Agenda Item A.4
CPMS CONSENT CALENDAR
Meeting Date: February 18, 2025
TO: Mayor and Councilmembers
SUBMITTED BY: JoAnne Plummer, Neighborhood Services Director PREPARED BY: Chuck Flacks, Homelessness Services Coordinator SUBJECT: Agreement for Professional Services with Partners in Housing Solutions for Landlord Recruitment and the Placement of Formerly Homeless Tenants
RECOMMENDATION:
Authorize the City Manager to exe cute a Professional Services Agreement between the City of Goleta and Partners in Housing Solutions for three years, beginning February 15, 2025, in an amount not to exceed $ 297,000 with a termination date of June 30, 202 7, subject to Council approval of sufficient budget in FY 25/26 and FY 26/27.
BACKGROUND:
Adopted in April 2021, the Homelessness Strategic Plan (Strategic Plan) had the following specific goals:
Increase access to critical services for the homeless (Access) Reduce the impacts of homelessness on the community (Reduce Impacts) Prevent at-risk individuals from becoming homeless (Prevention) Increase the supply of transitional housing, permanent supportive housing, and emergency housing (Housing)
One way to rapidly house people experiencing homelessness is by matching them with landlords willing to accept their tenancy. California’s Fair Employment and Housing Act, (Cal Govt Code § 12900 et seq.) prohibits landlords from discriminating against people who use rental assistance to pay their rent. While this law paves the way for easier placement, many people experiencing homelessness require additional assistance to qualify for tenancy in the private market.
Examples of assistance for people experiencing homelessness who may have s ufficient income or rental assistance to find an apartment include transportation to appointments, background check assistance, first and last month’s rent for deposit, utility deposits, and interview coaching.
1 Meeting Date: February 18, 2025
Similarly, landlords often need assurance t hat tenants formerly experiencing homelessness will be able to continue paying rent, do not have a criminal history of arson or illegal drug production, and that tenants will not damage their properties, among other risk-reducing support. Often, landlords require an insurance pool and a 24 -hour number to call before they feel comfortable renting to people formerly experiencing homelessness.
Several organizations in Santa Barbara County including the Housing Authority of the City of Santa Barbara, the Housi ng Authority of Santa Barbara County, PATH, Good Samaritan Shelter, and Partners in Housing Solutions provide landlord engagement, landlord/tenant matching with formerly homeless people, and landlord insurance.
DISCUSSION:
In early June 2024, the Neighbo rhood Services Department issued a Request for Proposals (RFP) to provide a rental housing matching program to a minimum of twenty- five (25) homeless people through recruitment and support of landlords throughout Southern Santa Barbara County from Gaviota to Carpinteria. The homeless people seeking apartments will all be Goleta residents and will be on the Rapid Rehousing eligibility list as part of the Coordinated Entry System.
The only bidder was Partners in Housing Solutions. Further investigation of th eir experience and successful history working with the County of Santa Barbara provided assurance that they could manage the scope of work proposed in the RFP.
Partners in Housing Solutions has partnered with 232 landlords countywide.
Their proposed $297,000 program will provide housing for 25 families (or individuals) and will take place over three years. The program will spend $109,264 of the current budget allocation on the contract in Year 1 and will result in the placement of eight (8) of the clients. In Year 2 the program will spend $ 143,531 in FY 25/26 and will place the remaining seventeen (17) clients while focusing on retention and rehousing any people who lose housing (typically 8% of participants). In Year 3, FY 2 6/27, $44,205 will be utilized to focus entirely on retention.
To ensure that funding is available each year, the timing of the placements will be according to this schedule: Year 1, March 1, 2025 - July 31, 2025; Year 2, August 1, 2025 - July 31, 2026; and Year 3, August 1, 2026 – June 30, 2027.
In this proposed program, Partners in Housing Solutions will:
Identify eligible participants through collaboration with existing service providers for Goleta (City Net and Good Samaritan Shelter). Partners in Housing Solutions will ultimately identify enough potential clients to place 25 people into permanent housing.
2 Meeting Date: February 18, 2025
Recruit and train landlords in the South County region from Gaviota to Carpinteria. Landlords will receive training in awareness about the issues surrounding homelessness to help reduce stigma and increase their comfort level about renting to formerly homeless people.
Provide Incentives to landlords and/or property managers who agree to house eligible participants.
Provide insurance to landlords through a Risk Reduction Fund. The Fund will cover up to $3,000 in loss of rent, damages, or legal fees not covered by the tenants’ security deposits with the first two years of tenancy.
