Transfers Out FY 21-22 Total Uses Change in Fund Balance Estimated Ending Fund Balance Estimated Fund Balance Summary (as of June 30, 2022) Fiscal Year 2021-2022 CAPITAL PROJECT FUNDS 032 MEASURE M-STREET CONSTRUCTION (2,309,663) 49,400,495 49,400,495 (58,722,472) (58,722,472) (9,321,977)(11,631,640) 034 NEW TRANSPO SYS IMPR AREA E 1,538,388 - (1,408,900) (1,408,900) (1,408,900)129,488 035 NEW TRANSPO SYS IMPR AREA F 1,433,664 - (1,354,008) (1,354,008) (1,354,008)79,656 054 SANITARY SEWER CAPITAL 21,681,348 - (20,318,787) (20,318,787) (20,318,787)1,362,561 055 SEWER CONNECTION FEE 10,945,598 1,099,600 1,099,600 (11,314,395) (11,314,395) (10,214,795)730,803 059 SELECT STREET CONSTRUCTION 18,673,195 3,401,878 27,433,049 30,834,927 (38,575,404) (38,575,404) (7,740,477)10,932,718 147 FEDERAL AID SAFETY PROGRAM (855,644) 830,928 830,928 (830,928) (830,928) -(855,644) 148 TRAFFIC SYSTEM MGMT GRANT (6,478,710) 35,266,289 35,266,289 (35,266,289) (35,266,289) -(6,478,710) 161 REC/COM SVS ST URBAN OPEN SPAC (634,903) 8,088,868 8,088,868 (7,516,725) (7,516,725) 572,143 (62,760) 162 ENERGY CONSERVATION PROGRAM 94,545 176,807 176,807 (176,807) (176,807) -94,545 164 PUB WKS-WTR QUALITY & CONTROL (1,685,286) 10,979,486 10,979,486 (10,979,486) (10,979,486) -(1,685,286) 223 LOCAL DRAINAGE AREA III 418,551 - (39,226) (39,226) (39,226)379,325 224 LOCAL DRAINAGE AREA IV 454,192 - (427,272) (427,272) (427,272)26,920 301 REC/COMM SVS 6,022 127,458 127,458 (127,458) (127,458) -6,022 311 RESIDENTIAL DEVELOP DISTRICT 1 3,214,015 - (2,470,687) (2,470,687) (2,470,687)743,328 312 RESIDENTIAL DEVELOP DISTRICT 2 3,526,459 - (2,818,246) (2,818,246) (2,818,246)708,213 313 RESIDENTIAL DEVELOP DISTRICT 3 11,230,687 70,000 70,000 (8,460,641) (8,460,641) (8,390,641)2,840,046 314 RESIDENTIAL DEVELOP DISTRICT 4 524,331 - (48,664) (48,664) (48,664)475,667 400 POLICE UUT LEASE REVENUE BONDS 5,734 4,622,100 4,622,100 (4,622,100) (4,622,100) -5,734 404 COSA 2014 LEASE FINANCING 74,214 5,156,160 5,156,160 (5,156,160) (5,156,160) -74,214 418 CDA - PEEBLER CAPITAL FUND 4,506,191 37,500 37,500 (5,794,200) (5,794,200) (5,756,700)(1,250,509) 992 TRAN SYS IMP AUT AREA D-TUSTIN 10,908,343 - (3,556,177) (3,556,177) (3,556,177)7,352,166 City Council 25 –41 3/1/2022 City Manager Office www.santa-ana.org/cm Item # 26 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report March 1, 2022 TOPIC: City Council Voting, Recusal for Conflicts, and Prohibiting Abstentions AGENDA TITLE: Ordinance Concerning City Council Voting, Recusal for Conflicts, and Prohibiting Abstentions RECOMMENDED ACTION Consider one of the following options: 1. Approve the first reading of an ordinance concerning City Council voting, recusal for conflicts, and prohibiting abstentions. 2. Provide direction to staff. DISCUSSION Introduction At the meeting on May 5, 2020, the City Council addressed an item to discuss and consider directing the City Manager to direct staff to draft a policy for the City Council’s consideration regarding abstentions on votes on items on the City Council meeting agendas. The item was reported in the minutes of the May 5, 2020 meeting as the City Council directing staff to research state law, current existing policy on City Council participation, and bring back to a future meeting for the City Council's consideration. The councilmember sponsors of this item later discussed the matter with the City Manager and City Attorney, and indicated that the matter could be added to a future City Council goal-setting meeting for consideration. At a more recent City Council meeting, Councilmember Lopez inquired about bringing forth a policy or ordinance to address voting and abstentions with the goal of addressing a way to enforce the current prohibition against abstentions on votes as set forth in Section 2-105 of the Santa Ana Municipal Code. Background Santa Ana Municipal Code (SAMC) Section 2-105, which as adopted in 1952 and amended in 1965, currently provides as follows: City Council 26 –1 3/1/2022 City Council Voting, Recusal for Conflicts and Prohibiting Abstentions March 1, 2022 Page 2 2 4 7 6 Sec. 2-105. - Voting by members. No member of the council shall abstain from any vote unless disqualified, and no disqualified member shall vote. Any disqualified member shall openly state to the presiding officer the fact and nature of such disqualification and shall not be subject to further inquiry. Where no clearly disqualifying conflict of interest appears, the matter of disqualification may, at the request of the member affected, be decided by the other members of the council. A member disqualified by conflict of interest shall request and be granted permission by the presiding officer to absent himself from the room where the council is meeting during debate and vote on the matter. Any member having a remote interest in any matter shall divulge the same to the council before voting. While violation of Section 2-105 is a misdemeanor, it is not practical to consider enforcing this provision through a criminal action against a councilmember. Further, by past practice, the City Council has not indicated a desire to strictly enforce this provision. On May 5, 2020, the City Council discussed Section 2-105 and there was a desire for staff to conduct further research and return to the City Council with recommended policy changes or considerations. During this discussion, there were some very pointed remarks about the need for all councilmembers to participate and vote, unless legally conflicted or explaining one’s reason for abstaining on a vote. Research based on voting policies in other general law and charter cities demonstrates that cities have adopted rules prohibiting abstentions and imposing rules to ensure that all who can legally vote take a vote or have an abstention serve as a concurrence or “yes” vote. Based on that research, the previous direction by the City Council, and the recent request, staff has prepared a proposed ordinance for consideration. The proposed ordinance addresses all of the following: Requires declaration of the result of votes taken. References per Section 410 of the Santa Ana City Charter that no ordinance, resolution, motion, or any item requiring a vote shall be passed, adopted, or become effective unless it receives the affirmative vote of a majority of the full membership of the City Council. Provides that no member of the City Council shall be permitted to recuse themselves from voting on an item on the City Council meeting agenda unless (1) the councilmember is legally disqualified from voting due to a conflict of interest (including a disqualification under the Political Reform Act or Government Code Section 1090 et sec].) or other legal reason (such as common law conflict of interest or bias) or (2) the councilmember is awaiting advice from the Fair Political Practices Commission (FPPC) or (3) the councilmember states that they are awaiting further information or clarification and will recuse themselves out of an abundance of caution. Prohibits participation in a vote if one has a conflict and provides that those with a conflict shall leave the dais during the consideration of the matter, provided, City Council 26 –2 3/1/2022 City Council Voting, Recusal for Conflicts and Prohibiting Abstentions March 1, 2022 Page 3 2 4 7 6 however, that if the matter is being considered on the Consent Calendar and has not been removed from Consent Calendar, the councilmember may remain on the dais and disclose the reason. Clarifies, consistent with state law, that a disqualified councilmember may speak on the matter as a private citizen, but only to the extent allowed by the Section 18702.5 of the Regulations of the FPPC, or its successor sections. Provides that if a councilmember abstains on a vote in violation of the prohibition, the abstention shall be considered concurrence in the motion and the Clerk shall record the councilmember’s abstention as a “yes” vote. States that a tie vote means no action has been taken and the item under consideration will not be placed upon a future agenda, unless by a majority vote of the City Council staff is directed to place the item on a future agenda or based on new information or changes in circumstances the City Manager places the item on a future agenda. Adoption of the proposed ordinance will modernize a law in the SAMC that was last addressed in 1965 and provide needed clarity on the issues of voting, conflicts, recusals and abstentions. ENVIRONMENTAL IMPACT There is no environmental impact associated with this action. FISCAL IMPACT There is no fiscal impact associated with this action. EXHIBIT(S) 1. Ordinance Submitted By: Kristine Ridge, City Manager Approved By: Kristine Ridge, City Manager City Council 26 –3 3/1/2022 Ordinance No. NS-XXX Page 1 of 4 ORDINANCE NO. NS-XXX AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AMENDING SECTION 2-105 OF THE SANTA ANA MUNICIPAL CODE TO PROHIBIT ABSTENTIONS UNLESS LEGALLY REQUIRED, TO REQUIRE UNAUTHORIZED ABSTENTIONS TO BE COUNTED AND RECORDED AS A VOTE WITH THE MAJORITY, AND TO DESCRIBE THE CONFLICT DISQUALIFICATION PROCESS THE CITY COUNCIL OF THE CITY OF SANTA ANA DOES ORDAIN AS FOLLOWS: Section 1. The City Council of the City of Santa Ana hereby finds, determines, and declares as follows: A. The City of Santa Ana seeks to ensure that the Mayor and Members of the City Council, elected to carry out the business of the City, act upon all agenda items presented for consideration. B. The California Political Reform Act and regulations promulgated thereunder by the Fair Political Practices Commission require the Mayor and Councilmembers to disclose conflicts of interest, and new rules require disclosure when an elected official is absent for only a portion of a meeting where the member has a conflict on an agenda item. C. If the Mayor or a Councilmember does not have a legally disqualifying conflict of interest, he or she should not be permitted to refrain from voting on an item requiring a vote. D. Since 1952, the Santa Ana Municipal Code has stated in pertinent part that “no member of the council shall abstain from any vote unless disqualified.” However, because there is no practical way to enforce this charter provision, the City Council desires to provide that an abstention will be counted and recorded as a “yes” vote. Section 2. Pursuant to the California Environmental Quality Act ("CEQA") and the State CEQA Guidelines, the adoption of this ordinance is exempt from CEQA review pursuant to 14 California Code of Regulations section 15061(b)(3). Section 3. Section 2-105 of Article II (City Council) of Chapter 2 (Administration) of the Santa Ana Municipal Code is hereby amended to read in its entirety as follows: City Council 26 –4 3/1/2022 Ordinance No. NS-XXX Page 2 of 4 Sec. 2-105. - Voting by Members - Disqualifications and Abstentions. It is the policy of the Santa Ana City Council that all members present at a City Council meeting fully participate in the discussion of a matter and shall vote for or against an ordinance, resolution, motion, or any other item requiring a vote, unless disqualified by conflict of interest or other legal reason as provided in this section. (a) If the vote is a voice vote, the Mayor or Clerk of the Council shall declare the result and note for the record all yes votes and all no votes. The Council may also vote by roll call or electronic means visible to the public. Regardless of the manner of voting, the results reflecting all yes and no votes, and the members of the Council who cast them, shall be clearly set forth for the record. In accordance with Section 410 of the Santa Ana City Charter, except as otherwise provided elsewhere in the charter or by law, no ordinance, resolution or motion shall be passed, adopted, or become effective unless it receives the affirmative vote of a majority of the full membership of the City Council. (b) No member of the Council shall be permitted to recuse himself or herself from voting on any item on the City Council agenda requiring a vote unless: (1) The councilmember is legally disqualified from voting due to a conflict of interest (including a disqualification under the Political Reform Act or Government Code Section 1090 et seq.) or other legal reason (such as common law conflict of interest or bias); or (2) The councilmember is awaiting advice from the Fair Political Practices Commission; or (3) The councilmember states that he or she is awaiting further information or clarification and will recuse themself