RESOLUTION NO. 2024-155
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD,
CALIFORNIA, APPROVING A PROFESSIONAL SERVICES AGREEMENT IN THE AMOUNT OF $375,755 WITH COMMUNITY RESOURCE CENTER TO PROVIDE
SUPPORTIVE HOUSING SERVICES
WHEREAS, the City Council of the City of Carlsbad, California adopted a Homele ssness Action Plan on Feb. 7, 2023; and
WHEREAS, the action plan identifies Housing and Shelter as one of three areas of focu s; and WHEREAS, Initiative 1.1 (c) of the Homelessness Action Plan is to identify one-time and ongoing funding sources; and
WHEREAS, Initiative 1.2 (j) of the Homele ssness Action Plan is to investigate barriers to people accessing shelter or permanent housing and create programs as appropriate to alleviate found barriers; and
WHEREAS, Initiative 3.1 (c) of the Homele ssness Action Plan is to secure supportive services for homele ss dedicated Housing Choice Vouchers; and
WHEREAS, the City Council of the City of Carlsbad, California approved the city's FY 2024-25 Homele ssness Action Plan Funding Plan on Nov. 14, 2023; and WHEREAS, the city was notified of its receipt of a Department of Housing and Urban Development {HUD) Continuum of Care Program award for supportive hou sing services in the amount of $436,090; and
WHEREAS, on Jan. 29, 2024, the city posted a reque st for propo sals for profe ssional services to select a qualified organization to provide supportive housing services; and WHEREAS, as of March 8, 2024, staff received two propo sals from qualified organizations that met threshold biddin g criteria; and
WHEREAS, subsequent to a review of the propo sals based on best value criteria consistent with Carlsbad Municipal Code Sections 3.28.060 and 3.28.0S0{D){2), staff identified Community Resource Center as the highest ranked proposal.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as follows:
1. That the above recitation s are true and correct.
2. That the City Council hereby approves the Professional Services Agreement in the amount of $375,755 with Community Resource Center (Attachment A).
3. That the City Manager or designee is hereby authorized to execute the Professional Services Agreement between the City of Carlsbad and Community Resource Center for supportive housing services and to act on behalf of the City of Carlsbad in all future decisions and actions necessary to implement the Agreement, and to do so in full compliance with the terms and conditions expressed in the aforementioned Agreement and to the satisfaction of the City Attorney.
PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Carlsbad on the 25th day of June, 2024, by the following vote, to wit:
AYES:
NAYS:
ABSTAIN:
ABSENT:
BLACKBURN, BHAT-PATEL, ACOSTA, BURKHOLDER, LUNA
NONE.
NONE.
NONE.
KEITH BLACKBURN, Mayor
DocuSign Envelope ID: 33BO2EAA-B29F-47A7-BBB9-E78BAA94375A
AGREEMENT FOR HUD SUPPORTIVE HOUSING SERVICES
COMMUNITY RESOURCE CENTER
\ �.,.-THIS AGREEMENT is made and entered into as of the ----'.___ ___ day of ..d'-''--Y 2024, by and between the City of Carlsbad, California, a municipal corporation ("City") and Community Resource Center, a non-profit organization, ("Contractor").
RECITALS
A. City requires the professional services of a consultant that is experienced in providing supportive housing.
B. Contractor has the necessary experience in providing professional services and advice related to supportive housing.
C. Contractor has submitted a proposal to City and has affirmed its willingness and ability to perform such work.
NOW, THEREFORE, in consideration of these recitals and the mutual covenants contained herein, City and Contractor agree as follows:
1. SCOPE OF WORK
City retains Contractor to perform, and Contractor agrees to render, those services (the "Services") that are defined in attached Exhibit "A," which is incorporated by this reference in accordance with this Agreement's terms and conditions.
2. STANDARD OF PERFORMANCE
While performing the Services, Contractor will exercise the reasonable professional care and skill customarily exercised by reputable members of Contractor's profession practicing in the Metropolitan Southern California area, and will use reasonable diligence and best judgment while exercising its professional skill and expertise.