Place tenants using a tailored person -centered approach that provides housing search/placement services, community safety -net resources, and financial assistance as needed. Tenants will not be placed unless and until their capacity for future self -sufficiency is determined and they will be able to sustain their housing.
Ensure case management through active connection to a trusted partner or through in -house support. Case management includes assessment of e ach person’s needs and linkage to services so that they are able to achieve their housing goals over the long term.
Support tenant retention by training tenants in understanding their leases, budgeting, and basic living skills. Tenants will also receive mediation services, and financial assistance (where necessary) to support ongoing tenancy.
Retain landlord participation by fostering warm re lationships with landlords based on transparency, consistency, and communication with a designated point of contact that they can reach out to. Partners in Housing Solutions offers a landlord hotline with a 24 -hour turn around to help with any tenant -related issues or other landlord questions.
Partners in Housing Solutions is integrated into the Homelessness Management Information System. They are data -driven and currently reports to the County of Santa Barbara and the Continuum of Care as part of its government contracts. They have also committed to partnering with SBACT in its efforts to design strategies for success.
GOLETA STRATEGIC PLAN:
City-Wide Strategy : 2.1. Strategic Goal: Provide community development for neighborhoods and social welfare assis tance for disadvantaged and/or marginalized groups.
Strategic Goal : 2.1.1. Implement the Homelessness Strategic Plan to prevent homelessness in the City and to address the needs of Goleta-area homeless, and those at risk of experiencing homelessness, including homeless veterans, youth, seniors, individuals, families, and the vehicular homeless.
3 Meeting Date: February 18, 2025
FISCAL IMPACTS:
Partners in Housing Solutions, Fiscal Year 24/25
Account
FY 24/25
Current
Budget
Budget
Available
Not to Exceed
Amount
Requested
101-60-6200-51200
$262,500 $45,609 $45,609
101-60-6200-54013 $350,000 $68,000 $63,655
Totals $621,500 $113,609 $109,264
For Fiscal Year 24 /25, sufficient budget is available within the Homelessness Services Division budget for the first-year contract amount of $109,264. The budget for future fiscal years will be subject to Council approval of the 2025/2027 Budget Process . If the City Council were to approve the proposed contract, whether the program continued in Years 2 and 3 would be dependent, in part, on the approval of additional funds budgeted toward the program. If the budget for Years 2 and 3 is not approved during the 2025/2027 Budget Process, the contract would be terminated with 30 days’ notice by the City Manager or his designee as provided in Section 13. In Year 2, staff will request $143,531 for FY 25/26 to place the remaining seventeen (17) clients. In FY 26/27, staff will request $44,205 for the final year of the contract, which focuses entirely on retention.
ALTERNATIVES:
This would be a new program for Homelessness Services. The alternative would be to not spend City General Funds in this manner or to seek reductions in existing programs for future use.
Currently, Partners in Housing Solutions takes referrals from Goleta -based homel ess residents; however, there is no current focus on Goleta as a City.
LEGAL REVIEW BY: Isaac Rosen, Acting City Attorney
APPROVED BY: Robert Nisbet, City Manager
ATTACHMENTS:
1. Agreement for Professional Service Between the City of Goleta and Partners in Housing Solutions
4 Attachment 1
Agreement for Professional Services between The City of Goleta and Partners in Housing Solutions
5 City of Goleta
Neighborhood Services Department and Partners in Housing Solutions
Project Name: Service Agreement with Partners in Housing Solutions
AGREEMENT FOR PROFESSIONAL SERVICES
BETWEEN THE CITY OF GOLETA
AND
PARTNERS IN HOUSING SOLUTIONS
This AGREEMENT FOR PROFESSIONAL SERVICES is made and entered into this ________ day of ______ , 20____, by and between the CITY OF GOLETA, a municipal corporation (herein referred to as "CITY"), and PARTNERS IN HOUSING SOLUTIONS, a 501(C)(3) Nonprofit Corporation (herein referred to as "CONSULTANT").
SECTION A. RECITALS
1. T he CITY has a need for professional landlord engagement and tenant placement services for implementation of the Homelessness Strategic Plan; and
2. T he CITY does not have the personnel able and/or available to perform the services required under this AGREEMENT, and therefore, the CITY desires to contract for professional services to accomplish this work; and
3. T he CITY procured these services in compliance with Goleta Municipal Code Section 3.05.260; and
4. T he City Council, on this _____ day of _______, 20___, approved this AGREEMENT and authorized the City Manager to execute the AGREEMENT.
