● Program participants will not be provided services at or brought to the agency’s administrative offices. ● Program staff and program participants will not trespass on neighboring property, for any reason. ● Program staff and program participants will adhere to all city specified parking regulations and will not park on private property not belonging to the agency, unless specific permission has been provided by the owner to the agency in writing.
● Program staff and program participants will only smoke in designated smoking areas and will not smoke off property in the vicinity of neighboring residents or businesses. All program staff and participants will be made aware of any city enforced smoking ordinances.
● Program staff and program participants will not loiter or congregate in front of neighboring residences or businesses.
● All program sites will have designated quiet hours that align with community expectations and program staff will monitor and respond to all disturbances immediately and facilitate quick resolution. ● Program staff will be responsive to neighborhood concerns or complaints. All concerns or complaints from neighboring businesses or residents will be logged in the applicable program logs and reported to management for follow-up as needed.
● Program participants are prohibited from requesting assistance on behalf of the agency from any business, community organization, or church.
Food Services
The ASL provides three meals per day.
● Breakfast: 8:30-9:30am
● Lunch: 12:00-1:00pm
● Dinner: 6:30-7:30pm
The ASL strives to provide nutritionally sound meals based on the FDA’s nutritional standards; however, meals are provided by community volunteers and delivered to the ASL. Friendship Shelter provides meal nutrition education to meal prep volunteers during the volunteer orientation and educates staff on the standards of a balanced meal.
Alternate meals are available for individuals who have dietary accommodation needs as a result of a disability.
Participants in this situation can submit an accommodation request following the reasonable accommodation process. If a participant would like an accommodation due to religious beliefs, staff will do their best to provide them with alternatives based on what is available.
Safe Food Practices
ASL staff are required to follow these practices when handling food:
● Follow all safe food handling practice standards of cleanliness when handling food, including hand washing, clean surfaces, and avoiding cross contamination. ● Keep hot foods hot and cold foods cold. Never leave leftovers out for extended periods of time– they must be refrigerated as soon as possible, but always within 2 hours. ● Guests are not allowed to store or prepare food in the ASL kitchen. ● If reheating leftovers, they must be reheated to 165° F prior to serving. ● When volunteers bring food during or right before mealtimes, staff must verify that they are from the group that is scheduled for dinner.
● If volunteers bring unannounced cooked food not during mealtimes, staff MUST inquire about the history of the food– who prepared it? How long has it been out of the refrigerator or oven? Food may be received Friendship Shelter, Inc.
if it has been kept safely. You may also receive the food and throw it away if you are at all concerned about it.
● Staff are responsible for offering gloves to volunteers serving the meals and for making sure that food is safely served and stored after serving.
● Food should always be served by a volunteer/staff or placed out in single portions (we do not put a bowl of food out with a spoon for guests to serve themselves). ● Leftovers must be properly covered with plastic wrap or other material and dated to safely store in the refrigerator.
Medication Storage
The ASL does not require medication storage for guests. Each guest is responsible for managing and administering their own medication. Guests are provided individual lockable lockers at intake, which are available for guests to use if they wish to store their medication in a secure location. Lockers are accessible 24/7 and do not require staff assistance to access. If a guest requests assistance with medication, staff can provide reminders to that individual when it is time to take their medication. Under no circumstances may staff administer or dispense prescribed medications. If a guest has medication that requires refrigeration, a mini fridge in the kitchen is available for secure refrigerated storage. A record of refrigerated medication storage is kept in the ASL electronic log.
Storage and Personal Belongings
The ASL offers storage space for guests’ essential items in lockers. Guests are permitted to have what fits in their (one) assigned locker. Medically necessary devices may be stored at the guests’ cot. If a guest with a disability has disability-related equipment or essential items that do not fit in their assigned storage area, accommodations can be provided through the reasonable accommodation process.
Staff will assign guests a locker and a lock at intake. This will be recorded by staff on the Storage Locker Combinations Log in the ASL Staff SharePoint. Guests are able to access their belongings in their lockers at any time, without needing staff permission. If a guest is accessing their belongings overnight, we ask that they do so in a way that is not disruptive to other participants.
When a guest exits the program, they have 72 hours to retrieve their belongings. After that, belongings will be held onsite for 15 days and then turned over to the Laguna Beach Police Department where the items will be held for an additional 75 days (items are held for a total of 90 days). Staff are required to document the date guest belongings are packed up, the number of items packed up (how many bags), as well as the date that police picked up the abandoned belongings in the Former Guest Belonging Log in the ASL Staff SharePoint.
Amnesty Boxes
The ASL provides an amnesty box for enrolled guests to store items that would otherwise not be allowed in the shelter. On intake, guest advocates search a participant’s belongings and introduce them to the amnesty box.
Guests will be provided a brown paper bag to place in the Amnesty Box with their name and date. They must also sign the clipboard to check in items and to remove items. It is the guest’s responsibility to request the amnesty box every time they arrive with items not allowed in the shelter, such as alcohol, drugs, or weapons. Once items are placed in the Amnesty Box, they are not retrievable until the guest is leaving the premises.
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Hygiene Access
Showers/Restrooms
The ASL is equipped with three single occupancy restrooms with showers. All three restrooms have ADA accessible toilets; one restroom has an ADA accessible shower. Showers are available to enrolled guests on a time-limited basis. Showers are to be 15 minutes or less in duration. Showers are not permitted after quiet hours (10:30pm-7:00am). Shower use is first come, first served. If a guest requires an accommodation for the shower, they can follow the reasonable accommodation process. Use of the ADA shower is included on the menu of common accommodations and can be approved by any staff member.
Laundry
The ASL provides self-service laundry free of charge, including washers, dryers, and detergent. All guests are responsible for doing their own personal laundry, including clothing, bedding, and towels. Only guests that are enrolled in the shelter program are permitted to do laundry on-site. The laundry room is kept locked. Participants needing to do their laundry can sign up with staff at the GA office. It is the responsibility of staff to complete community laundry on a daily basis.
Hygiene Products
The ASL provides essential hygiene products for enrolled participants, including soap, shampoo, toothpaste, toothbrush, deodorant, disposable razors, toilet paper, feminine hygiene products, and bath towels. Hygiene products are openly available to participants in the cabinets on the main floor and can be accessed at any time.
Parking
Staff and volunteers may park along the fence bordering the creek in the spots designated for ASL staff. Staff may not park in the food pantry parking spots between the hours of 6:00am-11:00am or in the Verizon parking spots.
Parking for guests is limited and not guaranteed. Guests can park in available spaces to the right of the dumpster and to the left of the light post. Guests are not permitted to park in the area labeled “Friendship Shelter Employee Parking.”
Mail
The ASL provides mail service for both enrolled and unenrolled participants. Individuals experiencing homelessness are welcome to use the ASL address, 20652 Laguna Canyon Road, Laguna Beach, CA 92651, to receive their mail. The following guidelines exist around mail retrieval:
The ASL will only store mail for 30 days after it is received; after 30 days, unretrieved mail will be returned-tosender. Staff should encourage participants to be prompt and consistent with checking their mail.
If a participant wants someone else to pick up their mail, they need to provide written consent giving permission for a specific person to retrieve the mail for them. Staff must log this permission in the mail permissions log and upload a scanned copy of the letter to the mail permissions file in the ASL Staff SharePoint.
When a participant receives a package, staff must log the package in the ASL package log found in the bottom drawer of the mail cabinet.
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Computer Access
Staff are expected to use the internet and electronic equipment for professional purposes only.
Guests have limited access to computers in the shelter. Computer use is prioritized for housing and services plan related activities, such as looking for jobs or applying for social services benefits. Computer use should be limited to one-hour increments.
Guests are expected to use the computers for productive purposes. Guests are not permitted to view obscene, explicit, excessively violent, or hateful material on the ASL computers. Guests may not download illegal materials or change computer settings. Guests may have their computer use privilege temporarily suspended for failing to uphold these guidelines.
ASL Shelter Access
Referral Process
Laguna Beach City Preference
In order to access shelter services, individuals experiencing homelessness in Laguna Beach can be referred to the enrollment program by the Laguna Beach Police Department, City authorized designees, Friendship Shelter staff, or through the process listed below for CES referrals. City preference will be given to individuals who meet one of the following criteria. Verification is required. Eligibility should be verified by the Laguna Beach Police Department whenever possible. If Laguna Beach Police Department verification is unavailable, verification by Friendship Shelter staff is acceptable:
1. Proof of strong ties to the community, to include current residency of an immediate family member - mother, father, sibling, or grandparent in the city of Laguna Beach;
2. Proof that the individual attended public or private K-12 school in Laguna Beach;
3. Proof that the individual resided on property zoned for residential use in Laguna Beach (through lease or rental agreement, utility bills, or landlord verification)
4. Proof that the individual is employed in the city of Laguna Beach at the time of shelter referral; or
5. Knowledge - either first-hand or recorded – by the Laguna Beach Police Department or Friendship Shelter staff – that the individual has been a member of the Laguna Beach homeless community for six (6) months or more prior to the date of shelter referral.
CES Bed Reservation Referrals
In order to access shelter services, individuals experiencing homelessness in South Orange County, who are not receiving services in the City of Laguna Beach, need to connect with a CES participating outreach team in their area, or Friendship Shelter’s open access point, and request referral to shelter. Outreach teams and Friendship Shelter’s open access point serve as an access point for the CES Bed Reservation System. When there are no available referrals that meet the criteria for Laguna Beach City Preference, South Orange County individuals who are active on the Bed Reservation queue are eligible for referral to ASL open beds, in accordance with CES prioritization policy.
Open beds are submitted to the Bed Reservation System by the Program Manager. CES will refer eligible candidates from the Bed Reservation queue within one business day. Candidates are reviewed by the Program Manager and contacted to coordinate an intake. During the initial contact, the Program Manager will confirm eligibility and inform the candidate of the services provided by the program as well as basic expectations of the program. The individual then makes the determination whether or not to enroll in the program. As needed, the Friendship Shelter, Inc.
Program Manager will work together with the participant’s outreach worker to facilitate the referral and intake process. It is the expectation that intakes will occur within 72 hours of receipt of referrals from CES.
Program Eligibility
Friendship Shelter’s Alternative Sleeping Location serves single adults experiencing literal homelessness in South Orange County in a housing-focused enrollment-based shelter program. All participants must be willing to work toward a housing and services plan during their stay. All participants must be capable of completing their ADLs.
Admission and Denials
Individuals may be denied admission to the shelter program if:
● they do not meet the listed eligibility criteria;
● staff observes behavior that puts the health and safety of staff or participants at risk, including if it is determined that the individual requires a higher level of care; ● they have previously been indefinitely exited from the program and have not demonstrated the required changes and acknowledgments to grant re-entry.
This determination can be made via reviewing the responses to the referral form, over the phone directly with the participant, or in person if the person arrives and it is evident that they do not meet enrollment criteria.
This determination can be made via reviewing any referral information, over the phone directly with the participant, or in person if the person arrives and it is evident that they do not meet enrollment criteria.
Regardless of the method of review, a written notice of denial will be provided to the individual.
If it is determined that the individual does not meet the criteria for the program, the individual is notified at that time that they are ineligible, as well as what steps can be taken to become eligible, if applicable. Denials will also be communicated to the referring party.
An agency enrollment denial appeal process has been established as a means to resolve certain complaints regarding denial from enrollment in a Friendship Shelter program. The process provides a method by which a program participant can have their enrollment denial reviewed by a neutral person(s) other than the person who made or approved the denial decision. More information on this process can be found in the Universal Written Standards.
How to file a shelter admission denial appeal with Friendship Shelter, Inc.
1. Discuss the shelter denial decision directly with the Program Manager of the program you were enrolled in. If you still disagree with the decision and wish to appeal, go to the next step.
2. Complete the Shelter Denial Appeal Form. The form can be submitted to any staff member or submitted via email to [email protected].
3. The Director of Services will acknowledge receipt of the appeal within 3 business days of receiving and will review the denial decision and respond in writing within 10 business days of receipt with a determination.
The Director of Services may contact you for more information. If you would like to request an in-person meeting to discuss your appeal, you may do so by including this request on your appeal form. If you would like to include a third-party advocate in your appeal, you may do so by including this request on your appeal form and completing a Release of Information for the designated individual. You can obtain a Friendship Shelter, Inc.
Release of Information Form from any staff member. If you are not satisfied with the determination, you can request in writing for the appeal to be forwarded to the Chief Operating Officer.
4. The Chief Operating Officer will review the denial decision and respond in writing within 10 business days of receipt with a final determination regarding the matter. The Chief Operating Officer may contact you for more information prior to responding with a final determination.
ASL Shelter Operations
Intake and Orientation
After determining eligibility, the Program Manager will coordinate a time for the individual to come to the shelter and complete the Agency Intake, if applicable, and the ASL Enrollment Packet and orientation of the shelter (using the Guest Orientation Checklist), both of which detail participant guidelines, participant rights and responsibilities, language and disability communication access, reasonable accommodations, available services and programming, meal schedules, guest storage, facility information, and the grievance process, including the county appeal process. If a guest refuses to sign their intake paperwork or orientation checklist, staff will indicate the refusal on the forms and proceed with the intake and orientation process.
Guests are expected to complete their enrollment paperwork and orientation on their first day in the shelter. If a guest is unable to complete some or all of the paperwork and orientation process on their first day, they will still be permitted access to the shelter and staff must ensure that it is completed within 3 business days of their arrival (barring exigent circumstances). If staff recognize signs of participant discomfort, or if a participant expresses discomfort, during the intake process, staff may pause the process and refer the participant to another staff member to complete the intake or resume the intake at a later time (within the 3 business days stated above).
Verification of Homelessness
In compliance with federal recordkeeping requirements, the Alternative Sleeping Location verifies the homeless status of all individuals who are seeking enrollment in the overnight shelter program. Documentation of homelessness status is required at intake. The priority for obtaining evidence is as follows:
1. Third-party documentation
2. Intake worker observation
3. Self-certification
Records contained in HMIS, or a comparable database, are acceptable evidence of third-party documentation.
Lack of third-party documentation is never a valid reason to deny immediate entry into the overnight shelter program.
The Alternative Sleeping Location overnight emergency shelter limits its enrollment to only those people who meet the definition of homelessness in 24 CFR §576.2.
Participant Rights and Responsibilities
Participant Bill of Rights
● You have the right to be treated with dignity and respect. ● You have the right to be treated with cultural responsiveness. ● You have the right to privacy within the constrictions of the program environment. ● You have the right to self-determination in identifying and setting goals. ● You have the right to be clearly informed about the purpose of services.
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● You have a right to reasonable accommodation and modifications based on a disability or limited English proficiency.
● You have the right to confidentiality and information about when confidential information will be disclosed, to whom and for what purpose, as well as the right to deny disclosure, unless disclosure is required by law.
