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HomeMy WebLinkAboutSEVA COLLECTIVE, THEINSURANCE ON FILE WORK MAY PROCEED A-2023-046 UNTIL INSURANCE EXPIRES G-rt2A)L CLERK OF COUNCIL DATE, AGREEMENT BETWEEN THE CITY OF SANTA ANA AND APR 0 4 1013 THE SEVA COLLECTIVE FOR USE OF \ AMERICAN RESCUE PLAN ACT (ARPA) FUNDS CThis Agreement is hereby made and entered into this -ph day of February 2023, 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 the Seva Collective, 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. On August 2, 2022, the City Council approved the updated Revive Santa Ana Spending Plan, and appropriated the City's second and final ARPA allocation of $64,180,000. D. On November 22, 2022, the City Manager's Office issued a Request for Proposals (RFP) for contractors to operate food distribution programs throughout the City, which is an eligible expense under the category of direct assistance programs. E. CONTRACTOR has been selected by the CITY to receive ARPA SLFRF Funds in order to provide a food distribution program, 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. 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: 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 29, 2024 ("Term"), unless terminated earlier pursuant to the terms of this Agreement. Subject to funding availability, the City has the option to grant up to a one (1) year renewal option, exercisable by a writing by the City Manager and City Attorney. C. Amount of Grant Funding. The total amount of funds provided for said program shall not exceed Two Hundred Fifty Thousand dollars ($250,000) ("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. City neither warrants nor guarantees any minimum or maximum compensation to Contractor under this Agreement. 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 2 in the grant allocation will be made after consultation with CONTRACTOR. E. Grant Program Requirements. (1) CONTRACTOR acknowledges that the source of funding for said program is the federal ARPA SLFRF, 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 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. 3 (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 federal and state law including but not limited 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 or CITY's agent 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, 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 0 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) CITY should complete all closeout actions for the Federal award no later than one year after receipt and acceptance of all required final reports. 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. 5 (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) 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 0 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 Reouirements. 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 Federalassistance programs under Executive Order 12549, "Debarment and Suspension". See also 24 CFR 570.609. CONTRACTOR must review and sign EXHIBIT C "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. 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/orjustify 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. Lobbvina. 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 D, 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 0 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. Druq 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. 9 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. Protect 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. 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. 10 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 570.2000): 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 11 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 Lauren Matthews Management Aide City Managers Office 20 Civic Center Plaza P.O. Box 1988 Santa Ana, California 92702-1988 12 TO CONTRACTOR: SEVA Collective Saanand Singh Sethee, Director 2552 Walnut Avenue, Suite 140 Tustin, CA 92780 F. Assi-gnability. 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 191 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 and related investigations, claim administration, and defense expenses within the retention. The policy language shall provide, or be endorsed 14 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. 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 15 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 1(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 16 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 SUBRECIPIENT'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 the Unique Entity ID created in SAM.gov. and Federal Award Identification Number (FAIN), as well as the applicable information for ARPA, are included in Exhibit G 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, 17 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} ig A-2023-046 IN WITNESS WHEREOF, the parties hereto have executed this Agreement as of the date and year first written above. ATTEST: CI of th Council APPROVED AS TO FORM: SONIA R. CARVALHO City Attorney 0 m JOSE MONTOYA Assistant City Attorney CONTRACTOR: Name: Saanand Singh Sethee Title: Director Seva Collective UEI #: TDB5XMRQAE11 EIN/TIN:86-1998980 19 CITY OF SANTA ANA KRISTINE RIDGE City Manager EXHIBIT A Proposal Submission for: Revive: Santa Ana Food Supply/ Distribution Programs Rfp No.: 22-166A By: The Seva Collective J P C O �W ?