SECTION B. TERMS
1. RE
TENTION AS CONSULTANT
CITY hereby retains CONSULTANT, and CONSULTANT hereby accepts such engagement, to perform the services described in Section 2. CONSULTANT warrants it has the qualifications, experience, and facilities to properly and timely perform said services.
2. DE
SCRIPTION OF SERVICES
The services to be performed by CONSULTANT are as follows:
Professional Landlord Engagement and Tenant Placement S ervices in conjunction with the Homelessness Strategic Plan shall generally include recruiting landlords to rent to formerly homeless people, screening and Docusign Envelope ID: 8948019F-DD16-4D90-B293-65F83D4117F7 6 City of Goleta
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placing tenants in identified units, and collaborating with homeless services providers to help tenants maintain their housing as more particularly set forth in the Scope of Work, attached as Exhibit “A,” and incorporated herein.
CONSULTANT shall deliver to CITY the deliverables defined in Exhibit “A.”
3. CO MPENSATION AND PAYMENT
(a) Maximum and Rate. The total compensation payable to CONSULTANT by CITY for the services under this AGREEMENT SHALL NOT EXCEED the sum of $297,000 (herein "not to exceed amount"), and shall be earned as the work progresses on the following basis:
In full consideration for CONSULTANT’S services, CONSULTANT shall be paid for performance under this agreement in accordance wi th the terms presented in Exhibit "B," attached and incorporated herein. The rates and expenses set forth in that exhibit shall be binding upon CONSULTANT until June 30, 2027, after which any change in said rates and expenses must be approved in writing by CITY 's Project Manager as described in Section 5 (CITY is to be given 60 days’ notice of any rate increase request), provided the not to exceed amount is the total compensation due CONSULTANT for all work described under this AGREEMENT.
(b) P
ayment . CONSULTANT shall provide CITY with written verification of the actual compensation earned, which written verification shall be in a form satisfactory to CITY's Project Manager , as described in Section 5. Invoices shall be made no more frequently than on a monthly basis, and describe the work performed (including a list of hours worked by personnel classification). All payments shall be made within 30 days after CITY’s approval of the invoice.
4. EXTRA SERVICES
CITY shall pay CONSULTANT for those CITY authorized extra services, not reasonably included within the services described in Section 2, as mutually agreed to writing in advance of the incurrence of extra services by CONSULTANT. Unless CITY and CONSULTANT have agreed in writing before the performance of extra services, no liability and no right to claim compensation for such extra services or expenses shall exist. The rates for extra services shall be as outlined in Exhibit B, if one is included as part of this agreement. Any compensation for extra services shall be part of the total compensation and shall not increase the not to exceed amount identified in Section 3.
5. CI
TY PROJECT MANAGER AND SERVICES BY CITY
The services to be performed by CONSULTANT shall be accomplished under the general direction of, and coordinate with, CITY's "Project Manager", as that staff person is Docusign Envelope ID: 8948019F-DD16-4D90-B293-65F83D4117F7 7 City of Goleta
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designated by CITY from time to time, and who presently is Chuck Flacks, Homelessness Services Coordinator. Project Manager shall have the authority to act on behalf of the CITY in administering this AGREEMENT but shall not be authorized to extend the term of the AGREEMENT or increase the not to exceed amount.
6. T ERM, PROGRESS AND COMPLETION
The term of this AGREEMENT is from the date first written above to June 30, 2027, unless term of this AGREEMENT is extended, or the AGREEMENT is terminated as provided for herein.
CONSULTANT shall not commence work on the services to be performed until (i) CONSULTANT furnishes proof of insurance as required by Section 10 below, and (ii) CITY gives written authorization to proceed with the work provided by CITY's Project Manager.
7. O WNERSHIP OF DOCUMENTS
All drawings, designs, data, photographs, reports and other documentation (other than CONSULTANT's drafts, notes and internal memorandum), including duplication of same prepared by CONSULTANT in the performance of these services, are the property of CITY. CITY shall be entitled to immediate possession of the same upon completion of the work under this AGREEMENT, or at any earlier or later time when requested by CITY.
CITY agrees to hold CONSULTANT harmless from all damages, claims, expenses, and losses arising out of any reuse of the plans and specifications for purposes other than those described in this AGREEMENT , unless written authorization of CONSULTANT is first obtained.