● You have the right to reasonable access to records concerning your involvement in this program.
Participant Bill of Responsibilities
● You are expected to support an environment that promotes safety toward staff and other participants. ● You are expected to follow participant guidelines reviewed at intake. ● You are expected to participate and be active in your plan and, to the degree possible, in developing and achieving mutually agreed upon service plan goals.
● You are expected to provide, to the extent possible, accurate information needed by professional staff providing services to ensure thorough assessment, service planning, appropriate linkages, and referrals. ● You are expected to maintain confidentiality and privacy of others, just as yours must be maintained.
Non-Discrimination
The ASL offers services on a nondiscriminatory basis. Friendship Shelter does not discriminate on the basis of race, creed, color, sex, gender, gender identity, gender expression, sexual orientation, religion, ancestry, age, disability (including physical and mental disabilities), medical condition, genetic information, marital status, familial status, political affiliation, national origin, source of income, citizenship, primary language, immigration status, or any other arbitrary characteristics.
Equal Access and Gender Identity
The ASL provides equal access to its services and programs and serves transgender, intersex, gender fluid, and non-binary participants in accordance with their gender identity, regardless of perceived gender characteristics or sex assigned at birth.
All participants have the right to:
● Be served in accordance with the gender identity with which they identify, regardless of biological or physical characteristics, or legally documented sex. Participants will have access to sleeping accommodations and bathrooms based on the gender identity with which they identify or feel safest. ● Be referred to by their chosen name and pronouns, regardless of name or sex listed on legal documents. ● Receive services regardless of the gender identities within their household. ● Dictate the gender identity utilized in HMIS and data collection. Dictate their preferred name for use in HMIS.
Friendship Shelter staff will not ask participants to provide anatomical information, physical or medical evidence, or documentation (like an ID) to support their gender identity. Friendship Shelter will take non-discriminatory steps when necessary and appropriate to address privacy concerns raised by any program participants.
Reasonable Accommodations
Friendship Shelter is committed to ensuring that access to its programs and services is available to all who are interested and qualify. The ASL is equipped to serve adults who are able to attend to their own Activities of Daily Living (ADL’s) and manage their own belongings. We recognize that people experiencing homelessness may have Friendship Shelter, Inc.
disabilities and the ASL offers a reasonable accommodation process to ensure equal access to the shelter and its services. The ASL maintains a menu of common accommodations and all staff may assist participants with accessing a common accommodation. For uncommon accommodations, including modifications to the premises, participants may complete a Reasonable Accommodation Form following the process below. Staff are available to assist participants in completing the form as needed.
How to request a reasonable accommodation with Friendship Shelter, Inc.
1. Complete the Reasonable Accommodation Form. The form can be submitted to any onsite staff member and will be forwarded to the Program Manager for review and determination.
2. Agency Appeal Process: If you are not satisfied with the determination, you can contact City of Laguna Beach’s ADA Coordinator by mail at:
Attn: Jeremy Frimond
City of Laguna Beach
505 Forest Avenue
Laguna Beach, CA 92651
You may ask any onsite staff person for assistance in contacting the ADA Coordinator.
Service Animals and Support Animals
The ASL follows the guidelines established by the City of Laguna Beach, its contractor. The following service animal policies for staff and guests have been approved by the City’s legal counsel:
ASL Service Animal Policy for Staff
A person with a bona fide “service animal” (under the ADA) cannot be denied entry to a homeless shelter. If a person arrives with a service animal that has not been previously assessed by the Program Manager, immediately inform the Program Manager and provide the guest with a reasonable accommodation form. The program manager will assess the service animal based on the following questions approved by the City’s attorneys.
The owner of a service animal can only be asked two questions:
1. Is the service animal required because of your disability?
2. What work or tasks has the service animal been trained to perform for you? The owner cannot be asked about the disability, to present an identification card or training documentation regarding the service animal, or to have the service animal demonstrate the ability to perform the work or task.
The owner can be asked to remove the service animal from the premises if the animal is out of control and the owner does not take effective action to control it, or if the animal is not housebroken.
Only dogs and some miniature horses can be service animals and must meet certain requirements. ● Must be harnessed, leased or tethered, or be under voice, signal or other control ● Must be a working animal, not a pet
● Must be individually trained to do work or perform tasks for a person with a disability ● Must be trained for the specific disability
● Must behave properly
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If an individual does not reply to the above questions in the affirmative and with information about the specific task, their animal is not considered a service animal and is NOT permitted on the property. ASL staff are required to document the conversation in the staff logbook and confirm whether or not the dog/miniature horse will be permitted based on the responses to the questions above.
While a service animal is in the shelter, staff must document any lapses in behavior (barking, growling, accidents, lack of control by owner, etc.) and immediately present the owner with a written warning regarding the behavior.
Staff must retain a copy of the warning for records and turn this copy in to the Program Manager.
ASL Service Animal Policy for Guests
Pets are not allowed at the ASL shelter. The ASL welcomes trained service animals that assist a disabled person with their disability and perform a required task for them. An authentic service animal is professionally trained to perform a necessary task for a disabled person. Emotional support or therapy dogs are NOT service animals and are not allowed on the ASL property. Service Animal Fraud is a crime under California Penal Code 365.7.
In order to maintain a safe shelter environment, please respect the following as it applies to service animals on the ASL premises:
● All animals (including service animals) in the City of Laguna Beach longer than 14 days are expected to be licensed with the City of Laguna Beach Police Department. ● The service animal must be in the control of the owner, whether leashed or through voice control, and should remain under the control of the owner at all times. ● The service animal must be housebroken.
● If your service animal requires a rest period, the owner needs to consult with ASL staff regarding the best location for the animal to rest.
● Service animals must behave properly and safely, meaning they should not bark at people, jump on people or run around the inside of the shelter or outside patio. ● The owner of the dog is responsible for the care and feeding of their animal, ASL staff are not able to provide care or food.
If you and your service animal are not able to abide by the expectations above, your animal may be asked to leave the ASL premises.
Communication Accessibility and Language Access
The ASL is committed to working with each participant as an individual and working collaboratively with them to meet their unique needs. Staff will work with participants with communication differences on an individual basis to ensure that they have equal access to programs and services. Staff will make a Communication Accessibility Plan as needed by facilitating a conversation with the participant using a method identified by the participant.
Staff will use the agency-provided technology available and employ creative solutions as needed. For participants with limited English proficiency, participants may select an individual of their choosing (e.g., a family member or friend) to provide interpretation services if desired by the participant. Staff may also access on-demand translation services or over the phone interpreter services for participants who prefer not to select someone.
Established Communication Accessibility Plans will be documented by staff in the ASL electronic log and Releases of Information will be completed as applicable.
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Language Access
If a program participant needs or requests services in a language not available through onsite staff, staff may access on-demand translation services through Google Translate (https://translate.google.com/) and can offer clients the translated text in either written or spoken format through the website. Google translate is best used for immediate communication needs that are brief and simple. Friendship Shelter also has available over the phone interpreter services when a live interpreter is needed. Over the phone interpreter services are available through LinguaLinx, on-demand or through advanced scheduling. LinguaLinx is a pay-per-minute service and should only be used when necessary and with staff supervision. There is a 15-minute minimum for all calls.
Please note that appointments are not required but, if made, pre-scheduled appointments require a minimum of 12-hour notice of cancellation to avoid charges. Staff may follow the steps below to access LinguaLinx interpreter services:
Accessing LinguaLinx Phone Interpreter Services:
1. Provide the participant with a space to use the telephone with the staff member, away from other participants if possible.
2. Follow the instructions below to access services. Please provide the staff member’s name and department at the beginning of each call.
CalOptima, and its associated health networks, also provide interpretation services for CalOptima members receiving CalAIM services. These services can be accessed by following CalOptima’s Procedures for Requesting Interpretation Services.
Auxiliary Aids
Requests for auxiliary aids can be made using the reasonable accommodation process. Please see the Reasonable Accommodation section of this manual for more information on the reasonable accommodation process and contact information for the shelter’s ADA Coordinator at the City of Laguna Beach.
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Participant Feedback
The ASL solicits participant feedback on a continuous basis through an anonymous feedback box, located in the main shelter area. ASL staff also conduct an annual participant survey for all participants. The ASL endeavors to use the information gathered through the suggestions box and annual participant survey to incorporate meaningful changes in the shelter’s facilities and service provision, when appropriate.
Electronic Log Policy
The Electronic Log (ELog) is the staff’s central form of communication and is a record of current issues, updates, and interactions within the ASL. The ELog is also a legal record of shelter activity and all participants should uphold the highest professionalism. The ASL ELog is located online using Microsoft Teams, which is a HIPAA compliant forum for communication. Each applicable staff member is issued an individual login for Microsoft Office and will be given access to participate in the log. The ASL log can be accessed online using any computer or on a mobile device using the Microsoft Teams app.
All paid ASL staff and applicable volunteers are required to read the ELog upon arrival of every shift. Reading of the ELog is acknowledged by replying in the existing thread “Rick read the log.” Microsoft Teams will automatically post your full name and the date and time of your entry along with your post. All participants must follow these guidelines when using the online log:
● Always use your own individual login when posting to the log and never share your login with others. Be sure to log out of your Microsoft account at the end of your shift. ● Do not use texting short-hand or abbreviations.
● Never share the contents of the log with non-staff or unauthorized participants. ● It is strictly prohibited to copy, duplicate, edit, share, or delete any part of the log.
All occurrences that inform the wellbeing of shelter guests or staff, impact the culture and community of the shelter, or affect the processes and procedures of the organization should be logged. ● When logging, report the facts: do not diagnose, predict, speculate, or write your opinions. ● Be specific and thorough; refrain from using short-hand, abbreviations, and acronyms not familiar to the organization.
● If you make a mistake, you can edit your own post after it has been published. This should only be done to correct the clarity or accuracy of an entry (such as correcting a typo). If the circumstances of what you logged about change after you post something, do not edit your original post. Simply log a new entry with updated information. You may not edit the posts of others or delete old posts.
Incident Reporting
Certain critical events will require that staff complete an Incident Report. The ASL follows the City of Laguna Beach’s established incident reporting guidelines. Incident Reports can be accessed by selecting the “ASL Incident Report” tab in the ASL electronic log.
Staff must fill out an incident report any time the following occurs onsite:
● Emergency services are called, including police, paramedics, or CAT teams ● Onsite injury or death (regardless if emergency services were called and this includes participants, staff, volunteers or visitors)
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● Automobile accidents involving program vehicles or staff vehicles while staff is on-duty ● Immediate involuntary exits or requests to leave the premises ● Disruptive behavior, threats of violence, hate speech, or other illegal activities ● Destruction of property
The staff member directly involved in the incident or who was witness to the incident should be the one to fill out the report, unless they are unable to do so, in which case their immediate supervisor will submit the report.
Incident reports need to be submitted within 24 hours of the incident. So long as it is safe and reasonable, staff may provide a program participant with a copy of the incident report upon request. Following the completion of an Incident Report, staff must log that an Incident Report was completed along with a brief summary of the event in the ASL electronic log.
Death on premises requires additional incident reporting to be submitted to the County of Orange using the County’s Critical Incident Report form. The Program Manager will complete this Critical Incident Report when necessary.
Logging Incident Reports
Staff should always follow the following guidelines when logging incident reports in the ASL electronic log:
1. State the facts - What you saw, what another individual did, what rule was broken, what warnings were given, how the situation was objectively handled, etc.
2. Avoid secondhand information.
3. Avoid quotations and too many unnecessary details.
4. Stick to the incident at hand - example: if a guest is asked to leave due to stealing but is also observed to be intoxicated, keep the Incident Report details to the stealing incident and not other observed behavior.
5. If the police are called, make note of it in the Incident Report, even if they are later canceled.
Asking a Guest to Leave the ASL
At times, staff will be required to direct a guest to leave the ASL immediately due to present behavior.
The following are reasons for leaving the premises immediately:
● Physical aggression or violence
● Destruction of property
● Credible threats of violence towards others
● Ongoing disruptive behavior
● Possession or use of alcohol or drugs on property
● Possession of weapons on or near the property
● Sexual activity on or near the property
● Disrespectful towards staff and volunteers
● Illegal activity
Staff should refer to the following guidelines when directing guests to leave the premises:
1. Remember to offer other options (take a walk, cool off, etc.) and warnings prior to asking people to leave.
2. Be mindful of language; use “leave,” not “exiting” or “exit.”
3. Make sure there is a clear rule violation (refer to the list above).
4. Staff do not have to tell a person the length of time away when asking to leave. Staff should focus on leaving for safety reasons.
5. If two staff are available, they should work together, communicate, and split up as needed.
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6. Provide options and, if possible, a warning when thinking of calling the police.
7. Make sure to write a clear and concise incident report.
Accessing Support During Difficult Situations
In the event of a difficult situation (client or facility concern), the staff member on-duty should follow the following escalation procedure to access support. Always assess for safety first. If the incident involves physical violence or a life-threatening emergency, get safe and call 911.
1. Consult with another onsite staff member. If on-duty, consult with the lead or supervisor onsite.
2. Consult the ASL Information Sheet for guidance.
3. If still uncertain and working alone or after-hours, talk to an on-duty FSI lead at another site. Consult the schedule to find which lead is on-duty for your shift.
1. Bridge Housing Program (BHP): 949-741-0972
2. Silver Lantern: 949-315-0954
3. Vista Del Mar (VDM): 949-828-7813
4. The lead will determine if it is necessary to contact the Program Manager On-Call.
5. If there is no lead, or they are unavailable to resolve the issue and it is urgent or an emergency, call the Program Manager On-Call. The schedule can be found here: Schedules.
After-Hours Emergency Notification
The following after-hours ASL incidents require immediate notification of the Program Manager On-Call (the schedule can be found here: Schedules):
● Death or serious injury of any individual on premises ● Any event that significantly limits the ability to provide the intended ASL programming (e.g., evacuation, fire onsite, major facility damage, etc.)
Grievances
Friendship Shelter’s goal is to provide a safe, equitable environment for all persons working with or receiving services from the agency. However, in the day-to-day operations of programming, we recognize that there will be times when we fall short of that goal. While we hope that most such problems can be solved informally, the grievance process was designed so that disputes and unresolved issues may be documented and shared with our organization’s leadership. If a participant has been unable to resolve an issue informally, their concerns may be addressed through this universal grievance process. Absent a danger to health and safety, no action including exit shall be taken against the participant while the grievance or appeal is pending.
Implementation
1. The agency will maintain one universal Grievance Form.
2. All employees will be trained on the grievance process by management, including how to access, receive and address Grievance Forms. Staff should always direct persons with unresolved concerns to the grievance process after direct attempts at resolution have been exhausted.