� Aff s /�ySSFRVING HU�P� info@TheSevaCollective.org 1 714-584-75731 www.thesevacollective.org I @sevacollectiveofficial Proposed Work Plan Program Design and Description: As described above, in the Services Provided section of our proposal, the food distribution services we currently engage in will continue to be implemented, albeit with a more robust operational quality. From startup to its current form, through much planning, trial and error, our model has settled on the streamlined operation we currently employ. To achieve this relied on the generous and continued dedication of a core set of volunteers who offered many hours of their time. We feel that The Seva Collective is at a junction, where many defined operational duties can be handed off to administrative and logistics staff, thereby freeing the directors to pursue a broader vision for the organization's capabilities in service of the Santa Ana community in the future. Currently at our bi-monthly distribution events we serve approximately 550 families, meaning over the course of a month we serve roughly 1100 families. We have an amazing volunteer base of over 600 people who have participated in distribution events and a cadre of about 40 volunteers who regularly attend. Our Core Volunteer Leadership team, including the directors, who are always in attendance, have streamlined a system by which to distribute 20 - 25 thousand pounds of food at each distribution. Food and supplies are identified, coordinated, gathered, loaded and trucked to the distribution location. Whereby the food is unloaded, sorted, and repackaged into individual family portions. The items are arrayed at several drive -through stations and a walk-up station to serve those residents who may not have access to transportation. To help organize the long line of cars that has been stacked in the parking lot of our distribution site at Villa Fundamental Intermediate School we have arranged for the generous help of the SAUSD DSO (District Security Officers) as well as the Santa Ana PD. The drives are conducted with safety, efficiency and respect at the forefront. Parking lot attendants monitor and regulate traffic, recipients are greeted warmly and notified of services and upcoming events, and food and other items are loaded into trunks and carts. Overthe course of about 2 - 2.5 hours we are able to serve roughly 550 families all the provisions we have allotted for that week. If granted the award amount we plan on implementing the following broad organizational changes: Hire Administrative and Logistics Staff Lease Warehouse/Office Space within Santa Ana Retrofit Warehouse Space with Cold -Storage. Purchase Logistics Equipment (Truck, Forklift, etc.) By implementing these changes we can strengthen and expand our services by expanding nutritional value and increasing our service offering. Expand Nutritional Value Securing a regular supply of dairy, eggs and protein has been a challenge through our system of partners. We also know recipients value these products to create rounded meals for their families. By leveraging wholesale purchasing power, we feel that we could offer these products to our families providing them tremendous value at acceptable cost to the organization. By providing a more nutritionally rich offering, we can help recipients plan their meals more easily and provide a higher level of nutrition, which will lead to better overall health of the Santa Ana community that we serve. 10 Additionally, at times we face challenges when creating a nutritionally balanced food kit due to our lack of reliable and long term storage. Currently, our model relies upon all the available items to arrive just -in -time on the day or two leading up to the distribution. This can create logistical hurdles and any misstep could result in a nutritionally incomplete food kit for distribution. Having cold storage capability would allow us to store produce, eggs, dairy, meat and other cold -storage foods for a longer amount of time thereby opening up our logistical capabilities to accept a larger amount of these nutritionally rich items. It would also allow us to schedule receiving and storage of produce outside of our current short window. This capability would allow us to expand and better control our offerings to our recipients. Expanded Walk -In Service Our current model allows for recipients to receive food during the prescribed semi-monthly drives. We understand this can be constraining on those in need of our help and may exclude many families from receiving food when they need it. We often field calls during the week from families looking for food assistance immediately. Having a warehouse space in the city of Santa Ana will allow us to open our doors on a more regular basis. With a permanent location we will offer a weekly time slot for people to come in and receive food. This would expand the number of families we could serve significantly, as well as serve a population of people in more critical need of help. We anticipate that with an additional weekly time slot we would serve an additional 750 unduplicated households per year. EXPANDED NUTRITIONAL VALUE TASKS Month 1 Month 2 Month 3 Month 4 Hire Administrative Director Secure Lease on Warehouse Space Tenant Improvement and Cold Storage Identify Vendors Establish Food Safety Logistics 11 WEEKLY WALK-IN SERVICE TASKS Hire Administrative Director Secure Lease on Warehouse Space Engage in Community Outreach Month 1 Month 2 Month 3 Month 4 Our location, Villa Fundamental Intermediate School site, was chosen due to its proximity to many walkable HUD QCT Tracts (744.03, 744.07, 745.01, 744.05, 755.14). Based on a sample survey from those we have served, here is a map (below ml) showing where recipients come from. You can see a significant population that is attending are from the QCT tracts map (m2) that have been disproportionately impacted. We have gone to the heart of impacted communities, and have listened to what they need, and where the gaps are in their nutrition. We are dedicated to filling those gaps, and continually strive to implement best practices to serve the impacted and disproportionately impacted populations. m2 (source ■wreo...,asa.ra. ■a.