out of an abundance of caution. (c) If a councilmember is disqualified from voting due to a conflict, the member shall not participate in the consideration of the matter, shall not be counted for the purpose of the quorum, and shall leave the dais during the consideration of the matter; provided, however, that if the matter is being considered on the consent calendar and has not been removed from the consent calendar, the councilmember may remain on the dais and disclose the reason for disqualification. A disqualified councilmember may speak on the matter as a private citizen, but only to the extent allowed by the Section 18702.5 of the Regulations of the Fair Political Practices Commission, or its successor sections. (d) If a councilmember abstains on a vote in violation of this rule, the abstention shall be considered concurrence in the item being voted upon, and the City Clerk shall record that councilmember’s abstention as a “yes” vote. (e) A tie vote means that no action has been taken, and the item under consideration shall not be placed upon a future agenda, unless by a majority vote of the Council, city staff is directed to place the item on a future agenda, or based on new City Council 26 –5 3/1/2022 Ordinance No. NS-XXX Page 3 of 4 information or changes in circumstances, the City Manager places the item on a future agenda. Section 4. If any section, subsection, sentence, clause, phrase or portion of this ordinance is for any reason held to be invalid or unconstitutional by the decision of any court of competent jurisdiction, such decision shall not affect the validity of the remaining portions of this ordinance. The City Council of the City of Santa Ana hereby declares that it would have adopted this ordinance and each section, subsection, sentence, clause, phrase or portion thereof irrespective of the fact that any one or more sections, subsections, sentences, clauses, phrases, or portions be declared invalid or unconstitutional. Section 5. This Ordinance shall become effective thirty (30) days after its adoption. Section 6. The Clerk of the Council shall certify the adoption of this ordinance and shall cause the same to be published as required by law. ADOPTED this _______ day of ___________, 2022. _________________________ Vicente Sarmiento Mayor APPROVED AS TO FORM: Sonia R. Carvalho, City Attorney By:_________________________ John M. Funk Sr. Assistant City Attorney AYES: Councilmembers ______________________________________ NOES: Councilmembers _______________________________________ ABSTAIN: Councilmembers _______________________________________ NOT PRESENT: Councilmembers _______________________________________ City Council 26 –6 3/1/2022 Ordinance No. NS-XXX Page 4 of 4 CERTIFICATE OF ATTESTATION AND ORIGINALITY I, Daisy Gomez, Clerk of the Council, do hereby attest to and certify the attached Ordinance No. NS-____________ to be the original ordinance adopted by the City Council of the City of Santa Ana on _______________, and that said ordinance was published in accordance with the Charter of the City of Santa Ana. Date: ________________ ____________________________________ Clerk of the Council City of Santa Ana City Council 26 –7 3/1/2022 City Manager Office www.santa-ana.org/cm Item # 27 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report March 1, 2022 TOPIC: Flavored Tobacco AGENDA TITLE: Ordinance Options Prohibiting the Sale of Flavored Tobacco Products RECOMMENDED ACTION Consider one of the following options: Option 1 A. Adopt an urgency ordinance prohibiting the sale of flavored tobacco products, including hookah. (Requires five affirmative votes) B. Adopt an urgency ordinance prohibiting the sale of flavored tobacco products, excluding hookah. (Requires five affirmative votes) Option 2 A. Approve the first reading of an ordinance prohibiting the sale of flavored tobacco products, including hookah. B. Approve the first reading of an ordinance prohibiting the sale of flavored tobacco products, excluding hookah. Option 3 Consider whether to direct staff to prepare an ordinance regarding enforcement and/or security measures for tobacco retailers; or Option 4 Take no action at this time and wait to see whether senate bill 793 goes into effect following a statewide referendum vote in November 2022. DISCUSSION Introduction At the November 16, 2021 meeting, Councilmember Mendoza added the following Councilmember requested item: Discuss and Consider Directing City Manager to Direct Staff to Introduce an Ordinance to Ban the Sale of Flavored Tobacco Products. There was consensus among a majority of the City Council to proceed with this item. City Council 27 –1 3/1/2022 Flavored Tobacco March 1, 2022 Page 2 2 4 7 7 The item was considered at the December 21, 2021 City Council meeting. The City Council gave direction to staff to come back with revised options including the following: An ordinance banning flavored tobacco products including a choice of definitions of “tobacco product” that included the SB 793 definition and the American Lung Association definition; An ordinance banning flavored tobacco products including a choice of definitions of “tobacco product” that included the SB 793 definition and the Public Health Law Center and American Lung Association California definition. This ordinance would contain an exemption for hookah products; and Look into enforcement and/or security options already utilized by the City for cannabis businesses that may be able to be applied to tobacco retailers. Background On November 20, 2006, the City Council enacted Ordinance No. NS-2729 (“Tobacco Retail License ordinance”), amending Chapter 18, Article III of the Santa Ana Municipal Code to establish a permitting process for tobacco retail sales and to regulate their issuance. Below are some of the core elements of the Tobacco Retail License ordinance: Establishes definitions for terms such as “tobacco paraphernalia”, “tobacco product”, and “tobacco retailer”. Declares that a person who acts as a tobacco retailer may only do so in a fixed business location and must obtain and maintain a valid tobacco retailer license by following the application procedure set forth in the ordinance. Outlines provisions relating to application, renewal, suspension or revocation, appeal, seizure, and enforcement procedures. As currently written, the Tobacco Retail License ordinance does not address the topic of flavored tobacco products. Flavored Tobacco Flavored tobacco means any tobacco product with added flavorings. This can mean tobacco products that contain a taste or smell, other than the taste or smell of tobacco, that is distinguishable by an ordinary consumer either prior to, or during the consumption of, a tobacco product, including, but not limited to, any taste or smell relating to fruit, menthol, mint, wintergreen, chocolate, cocoa, vanilla, honey, molasses, or any candy, dessert, alcoholic beverage, herb, or spice. Tobacco products may be flavored to mask the taste or odor of tobacco smoke, enhance tobacco flavor, or decrease the social stigma associated with smoking. Tobacco Products There is a wide array of tobacco products. In addition to substances that are made or derived of tobacco (such as cigarettes, cigars, pipe tobacco, hookah tobacco, snuff, chewing tobacco, dipping tobacco, and bidis), tobacco products may also consist of electronic smoking devices, any substances that may be aerosolized or vaporized by City Council 27 –2 3/1/2022 Flavored Tobacco March 1, 2022 Page 3 2 4 7 7 such devices, and any component of substances made of tobacco or electronic smoking devices (such as filters, rolling papers, blunt or hemp wraps, hookahs, mouthpieces, and pipes). Tobacco Retailer Licenses; Enforcement Santa Ana businesses that sell tobacco must obtain a Tobacco Retailer License, which is issued by the Santa Ana Police Department (SAPD). As such, SAPD is responsible for the administration, oversight, and enforcement of said Tobacco Retailer Licenses. There are 261 active tobacco retailer licenses. Within the permitting process, SAPD personnel verifies with the California Department of Tax and Fee Administration (CDTFA) that each business’ retail license is valid and correct on an annual basis. Once the information is verified and payment is received, a permit is issued. To enforce the issuance of Tobacco Retailer Licenses, SAPD conducts weekly enforcement operations that target the illegal use, sales, and distribution of tobacco-related products. In 2021, SAPD personnel conducted 25 operations, which netted 91 citations for tobacco-related infractions. U.S. Surgeon General Declares Tobacco Use as a Public Health Priority According to the U.S. Centers for Disease Control and Prevention (CDC), tobacco use is the leading cause of preventable death in the United States and worldwide. More than 16 million U.S. residents are living with a disease caused by smoking. Worldwide, tobacco use causes more than 7 million deaths per year. A 2016 report by the U.S. Surgeon General entitled E-Cigarette Use Among Youth and Young Adults: A Report of the Surgeon General. - PDF finds that while nicotine is a highly addictive drug at any age, youth and young adults are uniquely vulnerable to the long-term consequences of exposing the brain to nicotine. The report also finds that secondhand aerosol exhaled into the air by e-cigarette users can expose others to potentially harmful chemicals. In 2018, the Surgeon General’s Advisory on E-Cigarette Use among Youth noted that e-cigarette use increased 78 percent among high school students during the past year, and one in five high school students and one in 20 middle school students currently use e-cigarettes. To clarify, these substances are tobacco products. U.S. Food and Drug Administration and Flavored Tobacco Products On their website, the U.S. Food and Drug Administration (FDA) declares that the use of flavorings in tobacco products raises important public health questions. For example, the FDA is aware of scholarly and peer-reviewed research that asserts that flavorings in tobacco products are particularly appealing to youth and young adults. Acknowledging these findings, in 2009, the FDA banned cigarettes with characterizing flavors other than menthol (which have been proven to appeal to youth and young adults). More recently, in April 2021, the FDA announced plans to propose tobacco product standards to ban menthol as a characterizing flavor in cigarettes, as well as to ban all flavors in cigars— including menthol. Currently, no flavors are banned from other tobacco products (those other than cigarettes with characterizing flavors other than menthol), although scholarly and peer-reviewed City Council 27 –3 3/1/2022 Flavored Tobacco March 1, 2022 Page 4 2 4 7 7 research suggests that flavors may make these products more enticing to youth and young adults. The FDA asserts that flavored tobacco products are disproportionately popular among youth—and that removing flavors from tobacco products will help protect people from becoming addicted to them. Ordinance Prohibiting the Sale of Flavored Tobacco Products Staff has prepared the following options for City Council consideration regarding flavored tobacco products: Option 1: Adopt urgency ordinance banning the sale of flavored tobacco products and choose whether to use the SB 793 definition of tobacco product or the Public Health Law Center and American Lung Association California definition of tobacco product. Option 1 is adoption of an urgency ordinance banning the sale of all flavored tobacco products, including hookah, in the City of Santa Ana. The City Council has the choice of utilizing either definition A of “tobacco product” from SB 793 but including hookah 1(currently stayed) or definition B of “tobacco product” from the Public Health Law Center and American Lung Association California. The definitions are as follows: Definition A (SB 793): “Tobacco product" means any of the following: (1) a product containing, made or derived from tobacco or nicotine that is intended for human consumption, whether smoked, heated or chewed, absorbed, dissolved, inhaled, snorted, sniffed or ingested by any other means, including but not limited to, cigarettes, cigars, little cigars, hookah tobacco, chewing tobacco, pipe tobacco or snuff; (2) an electronic device that delivers nicotine or other vaporized liquids to the person inhaling from the device, including but not limited to, an electronic cigarette, cigar, pipe or hookah; (3) any component, part or accessory of a tobacco product whether or not sold separately. “Tobacco product” does not include a nicotine replacement product approved by the US Food and Drug Administration. Definition B (Public Health Law Center and American Lung Association California): “Tobacco product" means: (1) any product that is made from tobacco, or that contains nicotine, that is intended for human consumption or is likely to be consumed, whether inhaled, absorbed, or ingested by any other means, including but not limited to, a cigarette, a cigar, pipe tobacco, chewing tobacco, hookah tobacco, snuff, or snus. Electronic smoking device and any substances that may be aerosolized or vaporized by such device, whether or not the substance contains nicotine; or (3) any component, part, or accessory of (1) or (2), whether or not any of these contains tobacco or nicotine, including but not limited to filters, rolling papers, blunt or hemp wraps, hookahs, mouthpieces, and pipes. 