3. All agency sites will have access to the universal agency Grievance Form and will make the form available in an accessible location that does not require individuals to ask for a form. Information regarding the grievance process will also be posted in a conspicuous location at all FSI sites that directly serve participants.
4. Any staff member may receive a Grievance Form and will sign and date the form to acknowledge receipt.
All forms will then be submitted to the Manager most closely associated, but not directly involved, with Friendship Shelter, Inc.
the context of the grievance unless a more specific program policy exists for handling grievances.
Grievances submitted to [email protected] will be auto forwarded to the Director of Services, who will submit to the appropriate Manager. In the case where a Manager is the subject of a grievance, the grievance will be handled by the Director of Services.
5. The following grievance process will be printed on the Grievance Form and all staff will follow this process when addressing grievances:
How to file a grievance about your experience with Friendship Shelter, Inc.
There are several steps to the grievance process:
1. Discuss the matter directly with the person(s) involved. A direct, calm conversation is always the best way to handle a situation. If the matter remains unresolved, go to the next step.
2. Discuss the matter with the staff on-duty. If the matter continues to remain unresolved, go to the next step.
3. Complete the Grievance Form. The form can be submitted to an onsite staff member at any of our locations, placed in a locked grievance box at select locations, or submitted via email to [email protected]. If you would like to include a third-party advocate in your grievance, you may do so by including this request on your grievance form and completing a Release of Information for the designated individual. You can obtain a Release of Information Form from any staff member.
4. A member of our staff will contact you within 3 business days to confirm receipt of the grievance and will respond in writing within 10 business days of receipt regarding the action taken as a result of the grievance. Staff will contact you if more information is needed.
5. Agency Appeal Process: If you are not satisfied with the resolution of the situation, you can request in writing for the grievance to be forwarded to Senior Management. If you would like to request an in-person meeting to discuss your grievance, you may do so by including this request on your grievance form.
6. Senior Management will respond in writing within 10 business days of receipt with a final agency disposition regarding the matter.
Please remember that the best way to handle a situation is to address it directly with the person(s) involved. A formal grievance is filed for issues such as discrimination, theft, harassment, unresolved conflict, a safety issue, or if you disagree with a decision.
6. The staff member responsible for responding to a grievance will briefly summarize the action taken in Part 2 of the Grievance Form and provide a copy to the grievant.
7. If applicable, the Senior Management staff member providing the final disposition will briefly summarize the action taken in Part 3 of the Grievance Form and provide a copy to the grievant.
8. The Program Manager will document the receipt of and response to the grievance in the Participant Requests and Appeals Form Log located within the Operations Leadership SharePoint.
9. A copy of the final form will be stored in the participant’s digital file.
County Grievance Appeal Process
If a guest is not satisfied with Friendship Shelter’s resolution of their grievance, the guest may submit an appeal to the County of Orange Office of Care Coordination, using the County of Orange Health Care Agency Office of Care Coordination Grievance Appeal Form. Any staff member can assist a guest with locating and completing this form.
This information will be posted in a conspicuous area at the ASL, alongside copies of the County of Orange County Friendship Shelter, Inc.
Executive Office, Office of Care Coordination Grievance Appeal Form and the Office of Care Coordination Shelter Grievance Process notification.
Address:
Office of Care Coordination
400 W. Civic Center Dr, 3rd floor
Santa Ana, CA 92701
Phone Number: 714-834-2262
Email: [email protected]
Dispute Resolution Services
If a guest is not satisfied with the County’s resolution of their grievance, they may seek Dispute Resolution Services by notifying the chambers of Judge David O. Carter via email at [email protected] or contacting the Elder Law and Disability Rights Center at (714) 617-5353 or [email protected]. Any hearings by the court must be conducted during regular business hours whenever feasible. This information will be posted in a conspicuous area at the ASL.
Termination
Reasons for Termination
The ASL Emergency Shelter is designed to provide temporary shelter and case management services in order to assist participants experiencing homelessness in achieving permanent housing. Services are contingent on active participation in carrying out the terms, obligations and responsibilities of the program. Failure to do so may be a reasonable basis for recommending termination of program participation. Participants may also choose to terminate services at any time. Participants in the program are afforded certain rights when assistance is terminated and can appeal the decision. The following are the reasons why a participant’s stay may be terminated:
● Participant choice. Participants may choose to discontinue their enrollment at any time. ● No longer eligible. Enrollment will be terminated if a participant no longer meets the eligibility criteria for the ASL.
● No contact or death. Enrollment will be terminated if a participant has not had contact with the ASL for 72 consecutive hours or if the participant is deceased. ● Excessive absences. If an individual is away overnight for more than three nights during the duration of their enrollment, they may be asked to exit the program. ● Failure to follow a housing and services plan. If an individual declines to engage in a housing and services plan— including failure to meet with their Intensive Case Manager on a weekly basis, refusing to engage with realistic housing opportunities, and/or repeated failure to engage with goals related to housing— they may be asked to exit the program.
● Declining housing opportunities. If an individual declines three realistic and available housing options, they may be provided with a 30-day notice to exit the program. ● Violations of Community Expectations/Disruptive behavior. If an individual engages in repeated violations of community expectations, they may be asked to exit the program. ● Imminent threats to health/safety. In special circumstances, an individual’s stay may be terminated without warning. These circumstances often result in an indefinite exit from the program and include behaviors such as threats of violence, actual violence, theft, hate speech, and other illegal activity.
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How the termination process works at the ASL:
Voluntary Termination
Voluntary termination occurs when a participant no longer has a need for services, is no longer eligible for continued services, declines continued enrollment, or is unable to be contacted for 72 hours.
Involuntary Termination
Involuntary termination occurs when a participant is in violation of community expectations and the violation is either an immediate threat to health/safety and requires immediate termination or it is a recurring violation and the participant has been unable to complete corrective action outlined in previously provided verbal and written notices. Participants requiring immediate termination because behavior is dangerous or unsafe for staff or other participants will be asked to leave without prior notice.
If a participant is in violation of community expectations, but the behavior is not an immediate threat to health/safety, staff will first provide the participant with a verbal warning. If the behavior/violation occurs again, staff will provide the participant with a 30-day written Exit Warning which will include the specific recurring violations or circumstances that prompted the termination warning and specify the date their enrollment will end if the behavior or concern is not corrected. If after the 30 days, the behavior/violation has not been resolved, the participant will exit the program on the date stated on the Exit Warning.
Involuntary terminations can be either temporary or indefinite. The ASL Program Manager will make the determination if an individual should be placed on the indefinite exit list, based on the severity of the behavior resulting in exit. Such circumstances include, but are not limited to, violence (for example, assault or battery), threats of violence or harm, destruction of shelter property, other criminal activity, possession of prohibited items, and acts that impair or interfere with shelter operations. When a guest’s exit has been determined to be an Indefinite Exit, the Program Manager will complete an “Indefinite Exit Form” and will submit the form to the Laguna Beach Police Department. The updated list of Indefinite Exits will also be sent with this form. The exited individual may access a copy by contacting Laguna Beach police. The exited guest will also be listed on the “Indefinite Exit List,” which is viewable by staff and located in the emergency bed binder.
In the case of an indefinite exit, the ASL Reconsideration of Indefinite Exits will be used to determine if and when the individual will be eligible to receive shelter assistance from the Alternative Sleeping Location again.
Participant Notice of Termination
At exit, all participants, regardless of voluntary or involuntary exit status, will be provided a Notice of Termination (if safe to do so) which includes the reason for termination as well as reference to Friendship Shelter’s Termination Appeal Process. A copy of the notice will be retained in the participant’s file.
City Notice of Termination
The city designated LBPD Homeless Liaison Officer will be notified of all exits, regardless of voluntary or involuntary exit status, on the day of exit. Notification can occur via phone, text or email and will include, at minimum, participant name, reason for exit, and intended destination. Advance notice will also be provided for participants who receive 30-day exit notices and the designated LBPD Homeless Liaison Officer will be invited onsite to participate in an exit planning conversation with the participant and staff. Intensive Case Managers will work with guests to identify alternative options and provide support for client needs during the exit planning process. Established exit dates will be enforced regardless of designated City personnel’s availability to participate in exit planning.
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Exit Planning
When safe to do so, ASL staff endeavors to develop an exit plan with participants who have been terminated from the program involuntarily. The ASL maintains an up-to-date resource guide; absent immediate threats to health and safety, staff will assist participants in accessing this guide and making a plan. Exit planning for voluntary exits is addressed during the housing and services planning process.
Timeframe and Process for Re-Enrollment
There are two pathways for re-enrollment, depending on the status of the participant at exit. For individuals who have been indefinitely exited from the program, see ASL Reconsideration of Indefinite Exits. For those whose exit was not determined to be indefinite, their eligibility to return is effective immediately and they can be re-referred to the shelter as outlined in the Referral section. Re-enrollment will involve a recommitment by the participant to follow community expectations and work toward a housing plan.
ASL Reconsideration of Indefinite Exits
For an individual to be removed from the “Indefinite Exit List” and be re-eligible to receive ASL services, the individual may contact the shelter to request a reconsideration meeting. The individual will be required to meet with the Program Manager and any other staff members who may have been involved in their exit (as determined by the Program Manager)., The individual will be evaluated for return to the ASL based on their:
1. Demonstration of personal responsibility for the conduct or behavior that resulted in ineligibility,
2. Demonstration of insight into the circumstances leading to ineligibility,
3. Identification of efforts taken to address the circumstances that resulted in ineligibility,
4. Demonstration that re-eligibility is not reasonably likely to pose a direct threat to the health and safety of guests, staff, or others.
If it is determined by the Program Manager that the individual may be re-enrolled, the Program Manager will complete an Indefinite Exit Reconsideration Form with the participant.
Termination Appeals
A termination appeal process has been established as a means to resolve certain complaints regarding termination from a Friendship Shelter program. The process provides a method by which a program participant can have their termination from a program reviewed by a neutral person(s) other than the person who made or approved the termination decision.
Implementation
1. The agency will maintain one universal Termination Appeal Form.
2. All employees will be trained on the termination appeal process by management, including how to access and receive Termination Appeal Forms. Staff should always first direct participants contesting a termination decision to the Program Manager of the program they were enrolled in.
3. All agency sites will have access to the universal agency Termination Appeal Form and will make the form available in an accessible location that does not require individuals to ask for a form. Information regarding the termination appeal process will also be posted in a conspicuous location at all FSI sites that directly serve participants.
4. Completed Termination Appeal Forms can be submitted to any staff member, who will forward to the Director of Services. Forms submitted to [email protected] will be auto forwarded to the Director of Services.
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5. The following termination appeal process will be printed on the Termination Appeal Form and all staff will follow this process when responding to termination appeals:
How to file a termination appeal with Friendship Shelter, Inc.
There are several steps to the termination appeal process:
1. Discuss the termination decision directly with the Program Manager of the program you were enrolled in. If you still disagree with the decision and wish to appeal, go to the next step.
2. Complete the Termination Appeal Form. The form can be submitted to any staff member or submitted via email to [email protected].
3. The Director of Services will acknowledge receipt of the appeal within 3 business days of receiving and will review the termination decision and respond in writing within 10 business days of receipt with a determination. The Director of Services may contact you for more information. If you would like to request an in-person meeting to discuss your appeal, you may do so by including this request on your appeal form. If you would like to include a thirdparty advocate in your appeal, you may do so by including this request on your appeal form and completing a Release of Information for the designated individual. You can obtain a Release of Information Form from any staff member. If you are not satisfied with the determination, you can request in writing for the appeal to be forwarded to the Chief Operating Officer.
4. The Chief Operating Officer will review the termination decision and respond in writing within 10 business days of receipt with a final determination regarding the matter. The Chief Operating Officer may contact you for more information prior to responding with a final determination.
6. The Director of Services will briefly summarize the review of termination and determination in Part 2 of the Termination Appeal Form and provide a copy to the participant.
7. If applicable, the Chief Operating Officer will briefly summarize the review of termination and final determination in Part 3 of the Termination Appeal Form and provide a copy to the participant.
8. The Director of Services will document the receipt of and response to the appeal in the Participant Requests and Appeals Form Log located within the Operations Leadership SharePoint.
9. A copy of the final form will be stored in the participant’s digital file.
Reinstatement Process
If the appeal is approved, the individual will be offered the next available bed.
Health and Safety
Facility Preparedness
The ASL is equipped with the following supplies to assist in maintaining a safe and healthy environment for guests, staff and volunteers:
● PPE equipment - Personal protective equipment including gloves, gowns, shoe covers, masks or respirators, and eye protection (face shields or goggles). ● First Aid Kit - the facility maintains an OSHA compliant first aid kit. ● Naloxone (Narcan) - Naloxone is available onsite in the event of opioid overdose. Staff are trained to administer Naloxone when an opiate overdose is suspected.
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● Sharps Container - a sharps container is present at the ASL for safe disposal of sharps.
CPR and First Aid
Friendship Shelter provides CPR and First Aid training which can be used to respond to crises until medical professionals have arrived. The ASL maintains at least one staff who is CPR certified onsite at any given time. A first aid kit is available in the main office; if it is safe to do so, staff may administer first aid as appropriate.
Medical Assistance
Safety is always the first priority. In some instances, it may become necessary to seek outside medical assistance to ensure that guests are not in any medical danger. It is important to remain calm and respond quickly to medical crises. Staff are responsible for calling 911 if a participant requests an ambulance or if symptoms of a medical emergency appear.
Friendship Shelter provides CPR and First Aid training which can be used to respond to crises until medical professionals have arrived. Staff should refrain from giving guests advice for medical issues and instead refer them to their primary care physician or the local Laguna Beach Community Clinic. Staff are neither doctors nor prescribers and, therefore, should not make medical recommendations.
Guests may also experience mental health emergencies. In these situations, if a guest is threatening to harm themself or others, or if they are gravely disabled, staff should call the Crisis Assessment Team (CAT) as soon as possible at 866-830-6011.
Occasionally, guests will exhibit symptoms of extreme intoxication at the shelter. The tolerance threshold for intoxication in the ASL program is low. Guests are welcome to access services at the ASL even though they may be under the influence of drugs and/or alcohol; however, if a person appears so intoxicated they are not able to control or perform basic bodily functions, ASL staff should request the assistance of the City’s emergency medical response team to assess if the guest is in need of medical services.
Examples of behavior that require outside medical assessment include the inability to walk, sit or stand without assistance, the inability to communicate verbally, uncontrolled vomiting, urination or defecation.
In these instances, the staff on-duty should implement the following procedure:
• Remain with the guest at all times
• Contact 911 to request medical assistance
• Write an incident report describing the incident and the outcome of the medical assessment If the medical response team determines the guest requires medical services, inform the guest that staff is not able to keep them medically safe and they may not be on ASL property unless the recommended services have been delivered.