�¢,aa.w .��_.-: -rah r aea+•• a— i ... i n. ems. - Mq SaMIXe /kre wet r rw - s ■ ..m ¢■ .uLtiW mo- .arty 6alr. r.apn..,w Ws{Ys ml •aan�oumY® C µ r`.r ` o eax• i • • ©cwowr .�a•ra or� - �tlm'•avv -p �Y CawllquH QfonSNrJo • A Mn�r od.rvgn xxar jl ®,OWpeM eum• • MxcmiWM aeG1„eQ We anticipate a total of 3,500 unduplicated households annually during our food distribution events with an anticipated additional 750 unduplicated households served with the expanded walk-in services. 12 1. Details of food supply and/or food distribution services to be provided, the tasks to be accomplished, duration of the program and the deliverables to be provided. Services to be provided: We currently run food distribution drives twice per month at Villa Fundamental School in Santa Ana. We would like to continue these drives, as well as add programming that could benefit residents of Santa Ana during some of our non -drive days. If we receive this grant, we will be able to obtain warehouse space to help meet the needs of the community mid -week. Currently, due to lack of budget, it is very difficult to provide service to residents on days that we are not holding our scheduled drives. Our goal would be to provide services in terms of emergency food assistance on other days/times as well with our Walk -In Service. Additionally, we would like to increase our nutritional value of the food that is being distributed to the population, ensuring that well-balanced, protein rich and nutritious foods reach each family we serve. Tasks to be accomplished: In order to implement the proposed services, we would need to complete the following steps: Hire administrative and logistics staff, lease warehouse/office space within Santa Ana, retrofit the space with adequate storage capabilities and purchase transportation equipment (e.g. a truck, forklift, etc) to manage and move our supply. (See above for timeline of implementation) Duration of the program: The goal is for the program duration to be ongoing. The broader vision of The Seva Collective is to be embedded within the city of Santa Ana as a resource for consistent and reliable food distribution for all vulnerable populations for years to come. As long as we are able to obtain and maintain sustainable funding from all of our sources, we will continue to be a stable permanent food source for the community of Santa Ana. 2. Details of target population: Our target population is anyone in need of food assistance. We have focused on being easily accessible to the densest population of impacted and disproportionately impacted peoples. The majority of the recipients are working poor, with families, whose financial commitments are greater than the funds they have available. Many times they are deciding between buying basic food items, unable to even think about sourcing fresh, nutritious food, and fulfilling a living need such as: paying rent, changing a tire, or paying for necessary medical or dental treatment. Our target population to serve are those that have been hit by COVID and inflation who need assistance to make their ends meet, and ensure their families receive well-balanced, protein rich and nutritious foods regardless of their situation. 3. Details of unmet need: The need within the city of Santa Ana is evidenced by the tremendous demand of the recipients related to us by their stories. It is made apparent by their willingness to lineup for our food drives, often waiting for over 3 hours before our start time. This has happened during the height of the pandemic, and continues to this date. Santa Ana is a city with several food deserts and high food insecurity, and we hope to continue to provide services in whatever way we can to help meet this need. One key factor that we have been told again and again, is that there are many food pantries around, however one thing that sets Seva Collective apart is our dedication and commitment to serving fresh and nutritious produce at all of our food distribution events. 4. Details of collaborations with local organizations: The Seva Collective has been fortunate to have developed many partners over the past 2.5 years of holding these food drives. From our first drive, in May of 2020, we have 13 had Santa Ana Police Department assist with traffic coordination and management. They have been an invaluable resource to help keep the miles -long line running smoothly and efficiently, at whatever location we have been at. Since February 2021, the Seva Collective has partnered with Santa Ana Unified School District, who has helped provide a location for us to hold our food drives. The district has been very supportive in the continuation of the food drives, and have extended our ability to hold them at Villa Fundamental. The Seva Collective has also partnered with the Orange County Food Bank, where we are able to obtain donated food as well as purchase food for our drives. The Seva Collective also partnered with Sikh Center of Orange County, where we were fortunate to be able to hold our drives almost every week of 