8. P ERSONAL SERVICES/NO ASSIGNMENT/SUBCONTRACTOR
This AGREEMENT is for professional services which are personal to CITY . Alma Harmsen or her designee, in writing to the CITY’s Project Manager, is deemed to be specially experienced and is a key member of CONSULTANT' s firm, and shall be directly involved in the performance of this work. This key person shall communicate with, and periodically report to, CITY on the progress of the work. Should any such individual be removed from assisting in this contracted work for any reason, CITY may terminate this AGREEMENT. This AGREEMENT may not be assigned or subcontracted without the City Manager’s prior written consent.
9. HO
LD HARMLESS AND INDEMNITY
(a) Hold Harmless for CONSULTANT's Damages. CONSULTANT holds CITY, its elected officials, officers, agents, and employees, harmless from all of CONSULTANT's claims, demands, lawsuits, judgments, damages, losses, injuries or liability to CONSULTANT, to CONSULTANT's employees, to CONSULTANT’s contractors or subcontractors, or to the owners of CONSULTANT's firm, which damages, losses, Docusign Envelope ID: 8948019F-DD16-4D90-B293-65F83D4117F7 8 City of Goleta
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injuries or liability occur during the work required under this AGREEMENT, or occur while CONSULTANT is on CITY property, or which are connected, directly or indirectly, with CONSULTANT's performance of any activity or work required under this AGREEMENT. (b) Defense and Indemnity of Third-Party Claims/Liability. CONSULTANT shall investigate, defend, and indemnify CITY, its elected officials, officers, agents, and employees, from any claims, lawsuits, demands, judgments, and all liability including, but not limited to, monetary or property damage, lost profit, personal injury, wrongful death, general liability, automobile, infringement of copyright/patent/trademark, or professional errors and omissions arising out of, directly or indirectly, an error, negligenc e, or omission of CONSULTANT or any of CONSULTANT’s officers, agents, employees, representatives, subconsultants, or subcontractors, or the willful misconduct of CONSULTANT or any of CONSULTANT’s officers, agents, employees, representatives, subconsultants , or subcontractors, in performing the services described in, or normally associated with, this type of contracted work. The duty to defend shall include any suits or actions concerning any activity, product or work required under this AGREEMENT, and also include the payment of all court costs, attorney fees, expert witness costs, investigation costs, claims adjusting costs and any other costs required for and related thereto. (c) No Waiver. CITY does not waive, nor shall be deemed to have waived, any indemnity, defense or hold harmless rights under this section because of the acceptance by CITY, or the deposit with CITY, of any insurance certificates or policies described in Section 10.
10. INSURANCE
CONSULTANT shall, at CONSULTANT's sole cost and expense, provide insurance as described herein. All insurance is to be placed with insurers authorized to do business in the State of California with an A.M. Best and Company rating of A- or better, Class VII or better, or as otherwise approved by CITY.
Insurance shall include the following (or broader) coverage:
a) Insurance Services Office Commercial Liability coverage “occurrence” form CG 00 01 or its exact equivalent with an edition date prior to 2004 and with minimum limits of $1,000,000 per occurrence and $2,000,000 general aggregate.
b) Insurance Services Office form number CA 00 01 or equivalent covering Automobile Liability, including hired and non- owned automobile liability with a minimum limit of $ 1,000,000 per accident. If the Service Provider owns no vehicles, this requirement may be satisfied by a non- owned and hired auto endorsement to Service Provider’s commercial general liability policy.
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c) Workers’ Compensation insurance complying with California worker’s compensation laws, including statutory limits for workers’ compensation and an Employer’s Liability limit of $1,000,000 per accident or disease.
d) Professional liability insurance that covers the services to be performed in connection with this agreement, in the minimum amount of $1,000,000 per claim.
Liability insurance policies required to be provided by CONSULTANT hereunder shall contain or be endorsed to contain the following provisions:
a) Except for professional liability insurance, CITY, its employees, officials, agents and member agencies shall be covered as additional insureds. Coverage shall apply to any and all liability arising out of the work performed or related to the contract. Additional insured status under the general liability requirement shall be provided on Insurance Services Office Form CG 20 10, with an edition date prior to 200 4, or its equivalent. Additional insured status for completed operations shall be provided either in the additional insured form or through another endorsement such as CG 20 37, or its equivalent.
b) General and automobile liability insurance shall apply separately to each insured against whom a claim is made or suit is brought, except with respect to the limits of the insurer’s liability. Coverage will not be limited to CITY’s vicarious liability.
c) Professional liability insurance policies inception date, continuity date, or retroactive date must be before the effective date of this agreement .