If the medical response team determines that the guest is not in need of medical services, the guest may remain at the ASL but should be monitored by staff periodically.
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Universal Precautions and Disease Prevention/Control
Community shelters provide housing for persons displaced from their homes and these individuals may be more at risk or vulnerable to infections. The following recommendations provide basic infection control information that will help to prevent exposure to or transmission of infectious agents.
Screening
Staff are required to complete routine symptom checks for communicable diseases such as COVID-19, tuberculosis, etc. Staff are also trained to be aware of indicators of possible communicable disease or infestation (such as the presence of persistent cough, rash, persistent itching, etc.). If symptoms are present (observed or endorsed) staff will refer the individual for further medical assessment as quickly as possible and notify the Program Manager. The Program Manager may reach out to Orange County Public Health or HCA CHAT-H for assistance as needed.
General Infection Prevention Techniques
Use of these infection prevention measures by all staff and shelter guests can reduce the spread of infections and infectious diseases.
● Hand Hygiene. Frequent hand washing, use of hand sanitizer and the use of gloves will SIGNIFICANTLY reduce the transmission of infectious agents.
● Maintain a clean shelter living environment.
● Maintain good personal hygiene techniques including the following:
➢ Cover your cough with tissues, disposing tissues in the trash, and performing hand hygiene. ➢ Follow good hygienic practices during food preparation. ● Do not share eating utensils or drinking containers.
● Dispose of razor blades and needles used for medications in containers designed for sharps disposal. ● Wash linens and clothing regularly. Only washed and dried linens should be offered to participants at the shelter for use.
● Encourage shelter guests to use a face mask if they are coughing or otherwise sick. ● Only accept donations of razors that are packaged and or bagged.
Hand Hygiene
It is best to wash hands with soap and water but, when water isn't available, alcohol-based products made for hand sanitizing can be used. Below are some tips for washing hands with soap and water and with alcohol-based products.
When should hands be washed?
● Before preparing or eating food.
● After going to the bathroom.
● Before and after tending to someone who is sick.
● After handling uncooked foods, particularly raw meat, poultry, or fish. ● After blowing your nose, coughing, or sneezing.
● After handling an animal or animal waste.
● After handling garbage.
Techniques for Hand Washing with Alcohol-Based Products When hands are visibly dirty, they should be washed with soap and water if available. However, if soap and water are not available, use an alcohol-based product for washing hands. When using an alcohol-based hand rub, apply Friendship Shelter, Inc.
product to palm of one hand and rub hands together, covering all surfaces of hands and fingers, until hands are dry. Alcohol-based hand rubs significantly reduce the number of germs on skin and are fast acting.
Techniques for Hand Washing with Soap and Water
● Place your hands together under water (warm water if possible). ● Rub your hands together for at least 10 seconds (with soap if possible). ● Wash all surfaces thoroughly, including wrists, palms, backs of hands, fingers, and under the fingernails. ● Clean the dirt from under fingernails.
● Rinse the soap from hands.
● Dry hands completely with a clean disposable towel if possible (this helps remove the germs). However, if towels are not available it is acceptable to air dry hands. ● Pat skin rather than rubbing to avoid chapping and cracking. ● If using a disposable towel, throw it in the trash.
Proper Use and Disposal of Rubber/Latex Gloves
Gloves should be worn while washing laundry, during trash removal, or other activities where risk is high. Gloves should be removed immediately after use and disposed of in the trash. Use the “inside out” technique for removal to avoid touching contaminated surfaces with your bare hands.
Cleaning the Environment and Personal Items
Keeping items clean helps to reduce the spread of infections to shelter guests and staff.
Clean surfaces when visibly dirty and on a regular schedule:
● Kitchens and bathrooms daily and as necessary
● Living areas at least daily and more often if necessary ● Mattresses should be cleaned between occupants (guests can do this) ● Other furniture, such as chairs, mattresses weekly and as needed ● Spills immediately
● Don’t forget to regularly clean door handles
Sanitize (i.e., reducing contamination to safer levels) surfaces that are most likely to be sources of germs:
● Food preparation surfaces
● Body fluid spills (e.g., vomitus, blood, feces). These items should be placed in a separate trash bag and disposed of in the dumpster
Use the appropriate cleaning agents:
● Detergents and water for surfaces, common household products are acceptable ● Sanitize with a product that the label says is a sanitizer or mix 1 teaspoon of household bleach in 1 quart of water
Provide facilities for washing clothing and linens on a regular basis:
● Low temperature water can be used for washing
● Wash clothing in a washing machine, if possible
● Use household detergents for washing clothing
● Household bleach should be used in the rinse water
● Dry clothes in a HOT dryer, for at least ½ an hour
● There is no need to disinfect the tubs of washers or tumblers of dryers if cycles are run until they are completed
● Make sure donated clothing is clean before distribution Provide proper trash removal:
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● Use trash receptacles lined with plastic bags that can be securely tied ● Remove trash bags and tie them securely before they are overfilled ● Place trash in an area separated from the living spaces, preferably in trash bins ● Regularly clean trash receptacles to maintain
Staff Management of Sheltered Persons with Infectious Diseases Persons living in group situations can spread infections such as colds, skin infections, and other infections through diarrhea and vomiting. Upon arrival at a shelter, staff should note any of the following conditions:
● Fever
● Bad cough
● Skin rash
● Open sore(s)
● Vomiting
● Diarrhea
Persons with any of the above conditions should be referred for medical evaluation. If a potentially infectious condition is determined to be present, ill participants should be isolated from other shelter participants, if possible.
Standard precautions should be applied to all shelter guests to protect guests and staff from contact with infectious agents in recognized and unrecognized sources of infection. During the care of any participants with symptoms of a respiratory infection or other illness, shelter staff should adhere to the following standard precautions:
1. Wear gloves if hand contact with respiratory secretions or potentially contaminated surfaces is anticipated.
2. Change gloves after each participant encounter and perform hand hygiene.
3. Decontaminate hands before and after touching the participant, after touching the participant's environment, or after touching the participant's respiratory secretions, whether or not gloves are worn.
4. When hands are visibly dirty or contaminated with respiratory secretions, wash hands with soap (either plain or antimicrobial) and water.
5. If hands are not visibly dirty, use an alcohol-based hand rub for routinely decontaminating hands in infectious situations. Alternatively, wash hands with soap (either plain or antimicrobial) and water.
COVID-19 Prevention and Response
Friendship Shelter is following the guidance of HUD, CDC, HCA and local community health care providers to limit the spread of infectious diseases, including coronavirus (COVID-19). Anyone can transmit the virus so staff, shelter guests and visitors should:
1. Avoid close contact with people who appear sick.
2. Wash hands regularly and frequently and for at least 20 seconds each time.
3. Cough or sneeze into elbow, not into hands.
4. Limit physical contact, such as shaking hands. Social distancing of at least 6 feet is recommended.
5. Limit contact with high touch surface areas such as handrails, doorknobs, etc.
The following practices have been implemented at the ASL in response to the COVID-19 pandemic and need to be followed/maintained by all staff:
Prevention
1) Posted Signage:
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a. Prevention signs are to be posted in the following areas:
i. Bathrooms
ii. Kitchen
iii. Office
iv. High traffic areas
b. General Facts about COVID-19 are to be posted in the following areas:
i. Office
ii. Bulletin Boards
2) Available Supplies:
a. ASL will maintain an adequate supply of the following:
i. Sanitizing wipes (Clorox) or equivalent
ii. Hand sanitizer (above 60% alcohol)
iii. Paper towels
iv. Face masks
v. Disposable gloves
vi. Rubbing Alcohol
vii. Kleenex
viii. Antibacterial soap (to be placed at every sink)
ix. Disposable thermometers or equivalent no contact thermometers 3) Staffing:
a. Staff should stay in close communication with their supervisor and pay attention for updates and new guidance.
b. If staff are sick or experiencing symptoms, they should not work. Staff should contact Friendship Shelter’s HR Department for the most current guidance.
4) Daily Sanitizing:
a. Guest Advocates will sanitize high traffic areas every shift:
i. Staff should wear gloves when sanitizing
ii. Staff should use Clorox disinfecting wipes or bleach solution b. All Staff should sanitize their workstations regularly 5) Encourage Social Distancing:
a. Where applicable, staff should limit the formation of lines where people are in close proximity to each other.
6) COVID-19 testing is completed:
a. When symptomatic. Rapid-testing is available onsite. 7) Health Screenings and Temperature Checks:
Temperature checks are currently only required for ASL shelter guests who appear symptomatic or endorse symptoms. Health Screenings are required of all ASL shelter guests at intake, and anytime a shelter guest appears symptomatic or endorses symptoms.
Response
If a guest discloses symptoms, has a fever, or appears to be symptomatic, staff will:
1. Provide the symptomatic or positive guest with a surgical face mask and request that they remain distanced from other guests. If possible, move the affected guest to a private area. If no private area is available, employ social distancing to the extent possible onsite.
2. Provide the guest with a self-administered COVID-19 test, if positivity unknown.
3. Require the affected guest to take precaution to prevent the spread, including:
a. wearing a mask at all times
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b. not socializing or congregating with other guests
c. not sharing food, cigarettes or hygiene items
d. providing guest with separate trash, extra cleaning supplies and hand sanitizer e. opening windows to improve circulation
f. providing a separate area for guest to eat or smoke away from other guests
4. If at any time a guest has severe symptoms, a significant fever (temperature 100.4 F or higher), and shortness of breath with difficulty breathing, require them to go immediately to the ER. Alert the medical facility in advance that the individual is coming.
5. Reinstate the onsite mask requirement for all staff. Staff should wear appropriate PPE when required to assist the guest. All guests will be encouraged to wear masks and staff will make them available to guests as needed.
6. Log all instances of symptoms or known positive cases.
7. Staff will increase cleaning and sanitizing frequency following the directions in the COVID-19 (“Coronavirus”) Cleaning and Disinfection policy and procedure.
8. Guests with confirmed COVID-19 should remain isolated or distanced for at least 5 days after symptoms first appeared; if guests test positive but have no symptoms, they should remain distanced/isolated until 5 days from the date of sample collection for the positive test. In general, guests can resume normal shelter access after 5 days as long as their symptoms are improving (or resolved) and they have had no fever for at least 24 hours.
9. For questions or advice, staff may call the Orange County Health Care Agency’s Communicable Disease Control Division 24hrs/365 at 714-834-8180 and ask to speak to the Nurse of the Day (NOD).
10. The Program Manager will notify the above contact in the event of an outbreak. A COVID-19 outbreak is defined as three suspected, probable, or confirmed COVID-19 cases within a 14-day period among epidemiologically linked residents and/or staff.
COVID-19 (“Coronavirus”) Cleaning and Disinfection
Adopted from the Center for Disease Control
Definitions
Coronavirus - is one member of a large family of viruses. This virus family is estimated to cause about a third of all cases of the common cold.
COVID-19 - is a viral respiratory illness caused by the novel Coronavirus discovered in late 2019.
Cleaning - refers to the removal of dirt and impurities, including germs, from surfaces. Cleaning alone does not kill germs. But by removing the germs, it decreases their number and therefore any risk of spreading infection.
Disinfecting - works by using chemicals to kill germs on surfaces. This process does not necessarily clean dirty surfaces or remove germs. But killing germs remaining on a surface after cleaning further reduces any risk of spreading infection.
Cleaning and Disinfecting During or After Suspected Presence of COVID-19 ● It is recommended to close off areas used by the ill persons and wait as long as practical before beginning cleaning and disinfection to minimize potential for exposure to respiratory droplets. ● Open outside doors and windows to increase air circulation in the area. If possible, wait up to 24 hours before beginning cleaning and disinfection.
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● In areas where ill persons are being housed in isolation (ex: respite rooms), cleaning and sanitation should be focused on common areas where staff/others providing services may come into contact with ill persons, while reducing cleaning and disinfection of bedrooms/bathrooms used by ill persons to as needed. Doing this will limit the spread of disease.
● In areas where ill persons have visited or used, continue routine cleaning and disinfection as in this guidance.
Recommended Cleaning and Disinfecting Surfaces
● Staff should practice routine cleaning of frequently touched surfaces (for example: tables, doorknobs, light switches, handles, desks, toilets, faucets, sinks). ● If dirty, surfaces should be cleaned using a detergent or soap-and-water before disinfection. ● For disinfection, diluted household bleach solutions, alcohol solutions with at least 70% alcohol, and most common EPA-registered household disinfectants should be effective. Diluted household bleach solutions can be used if appropriate for the surface. Follow manufacturer’s instructions for application and proper ventilation.
● Check to ensure the product is not past its expiration date. ● NEVER MIX HOUSEHOLD BLEACH WITH AMMONIA OR ANY OTHER CLEANSER. ● Unexpired household bleach will be effective against coronaviruses when properly diluted. Prepare a bleach solution by mixing:
o 5 tablespoons (1/3rd cup) bleach per gallon of water, OR o 4 teaspoons bleach per quart of water
● Products with EPA-approved emerging viral pathogens claims are expected to be effective against COVID19 based on data for harder to kill viruses. Follow the manufacturer’s instructions for all cleaning and disinfection products (ex: concentration, application method and contact time, etc.). A list these of products are available online.
● For soft (porous) surfaces such as carpeted floor, rugs, and drapes, remove visible contamination if present and clean with appropriate cleaners indicated for use on these surfaces. ● After cleaning:
o If the items can be laundered, launder items in accordance with the manufacturer’s instructions using the warmest appropriate water setting for the items and then dry items completely. o Otherwise, use products with the EPA-approved emerging viral pathogens claims that are suitable for porous surfaces.
Linens, Clothing, and Other Items That Go in the Laundry ● Do not shake dirty laundry; this will minimize the possibility of dispersing virus through the air. ● Wash items as appropriate in accordance with the manufacturer’s instructions. If possible, launder items using the warmest appropriate water setting for the items and dry items completely. ● Dirty laundry that has been in contact with an ill person can be washed with other people’s items. ● Clean and disinfect hampers or other carts for transporting laundry according to guidance above for hard or soft surfaces.
Main Communicable Diseases and Basic Health Management
ASL guests may be at risk of contracting communicable diseases including airborne and respiratory illnesses and blood-borne pathogens. The ASL strives to prevent and control such illnesses to keep its facilities safe for participants and staff. The following information is provided for awareness, prevention, treatment, and management per CDC guidelines.
Friendship Shelter, Inc.