3. TERM
The term of this Agreement will be effective for a period of one (1) year(s) from July 1, 2024, through June 30, 2025. The City Manager may amend the Agreement to extend it for four (4) additional one (1) year(s)or parts thereof. Extensions will be based upon a satisfactory review of Contractor's performance, City needs, and appropriation of funds by the City Council. The parties will prepare a written amendment indicating the effective date and length of the extended Agreement.
4. TIME IS OF THE ESSENCE
Time is of the essence for each and every provision of this Agreement.
5. COMPENSATION
The total fee payable for the Services to be performed during the initial Agreement term shall not exceed three hundred seventy-five thousand seven hundred fifty-five dollars ($375,755) as defined in attached Exhibit "B". No other compensation for the Services will be allowed except for items covered by subsequent amendments to this Agreement. If the City elects to extend the Agreement, the amount shall not exceed three hundred seventy-five thousand seven hundred fifty-five dollars ($375,755) per Agreement year. The City reserves the right to withhold a ten percent (10%) retention until City has accepted the work and/or Services specified in Exhibit "A."
Attachment A
DocuSign Envelope ID: 33BD2EAA-B29F-47A7-BBB9-E78BAA94375A Incremental payment s, if applicable, should be made as outlined in attached Exhibit "A."
6. STATUS OF CONTRACTOR
Contractor will perform the Services in Contractor's own way as an independent contractor and in pursuit of Contractor's independent calling, and not as an employee of City. Contractor will be under control of City only as to the result to be accomplished, but will consult with City as necessary. The persons used by Contractor to provide services under this Agreement will not be considered employees of City for any purposes.
The payment made to Contractor pursuant to the Agreement will be the full and complete compensation to which Contractor is entitled. City will not make any federal or state tax withholdings on behalf of Contractor or its agents, employees or subcontractors. City will not be required to pay any workers' compensation insurance or unemployment contributions on behalf of Contractor or its employees or subcontractors. Contractor agrees to indemnify City within thirty (30) days for any tax, retirement contribution, social security, overtime payment, unemployment payment or workers ' compensation payment which City may be required to make on behalf of Contractor or any agent, employee, or subcontractor of Contractor for work done under this Agreement. At the City's election, City may deduct the indemnification amount from any balance owing to Contractor.
7. SUBCONTRACTING
Contractor will not subcontract any portion of the Services without prior written approval of City. If Contractor subcontracts any of the Services, Contractor will be fully responsible to City for the acts and omissions of Contractor's subcontractor and of the persons either directly or indirectly employed by the subcontractor , as Contractor is for the acts and omissions of persons directly employed by Contractor.
Nothing contained in this Agreement will create any contractual relationship between any subcontractor of Contractor and City. Contractor will be responsible for payment of subcontractor s. Contractor will bind every subcontractor and every subcontractor of a subcontractor by the term s of this Agreement applicable to Contractor's work unless specifically noted to the contrary in the subcontract and approved in writing by City.
8. OTHER CONTRACTORS
The City reserves the right to employ other Contractor s in connection with the Services.
9. INDEMNIFICATION
Contractor agrees to defend (with counsel approved by the City), indemnify , and hold harmless the City and its officers, elected and appointed official s, employees and volunteers from and against all claims, damages, losses and expenses including attorneys fees arising out of the performance of the work described herein caused by any negligence, recklessness, or willful misconduct of the Contractor , any subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable.
If Contra ctor's obligation to defend, indemnify, and/or hold harmless arises out of Contractor 's performance as a "design professional" (as that term is defined under Civil Code section 2782.8), then, and only to the extent required by Civil Code Section 2782.8, which is fully incorporated herein, Contractor 's indemnification obligation shall be limited to claims that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Contractor, and, upon Contractor obtaining a
DocuSign Envelope ID: 338O2EAA-829F -47A7-8889-E78BAA9 4375A final adjudication by a court of competent jurisdiction. Contractor's liability for such claim, including the cost to defend, shall not exceed the Contractor's proportionate percentage of fault .
The parties expressly agree that any payment, attorney 's fee, costs or expense City incurs or makes to or on behalf of an injured employee under the City's self-admini stered worker s' compen sation is included as a loss, expense or cost for the purposes of this section, and that this section will survive the expiration or early termination of this Agreement.