CONSULTANT agrees to maintain continuous coverage through a period no less than three years after completion of the services required by this agreement.
d) Except for professional liability insurance, liability coverage shall be primary and non-contributing with any insurance maintained by CITY.
e) Evidence of coverage (including the workers’ compensation and employer’s liability policies) shall provide that coverage shall not be suspended, voided, canceled or reduced in coverage or in limits except after 30 days’ prior written notice has been given to CITY. Such provision shall not include any limitation of liability of the insurer for failure to provide such notice.
f) No liability insurance coverage provided to comply with this AGREEMENT shall prohibit CONSULTANT, or CONSULTANT’s employees, or agents, from waiving the right of recovery prior to a loss. CONSULTANT waives its right of recovery against CITY.
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g) CONSULTANT agrees to deposit with CITY within fifteen days of Notice to Proceed of the Contract certificates of insurance and required endorsements.
h) There shall be no recourse against CITY for payment of premiums or other amounts with respect to the insurance required to be provided by CONSULTANT hereunder. Any failure, actual or alleged, on the part of CITY to monitor compliance with these requirements will not be deemed as a waiver of any rights on the part of CITY. CITY has no additional obligations by virtue of requiring the insurance set forth herein. In the event any policy of insurance required under this AGREEMENT does not comply with these requirements or is canceled and not replaced, CITY has the right but not the duty to obtain the insurance it deems necessary and any premium paid by CITY will be promptly reimbursed by CONSULTANT or CITY will withhold amounts sufficient to pay premium from CONSULTANT payments.
i) CONSULTANT agrees to provide immediate notice to CITY of any claim or loss against CONSULTANT arising out of the work performed under this AGREEMENT. CITY assumes no obligation or liability by such notice, but has the right (but not the duty) to monitor the handling of any such claim or claims if they are likely to involve CITY.
11. RELATIONSHIP OF CONSULTANT TO CITY
The relationship of the CONSULTANT to CITY shall be that of an independent contractor and that in no event shall CONSULTANT be considered an officer, agent, servant or employee of CITY. CONSULTANT shall be solely responsible for any workers compensation insurance, withholding taxes, unemployment insurance, and any other employer obligations associated with the described work. It is acknowledged that during the term of this AGREEMENT, CONSULTANT may provide services to others unrelated to the CITY or to this AGREEMENT.
12. CO
RRECTIONS
In addition to the above indemnification obligations, CONSULTANT shall correct, at its expense, all errors in the work that may be disclosed during CITY 's review of CONSULTANT's report or plans. Should CONSULTANT fail to make such correction in a reasonably timely manner, such correction shall be made by CITY , and the cost thereof shall be charged to CONSULTANT or withheld from any funds due to CONSULTANT hereunder.
13. T ERMINATION BY CITY
CITY, by notifying CONSULTANT in writing, may upon 30 calendar days’ notice, terminate without cause any portion or all of the services agreed to be performed under this Docusign Envelope ID: 8948019F-DD16-4D90-B293-65F83D4117F7 11 City of Goleta
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AGREEMENT. If termination is for cause, no notice period need be given. In the event of termination, CONSULTANT shall have the right and obligation to immediately assemble work in progress for the purpose of closing out the job. All compensation for actual work performed and charges outstanding at the time of termination shall be payable by CITY to CONSULTANT within 30 days following submission of a final statement by CONSULTANT unless termination is for cause. In such event, CONSULTANT shall be compensated only to the extent required by law.
14. ACCE PTANCE OF FINAL PAYMENT CONSTITUTES RELEASE
The acceptance by CONSULTANT of the final payment made under this AGREEMENT shall operate as and be a release of CITY from all claims and liabilities for compensation to CONSULTANT for anything done, furnished, or relating to CONSULTANT'S work or services. Acceptance of payment shall be any negotiation of CITY's check or the failure to make a written extra compensation claim within 10 calendar days of the receipt of that check. However, approval or payment by CITY shall not constitute, nor be deemed, a release of the responsibility and liability of CONSULTANT, its employees, subcontractors, agents and CONSULTANTs for the accuracy and competency of the information provided and/or work performed; nor shall such approval or payment be deemed to be an assumption of such responsibility or liability by CITY for any defect or error in the work prepared by CONSULTANT , its employees, subcontractors, agents and consultants.
15. AUDI
T OF RECORDS
At any time during normal business hours or outside of normal business hours with 7 business days’ notice, CONSULTANT shall make available to a representative of CITY for examination of all its records with respect to all matters covered by this AGREEMENT and will permit CITY to audit, examine and/or reproduce such records. CONSULTANT will retain such financial records, time sheets, work progress reports, invoices, bills and project records for at least two years after termination or final payment under this AGREEMENT.