General Information
● Tuberculosis (TB) - Tuberculosis is a potentially serious infectious disease that mainly affects the lungs. TB is caused by bacteria that spread from person to person through tiny droplets released into the air. This can happen when someone with the untreated, active form of tuberculosis coughs, speaks, sneezes, spits, laughs or sings. Most people with active TB who have had appropriate drug treatment for at least two weeks are no longer contagious. Risk factors for TB include overcrowding in shelters, alcohol abuse, drug addiction, malnutrition, HIV, or otherwise weakened immune system. Signs and symptoms of active TB include:
○ Coughing for three or more weeks
○ Coughing up blood or mucus
○ Chest pain, or pain with breathing or coughing
○ Unintentional weight loss
○ Fatigue
○ Fever
○ Night sweats
○ Chills
○ Loss of appetite
● Influenza - Also known as the flu, influenza is a common viral infection that can be serious for high-risk groups. The contagious respiratory illness infects the nose, throat, and lungs. The flu is spread by airborne respiratory droplets (coughs or sneezes), touching a contaminated surface, saliva (kissing or shared drinks), and by skin-to-skin contact (handshakes or hugs). Symptoms include fever, chills, muscle aches, cough, congestion, runny nose, sore throat, headaches, and fatigue. ● Measles - Measles is a viral respiratory illness that is highly contagious. The virus is transmitted by direct contact with infectious droplets or by airborne spread when an infected person breathes, coughs, or sneezes. Symptoms include fever, dry cough, runny nose, and malaise followed by a rash that appears roughly 14 days after a person is exposed to the virus. ● MRSA - Methicillin-resistant Staphylococcus aureus is a bacterial staph infection that is known for its resistance to antibiotics. MRSA can cause skin infections, pneumonia, bloodstream infections, and sepsis.
It is spread through contact with a contaminated wound or by sharing personal items such as towels or razors that have touched infected skin. MRSA skin infections may appear as an area of the skin that is red, swollen, painful, warm to the touch, and/or accompanied by a fever. ● Meningococcal disease/Meningitis - Meningococcal disease is a bacterial disease spread through saliva and close contact. Symptoms of the disease can appear as flu-like symptoms that worsen rapidly. The two most common types of meningococcal infections are meningitis and septicemia. Both infections are very serious and can be deadly in a matter of hours. When meningococcal disease results in meningitis, the bacteria infect the lining of the brain and spinal cord and cause swelling. Symptoms may include fever, headache, stiff neck, nausea, vomiting, increased sensitivity to light, and mental confusion. Early medical attention and treatment with antibiotics is crucial. Keeping up to date with recommended vaccines is the best protection against meningococcal disease.
● Shingles - Caused by the varicella-zoster virus (also responsible for chickenpox), shingles causes a painful rash. Symptoms usually are found in a small section on one side of the body, beginning with burning or tingling and sensitivity to touch, and progressing into a red rash with blisters and itching. Other symptoms may include fever, headache, sensitivity to light, and fatigue. Anyone who has had chickenpox may develop shingles at some point later in life, as the virus may reactivate, however it is more common in Friendship Shelter, Inc.
older adults and people with weakened immune systems. During a shingles outbreak, the virus is contagious and may be passed to anyone who is not immune to chickenpox. ● Bloodborne pathogens (Hepatitis B,C, and HIV/AIDS) - Bloodborne pathogens are infectious microorganisms in human blood that can cause disease in humans. These pathogens include, but are not limited to, hepatitis B (HBV), hepatitis C (HCV) and human immunodeficiency virus (HIV). For a bloodborne pathogen to be spread, the bodily fluids of an infected person must enter into the bloodstream of another person. The most common cause of transmissions are:
○ Accidental puncture from contaminated needles or other sharps ○ Contact between broken or damaged skin (open wound) and infected body fluids ○ Contact between mucous membranes (nose, eyes, mouth) and infected body fluids ○ Sexual contact
○ Sharing of hypodermic needle
Response
Guests using the ASL facilities are required to comply with treatment if an active contagious illness is confirmed.
Staff will assist the participant with accessing and completing treatment. If a participant is unwilling to participate in the recommended treatment, they will not be permitted to remain in the facility and will need to provide a doctor’s note indicating resolution to re-enter. Staff will do their due diligence to connect the participant to appropriate treatment (including cost of treatment) to assist them in continuing to use Friendship Shelter spaces.
Respiratory Illness
If illness is identified or suspected, staff must take the following steps:
1. Screen participant for respiratory illnesses (such as tuberculosis or COVID-19; see Cough Alert Policy):
○ Does the participant have a fever?
○ Has cough lasted three weeks or longer?
○ Has the participant lost weight recently or noticed clothing fits more loosely? ○ Is the participant extremely fatigued?
○ Does the participant sweat heavily at night?
2. If cough is present, provide the participant with a surgical-grade face mask and separate them from other participants to the extent possible. Provide the participant with education about covering their cough and hand washing. If COVID-19 is suspected, refer to COVID-19 Prevention and Response.
3. Log the information.
4. Refer the participant to a clinic or medical professional for assessment and treatment.
5. Notify the Program Manager of any confirmed contagious illness. The Program Manager will notify the Public Health Department of any confirmed cases of tuberculosis.
Skin Infection
If contagious skin infection is identified or suspected, staff must take the following steps:
1. Log the information.
2. Provide the participant with education about keeping the affected area covered, washing hands, and not sharing clothing, linens or toiletries with other participants.
3. Refer the participant to a clinic or medical professional for assessment and treatment.
4. Notify the Program Manager of any confirmed contagious skin infections.
Bloodborne Pathogen Exposure
If bloodborne pathogen exposure is suspected, staff must take the following steps:
Friendship Shelter, Inc.
1. Log the information and complete an incident report.
2. Follow the Blood and Bodily Fluid Cleaning and Disinfection policy as necessary.
3. Refer the participant to a clinic or medical professional for follow-up. If a staff member experiences the exposure, they should notify HR immediately.
4. Notify the Program Manager.
Cough Alert Policy
Purpose: To identify active cases of tuberculosis and limit the spread of colds, flu, pertussis (whooping cough) and other airborne illnesses/diseases.
If Guest is:
● coughing throughout the night
● coughing for more than 3 weeks without improvement (especially if the cough is accompanied with more than 5 lbs. weight loss, night sweats and fever) or
● coughing up blood
Follow procedure:
● Instruct participant to cover nose and mouth when coughing with tissue or sleeve, washing their hands after coughing. Show the participant where to find hand sanitizer, tissues, and appropriate trash bins. ● Determine if the participant has a fever over 100.4F and/or look for signs of fever such as participant feeling warm, appearing flushed, and possible sweating or shivering. ● If the participant has a fever as well as a cough, give the participant a mask to wear while indoors. ● Assist the participant with obtaining medical attention as soon as possible.
Bed Bugs, Body Lice, and Other Spreadable Infestations
Spreadable infestations including bed bugs, lice, and scabies are easily transmissible and may occur in the shelter environment. The ASL strives to prevent and control such infestations to keep its facility safe, clean, and bug free.
The following information is provided for awareness, prevention, treatment, and management.
General Information
● Bed bugs - Bed bugs are visible but tiny blood-feeding parasites. The most common sign of bed bugs is the appearance of itchy bites on the arms, neck, torso, or legs. Bed bug bites may also resemble mosquito bites or flea bites. Bed bugs tend to gather together in hidden and undisturbed places where a person sleeps or sits for an extended period of time. They are usually found in the bed, along the seams and sides of the mattress and box spring, and bed frame, creating clusters of live bed bugs, shed skins, dark-colored fecal spots, and eggs. If signs of bed bugs are present, staff will work to accurately confirm bed bugs and identify the source in the sleeping or living area through thorough inspection. Bed bugs can be treated through heat or pesticide and staff should work to isolate the participant and seek management assistance as soon as an infestation is identified.
● Lice - Lice are tiny bugs that live on the human body, feeding by penetrating the skin. Lice are vectors for serious disease, including trench fever and endocarditis. Head lice live on the scalp among hairs, body lice live in clothing and feed on adjacent skin, and pubic lice feed among the hairs of the pubic region. Lice are spread only through direct physical contact or sharing of personal items such as clothes, bedding, combs, and hats. Signs of lice and their eggs (nits) are visible in the hair and clothes. If lice are identified, all linen and clothing should be washed in hot water and dried in a hot dryer for at least 30 minutes. Head lice can be treated with a shampoo or cream rinse and by thoroughly removing any remaining lice eggs with a fine-toothed comb.
Friendship Shelter, Inc.
● Scabies - The scabies mite is a parasite that burrows in layers of the skin creating small lesions containing mites and eggs. Scabies is transferred among humans by close contact. This is a medical problem that should be confirmed by a doctor and treated with scabicidal cream or lotion applied to the body. Scabies are not a pest management issue, and do not require treatment of a room or home, however bedding and clothes should be laundered at high temperatures for sanitation reasons.
Response
If an infestation is identified or suspected, staff must take the following steps:
1. Log the information
2. Notify the Program Manager
3. Refer the participant to the clinic for assessment
Guests are required to comply with treatment if an infestation is confirmed. Staff will assist the participant with accessing and completing treatment. If a participant is unwilling to participate in the recommended treatment, they will not be permitted to remain in the shelter and will need to provide a doctor’s note indicating resolution to re-enter. Staff will do their due diligence to connect the participant to appropriate treatment (including cost of treatment) to assist them in remaining in the shelter.
In the event of bed bugs, staff should isolate the problem as much as possible, by separating the individual from other guests. Staff should assist the participant with heat treating any belongings that can be heat treated (clothing, bags, linens, etc.) by placing them in the dryer on the highest heat setting for at least 90 minutes. Staff must notify management and further action will be determined in consultation with the City of Laguna Beach and Friendship Shelter’s maintenance team.
Blood and Bodily Fluid Cleaning and Disinfection
In the event of contamination of equipment or surfaces with blood, vomit and/or feces, special consideration must be given to the cleaning of these items and surfaces. Cleaning should occur as soon as possible. Failing to properly clean contaminated areas or items can lead to rapid spread of illness.
People who clean up blood, vomit or feces should minimize the risk of infection to themselves and others by:
● Wearing personal protective equipment: disposable gloves, standard procedure mask (or face shield), and a plastic disposable apron or water-resistant gown.
● Using paper towels to soak up excess liquid. Transfer these and any solid matter directly into a plastic garbage bag.
● Cleaning the soiled area with detergent and water, using a single-use cloth. ● Disinfecting the contaminated area with one of the recommended disinfectant solutions (see below).
Depositing disposable gloves, masks, and aprons into a garbage bag and reusable aprons/gowns into a laundry bag.
● Washing hands thoroughly using soap and warm running water for at least 30 seconds.
Do not pick up glass, needles or other sharp objects with your hands. These should be collected using a brush and dustpan or other mechanical means and disposed of in a safe manner (e.g., into a biohazard sharps container) to minimize the risk of injury due to exposure to sharps.
Recommended disinfectant solution:
Hypochlorite (Bleach) Solution
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The recommended level of 1:10 bleach solution is made by adding 1 part household bleach (5.25% hypochlorite) to 10 parts water (or ½ cup of bleach to 4 ½ cups of water, or 125 ml of bleach to 1 liter of water). This will give approximately a 5000 ppm dilution of hypochlorite solution. ● Hypochlorite is corrosive and may bleach fabrics. Mixing bleach with other cleaning/ disinfecting agents can be dangerous. Never mix bleach with other products unless the product label specifically allows it. ● Applying the bleach solution to surfaces and leaving to air dry should provide adequate contact time. ● The solution should be freshly made to be most effective. Don’t use diluted bleach solutions that are over 24 hours old.
Treatment of specific materials
Contaminated linens, clothes, towels, cloths, etc., should be washed in the hottest water available and detergent using the maximum cycle length, and then machine-dried on the hot cycle.
Vinyl-covered equipment or surfaces should be thoroughly cleaned with detergent and hot water, and then wiped down with one of the recommended disinfectant solutions. If using a disinfectant wipe, use one wipe to clean the surface (instead of soap and water), and then use a second wipe to disinfect.
Soft furnishing or cloth-covered items should be thoroughly cleaned with detergent and hot water. For disinfection, they can be placed outside in the sun for a few hours. As this is not usually feasible, after being cleaned they should be steam cleaned (strongly recommended) or disinfected with one of the recommended disinfectant solutions (Note: some fabrics may not be bleach resistant).
Contaminated hard surfaces should be washed with detergent and water, using a single-use cloth, then disinfected with one of the recommended disinfectant solutions. If using a disinfectant wipe, use one wipe to clean the surface (instead of soap and water), and then a second wipe to disinfect.
Other Biohazards
Sewage spills and overflows cause harm to the environment and create risk for infection. Sewage spills can be prevented by:
● Not flushing wet wipes, feminine products, or anything other than toilet paper. ● Disposing of cooking grease in the trash
● Have sewer pipes inspected by maintenance at the first indication of backup into drains In the event of a sewage spill, staff must clear the area of any people, immediately contact maintenance, and wear personal protective equipment to protect themselves and others from infections, as needed. Staff must close off access to any affected areas until it can be remedied.
Sharps Disposal
The ASL maintains a sharps disposal container and uses a mail-in system for disposal of full containers. The Shelter Operations Supervisor is responsible for maintaining sharps disposal and returning materials through UPS for proper treatment.
Sharps disposal containers are available through the following link:
https://store.sharpsinc.com/5-quart-takeaway-recovery-system Friendship Shelter, Inc.
Controlled Substance, Paraphernalia, and Weapons Disposal The ASL works in collaboration with the Laguna Beach Police Department (LBPD) to dispose of any controlled substances, paraphernalia or weapons. If such items are found or left behind on FSI property, staff will notify the Program Manager. The items will be logged on an inventory list and stored in a locked safe onsite. The Program Manager will contact the LBPD community outreach officer and arrange to have them removed by LBPD staff.
Emergency Response
Mandatory Evacuation
The ASL is located on Laguna Canyon Road and is thus subject to evacuation due to potential or actual flood or fire. The following steps will be followed to ensure continued operations of the ASL at an alternate site in the event of mandated evacuation:
1. It is highly suggested that staff get connected with AlertOC, which is a free service that will provide alerts via text message of any emergencies that may impact the ASL. Go to https://member.everbridge.net/453003085613900/new and create an account using the ASL address:
20652 Laguna Canyon Road, Laguna Beach, CA 92651. If the canyon gets closed for any reason, this service will provide an alert immediately. Staff can also register for their home address as well.
2. If the City of Laguna Beach determines that the ASL should not open due to possible flooding or fire while the shelter is CLOSED, staff will be contacted by the Program Manager or other FSI staff as to where the alternative shelter site will be prior to the opening shift. It is requested that staff pay attention to their phones during the storm season. The ASL will still be operational, even if Laguna Canyon gets closed.
3. If the City of Laguna Beach determines the ASL should close for safety reasons while the shelter is OPEN, staff will be contacted regarding the evacuation plan and timing. The intention is that the City will provide shuttles for the guests and staff to an alternate shelter location.