2020, beginning in May. We also built a strong relationship with the Santa Ana City Manager's office, with whom we share our food pantry flyers for every drive and they help distribute the information to the community members who need it. We hope to continue building relationships and collaborate with local organizations as we continue to do this work in Santa Ana. 5. Details of innovation in program/service delivery: The food distribution process has made a seemingly long-lasting shift after the pandemic. We visited and consulted several food distributions who have been in place prior to the pandemic in a "storefront style' format, where recipients would enter the food pantry and get food inside. However, what we have learned is that the drive -through (and also walk-up) food distribution allows for food pantries to serve many more people more efficiently and effectively. Many prior "storefront" food pantries are now making a permanent shift to drive -through format food drives. The Seva Collective's goal is to have a hybrid system, where we continue to hold drive -through food pantries, where we are able to make pre -packaged baskets of fresh produce as well as shelf -stable food packages to provide to every car who comes through and we are able to have expanded walk-in services for those who are unable to attend the larger food distribution events. We would ideally like to be able to provide expanded nutritional items such as milk and eggs, which we would purchase and hold in refrigerated units if we are able to. The key to our innovation, implementation and success at running these food distribution events is our motto "doing good for all." We do not require or request pre -registration prior to attending the distribution and receiving food. We have realized that pre -registration prior to a large distribution event becomes a hurdle for those families and populations most impacted and who have the most need. 14 The Seva Collective will comply with the State and Local Fiscal Recovery Funds, Compliance and Reporting responsibilities for the following categories, Negative Economic Impacts and Household Assistance: Food Programs. We understand that we must comply with the Statutory Eligible Uses, Treasury's Interim Final Rule, Uniform Guidance (2 GFR) and any other Award Terms and Conditions. We understand that there are four Eligible and certain Restricted Uses for these funds, and we fall under the Negative Economic Impacts and Household Assistance Food Programs sections. We also understand that Eligible Cost Time Frame currently are for Eligible costs incurred once the grant has been awarded and December 31, 2024. With additional funds possibly obligated by December 31, 2024 and expended by December 31, 2026. Most importantly we understand that the Reporting Requirements typically include an initial interim report, quarterly or annual Project and Expenditure reports and a Recovery Plan. Our interim report will include the Initial overview of status and uses of funding, and it will be due one time. Our Project and Expenditure reports are due quarterly and will cover the types of projects funded, our financial data and any information on contracts, grants and subawards when applicable. Our Recovery Plan is due annually and covers our approach and objectives, descriptions of funded projects, performance and evidence information and how we are promoting equity. We further understand that our recovery plan must be published on our public -facing website as well as submitted to the City and Treasury, and that some data from the Recovery Plan will be entered into the Treasury reporting system. We understand that a Recovery plan must include: Executive Summary, Use of Funds, Promoting Equitable Outcomes, Community Engagement, Labor Practices and Use of Evidence. It should also cover project inventory with a table of expenses by expenditure category and Project Inventory. Lastly at minimum it should cover program data and performance indicators including Performance Report, Required Performance Data and Ineligible Activities: Tax Offset Provisions. For Project and Expenditure reports, we understand that the Project Demographic Distribution reporting is key. We will identify whether or not the project is serving an economically disadvantaged community, based on if: program or service is provided at a physical location in a Qualified Census Tract (QCT) (which it is), Primary intended beneficiaries live within a QCT (the majority of recipients are local to the OCT, eligibility criteria are such that the primary intended beneficiaries earn less than 60 percent of the median income; or that eligibility criteria are such that over 2S percent of intended beneficiaries are below the federal poverty line; based upon the expenditure category Household assistance. We will be able to provide Evidence of Use by maintaining and sharing food distribution totals for each event, pictures of events, testimony from recipients, testimony from volunteers, and corroboration from participating local agencies (e.g. Santa Ana Unified School District, Santa Ana Police Department, local organizations such as OC Food Bank, etc). Our current distribution site serves the QCTs within Santa Ana. Our robust and redundant notification systems to recipients ensures that we effectively reach residents of the QCTs surrounding our distribution site. We are 15 regularly flyering, display roadway signage, forward advertisement through the school district, advertisement through city offices, being available through county services lines, and maintain a large text message database. And of course, the distribution events themselves are a very visible, repetitive presence in the community. Our service is within walking distance of the following OCT Tracts: 744.03, 744.07, 745.01, 744.05, 755.14, as well as being within a short driving distance to the nine other QCT's within Santa Ana. As you can see on the map below, we are situated right in the heart of not only the QCTs, but also many LIHTCs (Low Income Housing Tract Communities) as well. (source: httos://www.huduser.gov/oortal/sadda/sadda act htmt) fN➢1}d Wtll�IC rro WGLInY�atl W.WprvwMua .... r. .ai :IDT ;N A}l Eegip.ue ppba a�YYn Ne.IVNMb kW OFmtlaiwY MYgYn ml0gyo}}YrYYmOe MlWnl4yon ncOn. nLw UxMn N. W] 1]OmuYIDnw BGV Ccf Wibanw Vwrrr., BAw+rYv 4see i4un;;.