16. W
AIVER; REMEDIES CUMULATIVE
Failure by a party to insist upon the strict performance of any of the provisions of this AGREEMENT by the other party, irrespective of the length of time for which such failure continues, shall not constitute a waiver of such party's right to demand strict compliance by such other party in the future. No waiver by a party of a default or breach of the other party shall be effective or binding upon such party unless made in writing by such party, and no such waiver shall be implied from any omissions by a party to take any action with respect to such default or breach. No express written waiver of a specified default or breach shall affect any other default or breach, or cover any other period of time, other than any default or breach and/or period of time specified. All of the remedies permitted or available to a party under this AGREEMENT, or at law or in equity, shall be cumulative and alternative, Docusign Envelope ID: 8948019F-DD16-4D90-B293-65F83D4117F7 12 City of Goleta
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and invocation of any such right or remedy shall not constitute a waiver or election of remedies with respect to any other permitted or available right of remedy.
17. CO NFLICT OF INTEREST
CONSULTANT is unaware of any CITY employee or official that has a financial interest in CONSULTANT'S business. During the term of this AGREEMENT and/or as a result of being awarded this AGREEMENT , CONSULTANT shall not offer, encourage or accept any financial interest in CONSULTANT'S business by any CITY employee or official.
18. CO NSTRUCTION OF LANGUAGE OF AGREEMENT
The provisions of this AGREEMENT shall be construed as a whole according to its common meaning of purpose of providing a public benefit and not strictly for or against any party. It shall be construed consistent with the provisions hereof, in order to achieve the objectives and purposes of the parties. Wherever required by the context, the singular shall include the plural and vice versa, and the masculine gender shall include the feminine or neutral genders or vice versa.
19. M
ITIGATION OF DAMAGES
In all situations arising out of this AGREEMENT , the parties shall attempt to avoid and minimize the damages resulting from the conduct of the other party.
20. G OVERNING LAW
This AGREEMENT, and the rights and obligations of the parties, shall be governed and interpreted in accordance with the laws of the State of California. Should litigation occur, venue shall be in Superior Court of Santa Barbara County.
21. NO
NDISCRIMINATION
The City reaffirms its ongoing commitment to equality in the conduct of City business, and prohibits any policy, plan, program, custom or practice, including harassment, in the conduct of City business. No discrimination or discriminatory practice shall occur in either employment of persons for, or completion of, the work contemplated by this Agreement, when such discrimination is based on race, color, national origin, or ancestry; religion; sex; gender, gender identity, gender expression, or gender transitioning status; physical disability, mental disability, medical condition, or genetic information; marital or domestic partner status; citizenship status; age; sexual orientation; exercising a legally protected right to an employment leave of absence; status as a victim of domestic violence, sexual assault, or stalking; reproductive health decision-making, or any other classification protected under state or federal law. Among other possible violations of law, a violation of this section exposes CONSULTANT to the penalties provided for in Labor Code Section 1735.
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22. TAXPAYER IDENTIFICATION NUMBER
CONSULTANT shall provide CITY with a complete Request for Taxpayer Identification Number and Certification, Form W -9 (Rev. October 2018), as issued by the Internal Revenue Service.
23. NO N- APPROPRIATION OF FUNDS
Payments due and payable to CONSULTANT for current services are within the current budget and within an available, unexhausted and unencumbered appropriation of CITY funds. In the event CITY has not appropriated sufficient funds for payment of CONSULTANT services beyond the current fiscal year, this AGREEMENT shall cover only those costs incurred up to the conclusion of the current fiscal year.
24. M ODIFICATION OF AGREEMENT
The tasks described in this AGREEMENT and all other terms of this AGREEMENT may be modified only upon mutual written consent of CITY and CONSULTANT.
25. U SE OF THE TERM “ CITY”
Reference to “CITY” in this AGREEMENT includes City Manager or any authorized representative acting on behalf of CITY.
26. P ERMITS AND LICENSES
CONSULTANT, at its sole expense, shall obtain and maintain during the term of this AGREEMENT, all appropriate permits, licenses, and certificates that may be required in connection with the performance of services under this AGREEMENT.
27. CAP TIONS
The captions or headings in this AGREEMENT are for convenience only and in no other way define, limit or describe the scope or intent of any provision or section of the AGREEMENT.
28. AUT
HORIZATION
Each party has expressly authorized the execution of this AGREEMENT on its behalf and bind said party and its respective administrators, officers, directors, shareholders, divisions, subsidiaries, agents, employees, successors, assigns, principals, partners, joint venturers, insurance carriers and any others who may claim through it to thi s AGREEMENT.