4. Once directed about the plan and timing of an evacuation, it is the staff’s responsibility to ensure the complete and safe evacuation of all guests present at the ASL.
Some tips to assist with this:
● Use the sign in sheets to check off people as they board shuttles so that you can account for all bodies present to be evacuated.
● Depending on the urgency and timing of the evacuation, the priorities should be:
○ PEOPLE
○ PRESCRIPTIONS
○ PAPERS
○ PERSONAL NEEDS
○ PRICELESS ITEMS
● There may not be room in the transport vehicles to bring all of people’s personal items, blankets, mats, food, etc. Please make sure that people are SAFE, first and foremost. Other items are less of a priority.
5. If on-duty staff observe flooding near the bridge or into the parking lot of the ASL, they should call 911 immediately. For any safety concerns, staff may also call the non-emergency number for questions (949) 497-0701).
6. Staff are requested to keep their phone charged and on them (or have it nearby) while on-duty, so that they can be contacted with directions in the event of an emergency. If staff do not bring a cell to work, they need to keep one of the shelter phones with them, so that they can be contacted while on-duty.
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Emergency and Disaster Preparedness
The ASL works closely with the City of Laguna Beach and their disaster response team in the event of an emergency requiring evacuation or intervention by emergency response. The ASL maintains emergency provisions of food, water, first aid and other basic supplies onsite to meet the needs of shelter guests in the event of a disaster. Fire/evacuation drills are completed annually and recorded in the Fire Drill log.
ASL Supportive Services
On-site Case Management
Friendship Shelter offers strength-based, trauma-informed housing-focused case management services to all guests enrolled in the ASL emergency shelter program. Case Management is participant centered and tailored to the individual needs of each guest. Guests have access to these services through their weekly meetings with assigned Intensive Case Managers. While case management is generally engaged in weekly, it will be offered at minimum once per month. While case management services are voluntary, guests are expected to actively work toward a housing plan during their stay at the shelter. If a guest is not actively progressing toward their housing goals, Intensive Case Managers are expected to make efforts to engage with them at least once every two weeks regarding how to address the participant’s needs and changes that can be reasonably made to assist them.
Case Management services are documented by Intensive Case Managers in HMIS and, if applicable, CalOptima Connect. Intensive Case Managers can review documentation and case management guides in the CalAIM Policy and Procedure Manual, Participant Recordkeeping Requirements P&P, and ASL Intensive Case Manager Process Guide via SharePoint.
Assessments
All referred participants are assessed by the Program Manager for appropriateness of the shelter environment during the eligibility determination stage of the enrollment process. Participants are asked if they are able to perform their ADLs during their screening. If a participant decompensates during their stay and requires a higher level of care than what the ASL is able to provide, staff will refer the participant to HCA’s Outreach and Engagement team immediately, within one business day, and make efforts to transition the participant into a facility that is capable of meeting their needs. The ASL team works collaboratively, and as needed, with the HCA Comprehensive Health Assessment Team for homeless persons (CHAT-H) and the Public Health Nursing team.
Once a guest enrolls in the shelter, the Intensive Case Manager will complete a needs assessment as part of the enrollment process. The needs assessment gathers information regarding past and current service needs, participant strengths and potential barriers to housing (including, but not limited to, history of homelessness, past and current resource connections, and health and income information). Through this needs assessment, an Intensive Case Manager will work with the participant to identify their needs and goals related to housing and supportive services.
Housing and Services Plans
Following the completion of the needs assessment, guests are required to develop a housing and services plan with their assigned Intensive Case Manager at intake to assist with exit planning to permanent housing. If a guest is unable to complete this part of the enrollment process, a housing and services plan must be created within 30 days of enrollment. Housing and services plans will be updated as needed as the participant's goals/needs change.
If a guest is unable or refuses to complete a housing and services plan, the Intensive Case Manager will document Friendship Shelter, Inc.
this in the participant file. If a guest is not actively progressing toward their housing goals, Intensive Case Managers are expected to make efforts to engage with them at least once every two weeks regarding how to address the participant’s needs and changes that can be reasonably made to assist them.
Community Resource Linkage
Staff endeavor to link participants to all appropriate community resources, as connection to one’s community is crucial for success in housing stabilization. The enrollment process involves identifying the following with the participant:
● Identity documentation needs
● Current access to benefits (income, food stamps, health insurance) ○ Includes assessing what benefits may be available to the participant ● Past connection to service providers and community resources ● Current connection to service providers and community resources After working with the guest to identify the need for various services, Intensive Case Managers will discuss available options with the guest and provide referrals to appropriate and available community resources.
Intensive Case Managers will follow up on the status of these referrals and work with the guest to ensure that service referrals result in service access. Guests can be provided with referrals to a wide variety of community resources, including (but not limited to): benefits assistance, health services, employment services, legal assistance, childcare, and life skills assistance. As funding permits, Friendship Shelter can directly assist participants with securing all needed identity documents.
The ASL also permits representatives from other service providers to meet with guests onsite at the ASL as part of ensuring access and connection to community-based resources.
Transportation Assistance
Staff Rides
Approved staff may transport program participants in their personal vehicles. The travel must be directly related to the provision of services to program participants, and, in such instances, the employee will be reimbursed for mileage upon submission of an employee expense report. Expenses must be coded on the report to the grant or funding stream related to the services being provided.
Bus Passes
Intensive Case Managers may distribute single day bus passes to guests who are working on housing-related goals. Intensive Case Managers may also provide one 30-day bus pass to individuals who obtain employment. This 30-day pass is a one-time offer to assist employed individuals with transportation to and from work. Intensive Case Managers are required to track bus passes distributed in HMIS.
CalOptima and Modivcare
Guests who have Medi-Cal or Medicare are eligible for free rides to and from doctor visits and other medical, mental health, SUD, etc. appointments. Staff can assist in setting up these rides for guests by calling 833-648- 7528. Rides need to be scheduled 2 days in advance.
Friendship Shelter, Inc.
ASL Facility
Facility Standards
The ASL facility is provided by the City of Laguna Beach and is equipped to provide sleeping accommodations, hygiene, meals, and services to a maximum of 30 unaccompanied individuals. ASL staff strive to provide a clean, safe shelter environment at all times. The ASL is required to have staff onsite 24/7. Under no circumstances should guests be left unattended in the building.
The ASL facility is equipped to be structurally sound, sanitary and ventilated, with access to water, electricity, and means of heating/cooling. Additionally, the facility maintains necessary fire safety equipment (smoke detectors, fire alarm system (which includes features for hearing impaired individuals), fire extinguishers, and posted emergency exit/evacuation plans). It is the responsibility of all staff to report any facility deficiencies to the City of Laguna Beach for repair/remedy, as soon as they are known, using the maintenance request procedure outlined below.
Maintenance Requests
When maintenance issues arise in the shelter, the City of Laguna Beach’s Public Works Department is responsible for fixing them. Laguna Beach has an online portal set up for people to submit requests for service. Examples of appropriate requests for service would be: leaking shower, broken door lock, and toilet issues.
Staff can go to the following link: https://participants.comcate.com/newrequest.php?id=167#2 (also cited above) to make service requests. Staff should follow these steps:
1. Input contact information to create a profile. Staff should use their friendship shelter email for this. Make sure to use the ASL address when setting up your profile:
20652 Laguna Canyon Road
Laguna Beach, CA 92651
2. Once logged in, select “Request” under the field “Request Type”
3. Use the field to put as much detail as possible about the issue and any troubleshooting that may have already occurred.
4. Check the box “Use my contact address” or type the ASL address in again.
5. Submit.
6. Copy the service request confirmation code.
7. Make sure to check the box allowing periodic email updates.
8. Post the service request confirmation code in the ASL electronic log along with a statement about the type of service requested.
Housekeeping
Friendship Shelter contracts a third-party vendor to provide daily housekeeping/cleaning services for the ASL facility, which includes cleaning of all sleeping and dining areas, bathrooms and offices. ASL staff are responsible Friendship Shelter, Inc.
for intermittent cleaning and for the clean-up or sanitizing of any contamination that may occur from guest use of the facility.
Pest Control
The City of Laguna Beach provides a third-party vendor that provides routine inspection and treatment for any insects or rodents.
ADA Facility Standards
The ASL facility is provided by the City of Laguna Beach. It is an ADA compliant facility and the City of Laguna Beach maintains an ADA Coordinator, as specified in the reasonable accommodation section. The City provides oversight to the reasonable accommodation process and ADA facility standards and evaluation. Friendship Shelter, as the contracted shelter operator, will conduct a self-evaluation of accessibility every two years and suggested improvements will be submitted to the City for consideration as deemed appropriate by Friendship Shelter. Any requests for facility modifications will be directed to the City ADA Coordinator. Any requests for indoor alternatives due to the inaccessibility of the facility will be directed to the City ADA Coordinator for determination. Friendship Shelter will work with the City ADA Coordinator to explore other available community resources, including bed availability at any other Friendship Shelter shelters that may meet the needs of the participant.
ASL staff are expected to monitor compliance with the following accessibility features and to resolve barriers within their control or report deficiencies/repairs to the City of Laguna Beach using the maintenance request process:
● The facility must maintain an accessible entrance and accessible pathways, free from obstruction, so that participants with limited mobility, including participants who use wheelchairs, scooters, or manually powered mobility aids such as walkers, crutches or canes, can access and use the facility. ● The accessible restrooms must maintain a 5-foot turning radius and maintain grab bars for participants with limited mobility.
● All fire alarm systems and fire extinguishers must be no more than 48 inches from the ground for easy access in case of an emergency.
● All programmatic areas (including sleeping and dining) must be accessible for an individual with a mobility device.
Hazardous Materials
The ASL maintains a Material Safety Data Sheet (MSDS) binder for hazardous materials present onsite at the ASL.
The MSDS binder is located in the ASL staff office and is available to any employee. Any hazardous material cleanup needs should be directed to the City of Laguna Beach. On-duty staff may contact the Friendship Shelter Facilities Manager for questions or concerns or see Friendship Shelter Universal Written Standards: Operations, Programs and Services for more information on Friendship Shelter’s full policy on Hazardous Materials.
If the City of Laguna Beach determines that the ASL should close for safety reasons due to hazardous materials, staff will follow the mandatory evacuation process for relocation of the program to an alternative location identified by the City.
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ASL Administration
Staffing
The ASL maintains several different staff positions in order to meet the needs of shelter guests. Detailed job descriptions are available by request from Friendship Shelter’s HR department. The current positions are:
● Guest Advocate
This position maintains the flow of operations in the shelter, including meal services and cleaning, and is responsible for the safety and security of the facility during hours of operation. ● Lead Guest Advocate
This position is responsible for performing the duties of a Guest Advocate and providing direction to other Guest Advocates and managing the flow of tasks throughout the shifts. ● Intensive Case Manager
This position provides housing-focused case management services to enrolled participants. ● Van Driver
This position provides transportation for enrolled participants via Friendship Shelter’s ASL van. ● Program Manager
This position oversees the overall shelter program, including the coordination of enrollment and the provision of services in the shelter environment.
● Shelter Supervisor
This position oversees operations of the shelter site with regards to supplies, equipment, and the recruiting/hiring/scheduling/training of Guest Advocates. It is also is responsible for performing administrative tasks associated with maintaining compliance across multiple contracts.
Staff Scheduling
The ASL requires at minimum two paid staff members on-duty at all times during operations, with the exception of the overnight shift. The Guest Advocate schedule is prepared monthly and available here: Schedules. It is the responsibility of each staff member to work their assigned shift. Planned time off requests must be submitted in advance in accordance with agency policy. Friendship Shelter reserves the right to enact mandatory overtime in the event that a scheduled staff member does not report to work and the on-duty employee is the sole staff member onsite. In this event, the on-duty employee is required to remain on-duty until another paid staff member can relieve them. Friendship Shelter will make every effort to find relief in a timely manner.
The ASL maintains a site cell phone for the sole purpose of facilitating time sensitive staff communications. It is the responsibility of the Lead Guest Advocate on-duty to monitor the cell phone and answer incoming calls. In the event that no lead is on-duty, it is the responsibility of the on-duty Guest Advocate to monitor the cell phone and answer incoming calls.
Guest Advocates
When able, Guest Advocates are expected to make a reasonable effort to find coverage for their absences. For day-of call outs, two hours of notice is required. All coverage that incurs overtime requires lead or supervisor approval. In the event of an unplanned absence (i.e., illness or personal emergency), occurring with less than 24- hour notice, the staff member calling out is required to do the following based on the day and time of the call out:
During Shelter Supervisor working hours (Sunday – Thursday 9 a.m. to 5 p.m.):
1. Notify the Shelter Supervisor of the unplanned absence and request support for immediate assistance in finding a replacement by phone call or text.
2. Notify the on-duty staff by calling 949-741-0972.
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Outside of Shelter Supervisor working hours:
1. Email or text the Shelter Supervisor to let them know of your unplanned absences, AND
2. Notify the on-duty staff by calling 949-741-4838 for immediate assistance in finding a replacement.
It is the responsibility of the on-duty Lead Guest Advocate to assist with finding coverage. In the event that a Lead Guest Advocate is not scheduled at the ASL, and it is outside the normal working hours of the Shelter Supervisor, the staff member should notify the Lead at another site for assistance. Consult the schedule to find which lead is on-duty.
1. Bridge Housing Program (BHP): 949-741-0972
2. Silver Lantern: 949-315-0954
3. Vista Del Mar (VDM): 949-828-7813
The Lead staff member on-duty will assist in finding coverage using the following decision tree:
1. If there is more than one Guest Advocate scheduled and the absence will not result in any uncovered hours (and operations can reasonably occur with the remaining scheduled staff), log the absence and do not seek replacement.
2. If replacement is necessary to maintain the minimum coverage required, use the staff phone roster found here Schedules to find a replacement. Log the absence and the replacement and indicate if overtime was approved.
a. Contact on-call staff to assist with coverage.
b. Contact part-time or off-duty staff from same site as call-out to inquire for coverage availability. c. Move on to part-time and off-duty staff from dedicated sites to inquire for coverage availability. d. For overnight shifts specifically, pull overnight TA to cover only when all the above options are not available.
3. If unable to find a replacement:
a. During business hours, contact the Shelter Supervisor or Program Manager OR after-hours, contact the Program Manager On-Call for permission to:
i. Reassign an on-duty Tenant Advocate from Silver Lantern or Vista Del Mar ii. Enact mandatory overtime until the on-duty staff person can be relieved by the Program Manager On-Call.
b. Log the absence and the replacement plan.
In the event that no Lead is on-duty at any site, the on-duty Guest Advocate will follow the same procedure outlined above and contact the Program Manager On-Call as needed.