1 For clarity, SB 793 contains an exemption for hookah. City Council 27 –4 3/1/2022 Flavored Tobacco March 1, 2022 Page 5 2 4 7 7 “Tobacco product” does not include drugs, devices, or combination products authorized for sale by the U.S. Food and Drug Administration, as those terms are defined in the Federal Food, Drug, and Cosmetic Act. Option 2: Adopt urgency ordinance banning the sale of flavored tobacco products but exempting hookah for cultural reasons and choose whether to use the SB 793 definition of tobacco product or the American Lung Association definition of tobacco product. Option 2 is to adopt an urgency ordinance banning the sale of flavored tobacco products but exempting hookah for cultural reasons. Option 2 allows the City Council to choose between the two definitions of “tobacco product” noted above in Option 1. Option 2 including either definition of “tobacco product” would closely mirror state law (SB 793). As a result, Option 2 includes a provision repealing the ordinance by operation of law if SB 793 goes into effect. Option 3: Consider whether to direct staff to prepare an ordinance applying certain enforcement or security options currently utilized for cannabis businesses to tobacco retailers. At the December 21, 2021 City Council meeting, a majority of councilmembers discussed support for enforcement/security requirements for tobacco retailers, including potentially applying those measures required for cannabis establishments. Councilmember Phan mentioned registration and scanning of identification. However, those measures are not required by City operating standards for cannabis except that all cannabis establishments are required to verify that patrons are over the age of 21 or 18 if purchasing medical marijuana. Cannabis Enforcement/Security Requirements Applicable SAMC Section Practical Considerations The location, interior and exterior, shall be monitored at all times by web-based closed circuit television for security purposes. The camera and recording system must be of adequate quality, color rendition and resolution to allow the ready identification of any individual committing a crime anywhere on or adjacent to the location. 40-8 3.a. All controlled access areas, security rooms and all points of ingress/egress to limited access areas and all point of sale (POS) areas shall have fixed camera coverage capable of 40-8 3.b.State law generally prohibits self-service displays of tobacco products. Therefore, City Council 27 –5 3/1/2022 Flavored Tobacco March 1, 2022 Page 6 2 4 7 7 identifying activity occurring within a minimum of twenty (20) feet. tobacco products are normally kept behind a counter or in a locked cabinet. The surveillance system storage device or cameras shall be transmission control protocol/TCP capable of being accessed over the internet by the police department or their designee on request. 40-8 3.c All agents, private security officers or other persons acting for or employed by the business shall display a laminated identification badge at least two (2) inches by two (2) inches in size, issued by the City. 40-8 3.0 At all times when open, the business shall provide at least one (1) private security guard who is licensed, possesses a valid Department of Consumer Affairs “security guard card,” and has a valid business license. 40-8 4.a Hours of operation shall be limited to: 7:00 a.m. to 10:00 p.m. daily. 40-4 4.e May conflict with CUPs issued to some tobacco retailers. Prohibit entry to patrons under the age of 21 40-4.g Many of the tobacco retailers sell other items that are not age restricted, such as groceries. Option 4: Take no action at this time and wait to see whether senate bill 793 goes into effect. On January 1, 2021, SB 793 banning the sale of flavored tobacco products in California went into effect. However, on January 22, 2021 Referendum 20-003 qualified for the ballot and as a result, stayed SB 793. The referendum is scheduled for the November 8, 2022 general election. The referendum requires that a majority of voters approve SB 793 or it will not become effective2. If SB 793 is defeated by referendum, any ordinance banning the sale of flavored tobacco adopted by the City would remain effective. Generally, state law preempts local legislation if state law has occupied the field. (See, California Grocers Association v. City of Los Angeles (2011) 52 Cal.4th 177, 190-191.) If SB 793 takes effect, then a City ordinance may remain effective only if it contains stricter provisions than SB 793. SB 793 specifically provides that it “. . .does not preempt or otherwise prohibit the adoption of a 2 If approved by a majority of California voters, five (5) days after the California Secretary of State certifies the general election results, SB 793 will take effect. City Council 27 –6 3/1/2022 Flavored Tobacco March 1, 2022 Page 7 2 4 7 7 local standard that imposes greater restrictions on the access to tobacco products than restrictions imposed by. . . .” [SB 793]. To the extent that there is an inconsistency between . . . [SB 793] and a local standard that imposes greater restrictions on the access to tobacco products, the greater restriction on the access to tobacco products in the local standard shall prevail.” ENVIRONMENTAL IMPACT There is no environmental impact associated with this action. FISCAL IMPACT There is no fiscal impact associated with this action. EXHIBIT(S) 1. Urgency Ordinance Banning the Sale of Flavored Tobacco 2. Urgency Ordinance Banning the Sale of Flavored Tobacco Excluding Hookah 3. Ordinance Banning the Sale of Flavored Tobacco 4. Ordinance Banning the Sale of Flavored Tobacco Excluding Hookah Submitted By: Kristine Ridge, City Manager Approved By: Kristine Ridge, City Manager City Council 27 –7 3/1/2022 Exhibit 1 ORDINANCE NO. NS-XXXX AN URGENCY ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AMENDING ARTICLE III ENTITLED TOBACCO RETAIL LICENSE OF CHAPTER 18 OF THE SANTA ANA MUNICIPAL CODE PROHIBITING THE SALE OF FLAVORED TOBACCO PRODUCTS WHEREAS, pursuant to the City’s police power, as granted broadly under Article XI, Section 7 of the California Constitution, and Santa Ana Charter Section 200, the Santa Ana City Council has the authority to enact and enforce ordinances and regulations for the public peace, health, and welfare of the City and its residents. WHEREAS, pursuant to Santa Ana City Charter Sections 415 and 417, this ordinance is declared by the City Council to be necessary as an emergency measure to protect and preserve the health, safety and welfare of the residents of the City of Santa Ana and will become effective immediately if passed by the affirmative votes of at least two-thirds (2/3) of the members of the City Council. The City Council hereby finds that there is an urgent need to adopt these regulations in order to address the current and immediate threats set forth in these Recitals. WHEREAS, the City Council finds and determines that the recent increase in use of e-cigarettes by middle and high school students is a grave public health concern. WHEREAS, according to the American Lung Association, smoking is the number one preventable cause of death in the United States killing over 480,000 people per year1. WHEREAS, the U.S. Center for Disease Control and Prevention (“CDC”) has definitively linked smoking to more severe illness from COVID-192. WHEREAS, a recent CDC study found that 99% of e-cigarettes sold in assessed venues in the United States contain nicotine. WHEREAS, use of nicotine can harm the developing brain and the brain continues developing until age 25. WHEREAS, use of nicotine in adolescence can lead to lower impulse control and mood disorders3. 1 https://www.lung.org/research/sotc/facts 2 https://www.lung.org/research/sotc/facts 3 E-Cigarette Use Among Youth and Young Adults: A Report of the Surgeon General. 2016. City Council 27 –8 3/1/2022 Ordinance No. NS - ____ Page 2 of 7 WHEREAS, there is evidence that youth may be sensitive to nicotine and that teens can feel dependent on nicotine sooner than adults. WHEREAS, as of 2017, more than two (2) million teens were currently using e - cigarettes.4 WHEREAS, according to the 2020 National Youth Tobacco Survey, more than 23.6% of high school students in the United States use at least one tobacco prod uct, including e-cigarettes, as well as 6.7% of middle school students. WHEREAS, in 2021, 84.7% of youth who reported using e -cigarettes reported using flavored tobacco. The most commonly used flavors were fruit (71.6%), candy, desserts or other sweets (34.1%), mint (30.2%) and menthol (28.8%).5 WHEREAS, flavorings in tobacco products can make the products more appealing to youth6. WHEREAS, according to the CDC, each day about 1,600 youth try their first cigarette7. WHEREAS, according to the CDC, widespread marketing of e-cigarettes and the lower cost (when compared to traditional tobacco products) have contributed t o the use of e-cigarettes among youth. WHEREAS, if cigarette smoking continues at the current rate among youth in the United States, 5.6 million people currently under the age of 18, will die early from a smoking-related illness.8 WHEREAS, many cities throughout California have banned the sale of flavored tobacco including but not limited to, Buena Park, San Jose, La Verne, Los Angeles, Pasadena, El Monte, Glendale, Burbank and Laguna Niguel. WHEREAS, the California State Legislature passed SB 793 banning the sale of flavored tobacco in 2020 but the statute is stayed pending the outcome of a referendum on the statewide ballot for the November 8, 2022 General Election. 4 Wang, TW, Centzke A, Sharapova S, Cullen KA, Ambrose BK, Jamal A, Tobacco Product Use Among Middle and High School Students- Untied States, 2011-2017. MMWR Morb Mortal Wkly Rep 2018; 67:629-633 5 Park-Lee E, Ren C. Sawdey M, et al. Notes from the Field: E-Cigarette Use Amount Middle and High School Students- National Youth Tobacco Survey, United States, 2021 . Morbidity and Mortality Weekly Report, 2021. 70:1387-9. 6 Centers for Disease Control and Prevention. Flavored Tobacco Product Use Among Middle and High School Students—United States, 2014. Morbidity and Mortality Weekly Report, 2015;64(38):1066 –70. 7 https://www.cdc.gov/tobacco/data_statistics/fact_sheets/index.htm?s_cid=osh -stu-home-spotlight-001 8 https://www.cdc.gov/tobacco/data_statistics/fact_sheets/youth_data/tobacco_use/index.htm City Council 27 –9 3/1/2022 Ordinance No. NS - ____ Page 3 of 7 WHEREAS, the staff report for this ordinance dated March 1, 2022, shall be incorporated herein by this reference, and together with this ordinance, any amendments or supplements, and oral testimony, shall constitute the necessary findings for this ordinance. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SANTA ANA DOES ORDAIN AS FOLLOWS: Section 1. The recitals and statements of fact set forth in the Recitals to this ordinance are true and correct, constitute a substant ive part of this ordinance, and are incorporated herein by this reference and adopted by the City Council. Section 2. Sections 18-90, 18-91, 18-92 and 18-103 of Article III entitled “Tobacco Retail License” of Chapter 18 of the Santa Ana Municipal Code are hereby amended to read in their entirety as follows (new language is underlined and deleted language is stricken): Sec. 18-90. Definitions. The following words and phrases, whenever used in this article, shall have the meanings defined in this section unless the context clearly requires otherwise: (a) "Department" means the Santa Ana Police Department. (b) “Characterizing flavor” means any tobacco product that contains a taste or smell, other than the taste or smell of tobacco, this is distinguishable by an ordinary consumer either prior to, or during consumption of, a tobacco product, including but not limited to, any taste or smell relating to fruit, menthol, mint, wintergreen, chocolate, cocoa, vanilla, honey, molasses, or any candy, dessert, a lcoholic beverage, herb or spice. A tobacco product shall not be determined to have a characterizing flavor solely because of the use of additives or flavorings or the provision of ingredient information. Rather, it is the presence of a distinguishable taste or aroma, or both, as described in the first sentence of this definition that constitutes characterizing flavor. (b)(c) "Chief" means the Chief of Police or designee. (d) “Flavored tobacco product” means any tobacco product that imparts a characterizing flavor. There is a rebuttable presumption that a tobacco product is a flavored tobacco product if a tobacco retailer, manufacturer, or any employee or agent of a tobacco retailer or manufacturer has (i) made a public statement or claim that the tobacco product imparts a characterizing flavor; (ii) used text and/or images on th e tobacco product’s labeling or packaging to explicitly or implicitly indicate that the tobacco product imparts a characterizing flavor or (iii) taken action directed to consumers that would be reasonably expected to cause consumers to believe the tobacco product imparts a characterizing flavor. City Council 27 –10 3/1/2022 Ordinance No. NS - ____ Page 4 of 7 (c)(e) "Person" means any natural person, partnership, cooperative association, corporation, personal representative, receiver, trustee, assignee, or any other legal entity, and includes the definition of "person" found in Section 1 -2 of the Code. (d)(f) "Proprietor" means a person with an ownership or managerial interest in a business. An ownership interest shall be deemed to exist whe n a person has a ten percent (10%) or greater interest in the stock, assets, or income of a business other than the sole interest of security for debt. A managerial interest shall be deemed to exist when a person can or does have or share ultimate control over the day-to-day operations of a business. (e) "Tobacco paraphernalia" means cigarette papers or wrappers, pipes, holders of smoking materials of all types, cigarette rolling machines, and any other item designed for the smoking, preparation, storing, or consumption of tobacco products. (f)(g) “Tobacco product" means any of the following: (1) any substance containing tobacco leaf, including but not limited to cigarettes, cigars, pipe tobacco, hookah tobacco, snuff, chewing tobacco, dipping tobacco, bidis, or any other preparation of tobacco; or (2) any product or formulation of matter containing biologically active amounts of nicotine that is manufactured, sold, offered for sale, or otherwise distributed with the expectation that the product or matter will be introduced into the human body, but does not include any product specifically approved by the United States Food and Drug Administration for use in treating nicotine or tobacco product dependence. (1) a product containing, made or derived from tobacco or nicotine that is intended for human consumption, whether smoked, heated or chewed, absorbed, dissolved, inhaled, snorted, sniffed or ingested by any other means, including but not limited to, cigarettes, cigars, little cigars, hookah tobacco, chewing tobacco, pipe tobacco or snuff; (2) an electronic device that delivers nicotine or other vaporized liquids to the person inhaling from the device, including but not limited to, an electronic cigarette, cigar, pipe or hookah; (3) any component, part or ac cessory of a tobacco product whether or not sold separately. “Tobacco product” does not include a nicotine replacement product approved by the US Food and Drug Administration. [SB-793 Definition including hookah tobacco] OR (f)(g) Tobacco product" means: (1) any product that is made from substance tobacco, or that contains nicotine, that is intended for human consumption or is likely to be consumed, whether inhaled, absorbed, or ingested by any other means, including but not limited to, a cigarette, a cigar, pipe tobacco, chewing tobacco, hookah tobacco, snuff, or snus. leaf, including but not limited to cigarettes, cigars, pipe tobacco, hookah tobacco, snuff, chewing tobacco, dipping tobacco, bidis, or any other preparation of tobacco; or (2) any product or formulation of matter containing biologically active amounts of nicotine that is manufactured, sold, offered for sale, or otherwise distributed City Council 27 –11 3/1/2022 Ordinance No. NS - ____ Page 5 of 7 with the expectation that the product or matter will be introduced into the human body, but does not include any product specifically approved by the United States Food and Drug Administration for use in treating nicotine or tobacco product dependence. Electronic smoking device and any substances that may be aerosolized or vaporized by such device, whether or not the substance contains nicotine; or (3) any component, part, or accessory of (1) or (2), whether or not any of these contains tobacco or nicotine, including but not limited to filters, rolling papers, blunt or hemp wraps, hookahs, mouthpieces, and pipes. “Tobacco product” does not include drugs, devices, or combination products authorized for sale by the U.S. Food and Drug Administration, as those terms are defined in the Federal Food, Drug, and Cosmetic Act. [Public Health Law Center and American Lung Association (California) definition including hookah tobacco] (g)(h) "Tobacco retailer" means any person or business who sells, offers for sale, or does or offers to exchange for any form of consideration, flavored tobacco product, tobacco, tobacco products, or tobacco paraphernalia, or who distributes free or low cost samples of tobacco products or tobacco paraphernalia. "Tobacco retailing" shall mean the doing of any of these things. This definition is without regard to the quantity of tobacco, tobacco products, or tobacco paraphernalia sold, offered for sale, exchanged, or offered for exchange. Sec. 18-91. Tobacco retailer license. (a) It shall be unlawful for any person to act as a tobacco retailer, or to display or advertise the sale of tobacco products or tobacco paraphernalia, without obtaining and maintaining a valid tobacco retailer's license pursuant to this article for each location at which that activity is to occur. (b) It shall be a unlawful for a licensed tobacco retailer, or an agent or employee thereof to violate any local, state, or federal tobacco-related law. (c) Each day on which a prohibited act occurs shall constitute a separate violation. (d) It shall be unlawful for a licensed tobacco retailer or any of the licensee's agents or employees, to violate any local, state, or federal law applicable to sale, display or advertising of tobacco products, tobacco paraphernalia, or tobacco retailing. (e) Each tobacco retailer license shall be prominently displayed in a publicly visible location at the licensed location. City Council 27 –12 3/1/2022 Ordinance No. NS - ____ Page 6 of 7 Sec. 18-92. - Limits on tobacco retail license. (a) No license shall be issued to authorize tobacco retailing at other than a fixed business place. Tobacco retailing by persons on foot or from vehicles is prohibited. (b) No license shall be issued to authorize tobacco retailing at any location for which a tobacco retailer license suspension is in effect or during a period of ineligibility following a revocation. (c) It shall be unlawful for a tobacco retailer, or any of the tobacco retailer’s agents or employees, to sell, offer for sale, possess with intent to sell or offer for sale, a flavored tobacco product. * * * Sec. 18-103. Tobacco retailing without a license—Seizure. (a) Tobacco products, including flavored tobacco products, and tobacco paraphernalia offered for sale or exchange in violation of this article are subject to seizure by the chief or any peace officer and shall be forfeited after the licensee and any other owner of the tobacco products, including flavored tobacco products, and tobacco paraphernalia seized is given reasonable notice and an opportunity to demonstrate that the tobacco products, including flavored tobacco products and tobacco paraphernalia were not offered for sale or exchange in violation of this article. (b) Forfeited tobacco products, including flavored tobacco products and tobacco paraphernalia shall be maintained and destroyed pursuant to the chief's policy for seized evidence. Section 3. The City Council finds that this ordinance is not subject to the California Environmental Quality Act (CEQA) pursuant to sections 15060(c)(2), 15060(c)(3) and 15061(b)(3) of the State CEQA Guidelines because it will not result in a direct or reasonably foreseeable indirect physical change in the environment, because there is no possibility it will have a significant effect on the environment, and it is not a "project," as defined in section 15378 of the State CEQA Guidelines. Section 4. If any section, subsection, phrase, or clause of this ordinance is for any reason held to be unconstitutional, such decision shall not affect the validity of the remaining portions of this ordinance. The City Council hereby declares that it would have passed this ordinance and each section, subsection, phr ase or clause thereof irrespective of the fact that any one or more sections, subsections, phrases, or clauses be declared invalid or unconstitutional. City Council 27 –13 3/1/2022 Ordinance No. NS - ____ Page 7 of 7 Section 5. The Clerk of the Council shall certify to the adoption of this ordinance and cause the same to be published in the manner prescribed by law. Section 6. This ordinance is introduced, passed and adopted at one and the same meeting and is thereafter immediately effective. The City Council finds that this ordinance is necessary to protect the public safety, health and welfare. The reasons for the emergency are set forth in the Recitals and Section 1 of this ordinance. ADOPTED this ___ day of ___________________, 2022. _______________________ Vicente Sarmiento Mayor APPROVED AS TO FORM: Sonia R. Carvalho, City Attorney _______________________________ Laura A. Rossini Chief Assistant City Attorney AYES: Councilmembers: ________________________________________ NOES: Councilmembers: ________________________________________ ABSTAIN: Councilmembers: ________________________________________ NOT PRESENT: Councilmembers: ________________________________________ CERTIFICATE OF ATTESTATION AND ORIGINALITY I, Daisy Gomez, Clerk of the Council, do hereby attest to and certify the attached Ordinance No. NS-XXXX to be the original ordinance adopted by the City Council of the City of Santa Ana on . Date: ________________ ____________________________________ Clerk of the Council City of Santa Ana City Council 27 –14 3/1/2022 Exhibit 2 ORDINANCE NO. NS-XXXX AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AMENDING ARTICLE III ENTITLED TOBACCO RETAIL LICENSE OF CHAPTER 18 OF THE SANTA ANA MUNICIPAL CODE PROHIBITING THE SALE OF FLAVORED TOBACCO PRODUCTS WHEREAS, pursuant to the City’s police power, as granted broadly under Article XI, Section 7 of the California Constitution, and Santa Ana Charter Section 200, the Santa Ana City Council has the authority to enact and enforce ordinances and regulations for the public peace, health, and welfare of the City and its residents. WHEREAS, the City Council finds and determines that the recent increase in use of e-cigarettes by middle and high school students is a grave public health concern. WHEREAS, according to the American Lung Association, smoking is the number one preventable cause of death in the United States killing over 480,000 people per year1. WHEREAS, the U.S. Center for Disease Control and Prevention (“CDC”) has definitively linked smoking to more severe illness from COVID-192. WHEREAS, a recent CDC study found that 99% of e-cigarettes sold in assessed venues in the United States contain nicotine. WHEREAS, use of nicotine can harm the developing brain and the brain continues developing until age 25. WHEREAS, use of nicotine in adolescence can lead to lower impulse control and mood disorders3. WHEREAS, there is evidence that youth may be sensitive to nicotine and that teens can feel dependent on nicotine sooner than adults. WHEREAS, as of 2017, more than two (2) million teens were currently using e- cigarettes.4 1 https://www.lung.org/research/sotc/facts 2 https://www.lung.org/research/sotc/facts 3 E-Cigarette Use Among Youth and Young Adults: A Report of the Surgeon General. 