10. INSURANCE
Contractor will obta in and maintain for the duration of the Agreement and any and all amendments, insurance against claims for injurie s to persons or damage to property which may arise out of or in connection with performance of the services by Contractor or Contractor's agents, representative s, employees or subcontractors. The insurance will be obtained from an insurance carrier admitted and authorized to do business in the State of California . The insurance carrier is required to have a current Best's Key Rating of not less than "A-:VII"; OR with a surplus line insurer on the State of California's List of Approved Surplus Line Insurers (LASLI) with a rating in the latest Best's Key Rating Guide of at least "A:X"; OR an alien non-admitted insurer listed by the National Association of Insurance Commissioners (NAIC) latest quarterly listings report.
10.1 Coverages and Limits. Contractor will maintain the types of coverages and mm,mum limit s indicated below, unless Risk Manager or City Manager approves a lower amount . These minimum amounts of coverage will not constitute any limitations or cap on Contractor's indemnifi cation obligations under this Agreement. City, its offi cers, agents and employees make no representation that the limits of the insurance specified to be carried by Contractor pursuant to this Agreement are adequate to protect Contractor. If Contracto r believes that any required insurance coverage is inadequate, Contractor will obtain such additional insurance coverage, as Contractor deems adequate, at Contractor' s sole expense.
The full limit s available to the named insured shall also be available and applicable to t he City as an additiona l insured.
10.1.1 Commercial General Liability (CGL) Insurance. Insurance written on an "occurrence" basis, including 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 or the general aggregate limit shall be twice the required occurrence limit .
10.1.2 Automobile Liability. (if the use of an automobile is involved for Contractor's work for City). $2,000,000 combined single-limit per accident for bodily injury and property damage.
10.1.3 Work ers' Compensation and Employer's Liability . Worker s' Compensation limit s as required by the California Labor Code. Worker s' Compensation will not be required if Contracto r has no employees and provides, to City's satisfaction , a declaration stat ing this.
10.1.4 Professional Liability. Errors and omissions liability appropriate to Contractor's profe ssion with limits of not less than $1,000,000 per claim. Coverage must be maintained for a period of five years following the date of completion of the work .
10.2 Additional Provisions. Contractor will ensure that the policies of insurance required under this Agreement contain, or are endorsed to contain, the following provisions:
DocuSign Envelope ID: 338D2EAA-B29F-47A7-BBB9-E78BAA94375A
10.2.1 The City will be named as an additional insured on Commercial General Liability which shall provide primary coverage to the City.
10.2.2 Contractor will obtain occurrence coverage, excluding Professional Liability, which will be written as claims-made coverage.
10.2.3 If Contractor maintains higher limits than the minimums shown above, the City requires and will be entitled to coverage for the higher limits maintained by Contractor. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage will be available to the City."
10.2.4 This insurance will be in force during the life of the Agreement and any extensions of it and will not be canceled without thirty (30) days prior written notice to City sent by certifi ed mail pursuant to the Notice provisions of this Agreement.
10.3 Providing Certificates of Insurance and Endorsements. Prior to City's execution of this Agreement, Contractor will furnish certificates of insurance and endorsements to City.
10.4 Failure to Maintain Coverage. If Contractor fails to maintain any of these insurance coverages, then City will have the option to declare Contractor in breach, or may purchase replacement insurance or pay the premium s that are due on existing policies in order to maintain the required coverages. Contractor is responsible for any payments made by City to obtain or maintain insurance and City may collect these payments from Contractor or deduct the amount paid from any sums due Contracto r under this Agreement.
10.5 Submission of Insurance Policies. City reserves the right to require, at any time, complete and certified copies of any or all required insurance policies and endorsements.
11. BUSINESS LICENSE
Contractor will obtain and maintain a City of Carlsbad Business License for the term of the Agreement, as may be amended from time -to-time .
12. ACCOUNTING RECORDS
Contractor will maintain complete and accurate records with respect to costs incurred under this Agreement. All records will be clearly identifiable. Contractor will allow a representati ve of City durin g normal business hours to examine, audit, and make tran script s or copies of records and any other documents created pursuant to this Agreement. Contractor will allow inspection of all work, data, documents, proceedings, and activities related to the Agreement for a period of four (4) years from the date of final payment under this Agreement.