Staff Training
The ASL provides extensive training to shelter staff. Essential trainings are provided in the on-boarding process prior to staff being onsite at the shelter. Onsite onboarding includes shadowing shifts with a lead staff member and reviewing the ASL Policy and Procedure Manual with the Lead and Program Manager. Other required trainings are assigned monthly to new staff during their first year of hire. Staff also complete County-provided training annually as required.
All of these completed training sessions are tracked and documented in the agency’s human resource information system. Ad hoc training occurs during required monthly staff meetings as indicated. Friendship Shelter also provides supplemental training for all agency staff every quarter on various best practice modalities for homeless service provision.
Friendship Shelter, Inc.
The following trainings are provided to new staff during the onboarding process and throughout the first year of employment:
Agency Operations
● FSI Employee Handbook
● FSI Universal Written Standards
● HIPAA Training
● Harassment/Sexual Harassment
● Paylocity Set-up and Use
Program Operations
● ASL Policy and Procedure Manual (many topics below are covered in this manual) ● HMIS Training
● Privacy/Confidentiality/Conflict of Interest
● Non-Discrimination, Equal Access and Gender Identity
● Grievance & Termination Policy and Appeals
● Incident Reporting
● ADA Compliance/Reasonable Accommodation
● Housing Focused Services/Paths to Housing
● Crisis Intervention/De-Escalation
● Problem Solving and Diversion Intervention
● Effective Communication
● Domestic Violence & Safety Planning
● Cultural Humility
● Implicit Bias
● Substance Abuse and Mental Health Disorders
● Mandated Child/Elder Abuse Reporting
● Boundaries & Self-Care
● CES Training
● Best Practices for Serving LGBTQ+ Individuals
● Intensive Case Management Training:
○ Health Needs Assessment
○ Comprehensive Care Plans
○ Narrative Assessment and Intervention Notes
○ Digital Client Files and Recordkeeping
● Assertive Engagement
Evidence Based Practices
● Housing First
● Harm Reduction
● Trauma Informed Care
● Motivational Interviewing
Facility, Health and Safety
● Universal Precautions/Infection Control/Blood Borne Pathogens ● Mental Health Crises/Suicide Assessment
● Safety/Medical Emergencies
● Narcan Administration
● Emergency/Fire Alarm Procedures
Friendship Shelter, Inc.
● First Aid/CPR
● Mental Health First Aid
HMIS Participation and Documentation
HMIS is the system used at the ASL to track participant information, enrollments, and Coordinated Entry activities.
To best serve participants, it is important for staff to keep participant information up to date in HMIS. ASL funding sources rely on HMIS data to verify that participants have a clear path to housing and are progressing along that path during their stay at the ASL. Additionally, HMIS data is used to track program outcomes and compliance with contracts. These outcomes are: exiting to permanent housing, increasing income, and accessing CalFresh and health insurance.
Additionally, data quality and timeliness are important metrics that are reflected in quarterly progress reports that are publicly available via the OCHMIS website. The expectation is that data is entered within 3 days of an instance occurring. This reflects positively on data timeliness measures. In terms of data quality, consistency and accuracy are important.
HMIS Data Entry Guide for ASL Enrollment Program
Enrollment
When a guest is enrolled in the ASL, staff must be sure to enroll them into the ASL program in HMIS.
1. Enroll participant in Shelter Program
a. Go to participant profile
b. Select “Programs”
c. Scroll down to “Alternative Sleeping Location”
d. Select this program and select “Enroll”
e. Complete all of the enrollment questions and save.
i. A common data quality issue in the enrollment page is stating that a guest has a disability, then under the “Employment Status” question, stating that the guest is unemployed instead of disabled.
ii. CalOptima (Medi-Cal) insurance is considered Medicaid, not State Health insurance.
Services
Throughout the participant’s enrollment, staff must be sure to capture services in HMIS as they are provided.
1. Track key services:
a. When in the program view, select the “provide services” tab. b. Provide a Housing Plan service to document the guest’s plan at arrival. c. For each Care Coordination meeting, staff will document progress towards housing with the “Case Management” service and any additional services provided. d. Service Guide:
i. Housing Note: Used to document the participant’s housing plan at entry and whenever it changes.
ii. Referral:
Used to track when staff refers a participant to a community resource or communitybased service provider iii. Linkage:
Friendship Shelter, Inc.
Used to track when the participant actually begins to receive services from above provider that they were referred to; create a separate linkage note when participant is enrolled with the service
iv. Case Management:
Used to track care coordination discussions, missed appointments, etc. Staff are expected to complete all case management notes using SMART
(Specific, Measurable, Attainable, Relevant, Time-bound) goals. CalAIM enrolled participants will have these notes documented in CalOptima Connect instead. v. Transportation: Bus Passes: Used to document when a participant is given a single day or 30-day bus pass.
Status Updates
When a participant has a change in income (e.g., starts receiving benefits or gains/loses employment), these changes need to be reflected in a status update. Increases in income is an important program performance measure, and status updates are how this important work is tracked.
1. To make a status update:
a. Go to the participant’s HMIS profile.
b. Go to the “Programs” tab.
c. Select the pen and paper icon to the left of the Alternative Sleeping Location program. d. This will take you to the History tab on the ASL program, on the right side there is a section called “Status Assessments.”
e. Select the plus sign next to Status Assessments and choose the Status Assessment button. f. Fill out the changed information and submit.
Annual Assessments
When a participant has been in the program for a year, staff must complete an annual assessment. In order to do this, follow the same steps as above and select “Annual Assessment” instead.
Exits
When a participant exits from the ASL program, staff must reflect that in HMIS as soon as possible.
1. Pull up the participant’s profile on HMIS
2. Select the pen and paper icon next to the ASL Program
3. Select “Exit” on the right side of the page.
4. Be sure to go through the Destination drop down thoroughly and select the most appropriate option for the participant.
5. The field “Positive Exit Status” is answered affirmatively when a guest makes a lateral or positive move:
a. Exiting to another shelter
b. Treatment
c. Temporary housing
d. Permanent housing
e. Etc.
i. A “no” answer indicates that the guest returned to the streets, jail, hospitalization, etc.
Confidentiality and Release of Information
All participant information, including enrollment status in Friendship Shelter programs, is private and confidential.
Friendship Shelter staff work as a team and information will be shared between agency team members (which includes program staff, management, contracted staff, and certain volunteers) on a “need to know” basis and in Friendship Shelter, Inc.
an effort to coordinate services to best assist participants. Friendship Shelter works cooperatively with law enforcement and will not hold participant enrollment confidential from law enforcement if requested.
Guests will be provided with a confidentiality agreement at intake, explaining the confidentiality procedure and limits to confidentiality. Friendship Shelter staff will not share guest information with outside providers, unless the situation involves a participant’s imminent harm to self, imminent harm to others, or child/elder abuse. If any of these situations are apparent, bring this situation to the Program Manager for next steps. In the event of threatening harm to self or others, the Crisis Assessment Team should be contacted to assess the participant. For disclosures of elder or child abuse, Adult Protective Services (APS) and Child Protective Services (CPS), respectively, must be contacted.
Staff must be mindful of how they discuss confidential guest information. Do not disclose guest information to outside parties without a signed Release of Information. When talking amongst staff, ensure that any confidential information is discussed behind closed doors where other participants cannot overhear.
If a participant wishes for staff to share information regarding their stay with another service provider or individual, the participant is required to fill out a Release of Information form providing staff with written consent.
Participants may revoke consent at any time by writing a statement explaining to which outside party they wish to revoke consent. This statement will be kept in the participant’s file alongside the signed release of information.
Conflicts of Interest
The ASL follows Friendship Shelter’s agency-wide conflicts of interest policy, as outlined in the Friendship Shelter Universal Written Standards: Operations, Programs and Services:
Friendship Shelter, Inc. employees are required to maintain a professional relationship with program participants at all times. Staff are expected to use agency provided communication tools (agency email address and phone number) whenever possible and to communicate with program participants during established work hours appropriate to the employee’s position. It is inevitable that staff may encounter program participants outside of work hours, and it is expected that staff will maintain the integrity of their professional role and preserve the participant’s confidentiality as a participant of a Friendship Shelter program.
Dual relationships between Friendship Shelter, Inc. employees and program participants are not permitted – this includes business (other than Friendship Shelter business), personal, romantic, sexual and any other type of relationship outside of FSI employee and program participant.
All staff are required to disclose to their direct supervisor any prior relationships or acquaintances with persons receiving services from a Friendship Shelter program within 24 hours of knowing. A determination will be made by the direct supervisor, in consultation with the Director of Services, as to whether the existing relationship hinders service delivery. In the event that it does hinder service delivery, the participant will be referred to a different staff member, program, or agency for similar services.
During work hours, direct service staff working in the field or at designated facilities/sites are required to wear an agency-provided name badge identifying them as staff (including their name and position).
Friendship Shelter, Inc.
This policy does not replace any other agency policies regarding Conflicts of Interest, as outlined in the Friendship Shelter, Inc. Employee Handbook.
Document Storage and Retention
Storage of Active Records
Participant files are stored digitally in an encrypted agency SharePoint. Files are only accessible to staff who need access in order to carry out their job duties. Files are updated on a regular basis to reflect a participant’s status with the agency. Participant files are never to be left open on unattended computers and may never be shown to participants or non-staff. Participants may request copies of the contents of their files for themselves or others, via written request as outlined under requests for records.
Retention of Records
All participant files will be retained for a minimum of 10 years. Hard copies of participant files are considered active until the end of the calendar year in which the participant exited the program. Inactive files are boxed by year, labeled, and stored in locked storage. FSI contracts with a third-party vendor for additional offsite storage.
Disposal of Records
If the record retention period has expired, the record will be destroyed. Records that contain confidential information or personal information will be shredded. All agency sites will have available a paper shredder. Hard copies of participant files will be shredded using our third-party vendor.
Requests for Records
If a client is interested in reviewing their file, they may request this in writing using the Records Request Form.
Staff will respond following the procedure outlined in the Universal Written Standards.
If a client would like for the ASL to share any or all of their file contents with another party, they may request this in writing by completing the Authorization for Release of Protected Health Information form and submitting it to the Program Manager. These requests may take up to two weeks to be fulfilled.
Quality Assurance
The ASL staff participate in weekly and monthly staff meetings to facilitate team communication, policy adherence, participant housing plan progress, and general program operations. The ASL also follows Friendship Shelter’s agency-wide quality assurance policy, as outlined in the Friendship Shelter Universal Written Standards:
Operations, Programs and Services.
Performance Measures and Reporting
Friendship Shelter is contracted by the City of Laguna Beach and the County of Orange to provide shelter services at the ASL, and thus has contracted performance measures and required reporting. The ASL is also subject to the Orange County CoC Project Performance thresholds for emergency shelter. It is critical that all HMIS data entry is timely and accurate.
County of Orange Contract Performance Measures
• Assist a minimum of 67 eligible participants each annual term. • 100% of participants will have a Housing and Services Plan within 30 days of shelter enrollment.
Friendship Shelter, Inc.
• 90% of participants will be enrolled in CES within 30 days of shelter enrollment. • 25% of participants will exit to a permanent housing destination. • 15% of participants will increase their income while enrolled in the program. • 90% minimum bed utilization will be maintained.
Programmatic Reporting
1. ASL Monthly Report: Prepared by data team and sent to ASL Program Manager by the 3rd of each month.
Reviewed and approved by ASL Program Manager and submitted to designated City of Laguna Beach staff by data team, on or before the 5th of each month.
2. ASL Weekly Roster Report: Prepared by data team and sent to ASL Program Manager every Monday.
Reviewed by ASL Program Manager and submitted to designated City of Laguna Beach and LBPD staff by ASL Program Manager upon confirmation.
3. ASL Emergency Shelter Operations and Services Quarterly Report: Prepared by the data team, ASL Program Manager, and Contracts Manager. Approved by the Compliance Manager and submitted to the Office of Care Coordination by the Compliance Manager by the 20th of each month following the end of the quarter.
Quarter Timeframe Included Report Due Date
Quarter 1 July 1 – September 30 October 20
Quarter 2 October 1 – December 31 January 20
Quarter 3 January 1 – March 31 April 20
Quarter 4 April 1 – June 30 July 20
Document Control
This section is to be completed after material changes (additions or deletions) have been made to the ASL Policy and Procedure Manual.
Version
No.
Date Authorized Personnel Summary of Change(s)
3.0 12/3/25 Analisa Andrus, Director of Program
Development and Compliance
ASL Day Program and Laguna Beach
Emergency Bed Program discontinued. ASL
Emergency Shelter model and capacity
updated to 30 bed 24/7 enrollment shelter.
Updated: Referral Process
STAFF REPORT
Meeting Date:
December 9, 2025
CONSENT
10 SUBJECT: RESOLUTION ADOPTING MEASURE M2 EXPENDITURE REPORT FOR FISCAL YEAR 2024-25
RECOMMENDATION: It is recommended that the City Council:
1. Adopt the attached Resolution titled, “A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LAGUNA BEACH, CALIFORNIA, CONCERNING THE MEASURE M2 EXPENDITURE REPORT FOR THE CITY OF LAGUNA BEACH,” approving the Orange County Measure M2 Transportation Improvement Tax Expenditure Report for Fiscal Year 2024-2025, as certified by the Director of Finance subject to technical revisions in conformance with Orange County Transportation Authority guidelines; and
2. Authorize the Director of Finance to sign and submit the report to the Orange County Transportation Authority.
SUMMARY OF THE MATTER
In 1990, Orange County voters approved Measure M, which provides funding for transportation improvements from a county-wide one-half percent retail sales tax. In 2006, Orange County voters approved Renewed Measure M (Measure M2), which extends the one-half percent sales tax to 2041. To remain eligible for receiving these funds, local agencies are required to submit annual accounting of Measure M2 revenues and expenditures to the Orange County Transportation Authority (OCTA) by December 31 of each year.
DISCUSSION
For Fiscal Year (FY) 2024-25, the City of Laguna Beach received $586,303 for street repairs and maintenance under this program known as the Local Fair Share. The City is also eligible for competitive grant funding under the Measure M2 programs. In FY 2024-25, the City also received $50,385 in Senior Mobility Program (SMP) funding for paratransit services. To remain eligible for receiving these funds, local agencies are required to submit annual accounting of Measure M2 revenues and expenditures to OCTA by December 31 of each year.
Prior to submitting the required Measure M2 revenues and expenditures accounting to OCTA, the annual report must be adopted by resolution of the City Council. Attached are the Measure M2 Expenditure Report for FY 2024-2025 (Attachment 1) and accompanying Resolution (Attachment 2).
FINANCIAL ANALYSIS
The recommended action has no financial impact to the budget.