� O wa� arnn oena:}m,,,.� pauauncnn.vawn�:•; MJvpN.b Maw�Yq 4ketYm •lW] :) ID12 Our procedures, recording and expenditures intend to comply with 2 CFR part 200 (Uniform Administrative) Requirements. We understand that as a non -Federal entity we are responsible for the efficient and effective administration of the Federal award through the application of sound management practices. We will measure our performance to show that we are achieving our program goals and objectives. The Seva Collective is currently under the threshold of $750,000 in federal grants, therefore Audits are not required. However, we will comply with all reporting requirements that are laid out in 2 CFR part 200. We will bring on someone to assist with our reporting and auditing so we can ensure we stay in compliance. The Seva Collective will submit monthly reports in a form supplied by the City in whichever format they prefer. Seva will utilize City -provided tracking forms to document recipients and their demographic and need data. The Seva Collective will also comply with all City, federal, and state reporting requirements in a timely manner. Reports shall be provided to the City upon request or regularly at a frequency to be determined by the City. The Seva Collective will provide monthly reports in form supplied by the City to the City's Project Manager that will include the following: the quantity of food distributed; the number of households to which food was distributed, the dates) of distribution event(s), the location of the distribution event(s),; and the distribution event time frame and number of hours. Once again, in order to ensure that we maintain compliance we will work with an outside consultant who is well versed in 2 CFR part 2000 (Uniform Administrative Requirements) Reporting. 16 iv. Suggestions or Current Concerns We do not currently have any suggestions or current concerns at this time. v. Description of Deliverables and Implementation Plan. As described above, in the Services Provided section of our proposal, the food distribution services we currently engage in will continue to be implemented, albeit with a more robust operational quality. Currently at our bi-monthly distribution events we serve approximately 550 families, meaning over the course of a month we serve roughly 1100 families, which we will continue to do. We also intend to expand our national value in terms of offering more dairy, eggs and protein to our recipients. Additionally, we intend to implement a weekly walk-in service to broaden our availability and serve more families. Please refer to the charts below to view our implementation timeline. EXPANDED NUTRITIONAL VALUE TASKS Month 2 ® Month 4 Hire Administrative Director Secure Lease on Warehouse Space Tenant Improvement and Cold Storage Identify Vendors — Establish Food Safety Logistics — WEEKLY WALK-IN SERVICE TASKS ® Month 2 ® Month 4 Hire Administrative Director Secure Lease an WarehSecure use a ace Engage In Community Outreach — 17 EXHIBIT B Budget Proposal Line Revenue Program or Project Grant Request 1 Grants $250,000 $250,000 2 Contracts $0 $0 3 Corporate contributions $7,500 $0 4 Foundation Matching Funds $10,000 $0 5 Donations from Individuals & Trusts $40,000 $0 6 Fees for services $0 $0 7 Fundraisers, events, sales $0 $0 8 Endowment $0 $0 9 Interest income $0 $0 10 Miscellaneous $0 $0 11 Total $307,600 $250,000.00 12 In -kind $1,136,800 $0.00 13 Total Revenue $1,444,300 $250,000 Line Expenses Program or Project Grant Request 14 Staff salaries and wages $75,000 $55,000 15 Fringe benefits $6,000 $3,000 16 Rent $45,000 $29,000 17 Utlities, etc $5,000 $5,000 18 Refrigerated Truck Lease $36,000 $36,000 19 Truck Maintanence, Repairs, Registration, etc $15,000 $15,000 20 Material Handling Equipment $5,000 $5,000 21 Insurances $10,000 $3,000 22 Expansion of Nutritional Value (e.g. Milk, Eggs, etc) $76,000 $76,000 23 Supplies and materials $7,000 $3,000 24 Printing and copying $2,000 $2,000 25 Community Outreach $3,000 $3,000 26 Telecommunications $2,000 $0 27 Volunteer $5,500 $0 28 Contract services $10,000 $10,000 20 29 Miscellaneous $5,000 $5,000 30 Staff and volunteer training $0 $0 31 Subtotal $307,500 $250,000 32 General operating (indirect) $0 $0 33 Total $307,500 $250,000 34 In -kind 35 Services Rendered: 36 Director: Logistics and Transportation $39,000 $0 37 Director: Community Outreach & Engagement $27,300 $0 38 Director: Strategic Relationships Management $27,300 $0 39 Director: Administrative Management $31,200 $0 40 Administrative Offices $12,000 $0 41 Baked Goods $60,000 $0 42 Fresh Produce $550,000 $0 43 Pantry Staple Items $325,000 $0 44 Non -Food Items $65,000.00 $0 45 Total In -kind $1,136,800 $0 46 Total Expenses $1,444,300 $250,000 47 Revenue over Expenses $0 $0 We have strong reserves to handle our cash flow needs for the time between expenditures and reimbursement. Additionally we have been supported by a network of private and corporate benefactors as well as philanthropic foundations. They have pledged to step in additional funds as needed due to the expansion of services. We believe it is quite feasible to maintain the necessary cash flow requirements that will be needed during the interim reimbursement periods. 