13. OWNERSHIP OF DOCUMENTS
All work product produced by Contractor or its agents, employees, and subcontractors pursuant to this Agreement is the property of City. In the event this Agreement is terminated , all work product produced by Contractor or its agents, employees and subcontractors pursuant to this Agreement will be delivered at once to City. Contractor will have the right to make one (1) copy of the work product for Contractor's records.
DocuSign Envelope ID: 33BD2EAA-B29F-47 A7-BBB9-E78BAA9 4375A
14. COPYRIGHTS
Contractor agrees that all copyrig hts that arise from the services will be vested in City and Contractor relinquishes all claims to the copyrights in favor of City.
15. NOTICES
The name of the persons who are authorized to give written notice or to receive written notice on behalf of City and on behalf of Contractor under this Agreement are:
For City: For Contractor :
Name Chris Shilling Name John Van Cleef
Title Homeless Services Manager Title Chief Executive Officer Dept Housing & Homeless Services Address 650 2nd St.
CITY OF CARLSBAD ENCINITAS, CA 92024
Address 1200 Carlsbad Village Dr. Phone 760-230-6309
Carlsbad, CA 92008 Email johnvancleef@cr cncc.org
Phone 442-339-2284
Each party will notify the other immediately of any changes of address that would require any notice or delivery to be directed to another address.
16. CONFLICT OF INTEREST
Contractor shall file a Conflict of Interest Stat ement with the City Clerk in accordance with the requirements of the City of Carlsbad Conflict of Interest Code. The Contractor shall report investment s or interests as required in the City of Carlsbad Conflict of Interest Code.
Yes D No 0
If yes, list the contact information below for all individuals requi red to file :
Name Email Phone Number
17. GENERAL COMPLIANCE WITH LAWS
Contractor will keep fully informed of federal , state and local laws and ordi nances and regulation s which in any manner affect those employed by Contractor, or in any way affect the performanc e of the Services by Contractor . Contractor will at all times observe and comp ly with these laws, ordina nces, and regulations and will be responsible for the comp liance of Contractor's services with all applicable laws, ordina nces and regulation s.
DocuSign Envelope ID: 33BD2EAA-829F-47A7-BBB9-E78BAA94375A Contractor will be aware of the requirements of the Immigration Reform and Control Act of 1986 and will comply with those requirements, including, but not limited to, verifying the eligibility for employment of all agents, employees, subcontracto rs and consultants whose services are required by this Agreement.
18. CALIFORNIA AIR RESOURCES BOARD {CARB) ADVANCED CLEAN FLEETS REGULATIONS Contractor's vehicles with a gross vehicle weight rating greater than 8,500 lbs. and light-duty package delivery vehicles operated in California may be subject to the California Air Resources Board (CARB) Advanced Clean Fleets regulations. Such vehicles may therefore be subject to requirements to reduce emissions of air polluta nts. For more information, please visit the CARB Advanced Clean Fleets webpage at https://ww2.arb.ca.gov/our -work/programs/advanced-clean- fleets.
19. DISCRIMINATION AND HARASSMENT PROHIBITED
Contractor will comply with all applicable local, state and federal laws and regulations prohibiting discrimination and harassment.
20. DISPUTE RESOLUTION
If a dispute should arise regarding the performance of the Services the following procedure will be used to resolve any questions of fact or interpretation not otherwise settled by agreement between the parties.
Representatives of Contractor or City will reduce such questions, and their respective views, to writing. A copy of such documented dispute will be forwa rded to both parties involved along with recommended meth ods of resolution , which would be of benefit to both parties. The representative receiving the letter will reply to the letter along with a recommended method of resolution wit hin ten (10) business days. If the resolution thus obtained is unsatisfactory to the aggrieved party, a letter outlining the disputes will be forwarded to the City Manager. The City Manager will consider the facts and solutions recommended by each party and may then opt to direct a solution to the problem. In such cases, the action of the City Manager will be binding upon the parties involved, although nothing in this procedure will prohibit the parties from seeking remedies available to them at law.