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29. ENTIRE AGREEMENT BETWEEN PARTIES
Except for CONSULTANT'S proposals and submitted representations for obtaining this AGREEMENT, this AGREEMENT supersedes any other agreements, either oral or in writing, between the parties hereto with respect to the rendering of services, and contains all of the covenants and agreements between the parties with respect to said services.
30. P ARTIAL INVALIDITY
If any provision in this AGREEMENT is held by a court of competent jurisdiction to be invalid, void or unenforceable, the remaining provisions will nevertheless continue in full force without being impaired or invalidated in any way.
31. NO
TICES
Any notice required to be given hereunder shall be deemed to have been given by depositing said notice in the United States mail, postage prepaid, and addressed as follows:
TO CITY: Attention: Robert Nisbet, City Manager
City of Goleta
130 Cremona Drive, Suite B
Goleta, CA 93117
TO CONSULTANT: Attention: Alma Harmsen
Partners in Housing Solutions
2605 S Miller St, Suite 103
Santa Maria, CA 93455
32. CO UNTERPARTS AND ELECTRONIC/FACSIMILE SIGNATURES
This Agreement may be executed in several counterparts, which may be facsimile or electronic copies. Each counterpart is fully effective as an original, and together constitutes one and the same instrument.
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In concurrence and witness whereof , this AGREEMENT has been executed by the parties effective on the date and year first above written.
CITY OF GOLETA CONSULTANT
_____________________________ _____________________________ Robert Nisbet, City Manager Alma Harmsen, Executive Director
ATTEST
_____________________________ _
____________________________
Deborah Lopez, City Clerk Maria Salguero, Board President
APPROVED AS TO FORM:
ISAAC ROSEN, ACTING CITY ATTORNEY
_____________________________
Scott Shapses, Deputy City Attorney
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Exhibit A
Statement of Work
BACKGROUND
The Landlord Recruitment and Placement Services For People Experiencing Homelessness in The City of Goleta project is modeled on successful efforts both within Santa Barbara County and elsewhere and links landlords with local organizations serving people who are homeless and helps to place the formerly homeless people into new homes. Partners in Housing Solutions, referred to as the service provider , will carry out the services listed below in efforts to house 25 households experiencing homelessness in the City of Goleta. The timeframe of the 25 total households will be a goal of 8 households in year one, which is March 1, 2025 - July 31, 2025, and a goal of 17 households in year 2, which is August 1, 2025 - July 31, 2026. The objective of the last year, which is August 1, 2026 - June 30, 2027, will be stabilization services.
DUTIES AND RESPONSIBILITIES
The City of Goleta shall:
1. Disburse funds to the service provider to carry out services in accordance with the Purchasing Agreement.
2. Assign a Homelessness Services Coordinator to communicate and collaborate with.
Service Provider shall:
1. S
taff Allocation: Assign staff with interpersonal training to provide trauma-informed services and practice harm reduction housing services. Staff will also attend county training, including those offered by HMIS and CES. Direct service staff will identify and partner with providers with a wide range of specialties to help meet the needs of the program participants.
2. Re
cruit and Train Landlords: Procure and engage new and existing South Santa Barbara County landlords through outreach efforts and events whose rentals are in the geographic area from Carpinteria to Gaviota. Provide awareness to landlords about the issues surrounding homelessness to help reduce the stigma Docusign Envelope ID: 8948019F-DD16-4D90-B293-65F83D4117F7 17 City of Goleta
Neighborhood Services Department and Partners in Housing Solutions
and inform them about ways they can make a difference in reducing homelessness.
3. Lan dlord Incentives: Offer and issue Landlord Incentives to the landlords or property managers who house eligible participant households.
4. Lan dlord Insurance: Provide access to the Risk Reduction Fund to all landlords who partner with us in housing eligible participant households. This financial safety net can help cover up to $3,000 in loss of rent, damages, or legal fees not covered by the security deposit within the first two years of tenancy.
5. T enant Placement: Use a tailored person- centered approach to serve unhoused participants by providing housing search/placement services, community resources, and financial assistance as needed to secure housing. Placements shall be based on the participant’s viability of sustaining housing on their own after assistance ends.
6. T enant Case Management: Ensures that all participants are connected to case management to help them reach their housing goals and retain housing.
Case management may be provided in-house or by service provider’s staff or by a partnering agency who provides case management. This component may include a collaborative effort to assess participant’s needs and to connect them to services to help them reach their housing goals.