21 EXHIBIT C 41 CITY OF SANTA ANA ATTACHMENT H 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 98.510, Participants' responsibilities. The regulations were published as Part VII of the May 26, 1988 Federal Register (pages 19160-19211). (BEFORE COMPLETING CERTIFICATION, READ INSTRUCTIONS FOR CERTIFICATION —on following page) (1) 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. Ravin Kaur Kohli Director Name and Title of Authorized Representative 12/14/2022 Date THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL. PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE. CITY OF SANTA ANA INSTRUCTIONS FOR CERTIFICATION 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 "Certfcation Regarding Debarment, Suspension, Ineligibility and voluntary exclusion - LowerTier 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. 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. EXHIBIT D (9) CITY OF SANTA ANA ATTACHMENT D NON -COLLUSION AFFIDAVIT (Title 23 United States Code Section 112 and Public Contract Code Section 7106) To the CITY OF SANTA ANA In accordance with Title 23 United States Code Section 112 and Public Contract Code 7106 the proposer declares that the proposal is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation; that the proposal is genuine and not collusive or sham; that the proposer has not directly or indirectly induced or solicited any other proposer to put in a false or sham proposal, and has not directly or indirectly colluded, conspired, connived or agreed with any proposer or anyone else to put in a sham proposal, or that anyone shall refrain from bidding; that the proposer has not in any manner, directly or Indirectly, sought by agreement, communication, or conference with anyone to fix the proposal price of the proposer or any proposer, or to fix any overhead, profit, or cost element of the proposal price, or of that of any other proposer, or to secure any advantage against the public body awarding the contract of anyone interested in the proposed contract; that all statements contained in the proposal are true; and, further, that the proposer has not, directly or indirectly, submitted his or her proposal price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, or paid, and will not pay, any fee to any corporation, partnership, company association, organization, bid depository, or to any member or agent thereof to effectuate a collusive or sham proposal. Note: The above non -collusion affidavit is part of the proposal. Signing this proposal on the signature portion thereof shall also constitute signature of this non -collusion affidavit. Proposers are cautioned that making,p-feltse certification may subject the certifier to criminal prosecution. State of C, County of OLd9c Subscribed and swom to (or affirmed) beforeme on this day of 20_, by proved to me on the basis of satisfactory evidence to be the person(s) who appeared before me. 'See Attached Notary Public Signature Notary Public Seal THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL. PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE. CALIFORNIA JURAT A notary public or other officer completing this certificate verifies only the Identity of the individual who signed the document, to which this certificate is attached, and not the truthfulness, accuracy, or validity of that document. STATE OF CALIFORNIA ) COUNTY OF O On � } Subscribed and sworn to (or affirmed) before me on this I day of DEG ;O u L Date Month Year by �Gv v} KGUr kdk I; Name of signer proved to me on the basis of satisfactory evidence to be the person() who appeared before me. Signature: rgnature of Notary Public JONATHAN B. ta' MEN001A • Notary Pu G111,- 1'1WHn1a Oran4e Caunry Commission R 2406730 tO Ay Comm. Expires Jun 2, 2026 Seal Place Notary Seal Above OPTIONAL------------------------------------------- Though this section is optional, completing this information can deter alteration of the document or fraudulent attachment of this form to an unintended document. Description of Attached Document Title or Type of Document: /a0r!-%�isr'Un �tF G�4✓I Document Date: Number of Pages: Signer(s) Other Than Named Above: EXHIBIT E MI CITY OF SANTA ANA ATTACHMENT E NON -LOBBYING CERTIFICATION The prospective participant certifies, by signing and submitting this bid or proposal, to the best of his or her knowledge and belief, that: (1) No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of any Federal agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement. (2) If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any Federal agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, "Disclosure of Lobbying Activities," in conformance with its instructions. This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by Section 1352, Title 31, U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure. The prospective participant also agrees by submitting his or her bid or proposal that he or she shall require that the language of this certification be included in all lower tier subcontracts, which exceed $100,000 and that all such subrecipients shall certify and disclose accordingly. Signed:_,+. Title: Ravin Kaur Kohli Firm: The Seva Collective Date: 12/14/2022 THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL. PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE. EXHIBIT F CITY OF SANTA ANA ATTACHMENT 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 OF SANTA ANA ( 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), (a) 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. The Seva Collective Organization � c ti) (Ravin Kaur Kohli) 12/14/2022 Authorized Signature Date THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL. PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE. CITY OF SANTA ANA ATTACHMENT DRUG -FREE WORKPLACE (CONTINUED) PLACE OF PERFORMANCE FOR CERTIFICATION REGARDING DRUG -FREE WORKPLACE REQUIREMENTS Name: The Seva Collective I Ravin Kaur Kohli narP• 12/14/2022 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): 2552 Walnut Ave, #140, Tustin, CA 92780 - HQ/Admin Offices 1441 E Chestnut Ave, Santa Ana, CA 92701 - Distribution Site TBD - looking for an additional space in Santa Ana THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL. PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE. EXHIBIT G `1 CITY OF SANTA ANA ATTACHMENT G 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. 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. 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. (a CITY OF SANTA ANA IV. FEDERAL AWARD IDENTIFICATION FAIN INFORMATION A. CONTRACTOR Name: The Seva Collective — B. CONTRACTOR'S Unique Entitv Identifier UEI : Federal Award C. Identification Number (FAIN): D. Federal Award Date: E. Subaward Period of Performance: Total Amount of Federal F. Funds Obligated by the Action: Total Amount of Federal G. Funds Obligated to the CONTRACTOR: H. Total Amount of the Federal Award: 1. Federal Award Project ARPA SLFRF Description: J. Federal Awarding Agency: U.S. Department of the Treasury K. Name of PTE: L. Contact Information for the Kristine Ridge, City Manager Awarding Official: Phone Number: (714) 647-5200 E-mail Address: santa-ana.org KriLdqe@santa-ana.org M. CFDA Number. CFDA Name: ARPA N. Whether Award is R&D: O Indirect Cost Rate for the Federal Award: THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL. PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE. Lm1 updaled by Snnnnnd5ingh Srlheean Dee 21. 2022 n103.41 PM „I,SAM,OOVe THE SEVA COLLECTIVE THE SEVA COLLECTIVE Unique Entity ID TDBSXMRQAEII Registration Status Active Registration Physical Address 2552 Walnut AVE STE 140 Tustin, California 92780-6970 United States CAGEINCAGE (blank) Expiration Date Dec 21, 2023 Mailing Address 2552 Walnut AVE STE 140 Tustin, California 92780.6970 United States Purpose of Registration Federal Assistance Awards Only Doing Business as Division Name Division Number (blank) (blank) (blank) Congressional District State I Country of Incorporation URL California 45 CalHomla I United States wwwAhesevacollective.org Registration Dates Activation Date Submission Date Initial Registration Date Dec 23, 2022 Dec 21, 2022 Dec 21, 2022 Entity Dates Entity Start Date Fiscal Year End Close Date Feb 1, 2021 Dec 31 Immediate Owner CAGE Legal Business Name (blank) (blank) Highest Level Owner CAGE Legal Business Name (blank) (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.gov) respond to proceedings questions In accordance with FAR 52.209.7, FAR 52.209.9, or 2. C.F.R. 200 Appendix XIL Their responses are displayed In the responsibility/qualification section of SAM.gov. Maintaining an active registration in SAM.gov demonstrates the registrant responded to the proceedings questions. Active Exclusions Records? No I authorize my entity's non -sensitive information to be displayed in SAM public search results: Yes Business Types Entity Structure Corporate Entity (Tax Exempt) Entity Type Business or Organization Organization Factors (blank) Profit Structure Non -Profit Organization haps.Ilsum.yovlenliq?DB5X,WQAE/HcomDalu?smlus=Actrt Plge I of t Last updated by SoanandSingh Sethee on Dec 21, 2022 at 03:41 PM Socio-Economic Types Minority Owned Business Woman Owned Business Subcontinent Asian (Asian -Indian) American Owned Check the registranfs Reps & Carts, 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. Accepts Credit Card Payments Yes Debt Subject To Offset No EFT Indicator CAGE Code 0000 (blank) Points of Contact Electronic Business P. Saanand S Sethee Government Business 9 Ravin K Kohli NAICS Codes Primary NAICS Codes 2552 Walnut AVE Suite 140 Tustin, California 92780 United States 2552 Walnut AVE Suite 140 Tustin, California 92780 United States Disaster Response This entity does not appear in the disaster response registry. NAICS Title hops://sam.gov/entity?DE5XM QAE]IlcoreData?stuns=Active Page 2 af2 Department of the Treasury Date: Internal Revenue Service 08/12/2021 Tax Exempt and, Government Entities IRSP.O. Box 2508 Employer ID number. 