21. TERMINATION
In the event of the Contractor's failure to prosecute, deliver, or perform the Services, City may terminate this Agreement for nonperformance by notifying Contractor by certified mail of the termination . If City decides to abandon or indefinitely postpone the work or services contemplated by this Agreement , City may terminate this Agreement upon written notice to Contractor. Upon notification of termination , Contractor has five (5) business days to deliver any documents owned by City and all work in progress to City address contained in this Agreement. City will make a determination of fact based upon the work product delivered to City and of the percentage of work that Contractor has performed which is usable and of worth to City in having the Agreement completed. Based upon that finding City will determine the final payment of the Agreement.
City may terminate this Agreement by tendering thirty (30) days written notice to Contractor. Contractor may terminate this Agreement by tendering thirty (30) days written notice to City. In the event of termination of this Agreement by either party and upon request of City, Contractor will assemble the work product and put it in order for proper filing and closing and deliver it to City. Contractor will be paid for work performed to the termination date; however, the total will not exceed the lump sum fee payable under this Agreement. City will make the fina l determination as to the portions of tasks completed and the compensation to be made.
City Attorney Approved Version 5/ 22/202 4
DocuSign Envelope ID: 338D2EAA-B29F-47A7-8889-E78BAA9 4375A
22. COVENANTS AGAINST CONTINGENT FEES
Contractor warrants that Contractor has not employed or retained any company or person, other than a bona fide employee working for Contractor, to solicit or secure thi s Agreement, and that Contractor has not paid or agreed to pay any company or person, other than a bona fide employee, any fee, commission, percentage, brokerage fee, gift, or any other consideration cont ingent upon, or resulting from, the award or making of this Agreement . For breach or violation of this warranty, City will have the right to annul this Agreement without liability, or, in its discretion , to deduct from the Agreement price or consideration, or otherwise recover, the full amount of the fee, commission, percentage, brokerage fees, gift, or contingent fee.
23. CLAIMS AND LAWSUITS
By signing this Agreement, Contractor agrees that any Agreement claim submitted to City must be asserted as part of the Agreement process as set forth in this Agreement and not in anticipation of litigation or in conjunction with litigation. Contractor acknowledges that if a false claim is submitted to City, it may be considered fraud and Contractor may be subject to criminal prosecution. Contractor acknowledges that California Government Code sections 12650 et seq., the False Claims Act applies to this Agreement and, provide s for civil penalties where a person knowingly submits a false claim to a public entity . These provi sions include false claims made with deliberate ignorance of the false information or in reckless disregard of the truth or falsity of information. If City seeks to recover penalties pursuant to the False Claims Act, it is entitled to recover its litigation costs, including attorney's fees. Contractor acknowledges that the filing of a false claim may subject Contractor to an administrative debarment proceeding as the result of which Contractor may be prevented to act as a Contractor on any public work or improvement for a period of up to five (S) years. Contractor acknowledges debarment by another jurisdiction is grounds for City to terminate this Agreement.
24. JURISDICTION AND VENUE
This Agreement shall be interpreted in accordance with the laws of the State of California. Any action at law or in equity brought by either of the parties for the purpose of enforcing a right or rights provided for by this Agreement will be tried in a court of competent jurisdiction in the County of San Diego, State of California, and the parties waive all provisions of law providing for a change of venue in these proceedings to any other county.
25. SUCCESSORS AND ASSIGNS
It is mutually understood and agreed that this Agreement will be binding upon City and Contractor and their respective successors. Neither thi s Agreement nor any part of it nor any monies due or to become due under it may be assigned by Contractor without the prior consent of City, which shall not be unreasonably withheld.
26. THIRD PARTY RIGHTS
Nothing in this Agreement should be construed to give any rights or benefits to any party other than the City and Contractor.
27. ENTIRE AGREEMENT
This Agreement , together with any other written document referred to or contemplated by it, along with the purchase order for thi s Agreement and its provisions, embody the entire Agreement and understanding between the parties relatin g to the subject matter of it. In case of conflict , the terms of the Agreement supersede the purchase order. Neither this Agreement nor any of its provi sions may be amended, modified, waived or discharged except in a writing signed by both parties. This Agreement may be executed in counterparts.
City Attorn ey Approved Version 5/22/2024
DocuSign Envelope ID: 33BD2EAA-B29F-47A7-BBB9-E78BAA94375A
28. AUTHORITY
The individuals executing thi s Agreement and the instruments referenced in it on behalf of Contractor each represent and warrant that they have the legal power, right and actual authority to bind Contractor to the terms and conditions of this Agreement.