7. T enant Retention: Provide retention services to participants that are placed into housing. Services may include tenant training, help with their lease, budgeting tools, mediation services, housing financial assistance as deemed necessary and connections to community resources. In addition, landlords who house participants will have access to securities and support during the participant’s first two years of tenancy.
8. Lan
dlord Retention: Foster relationships with landlords through transparency, consistency, and communication by providing a point of contact they can reach out to about their tenant. Additionally, a 24-hour Docusign Envelope ID: 8948019F-DD16-4D90-B293-65F83D4117F7 18 City of Goleta
Neighborhood Services Department and Partners in Housing Solutions
turnaround hotline for help with questions and to help address tenant issues will be available to landlords that house project participants. As needed, mediation services will be provided to minimize the risk of eviction and to ensure that our landlords are supported.
9. F inancial Assistance for Participants: Provide eligible participants with financial assistance as funding allows while they regain stability in accordance with the project budget. Financial assistance may include security deposits, rental assistance, costs associated with removing housing barriers that prevent participants from obtaining permanent housing, costs associated with meeting housing quality standards and relocation costs when necessary. Incidental expenses (See Exhibit B) are defined as f lexible funds to cover any needed expenses that tenants might have to stabilize their residency including but not limited to: linens, furnishings, furniture, utility deposits, first trip to the grocery store, and, small shortages in rent during the stabilization period.
10. R
eporting: Ensure all participants are entered into the Homeless Management Information System (HMIS) and the Coordinated Entry System (CES). Will designate a project within HMIS to track and report project outcomes. As needed, service provider will present findings, experiences, and success stories to the Goleta City Council.
11. C
ollaboration: Work with the City of Goleta Homelessness Services Coordinator as needed to consider a strategic allocation of resources to link individuals to permanent housing resources and to discuss strategies to improve project outcomes. Service provider will meet with SBACT for regional action planning.
Docusign Envelope ID: 8948019F-DD16-4D90-B293-65F83D4117F7 19 City of Goleta
Neighborhood Services Department and Partners in Housing Solutions
Exhibit B
Rates and Expenses
Direct Service Costs
Year 1 Contract Start Date - July 31, 2025
Total Placement of 8 HH
Costs dependent on housing support plan.
Landlord Incentives $18,000
Security Deposits $12,500
1st month rent $17,500
Incidentals $7,000
Total Direct Costs $55,000
Total Staff Costs $39,387
Mileage $4,944
Total Year 1 $99,331
Year 2 August 1, 2025 - July 31, 2026
Total Placement of 17HH
Costs dependent on housing support plan.
Landlord Incentives $15,000
Security Deposits $12,500
1st month rent $25,000
Incidentals $10,000
RRD $6,000
Rehoused (8% or 2HH) $7,400
Total Direct Costs $75,900
Total Staff Costs $50,644
Mileage $3,939
Total Year 2 $130,483
Year 3 August 1, 2026 - June 30, 2027
Costs dependent on housing support plan.
RRD $6,000
Total Direct Costs $6,000
Total Staff Costs $30,680
Mileage $3,506
Total Year 3 $40,186
Total Direct Services (45.63%) $136,900
Total Salary (Staff Allocation) (40.24%) $120,711
Mileage (4.13%) $12,389
Total $270,000
10% Indirect $27,000
Overall Total $297,000
Docusign Envelope ID: 8948019F-DD16-4D90-B293-65F83D4117F7 20 C
ity of Goleta
Neighborhood Services Department and Partners in Housing Solutions
A
dditional Staff Costs are allocated to year 1 for program implementation.
D
irect Client Services are provided based on a housing service plan.
Please see SOW for a list of services. Not all clients will receive services, housing service plan assesses the need per household.
Staff Allocation
Year 1 Total Cost 24/25 % to Goleta
Housing Specialist 68,667 0.40 $27,467
Housing Assistant 55,597 0.15 $8,340
Staff Cost Year 1 $35,806
Executive Director 0.02 $716
Grant Manager 0.03 $1,074
Administrative Assistant 0.05 $1,790
Total Staff Costs Year 1 $39,387
Year 2 Total Cost 25/26 % to Goleta
Housing Specialist 72,100 0.50 $36,050
Housing Assistant 58,377 0.25 $14,594
Total Staff Costs Year 2 $50,644
Year 3 Total Cost 26/27 % to Goleta
Housing Specialist 75,705 0.30 $22,712
Housing Assistant 61,296 0.13 $7,968
Total Staff Cost Year 3 $30,680
Total Staff Costs $120,711
Docusign Envelope ID: 8948019F-DD16-4D90-B293-65F83D4117F7 21