86-1998980 Cincinnati, OH 45201 Person to contact: Name: Customer Service ID number: 31954 Telephone: (877) 829-5500 THE SEVA COLLECTIVE Accounting period ending: C/O BANDANA KAUR SINGH December 31 2552 WALNUT AVE SUITE 140 Public charity status: TUSTIN, CA 92780-6970 509(a)(2) Fenn 9901990.EZ I990-N required: Yes -- ---- — - — --- --- -- — - - - -- — - - -- — - - - Effective date of exemption: February 05, 2021 Contribution deductibility: Yes Addendum applies: No DLN: 26053537006111 Dear Applicant: We're pleased to tell you we determined you're exempt from federal income tax under Internal Revenue Code (IRC) Section 501(c)(3). Donors can deduct contributions they make to you under IRC Section 170. You're also qualified to receive tax deductible bequests, devises, transfers or gifts under Section 2055, 2106, or 2522. This letter could help resolve questions on your exempt status. Please keep it for your records. Organizations exempt under IRC Section 501(c)(3) are further classified as either public charities or private foundations. We determined you're a public charity under the IRC Section listed at the top of this letter. If we indicated at the top of this letter that you're required to file Form 990/990-EZ/990-N, our records show you're required to file an annual information return (Form 990 or Form 990-EZ) or electronic notice (Form 990-N, the e-Postcard). If you don't file a required return or notice for three consecutive years, your exempt status will be automatically revoked. If we indicated at the top of this letter that an addendum applies, the enclosed addendum is an integral part of this letter. For important information about your responsibilities as a tax-exempt organization, go to www.irs.gov/charities. Enter "4221-PC" in the search bar to view Publication 4221-PC. Compliance Guide for 501(c)(3) Public Charities, which describes your recordkeeping, reporting, and disclosure requirements. Sincerely, ,� a. - AurwGuo Stephen A. Martin Director, Exempt Organizations Rulings and Agreements Letter 947 (Rev. 2-2020) Catalog Number 35152P -r C ti hops;rYiadeonlsews.ca.�or.'sea:h. insane:: Busmen UCC 78RSSuICPyflrmst oenerni rormersnips and orner ennry types are nor contmntm tome Loalomm ausmess matcn il you msn to obtain information about LLRS and Gps, subma a Business Entities Order paper farm to request copies of flings for these entity rypes Note: This search is nos intended to serve its a name reservation search ro reserve an entity name, select Farms on the left panel and select Entity Nome Reservation ?Corporation, LLC, LP 80slC Search • A Basic serch can be performed using on rally name or entity number When crenduenng a search by an emny number, where applicable, nmeve'P from the entry number Note, a boo search will search onlyACTllrf entlMs fCorpomaons, Limited Lmbdrry Companies, Limited Partnerships. Cocsaeroaves, Name Reservations. Foreram Nome Raervsxronx Unincorporated Common Interest Developments, and Out of State Assaranunst. the basic search performs a contains ?kryvvordr search. The Advanced search ollows for a starts with t filter To search enimes that have a status ocher than native or to refine search mteria. use, the Advanced search feature. AdeancedSearrh • An Advanced search n regmred when searchmg for oubbciv tradeddsclosure information ar o staus other than untie. • An Admnred search ollows for serI by speuf c entry type, re S• ficapmf r Mutual Senior Ccvporaron) or by entitygraups leg., All Comoramnsi its well as searching by'begins with 'specific search criteria. Disidalmer. Search results are limited to fie 500 entries closest marching the entered search criteria If your desired search result is not found within the 500 entities provided, please refine the search criteria using the Advanced search function for additional results/entiries. The California Business Search is updated as documents are approved. The data provided is not a complete or certified record. Atthough every ottempr has been made to ensure that the information contained in the database is accurate, the Secretary of State's office is not responsible for any loss, Consequence, or damage resulting drectly or indirectly from reliance on the accuracy, reltobility, or timeliness of the information that is provided. All such information is provided 'os rs' To order certified copies or Certificates of status. 1'1) rotate an entity using the search, 12/select Request Certificate in the right-hand detail drawer: and r3) Completeyour request online. Seva Collective Entity Information Initial Filing Status : Entity Type ; Date e 02/01/2021 Active Nprofit Corporavon - CA • publonic 8enela Aland . Resu!;r 1 Formed Agent : In CAUFORNIA RAVIN KAUR KOHLI Login 0.epuesl [ertlMau Initial Filing Dote 02/01/2021 status Active Standing - 505 Good Standing FTB Good standing -Agent Good Standing - vCFCr Good farmed In CALIFORNIA Entity Type Nonprofit Corporation CA Pubic Benefit Principal Address 2552 WALNUT AVE. SUITE 140 TUSTIN, CA 92780 Malang Address 2552 WALNUT AVE. SUITE 140 TUSTIN.CA92780 Rotemem of Info 02R8/2023 Due Dole A4en: InclMdual 2180702 RAVIN KAUR KOHLI 2552 WALNUT AVE. SUITE 140 TUSTIN, CA 92790 19,99 `J WILY New History ft"M'Hm Matthews, Lauren From: City of Santa Ana <certificate-request@ctraxjdidata.com> Sent: Monday, March 27, 2023 2:07 PM To: Info@TheSevaCollective.org;jeremy@thecomprehensiveinsurance.com; Matthews, Lauren Subject: Internal Notice of Compliance NOTICE OF COMPLIANCE i. i i � 57'AFF: PRINT THIS PAGE AND INCLUDE WITH AGREEMENT TO THE CLERK OF THE COUNCIL Contractor The Seva Collective Name: Project TBD (104) Number: Project Food Distribution Programs Name: The Certificate of Insurance (COI) submitted indicates that the coverages are in compliance with the insurance requirements. No further action is required at this time. The compliant coverages) are: TYPE OF INSURANCE AUTOMOBILE LIABILITY GENERAL LIABILITY IMPROPER SEXUAL CONDUCT LIABILITY WORKERS COMPENSATION AND EMPLOYERS' LIABILITY Thank you, POLICY EXPIRATION i NUMBER DATE COI DATE FILE NAME ACORD Form 202377860 03/09/2024 03/09/2023 20230309- 153003.pdf ACORD Form 202377860 03/09/2024 03/27/2023 20230327- 124407.pdf ACORD Form 202377860 03/09/2024 03/09/2023 20230309- 153003.pdf ACORD Form 93358052023 03/25/2024 03/27/2023 20230327- 121750.pdf 1