2016. 4 Wang, TW, Centzke A, Sharapova S, Cullen KA, Ambrose BK, Jamal A, Tobacco Product Use Among Middle and High School Students- Untied States, 2011-2017. MMWR Morb Mortal Wkly Rep 2018; 67:629-633 City Council 27 –15 3/1/2022 Ordinance No. NS - ____ Page 2 of 7 WHEREAS, according to the 2020 National Youth Tobacco Survey, more than 23.6% of high school students in the United States use at least one tobacco product, including e-cigarettes, as well as 6.7% of middle school students. WHEREAS, in 2021, 84.7% of youth who reported using e -cigarettes reported using flavored tobacco. The most commonly used flavors were fruit (71.6%), candy, desserts or other sweets (34.1%), mint (30.2%) and menthol (28.8%).5 WHEREAS, flavorings in tobacco products can make the products more appealing to youth6. WHEREAS, according to the CDC, each day about 1,600 youth try their first cigarette7. WHEREAS, according to the CDC, widespread marketing of e -cigarettes and the lower cost (when compared to traditional tobacco products) have contributed t o the use of e-cigarettes among youth. WHEREAS, if cigarette smoking continues at the current rate among youth in the United States, 5.6 million people currently under the age of 18, will die early from a smoking-related illness.8 WHEREAS, many cities throughout California have banned the sale of flavored tobacco including but not limited to, Buena Park, San Jose, La Verne, Los Angeles, Pasadena, El Monte, Glendale, Burbank and Laguna Niguel. WHEREAS, the California State Legislature passed SB 793 banning the sale of flavored tobacco in 2020 but the statute is stayed pending the outcome of a referendum on the statewide ballot for the November 8, 2022 General Election. WHEREAS, the staff report for this ordinance dated March 1, 2022, shall be incorporated herein by this reference, and together with this ordinance, any amendments or supplements, and oral testimony, shall constitute the necessary findings for this ordinance. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SANTA ANA DOES ORDAIN AS FOLLOWS: 5 Park-Lee E, Ren C. Sawdey M, et al. Notes from the Field: E-Cigarette Use Amount Middle and High School Students- National Youth Tobacco Survey, United States, 2021 . Morbidity and Mortality Weekly Report, 2021. 70:1387-9. 6 Centers for Disease Control and Prevention. Flavored Tobacco Product Use Among Middle and High School Students—United States, 2014. Morbidity and Mortality Weekly Report, 2015;64(38):1066 –70. 7 https://www.cdc.gov/tobacco/data_statistics/fact_sheets/index.htm?s_cid=osh -stu-home-spotlight-001 8 https://www.cdc.gov/tobacco/data_statistics/fact_sheets/youth_data/tobacco_use/index.htm City Council 27 –16 3/1/2022 Ordinance No. NS - ____ Page 3 of 7 Section 1. The recitals and statements of fact set forth in the Recitals to this ordinance are true and correct, constitute a substantive part of this ordinance, and are incorporated herein by this reference and adopted by the City Council. Section 2. Sections 18-90, 18-91, 18-92 and 18-103 of Article III entitled “Tobacco Retail License” of Chapter 18 of the Santa Ana Municipal Code are hereby amended to read in their entirety as follows (new language is underlined and deleted language is stricken): Sec. 18-90. Definitions. The following words and phrases, whenever used in this article, shall have the meanings defined in this section unless the context clearly requires otherwis e: (a) "Department" means the Santa Ana Police Department. (b) “Characterizing flavor” means any tobacco product that contains a taste or smell, other than the taste or smell of tobacco, this is distinguishable by an ordinary consumer either prior to, or during consumption of, a tobacco product, including but not limited to, any taste or smell relating to fruit, menthol, mint, wintergreen, chocolate, cocoa, vanilla, honey, molasses, or any candy, dessert, alcoholic beverage, herb or spice. A tobacco product shall not be determined to have a characterizing flavor solely because of the use of additives or flavorings or the provision of ingredient information. Rather, it is the presence of a distinguishable taste or aroma, or both, as described in the first sentence of this definition that constitutes characterizing flavor. (b)(c) "Chief" means the Chief of Police or designee. (d) “Flavored tobacco product” means any tobacco product that imparts a characterizing flavor. There is a rebuttable presumption that a tobacco product is a flavored tobacco product if a tobacco retailer, manufacturer, or any employee or agent of a tobacco retailer or manufacturer has (i) made a public statement or claim that the tobacco product imparts a characterizing flavor; (ii) used text and/or images on the tobacco product’s labeling or packaging to explicitly or implicitly indicate that the tobacco product imparts a characterizing flavor or (iii) taken action directed to consumers that would be reasonably expected to cause consumers to believe the tobacco product imparts a characterizing flavor. (c)(e) "Person" means any natural person, partnership, cooperative association, corporation, personal representative, receiver, trustee, assignee, or any other legal entity, and includes the definition of "person" found in Section 1 -2 of the Code. (d)(f) "Proprietor" means a person with an ownership or managerial interest in a business. An ownership interest shall be deemed to exist when a person has a ten percent (10%) or greater interest in the stock, assets, or income of a business other City Council 27 –17 3/1/2022 Ordinance No. NS - ____ Page 4 of 7 than the sole interest of security for debt. A managerial interest shall be deemed to exist when a person can or does have or share ultimate control over the day -to-day operations of a business. (e) "Tobacco paraphernalia" means cigarette papers or wrappers, pipes, holders of smoking materials of all types, cigarette rolling machines, and any other item designed for the smoking, preparation, storing, or consumption of tobacco products. (f)(g) “Tobacco product" means any of the following: (1) any substance containing tobacco leaf, including but not limited to cigarettes, cigars, pipe tobacco, hookah tobacco, snuff, chewing tobacco, dipping tobacco, bidis, or any other preparation of tobacco; or (2) any product or formulation of matter containing biologically active amounts of nicotine that is manufactured, sold, offered for sale, or otherwise distributed with the expectation that the product or matter will be introduced into the human body, but does not include any product specifically approved by the United States Food and Drug Administration for use in treating nicotine or tobacco product dependence. (1) a product containing, made or derived from tobacco or nicotine that is intended for human consumption, whether smoked, heated or chewed, absorbed, dissolved, inhaled, snorted, sniffed or ingested by any other means, including but not limited to, cigarettes, cigars, little cigars, hookah tobacco, chewing tobacco, pipe tobacco or snuff; (2) an electronic device that delivers nicotine or other vaporized liquids to the person inhaling from the device, including but not limited to, an electronic cigarette, cigar, pipe or hookah; (3) any component, part or accessory of a tobacco product whether or not sold separately. “Tobacco product” does not include a nicotine replacement product approved by the US Food and Drug Administration. [SB-793 Definition including hookah tobacco] OR (f)(g) Tobacco product" means: (1) any product that is made from substance tobacco, or that contains nicotine, that is intended for human consumption or is likely to be consumed, whether inhaled, absorbed, or ingested by any other means, including but not limited to, a cigarette, a cigar, pipe tobacco, chewing tobacco, hookah tobacco, snuff, or snus. leaf, including but not limited to cigarettes, cigars, pipe tobacco, hookah tobacco, snuff, chewing tobacco, dipping tobacco, bidis, or any other preparation of tobacco; or (2) any product or formulation of matter containing biologic ally active amounts of nicotine that is manufactured, sold, offered for sale, or otherwise distributed with the expectation that the product or matter will be introduced into the human body, but does not include any product specifically approved by the United States Food and Drug Administration for use in treating nicotine or tobacco product dependence. Electronic smoking device and any substances that may be aerosolized or vaporized by such device, whether or not the substance contains nicotine; or (3) any component, part, or accessory of (1) or (2), whether or not any of these contains tobacco or nicotine, including but not limited to filters, rolling papers, blunt or hemp wraps, hookahs, mouthpieces, and pipes. City Council 27 –18 3/1/2022 Ordinance No. NS - ____ Page 5 of 7 “Tobacco product” does not include drugs, devices, or combination products authorized for sale by the U.S. Food and Drug Administration, as those terms are defined in the Federal Food, Drug, and Cosmetic Act. [Public Health Law Center and American Lung Association (California) definition including hookah tobacco] (g)(h) "Tobacco retailer" means any person or business who sells, offers for sale, or does or offers to exchange for any form of consideration, flavored tobacco product, tobacco, tobacco products, or tobacco paraphernalia, or who distributes free or low cost samples of tobacco products or tobacco paraphernalia. "Tobacco retailing" shall mean the doing of any of these things. This definition is without regard to the quantity of tobacco, tobacco products, or tobacco paraphernalia sold, offered for sale, exchanged, or offered for exchange. Sec. 18-91. Tobacco retailer license. (a) It shall be unlawful for any person to act as a tobacco retailer, or to display or advertise the sale of tobacco products or tobacco paraphernalia, without obtaining and maintaining a valid tobacco retailer's license pursuant to this article for each location at which that activity is to occur. (b) It shall be a unlawful for a licensed tobacco retailer, or an agent or employee thereof to violate any local, state, or federal tobacco-related law. (c) Each day on which a prohibited act occurs shall constitute a separate violation. (d) It shall be unlawful for a licensed tobacco retailer or any of the licensee's agents or employees, to violate any local, state, or federal law applicable to sale, display or advertising of tobacco products, tobacco paraphernalia, or tobacco retailing. (e) Each tobacco retailer license shall be prominently displayed in a publicly visible location at the licensed location. Sec. 18-92. - Limits on tobacco retail license. (a) No license shall be issued to authorize tobacco retailing at other than a fixed business place. Tobacco retailing by persons on foot or from vehicles is prohibited. (b) No license shall be issued to authorize tobacco retailing at any location for which a tobacco retailer license suspension is in effect or during a period of ineligibility following a revocation. City Council 27 –19 3/1/2022 Ordinance No. NS - ____ Page 6 of 7 (c) It shall be unlawful for a tobacco retailer, or any of the tobacco retailer’s agents or employees, to sell, offer for sale, possess with intent to sell or offer for sale, a flavored tobacco product. * * * Sec. 18-103. Tobacco retailing without a license—Seizure. (a) Tobacco products, including flavored tobacco products, and tobacco paraphernalia offered for sale or exchange in violation of this article are subject to seizure by the chief or any peace officer and shall be forfeited after the licensee and any other owner of the tobacco products, including flavored tobacco products, and tobacco paraphernalia seized is given reasonable notice and an opportunity to demonstrate that the tobacco products, including flavored tobacco products and tobacco paraphernalia were not offered for sale or exchange in violation of this article. (b) Forfeited tobacco products, including flavored tobacco products and tobacco paraphernalia shall be maintained and destroyed pursuant to the chief's policy for seized evidence. Section 3. The City Council finds that this ordinance is not subject to the California Environmental Quality Act (CEQA) pursuant to sections 15060(c)(2), 