Executed by Contractor this_20 ___ _ day of _Ju_n_e __ _,,,::;__..:,,,.... _ __ .J 2024.
CONTRACTOR
Community Resource Center, a non-profit
organization
By:
(sign here)
John Van Cleef, Chief Executive Officer
(print name/title)
By:
(sign here)
Corrie McCoy, Chief Operating Officer
(print name/title)
Cl LSBAD, a municipal corporation of
California
By:
ATTEST:
SHERRY FREISINGER, City Clerk
Dep~ty City Clerk w
If required by City, proper notarial acknowledgment of execution by contractor must be attached . ~ corporation, Agreement must be signed by one corporate officer from each of the follow ing two groups.
Group A
Chairman,
President, or
Vice-President
Group B
Secretary,
Assistant Secretary,
CFO or Assistant Treasurer
Otherwise , the corporation must attach a resolution certified by the secretary or assistant secretary under corp orate seal empowering the officer( s) signing to bind the corporation.
APPROVED AS TO FORM:
CINDIE K. McMAHON, City Attorney
BY: a~IA- ft¢s/:
Allegnrost , Senior Assistant City Attorn ey
City Attorney Approved Version 5/22/2024
EXHIBIT A
SCOPE OF SERVICES
A. Provide a minimum of two (2) full-time case managers and at least .1 FTE supervisor. All Case Managers must have at least one year of case management experience·working with vulnerable populations. It is strongly desired to have at lea"st one (1) Case Manager who is bilingual in both English and Spanish. Each Case Manager will provide housing search assistance, move-in assistance, long-term case management, and housing stability services to City's .r.�sidents with homeless-dedicated housing choice vouchers ("Participants").
B. Ensure each Case Manager receives training in all the following areas within the·first 6 months of employment and at least once every 3 years thereafter: Cultural Competency, Documentation/HMIS, Motivational Interviewing, Professional Boundaries, Coordinated Entry, Effective Goal Setting, Mandated Reporting, Housing First and Progressive Engagement/Critical Time Intervention Approaches, Trauma-Informed Care, Harm Reduction, Tenant Rights, Conflict Resolution, Mediation, Negotiation, Federal, State, and Local Fair Housing Laws, and HUD Housing Quality Standards (HQS). City shall determine the appropriate type and number of training sessions required on a case-by-case basis, based on the length and depth of the training course.
C. Adhere to the Regional Task Force on Homelessness (RTFH) CoC Community Standards which can be found at https://www.rtfhsd.org/about-coc/standards-learning-training/.
D. Adhere to the updated version of the federal CoC Program Interim Rule which can be found at https ://www.govinfo.gov/ content/pkg/CFR-2017-title24-vol3/xm I/CF R-2017-title24-vol3- part578.xm I.
E. Adhere to the most recent Coordinated Entry System (CES) Policies and Procedures which can be found at https://www.rtfhsd.org/about-coc/coordinated-entry-system-ces/.
F. Abide by the strategies set forth in City's Homelessness Action Plan and any amendments thereto, which takes a community focused and collaborative approach to addressing the needs of those experiencing or at-risk of homelessness within the City of Carlsbad. This plan can be found at https://www.carlsbadca.gov/departments/housing-homeless-services/homeless outreach/homeless-response-plan.
G. Assist at least 21 households during each agreement year.
H. Maintain a 90% retention and positive exit rate.
I. Use a Housing First approach incorporating evidence-based practices such as critical time intervention, intensive case management, cognitive behavioral intervention, trauma-informed care, motivational interviewing, positive youth development, and harm reduction.
J. Work with the City's Housing Navigator to accept Coordinated Entry referrals, complete Carlsbad Housing Agency paperwork, support with document acquisition, provide housing search assistance, move-in coordination, and any other services needed to obtain and stabilize in housing.
City Attorney Approved Version 5/22/2024
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K. Ensure that HUD funding is only used for leases of at least one year which are renewable for a minimum term of one month and terminable only for cause.