15060(c)(3) and 15061(b)(3) of the State CEQA Guidelines because it will not result in a direct or reasonably foreseeable indirect physical change in the environment, because there is no possibility it will have a significant effect on the environment, and it is not a "project," as defined in section 15378 of the State CEQA Guidelines. Section 4. If any section, subsection, phrase, or clause of this ordinance is for any reason held to be unconstitutional, such decision shall not affect the validity of the remaining portions of this ordinance. The City Council hereby declares that it would have passed this ordinance and each section, subsection, phrase or clause thereof irrespective of the fact that any one or more sections, subsections, phrases, or clauses be declared invalid or unconstitutional. Section 5. The Clerk of the Council shall certify to the adoption of this ordinance and cause the same to be published in the manner prescribed by la w. Section 6. This ordinance will take effect thirty (30) days after adoption of the second reading by the City Council. City Council 27 –20 3/1/2022 Ordinance No. NS - ____ Page 7 of 7 ADOPTED this ___ day of ___________________, 2022. _______________________ Vicente Sarmiento Mayor APPROVED AS TO FORM: Sonia R. Carvalho, City Attorney _______________________________ Laura A. Rossini Chief Assistant City Attorney AYES: Councilmembers: ________________________________________ NOES: Councilmembers: ________________________________________ ABSTAIN: Councilmembers: ________________________________________ NOT PRESENT: Councilmembers: ________________________________________ CERTIFICATE OF ATTESTATION AND ORIGINALITY I, Daisy Gomez, Clerk of the Council, do hereby attest to and certify the attached Ordinance No. NS-XXXX to be the original ordinance adopted by the City Council of the City of Santa Ana on . Date: ________________ ____________________________________ Clerk of the Council City of Santa Ana City Council 27 –21 3/1/2022 Exhibit 3 ORDINANCE NO. NS-XXXX AN URGENCY ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AMENDING ARTICLE III ENTITLED TOBACCO RETAIL LICENSE OF CHAPTER 18 OF THE SANTA ANA MUNICIPAL CODE PROHIBITING THE SALE OF FLAVORED TOBACCO PRODUCTS WHEREAS, pursuant to the City’s police power, as granted broadly under Article XI, Section 7 of the California Constitution, and Santa Ana Charter Section 200, the Santa Ana City Council has the authority to enact and enforce ordinances and regulations for the public peace, health, and welfare of the City and its residents. WHEREAS, pursuant to Santa Ana City Charter Sections 415 and 417, this ordinance is declared by the City Council to be necessary as an emergency measure to protect and preserve the health, safety and welfare of the residents of the City of Santa Ana and will become effective immediately if passed by the affirmative votes of at least two-thirds (2/3) of the members of the City Council. The City Council hereby finds that there is an urgent need to adopt these regulations in order to address the current and immediate threats set forth in these Recitals. WHEREAS, the City Council finds and determines that the recent increase in use of e-cigarettes by middle and high school students is a grave public health concern. WHEREAS, according to the American Lung Association, smoking is the number one preventable cause of death in the United States killing over 480,000 people per year1. WHEREAS, the U.S. Center for Disease Control and Prevention (“CDC”) has definitively linked smoking to more severe illness from COVID-192. WHEREAS, a recent CDC study found that 99% of e-cigarettes sold in assessed venues in the United States contain nicotine. WHEREAS, use of nicotine can harm the developing brain and the brain continues developing until age 25. WHEREAS, use of nicotine in adolescence can lead to lower impulse control and mood disorders3. 1 https://www.lung.org/research/sotc/facts 2 https://www.lung.org/research/sotc/facts 3 E-Cigarette Use Among Youth and Young Adults: A Report of the Surgeon General. 2016. City Council 27 –22 3/1/2022 Ordinance No. NS - ____ Page 2 of 8 WHEREAS, there is evidence that youth may be sensitive to nicotine and that teens can feel dependent on nicotine sooner than adults. WHEREAS, as of 2017, more than two (2) million teens were currently using e - cigarettes.4 WHEREAS, according to the 2020 National Youth Tobacco Survey, more than 23.6% of high school students in the United States use at least one tobacco prod uct, including e-cigarettes, as well as 6.7% of middle school students. WHEREAS, in 2021, 84.7% of youth who reported using e -cigarettes reported using flavored tobacco. The most commonly used flavors were fruit (71.6%), candy, desserts or other sweets (34.1%), mint (30.2%) and menthol (28.8%).5 WHEREAS, flavorings in tobacco products can make the products more appealing to youth6. WHEREAS, according to the CDC, each day about 1,600 youth try their first cigarette7. WHEREAS, according to the CDC, widespread marketing of e-cigarettes and the lower cost (when compared to traditional tobacco products) have contributed t o the use of e-cigarettes among youth. WHEREAS, if cigarette smoking continues at the current rate among youth in the United States, 5.6 million people currently under the age of 18, will die early from a smoking-related illness.8 WHEREAS, many cities throughout California have banned the sale of flavored tobacco including but not limited to, Buena Park, San Jose, La Verne, Los Angeles, Pasadena, El Monte, Glendale, Burbank and Laguna Niguel. WHEREAS, the California State Legislature passed SB 793 banning the sale of flavored tobacco in 2020 but the statute is stayed pending the outcome of a referendum on the statewide ballot for the November 8, 2022 General Election. 4 Wang, TW, Centzke A, Sharapova S, Cullen KA, Ambrose BK, Jamal A, Tobacco Product Use Among Middle and High School Students- Untied States, 2011-2017. MMWR Morb Mortal Wkly Rep 2018; 67:629-633 5 Park-Lee E, Ren C. Sawdey M, et al. Notes from the Field: E-Cigarette Use Amount Middle and High School Students- National Youth Tobacco Survey, United States, 2021 . Morbidity and Mortality Weekly Report, 2021. 70:1387-9. 6 Centers for Disease Control and Prevention. Flavored Tobacco Product Use Among Middle and High School Students—United States, 2014. Morbidity and Mortality Weekly Report, 2015;64(38):1066 –70. 7 https://www.cdc.gov/tobacco/data_statistics/fact_sheets/index.htm?s_cid=osh -stu-home-spotlight-001 8 https://www.cdc.gov/tobacco/data_statistics/fact_sheets/youth_data/tobacco_use/index.htm City Council 27 –23 3/1/2022 Ordinance No. NS - ____ Page 3 of 8 WHEREAS, the staff report for this ordinance dated March 1, 2022, shall be incorporated herein by this reference, and together with this ordinance, any amendments or supplements, and oral testimony, shall constitute the necessary findings for this ordinance. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SANTA ANA DOES ORDAIN AS FOLLOWS: Section 1. The recitals and statements of fact set forth in the Recitals to this ordinance are true and correct, constitute a substant ive part of this ordinance, and are incorporated herein by this reference and adopted by the City Council. Section 2. Sections 18-90, 18-91, 18-92 and 18-103 of Article III entitled “Tobacco Retail License” of Chapter 18 of the Santa Ana Municipal Code are hereby amended to read in their entirety as follows (new language is underlined and deleted language is stricken): Sec. 18-90. Definitions. The following words and phrases, whenever used in this article, shall have the meanings defined in this section unless the context clearly requires otherwise: (a) "Department" means the Santa Ana Police Department. (b) “Characterizing flavor” means any tobacco product that contains a taste or smell, other than the taste or smell of tobacco, this is distinguishable by an ordinary consumer either prior to, or during consumption of, a tobacco product, including but not limited to, any taste or smell relating to fruit, menthol, mint, wintergreen, chocolate, cocoa, vanilla, honey, molasses, or any candy, dessert, a lcoholic beverage, herb or spice. A tobacco product shall not be determined to have a characterizing flavor solely because of the use of additives or flavorings or the provision of ingredient information. Rather, it is the presence of a distinguishable taste or aroma, or both, as described in the first sentence of this definition that constitutes characterizing flavor. (b)(c) "Chief" means the Chief of Police or designee. (d) “Flavored shisha tobacco product” means any shisha tobacco product that contains a constituent that imparts a characterizing flavor. (e) “Flavored tobacco product” means any tobacco product that imparts a characterizing flavor. There is a rebuttable presumption that a tobacco product is a flavored tobacco product if a tobacco retailer, manufacturer, or any employee or agent of a tobacco retailer or manufacturer has (i) made a public statement or claim that the tobacco product imparts a characterizing flavor; (ii) used text and/or images on th e tobacco product’s labeling or packaging to explicitly or implicitly indicate that the City Council 27 –24 3/1/2022 Ordinance No. NS - ____ Page 4 of 8 tobacco product imparts a characterizing flavor or (iii) taken action directed to consumers that would be reasonably expected to cause consumers to believe the tobacco product imparts a characterizing flavor. (f) “Hookah” means a type of waterpipe, used to smoke shisha or other tobacco products, with a long flexible tube for drawing aerosol through water. Components of a hookah may include heads, stems, bowls, and hoses. This definition applies only to this article. (c)(g) "Person" means any natural person, partnership, cooperative association, corporation, personal representative, receiver, trustee, assignee, or any other legal entity, and includes the definition of "person" found in Section 1 -2 of the Code. (d)(h) "Proprietor" means a person with an ownership or managerial interest in a business. An ownership interest shall be deemed to exist when a person has a ten percent (10%) or greater interest in the stock, assets, or income of a business other than the sole interest of security for debt. A managerial interest shall be deemed to exist when a person can or does have or share ultimate control over the day -to-day operations of a business. (e) "Tobacco paraphernalia" means cigarette papers or wrappe rs, pipes, holders of smoking materials of all types, cigarette rolling machines, and any other item designed for the smoking, preparation, storing, or consumption of tobacco products. (i) “Shisha tobacco product” means a tobacco product smoked or intende d to be smoked in a hookah. “Shisha tobacco product” includes, and may be referred to as, hookah tobacco, waterpipe tobacco, maassel, narghile, and argileh. “Shisha tobacco product” does not include any electronic devices, such as electronic hookah, elec tronic cigarette, or electronic tobacco product. (f)(j) “Tobacco product" means any of the following: (1) any substance containing tobacco leaf, including but not limited to cigarettes, cigars, pipe tobacco, hookah tobacco, snuff, chewing tobacco, dipping tobacco, bidis, or any other preparation of tobacco; or (2) any product or formulation of matter containing biologically active amounts of nicotine that is manufactured, sold, offered for sale, or otherwise distributed with the expectation that the product or matter will be introduced into the human body, but does not include any product specifically approved by the United States Food and Drug Administration for use in treating nicotine or tobacco product dependence. (1) a product containing, made or derived from tobacco or nicotine that is intended for human consumption, smoked, heated or chewed, absorbed, dissolved, inhaled, snorted, sniffed or ingested by any other means, including but not limited to, cigarettes, cigars, little cigars, chewing tobacco, pipe tobacco or snuff; (2) an electronic device that delivers nicotine or other vaporized liquids to the person inhaling from the device, including but not limited to, an electronic cigarette, cigar, pipe or hookah; (3) any component, part or accessory of a tobacco product whether or not sold City Council 27 –25 3/1/2022 Ordinance No. NS - ____ Page 5 of 8 separately. “Tobacco product” does not include a nicotine replacement product approved by the US Food and Drug Administration. [SB-793 Definition] OR (f)(j) Tobacco product" means: (1) any product that is made from substance or derived from tobacco, or that contains nicotine, that is intended for human consumption or is likely to be consumed, whether inhaled, absorbed, or ingested by any other means, including but not limited to, a cigarette, a cigar, pipe tobacco, chewing tobacco, snuff, or snus. leaf, including but not limited to cigarettes, cigars, pipe tobacco, hookah tobacco, snuff, chewing tobacco, dipping tobacco, bidis, or any other preparation of tobacco ; or (2) any product or formulation of matter containing biologically active amounts of nicotine that is manufactured, sold, offered for sale, or otherwise distributed with the expectation that the product or matter will be introduced into the human body, but does not include any product specifically approved by the United States Food and Drug Administration for use in treating nicotine or tobacco product dependence. electronic smoking device and any substances that may be aerosolized or vaporized by such device, whether or not the substance contains nicotine; or (3) any component, part, or accessory of (1) or (2), whether or not any of these contains tobacco or nicotine, including but not limited to filters, rolling papers, blunt or hemp wraps, hookahs, mouthpieces, and pipes. “Tobacco product” does not include drugs, devices, or combination products authorized for sale by the U.S. Food and Drug Administration, as those terms are defined in the Federal Food, Drug, and Cosmetic Act. [Public Health Law Center and American Lung Association (California) definition ] (g)(k) "Tobacco retailer" means any person or business who sells, offers for sale, or does or offers to exchange for any form of consideration, flavored tobacco product, tobacco, tobacco products, shisha tobacco product including flavored shisha tobacco product, or tobacco paraphernalia, or who distributes free or low cost samples of tobacco products or tobacco paraphernalia. "Tobacco retailing" shall mean the doing of any of these things. This definition is without regard to the quantity of tobacco, tobacco products, or tobacco paraphernalia sold, offered for sale, exchanged, or offered for exchange. Sec. 18-91. Tobacco retailer license. (a) It shall be unlawful for any person to act as a tobacco retailer, or to display or advertise the sale of tobacco products or tobacco paraphernalia, without obtaining and maintaining a valid tobacco retailer's license pursuant to this article for each location at which that activity is to occur. City Council 27 –26 3/1/2022 Ordinance No. NS - ____ Page 6 of 8 (b) It shall be a unlawful for a licensed tobacco retailer, or an agent or employee thereof to violate any local, state, or federal tobacco-related law. (c) Each day on which a prohibited act occurs shall constitute a separate violation. (d) It shall be unlawful for a licensed tobacco retailer or any of the licensee's agents or employees, to violate any local, state, or federal law applicable to sale, display or advertising of tobacco products, tobacco paraphernalia, or tobacco retailing. (e) Each tobacco retailer license shall be prominently displayed in a publicly visible location at the licensed location. Sec. 18-92. - Limits on tobacco retail license. (a) No license shall be issued to authorize tobacco retailing at other than a fixed business place. Tobacco retailing by persons on foot or from vehicles is prohibited. (b) No license shall be issued to authorize tobacco retailing at any location for which a tobacco retailer license suspension is in effect or during a period of ineligibility following a revocation. (c) It shall be unlawful for a tobacco retailer, o r any of the tobacco retailer’s agents or employees, to sell, offer for sale, possess with intent to sell or offer for sale, a flavored tobacco product. (d) Subsection (c) shall not apply to the sale of flavored shisha tobacco products by a licensed tobacco retailer. * * * Sec. 18-103. Tobacco retailing without a license—Seizure. (a) Tobacco products, including flavored tobacco products, shisha tobacco products, and flavored shisha tobacco products and tobacco paraphernalia offered for sale or exchange in violation of this article are subject to seizure by the chief or any peace officer and shall be forfeited after the licensee and any other owner of the tobacco products, including flavored tobacco products, shisha tobacco products, and flavored shisha tobacco products, and tobacco paraphernalia seized is given reasonable notice and an opportunity to demonstrate that the tobacco products, including flavored tobacco products, shisha tobacco products, and flavored shisha tobacco products and tobacco paraphernalia were not offered for sale or exchange in violation of this article. City Council 27 –27 3/1/2022 Ordinance No. NS - ____ Page 7 of 8 (b) Forfeited tobacco products, including flavored tobacco products, shisha tobacco products, and flavored shisha tobacco products and tobacco paraphernalia shall be maintained and destroyed pursuant to the chief's policy for seized evidence. Section 3. This ordinance shall be automatically repealed by operation of law in the event that Senate Bill 793 (2020) re flavored tobacco products goes into effect. Section 4. The City Council finds that this ordinance is not subject to the California Environmental Quality Act (CEQA) pursuant to sections 15060(c)(2), 15060(c)(3) and 15061(b)(3) of the State CEQA Guidelines because it will not result in a direct or reasonably foreseeable indirect physical change in the environment, because there is no possibility it will have a significant effect on the environment, and it is not a "project," as defined in section 15378 of the State CEQA Guidelines. Section 5. If any section, subsection, phrase, or clause of this ordinance is for any reason held to be unconstitutional, such decision shall not affect the validity of the remaining portions of this ordinance. The City Council hereby declares that it would have passed this ordinance and each section, subsection, phrase or clause thereof irrespective of the fact that any one or more sections, subsections, phrases, or clauses be declared invalid or unconstitutional. Section 6. The Clerk of the Council shall certify to the adoption of this ordinance and cause the same to be published in the manner prescribed by law. Section 7. This ordinance is introduced, passed and adopted at one and the same meeting and is thereafter immediately effective. The City Council finds that this ordinance is necessary to protect the public safety, health and welfare. The reasons for the emergency are set forth in the Recitals and Section 1 of this ordinance. ADOPTED this ___ day of ___________________, 2022. _______________________ Vicente Sarmiento Mayor APPROVED AS TO FORM: Sonia R. Carvalho, City Attorney _______________________________ Laura A. Rossini Chief Assistant City Attorney City Council 27 –28 3/1/2022 Ordinance No. NS - ____ Page 8 of 8 AYES: Councilmembers: ________________________________________ NOES: Councilmembers: ________________________________________ ABSTAIN: Councilmembers: ________________________________________ NOT PRESENT: Councilmembers: ________________________________________ CERTIFICATE OF ATTESTATION AND ORIGINALITY I, Daisy Gomez, Clerk of the Council, do hereby attest to and certify the attached Ordinance No. NS-XXXX to be the original ordinance adopted by the City Council of the City of Santa Ana on . Date: ________________ ____________________________________ Clerk of the Council City of Santa Ana City Council 27 –29 3/1/2022 Exhibit 4 ORDINANCE NO. NS-XXXX AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AMENDING ARTICLE III ENTITLED TOBACCO RETAIL LICENSE OF CHAPTER 18 OF THE SANTA ANA MUNICIPAL CODE PROHIBITING THE SALE OF FLAVORED TOBACCO PRODUCTS WHEREAS, pursuant to the City’s police power, as granted broadly under Article XI, Section 7 of the California Constitution, and Santa Ana Charter Section 200, the Santa Ana City Council has the authority to enact and enforce ordinances and regulations for the public peace, health, and welfare of the City and its residents. WHEREAS, the City Council finds and determines that the recent increase in use of e-cigarettes by middle and high school students is a grave public health concern. WHEREAS, according to the American Lung Association, smoking is the number one preventable cause of death in the United States killing over 480,000 people per year1. WHEREAS, the U.S. Center for Disease Control and Prevention (“CDC”) has definitively linked smoking to more severe illness from COVID-192. WHEREAS, a recent CDC study found that 99% of e-cigarettes sold in assessed venues in the United States contain nicotine. WHEREAS, use of nicotine can harm the developing brain and the brain continues developing until age 25. WHEREAS, use of nicotine in adolescence can lead to lower impulse control and mood disorders3. WHEREAS, there is evidence that youth may be sensitive to nicotine and that teens can feel dependent on nicotine sooner than adults. WHEREAS, as of 2017, more than two (2) million teens were currently using e- cigarettes.4 1 https://www.lung.org/research/sotc/facts 2 https://www.lung.org/research/sotc/facts 3 E-Cigarette Use Among Youth and Young Adults: A Report of the Surgeon General. 2016. 4 Wang, TW, Centzke A, Sharapova S, Cullen KA, Ambrose BK, Jamal A, Tobacco Product Use Among Middle and High School Students- Untied States, 2011-2017. MMWR Morb Mortal Wkly Rep 2018; 67:629-633 City Council 27 –30 3/1/2022 Ordinance No. NS - ____ Page 2 of 8 WHEREAS, according to the 2020 National Youth Tobacco Survey, more than 23.6% of high school students in the United States use at least one tobacco product, including e-cigarettes, as well as 6.7% of middle school students. WHEREAS, in 2021, 84.7% of youth who reported using e -cigarettes reported using flavored tobacco. The most commonly used flavors were fruit (71.6%), candy, desserts or other sweets (34.1%), mint (30.2%) and menthol (28.8%).5 WHEREAS, flavorings in tobacco products can make the products more appealing to youth6. WHEREAS, according to the CDC, each day about 1,600 youth try their first cigarette7. WHEREAS, according to the CDC, widespread marketing of e -cigarettes and the lower cost (when compared to traditional tobacco products) have contributed t o the use of e-cigarettes among youth. WHEREAS, if cigarette smoking continues at the current rate among youth in the United States, 5.6 million people currently under the age of 18, will die early from a smoking-related illness.8 WHEREAS, many cities throughout California have banned the sale of flavored tobacco including but not limited to, Buena Park, San Jose, La Verne, Los Angeles, Pasadena, El Monte, Glendale, Burbank and Laguna Niguel. WHEREAS, the California State Legislature passed SB 793 banning the sale of flavored tobacco in 2020 but the statute is stayed pending the outcome of a referendum on the statewide ballot for the November 8, 2022 General Election. WHEREAS, the staff report for this ordinance dated March 1, 2022, shall be incorporated herein by this reference, and together with this ordinance, any amendments or supplements, and oral testimony, shall constitute the necessary findings for this ordinance. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SANTA ANA DOES ORDAIN AS FOLLOWS: 5 Park-Lee E, Ren C. Sawdey M, et al. Notes from the Field: E-Cigarette Use Amount Middle and High School Students- National Youth Tobacco Survey, United States, 2021 . Morbidity and Mortality Weekly Report, 2021. 70:1387-9. 6 Centers for Disease Control and Prevention. Flavored Tobacco Product Use Among Middle and High School Students—United States, 2014. Morbidity and Mortality Weekly Report, 2015;64(38):1066 –70. 