L. Ensure each Participant has an individualized Housing Stability Plan (HSP) designed to help them reduce barriers to obtaining and maintaining housing. HSPs should be developed at intake and reviewed once the client is in housing and at a minimum every 45 days. HSPs should include focused SMART goals in at least three core areas: housing, financial, and health/wellness. The plan should be reviewed at every m_eeting to e·nsure the Participant is on track to meet their identified goals. The plan should be adjusted as needed.
M. Assist Participants with increasing incom·e through employ01ent and/or benefits and enhancing participants' life skills (i.e. educational and budgeting). Connect Participants to a healthcare home and other healthcare services and track connections anc:j-health outcqmes._Creatively and collaboratively problem-solve with Participants to address other barriers that may interfere with their housing stability.
N. Provide customized behavioral health and substance abuse support using trauma-informed care and harm reduction models to Participants as needed.
0. Ensure staff are available 24 hours a day as needed to mitigate barriers toward maintaining stable housing.
P. Provide services specifically designed to meet the needs of LGBTQIA+ individuals when appropriate.
Q. Work collaboratively with City staff to maximize partnerships with community service providers and community organizations to cultivate resources and stay connected to the changing needs of the community.
R. Attend at least 75% of City organized case conferencing/partner collaboration meetings and abide by privacy and participation policies as determined by City.
S. Share Participant Homeless Management Information System ("HMIS") data (without personally identifiable information) as part of the City of Carlsbad By-Name List.
T. Maintain a written grievance procedure, including a formal process for Participants to provide feedback and to resolve conflicts experienced within the program.
U. Comply with all routine monitoring and program audits as requested by City.
V. Complete accurate and thorough documentation in a timely manner. Use the HMIS to track Participants. Maintain data on each program Participant and program milestones and outcomes and provide reports to City on the 15th day of each month, starting on August 15, 2024, in a format to the satisfaction of City's Housing & Homeless Services Department. Annually, or when requested, provide City with an Annual Performance Report (APR) from the HMIS in compliance with HUD close-out requirements. Provide documentation of the following data points within monthly reports:
1. Number of referrals received;
2. Number of Participants who have been screened and consented to services; City Attorney Approved Version 5/22/2024
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3. Number of Participants who have been screened and denied or declined program entry;
4. Number and percentage of total Participants placed into permanent housing;·
5. Average length of time from program enrollment to permanent housing;
6. Average cost of housing support per household;
7. Number and percentage of households that increased income; •
8. Number of Participants who exit the program and exit destination; and
9. Number and percentage of households that return.to homelessness within a year of exit to permanent housing.
W. All billing invoices shall be submitted by the 15th of the month to the Housing & Homeless Services Department. The invoices shall include accompanying documentation for funds expended, which shall include but not be limited to documentation of timecards, mileage, and operating costs.
X. Operate within the budget set forth in Exhibit "B."
1. If there is a possibility that any portion of the total fee payable for the Services under the Agreement may not be expended by the date of contract termination, City and Contractor agree to mutually decide how such excess funds will be reallocated and fully expended in the budget (Exhibit "B"). In such case, Contractor agrees to draft an amended budget (amended Exhibit "B") to reallocate the excess funds, which will require a contract amendment subject to approval by the city manager or designee.
2. City and Contractor further agree to discuss and mutually determine any necessary changes to the budget during the lifetime of the Agreement. In the event of a mutually agreeable budget modification, Contractor agrees to draft an amended budget (amended Exhibit "B"), which will require a contract amendment subject to approval by the city council or city manager or designee, depending on the value and nature of the budget modification.
City Attorney Approved Version 5/22/2024
City Attorney Approved Version 5/22/2024
EXHIBIT B
BUDGET
Activity Amount
Personnel (Supportive Services) $175,240
Client Food (Supportive Services) $2,600
Application Fees (Supportive Services) $1,000
Mental Health Services (Supportive Services) $60,000
Substance Abuse Treatment (Supportive Services) $60,000 Transportation (Supportive Services) $10,000
Utility Deposits (Supportive Services) $2,400
Operating Costs (Supportive Services) $32,300
Unit Maintenance and Repair (Operating Costs) $5,000
Client Furniture (Operating Costs) $4,040
Licensing Fees (HMIS) $2,400
Emergency Transfer/Confidentiality (VAWA) $1,000
Administrative Fees (Admin) $19,775
Total $375,755