7 https://www.cdc.gov/tobacco/data_statistics/fact_sheets/index.htm?s_cid=osh -stu-home-spotlight-001 8 https://www.cdc.gov/tobacco/data_statistics/fact_sheets/youth_data/tobacco_use/index.htm City Council 27 –31 3/1/2022 Ordinance No. NS - ____ Page 3 of 8 Section 1. The recitals and statements of fact set forth in the Recitals to this ordinance are true and correct, constitute a substantive part of this ordinance, and are incorporated herein by this reference and adopted by the City Council. Section 2. Sections 18-90, 18-91, 18-92 and 18-103 of Article III entitled “Tobacco Retail License” of Chapter 18 of the Santa Ana Municipal Code are hereby amended to read in their entirety as follows (new language is underlined and deleted language is stricken): Sec. 18-90. Definitions. The following words and phrases, whenever used in this article, shall have the meanings defined in this section unless the context clearly requires otherwise: (a) "Department" means the Santa Ana Police Department. (b) “Characterizing flavor” means any tobacco product that contains a taste or smell, other than the taste or smell of tobacco, this is distinguishable by an ordinary consumer either prior to, or during consumption of, a tobacco product, including but not limited to, any taste or smell relating to fruit, menthol, mint, wintergreen, chocolate, cocoa, vanilla, honey, molasses, or any candy, dessert, alcoholic beverage, herb or spice. A tobacco product shall not be determined to have a characterizing flavor solely because of the use of additives or flavorings or the provision of ingredient information. Rather, it is the presence of a distinguishable taste or aroma, or both, as described in the first sentence of this definition that constitutes characterizing flavor. (b)(c) "Chief" means the Chief of Police or designee. (d) “Flavored shisha tobacco product” means any shisha tobacco product that contains a constituent that imparts a characterizing flavor. (e) “Flavored tobacco product” means any tobacco product that imparts a characterizing flavor. There is a rebuttable presumption that a tobacco product is a flavored tobacco product if a tobacco retailer, manufacturer, or any employee or agent of a tobacco retailer or manufacturer has (i) made a public statement or claim that the tobacco product imparts a characterizing flavor; (ii) used text and/or images on th e tobacco product’s labeling or packaging to explicitly or implicitly indicate that the tobacco product imparts a characterizing flavor or (iii) taken action directed to consumers that would be reasonably expected to cause consumers to believe the tobacco product imparts a characterizing flavor. (f) “Hookah” means a type of waterpipe, used to smo ke shisha or other tobacco products, with a long flexible tube for drawing aerosol through water. Components of a hookah may include heads, stems, bowls, and hoses. This definition applies only to this article. City Council 27 –32 3/1/2022 Ordinance No. NS - ____ Page 4 of 8 (c)(g) "Person" means any natural person, partnership, cooperative association, corporation, personal representative, receiver, trustee, assignee, or any other legal entity, and includes the definition of "person" found in Section 1 -2 of the Code. (d)(h) "Proprietor" means a person with an ownership or managerial interest in a business. An ownership interest shall be deemed to exist when a person has a ten percent (10%) or greater interest in the stock, assets, or income of a business other than the sole interest of security for debt. A managerial interest shall be deemed to exist when a person can or does have or share ultimate control over the day -to-day operations of a business. (e) "Tobacco paraphernalia" means cigarette papers or wrappers, pipes, holders of smoking materials of all types, cigarette rolling machines, and any other item designed for the smoking, preparation, storing, or consumption of tobacco products. (i) “Shisha tobacco product” means a tobacco product smoked or intended to be smoked in a hookah. “Shisha tobacco product” includes, and may be referred to as, hookah tobacco, waterpipe tobacco, maassel, narghile, and argileh. “Shisha tobacco product” does not include any electronic devices, such as electronic hookah, electronic cigarette, or electronic tobacco product. (f)(j) “Tobacco product" means any of the following: (1) any substance containing tobacco leaf, including but not limited to cigarettes, cigars, pipe tobacco, hookah tobacco, snuff, chewing tobacco, dipping tobacco, bidis, or any other preparation of tobacco; or (2) any product or formulation of matter containing biologically active amounts of nicotine that is manufactured, sold, offered for sale, or otherwise distributed with the expectation that the product or matter will be introduced into the human body, but does not include any product specifically approved by the United States Food and Drug Administration for use in treating nicotine or tobacco product dependence. (1) a product containing, made or derived from tobacco or nicotine that is intended for human consumption, smoked, heated or chewed, absorbed, dissolved, inhaled, snorted, sniffed or ingested by any other means, including but not limited to, cigarettes, cigars, little cigars, chewing tobacco, pipe tobacco or snuff; (2) an electronic device that delivers nicotine or other vaporized liquids to the person inhaling from the device, including but not limited to, an electronic cigarette, cigar, pipe or hookah; (3) any component, part or accessory of a tobacco product whether or not sold separately. “Tobacco product” does not include a nicotine replacement product approved by the US Food and Drug Administration. [SB-793 Definition] OR (f)(j) Tobacco product" means: (1) any product that is made from substance or derived from tobacco, or that contains nicotine, that is intended for human consumption or is likely to be consumed, whether inhaled, absorbed, or ingested by any other means, City Council 27 –33 3/1/2022 Ordinance No. NS - ____ Page 5 of 8 including but not limited to, a cigarette, a cigar, pipe tobacco, chewing tobacco, snuff, or snus. leaf, including but not limited to cigarettes, cigars, pipe tobacco, hookah tobacco, snuff, chewing tobacco, dipping tobacco, bidis, or any other preparation of tobacco ; or (2) any product or formulation of matter containing biologically active amounts of nicotine that is manufactured, sold, offered for sale, or otherwise distributed with the expectation that the product or matter will be introduced into the human body, but does not include any product specifically approved by the United States Food and Drug Administration for use in treating nicotine or tobacco product dependence. electronic smoking device and any substances that may be aerosolized or vaporized by such device, whether or not the substance contains nicotine; or (3) any component, part, or accessory of (1) or (2), whether or not any of these contains tobacco or nicotine, including but not limited to filters, rolling papers, blunt or hemp wraps, hookahs, mouthpieces, and pipes. “Tobacco product” does not include drugs, devices, or combination products authorized for sale by the U.S. Food and Drug Administration, as those terms are defined in the Federal Food, Drug, and Cosmetic Act. [Public Health Law Center and American Lung Association (California) definition] (g)(k) "Tobacco retailer" means any person or busine ss who sells, offers for sale, or does or offers to exchange for any form of consideration, flavored tobacco product, tobacco, tobacco products, shisha tobacco product including flavored shisha tobacco product, or tobacco paraphernalia, or who distributes free or low cost samples of tobacco products or tobacco paraphernalia. "Tobacco retailing" shall mean the doing of any of these things. This definition is without regard to the quantity of tobacco, tobacco products, or tobacco paraphernalia sold, offered for sale, exchanged, or offered for exchange. Sec. 18-91. Tobacco retailer license. (a) It shall be unlawful for any person to act as a tobacco retailer, or to display or advertise the sale of tobacco products or tobacco paraphernalia, without obtaining and maintaining a valid tobacco retailer's license pursuant to this article for each location at which that activity is to occur. (b) It shall be a unlawful for a licensed tobacco retailer, or an agent or employee thereof to violate any local, state, or federal tobacco-related law. (c) Each day on which a prohibited act occurs shall constitute a separate violation. (d) It shall be unlawful for a licensed tobacco retailer or any of the licensee's agents or employees, to violate any local, state, or federal law applicable to sale, display or advertising of tobacco products, tobacco paraphernalia, or tobacco retailing. City Council 27 –34 3/1/2022 Ordinance No. NS - ____ Page 6 of 8 (e) Each tobacco retailer license shall be prominently displayed in a publicly visible location at the licensed location. Sec. 18-92. - Limits on tobacco retail license. (a) No license shall be issued to authorize tobacco retailing at other than a fixed business place. Tobacco retailing by persons on foot or from vehicles is prohibited. (b) No license shall be issued to authorize tobacco retailing at any location for which a tobacco retailer license suspension is in effect or during a period of ineligibility following a revocation. (c) It shall be unlawful for a tobacco retailer, or any of the tobacco retailer’s agents or employees, to sell, offer for sale, possess with intent to sell or offer for sale, a flavored tobacco product. (d) Subsection (c) shall not apply to the sale of flavored shisha tobacco products by a licensed tobacco retailer. * * * Sec. 18-103. Tobacco retailing without a license—Seizure. (a) Tobacco products, including flavored tobacco products, shisha tobacco products, and flavored shisha tobacco products and tobacco paraphernalia offered for sale or exchange in violation of this article are subject to seizure by the chief or any peace officer and shall be forfeited after the licensee and any other owner of the tobacco products, including flavored tobacco products, shisha tobacco products, and flavored shisha tobacco products, and tobacco paraphernalia seized is given reasonable notice and an opportunity to demonstrate that the tobacco products, including flavored tobacco products, shisha tobacco products, and flavored shisha tobacco products and tobacco paraphernalia were not offered for sale or exchange in violation of this article. (b) Forfeited tobacco products, including flavored tobacco products, shisha tobacco products, and flavored shisha tobacco products and tobacco paraphernalia shall be maintained and destroyed pursuant to the chief's policy for seized evidence. Section 3. This ordinance shall be automatically repealed by operation of law in the event that Senate Bill 793 (2020) re flavored tobacco products goes into effect. City Council 27 –35 3/1/2022 Ordinance No. NS - ____ Page 7 of 8 Section 4. The City Council finds that this ordinance is not subject to th e California Environmental Quality Act (CEQA) pursuant to sections 15060(c)(2), 15060(c)(3) and 15061(b)(3) of the State CEQA Guidelines because it will not result in a direct or reasonably foreseeable indirect physical change in the environment, because there is no possibility it will have a significant effect on the environment, and it is not a "project," as defined in section 15378 of the State CEQA Guidelines. Section 5. If any section, subsection, phrase, or clause of this ordinance is for any reason held to be unconstitutional, such decision shall not affect the validity of the remaining portions of this ordinance. The City Council hereby declares that it would have passed this ordinance and each section, subsection, phrase or clause thereof irrespective of the fact that any one or more sections, subsections, phrases, or clauses be declared invalid or unconstitutional. Section 6. The Clerk of the Council shall certify to the adoption of this ordinance and cause the same to be published in the manner prescribed by law. Section 7. This ordinance shall become effective thirty (30) days after adoption of the second reading by the Santa Ana City Council. ADOPTED this ___ day of ___________________, 2022. _______________________ Vicente Sarmiento Mayor APPROVED AS TO FORM: Sonia R. Carvalho, City Attorney _______________________________ Laura A. Rossini Chief Assistant City Attorney AYES: Councilmembers: ________________________________________ NOES: Councilmembers: ________________________________________ ABSTAIN: Councilmembers: ________________________________________ NOT PRESENT: Councilmembers: ________________________________________ City Council 27 –36 3/1/2022 Ordinance No. NS - ____ Page 8 of 8 CERTIFICATE OF ATTESTATION AND ORIGINALITY I, Daisy Gomez, Clerk of the Council, do hereby attest to and certify the attached Ordinance No. NS-XXXX to be the original ordinance adopted by the City Council of the City of Santa Ana on . Date: ________________ ____________________________________ Clerk of the Council City of Santa Ana City Council 27 –37 3/1/2022