ENVIRONMENTAL ANALYSIS
RESOLUTION ADOPTING MEASURE M2 EXPENDITURE REPORT FOR FISCAL YEAR 2024- 25 December 9, 2025
The annual report is not considered a project subject to the California Environmental Quality Act review pursuant to State CEQA Guidelines, section 15378(b)(4), which states that a project does not include “[t]he creation of government funding mechanisms or other government fiscal activities which do not involve any commitment to any specific project which may result in a potentially significant physical impact on the environment.” The City’s consideration of the Measure M2 Expenditure Report for FY 2024-2025 is a necessary step before submitting this annual accounting to OCTA in order to remain eligible for Measure M2 grant funding. This is a fiscal activity that is not tied to any specific project that may have significant environmental impacts and therefore is not a project requiring environmental review.
ATTACHMENTS
1. M2 Expenditure Report (Pgs. 3-7)
2. Resolution (Pgs. 8-14)
Submitted By: .Michelle Bannigan Approved: .David A Kiff Michelle Bannigan, Finance
Director
Dave Kiff, City Manager
Report Prepared By: Coordinated With:
Shannon Espinoza, Finance Manager
City of Laguna Beach
M2 Expenditure Report
Fiscal Year Ended June 30, 2025
Beginning and Ending Balances
Schedule 1
Line No. Amount Interest
A-M Freeway Projects 1 $ - $ -
O Regional Capacity Program (RCP) 2 $ - $ -
P Regional Traffic Signal Synchronization Program (RTSSP) 3 $ - $ - Q Local Fair Share 4 $ 538,007.50 $ 16,046.19
R High Frequency Metrolink Service 5 $ - $ -
S Transit Extensions to Metrolink 6 $ - $ -
T Convert Metrolink Station(s) to Regional Gateways that connect Orange County with High-Speed Rail Systems 7 $ - $ - U Senior Mobility Program or Senior Non-Emergency Medical Program
8 $ 35,735.83 $ 638.83
V Community Based Transit/Circulators 9 $ (1,967,532.01) $ - W Safe Transit Stops 10 $ - $ -
X Environmental Cleanup Program (Water Quality) 11 $ - $ - Other* 12 $ - $ -
13 $ (1,393,788.68) $ 16,685.02
Monies Made Available During Fiscal Year 14 $ 706,936.79 $ 37,740.21 15 $ (686,851.89) $ 54,425.23
Expenditures During Fiscal Year 16 $ 2,131,045.44 $ -
A-M Freeway Projects 17 $ - $ -
O Regional Capacity Program (RCP) 18 $ - $ -
P Regional Traffic Signal Synchronization Program (RTSSP) 19 $ - $ - Q Local Fair Share 20 $ 42,296.04 $ 53,079.95
R High Frequency Metrolink Service 21 $ - $ -
S Transit Extensions to Metrolink 22 $ - $ -
T Convert Metrolink Station(s) to Regional Gateways that connect Orange County with High-Speed Rail Systems 23 $ - $ - U Senior Mobility Program or Senior Non-Emergency Medical Program
24 $ 6,121.04 $ 933.89
V Community Based Transit/Circulators 25 $ (2,866,314.41) $ 411.39 W Safe Transit Stops 26 $ - $ -
X Environmental Cleanup Program (Water Quality) 27 $ - $ - Other* 28 $ - $ -
* Please provide a specific description
PRIOR PERIOD CORRECTION: For "O", Regional Capacity Program (RCP), the City is restating the beginning fund balance to $0 as pre-approved by OCTA. The City had prior year overspending of $15,108, and since the overspending for Project "O" wasn't eligible for M2 reimbursement and the City already absorbed these costs within it's own funds, the deficit no longer represents an M2 obligation.
Balances at End of Fiscal Year
Balances at Beginning of Fiscal Year
Balances at Beginning of Fiscal Year
Description
Total Monies Available (Sum Lines 13 & 14)
Attachment 1
3 City of Laguna Beach M2 Expenditure Report
Fiscal Year Ended June 30, 2025
Sources and Uses
Schedule 2
Line No. Amount Interest
A-M Freeway Projects 1 $ - $ -
O Regional Capacity Program (RCP) 2 $ - $ -
P Regional Traffic Signal Synchronization Program (RTSSP) 3 $ - $ - Q Local Fair Share 4 $ 586,303.01 $ 37,033.76
R High Frequency Metrolink Service 5 $ - $ -
S Transit Extensions to Metrolink 6 $ - $ -
T Convert Metrolink Station(s) to Regional Gateways that connect Orange County with High-Speed Rail Systems 7 $ - $ -
U Senior Mobility Program or Senior Non-Emergency Medical Program 8 $ 50,385.21 $ 295.06 V Community Based Transit/Circulators 9 $ 70,248.57 $ 411.39 W Safe Transit Stops 10 $ - $ -
X Environmental Cleanup Program (Water Quality) 11 $ - $ - Other* 12 $ - $ -
13 $ 706,936.79 $ 37,740.21
A-M Freeway Projects 14 $ - $ -
O Regional Capacity Program (RCP) 15 $ - $ -
P Regional Traffic Signal Synchronization Program (RTSSP) 16 $ - $ - Q Local Fair Share 17 $ 1,082,014.47 $ -
R High Frequency Metrolink Service 18 $ - $ -
S Transit Extensions to Metrolink 19 $ - $ -
T Convert Metrolink Station(s) to Regional Gateways that connect Orange County with High-Speed Rail Systems 20 $ - $ -
U Senior Mobility Program or Senior Non-Emergency Medical Program 21 $ 80,000.00 $ - V Community Based Transit/Circulators 22 $ 969,030.97 $ - W Safe Transit Stops 23 $ - $ -
X Environmental Cleanup Program (Water Quality) 24 $ - $ - Other* 25 $ - $ -
26 $ 2,131,045.44 $ -
TOTAL BALANCE (Subtract line 26 from 13) 27 $ (1,424,108.65) $ 37,740.21 TOTAL EXPENDITURES (Sum lines 14 to 25)
Description
Revenues:
TOTAL REVENUES (Sum lines 1 to 12)
Expenditures:
4 City of Laguna Beach
M2 Expenditure Report
Fiscal Year Ended June 30, 2025
Streets and Roads Detailed Use of Funds
Schedule 3
Line
No. MOE Developer /
Impact Fees+ O O
Interest P P
Interest Q Q
Interest X X
Interest
Other
M22
Other
M2
Interest
Other* TOTAL
1 $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - New Street Construction 2 $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - Street Reconstruction 3a $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - Street Reconstruction - Pavement 3b $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - Signals, Safety Devices, & Street Lights 4 $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - Pedestrian Ways & Bikepaths 5 $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - Storm Drains 6 $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - Storm Damage 7a $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - Storm Damage - Pavement 7b $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - 8 $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - Right of Way Acquisition 9 $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - 10 $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - Patching 11 $ 1,244,796.40 $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ 1,244,796.40 Overlay & Sealing 12 $ - $ - $ - $ - $ - $ 1,082,014.47 $ - $ - $ - $ - $ - $ - $ 1,082,014.47 Street Lights & Traffic Signals 13 $ 320,137.95 $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ 320,137.95 Storm Damage 14 $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - Other Street Purpose Maintenance 15a $ 3,642,407.18 $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ 3,642,407.18 Other Street Purpose Maintenance - Pavement 15b $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - 16 $ 5,207,341.53 $ - $ - $ - $ - $ - $ 1,082,014.47 $ - $ - $ - $ - $ - $ - $ 6,289,356.00 17 $ - $ - $ - $ - $ - $ - $ - $ - $ - $ 1,049,030.97 $ - $ - $ 1,049,030.97 18 $ 5,207,341.53 $ - $ - $ - $ - $ - $ 1,082,014.47 $ - $ - $ - $ 1,049,030.97 $ - $ - $ 7,338,386.97 19 1 Includes direct charges for staff time Legend
2 Other M2 includes A-M, R,S,T,U,V, and W Project
+ Transportation related only A-M
* Please provide a specific description O
P
Q
R
S
T
U
V
W
X Environmental Cleanup Program (Water Quality)
Local Fair Share
High Frequency Metrolink Service
Convert Metrolink Station(s) to Regional Gateways that connect Orange County with High-Speed Rail Systems
Senior Mobility Program or Senior Non-Emergency Medical Program Community Based Transit/Circulators
Safe Transit Stops
Transit Extensions to Metrolink
Description
Freeway Projects
Regional Capacity Program (RCP)
Regional Traffic Signal Synchronization Program (RTSSP) Maintenance
Total Maintenance1 (Sum Lines 11 to 15b)
Other
GRAND TOTALS (Sum Lines 1, 10, 16, 17)
Finance Director Confirmation
Any California State Constitution Article XIX streets and road eligible expenditure may be “counted” in local jurisdictions’ calculation of MOE if the activity is supported (funded) by a local jurisdictions’ discretionary funds (e.g. general fund). The California State Controller also provides useful information on Article XIX and the Streets and Highways Code eligible expenditures in its “Guidelines Relating to Gas Tax Expenditures for Cities and Counties”.
I have reviewed and am aware of these guidelines and their applicability in calculating and reporting on Maintenance of Effort expenditures.
Finance Director initial: _______________
Type of Expenditure
Indirect and/or Overhead
Construction & Right-of-Way
Total Construction1 (Sum Lines 2 to 7b)
Total Construction & Right-of-Way (Sum Lines 8 & 9)
5 City of Laguna Beach
M2 Expenditure Report
Fiscal Year Ended June 30, 2025
Local Fair Share Project List
Schedule 4
PROJECT NAME TYPE OF EXPENDITURE AMOUNT INTEREST
Zone 3 Collector Street Slurry Seal and Rehabilitation Maintenance - Overlay & Sealing $ 1,082,014.47 TOTAL PROJECT Q EXPENDED $ 1,082,014.47 $ -
GRAND TOTAL PROJECT Q EXPENDED $ 1,082,014.47
6 City of Laguna Beach
M2 Expenditure Report
Fiscal Year Ended June 30, 2025
Signature Page
Date
11 Jurisdictions are encouraged to submit MOE eligible expenditures higher than their MOE benchmark, so that should certain expenses be ruled ineligible during an MOE audit, the local jurisdiction still has sufficient MOE expenditures to demonstrate continued achievement of the MOE benchmark.
I hereby certify that:
☐ All the information attached herein and included in schedules 1 through 4 is true and accurate to the best of my knowledge;
☐ The interest earned on Net Revenues allocated pursuant to the Ordinance shall be expended only for those purposes for which the Net Revenues were allocated;
☐ The City/County of ____________________ is aware of the State Controller’s “Guidelines Relating to Gas Tax Expenditures for Cities and Counties”, which is a guide for determining MOE Expenditures for M2 Eligibility purposes;
☐ The City/County’s Expenditure Report is in compliance with direction provided in the State Controller’s “Guidelines Relating to Gas Tax Expenditures for Cities and Counties;” and ☐ The City/County of ___________________ has expended in this fiscal year an amount of local discretionary funds for streets and roads purposes at least equal to or exceeding the FY 2024-25 MOE benchmark dollar amount 11.
Director of Finance (Print Name)
Signature
Michelle Bannigan 11/19/2025
7 RESOLUTION NO. 25.XXX
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
LAGUNA BEACH, CALIFORNIA, CONCERNING THE
MEASURE M2 EXPENDITURE REPORT FOR THE CITY
OF LAGUNA BEACH
WHEREAS, local jurisdictions are required to meet eligibility requirements and submit eligibility verification packages to Orange County Transportation Authority (OCTA) in order to remain eligible to receive M2 funds; and
WHEREAS, local jurisdictions are required to adopt an annual Expenditure Report as part of one of the eligibility requirements; and
WHEREAS, local jurisdictions are required to account for Net Revenues, developer/traffic impact fees, and funds expended by local jurisdiction in the Expenditure Report that satisfy the Maintenance of Effort requirements; and
WHEREAS, the M2 Expenditure Report shall include all Net Revenue fund balances, interest earned, and expenditures identified by type and program or project; and WHEREAS, the M2 Expenditure Report must be adopted and submitted to the OCTA each year within six months of the end of the local jurisdiction’s fiscal year to be eligible to receive Net Revenues as part of M2.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF LAGUNA BEACH DOES RESOLVE:
SECTION 1. The M2 Expenditure Report is in conformance with the template provided in the Measure M2 Eligibility Guidelines and accounts for Net Revenues including interest earned, expenditures during the fiscal year and balances at the end of fiscal year.
SECTION 2. The M2 Expenditure Report (as attached hereto as Exhibit A) is hereby Attachment 2
8 -2- Reso. #
adopted by the City of Laguna Beach.
SECTION 3. The City of Laguna Beach Director of Finance is hereby authorized to sign and submit the M2 Expenditure Report to OCTA for the fiscal year ending June 30, 2025.
ADOPTED this 9th day of December, 2025.
, Mayor
ATTEST:
Ann Marie McKay, City Clerk
I, Ann Marie McKay, City Clerk of the City of Laguna Beach, certify that the foregoing Resolution No. 25.XXX was duly adopted at a regular meeting of the City Council of said City held on December 9, 2025, by the following vote:
AYES: COUNCILMEMBERS:
NOES: COUNCILMEMBERS:
ABSENT: COUNCILMEMBERS:
City Clerk, City of Laguna Beach, CA
9 City of Laguna Beach
M2 Expenditure Report
Fiscal Year Ended June 30, 2025
Beginning and Ending Balances
Exhibit A
Line No. Amount Interest
A-M Freeway Projects 1 $ - $ -
O Regional Capacity Program (RCP) 2 $ - $ -
P Regional Traffic Signal Synchronization Program (RTSSP) 3 $ - $ - Q Local Fair Share 4 $ 538,007.50 $ 16,046.19
R High Frequency Metrolink Service 5 $ - $ -
S Transit Extensions to Metrolink 6 $ - $ -
T Convert Metrolink Station(s) to Regional Gateways that connect Orange County with High-Speed Rail Systems 7 $ - $ - U Senior Mobility Program or Senior Non-Emergency Medical Program
8 $ 35,735.83 $ 638.83
V Community Based Transit/Circulators 9 $ (1,967,532.01) $ - W Safe Transit Stops 10 $ - $ -
X Environmental Cleanup Program (Water Quality) 11 $ - $ - Other* 12 $ - $ -
13 $ (1,393,788.68) $ 16,685.02
Monies Made Available During Fiscal Year 14 $ 706,936.79 $ 37,740.21 15 $ (686,851.89) $ 54,425.23
Expenditures During Fiscal Year 16 $ 2,131,045.44 $ -
A-M Freeway Projects 17 $ - $ -
O Regional Capacity Program (RCP) 18 $ - $ -
P Regional Traffic Signal Synchronization Program (RTSSP) 19 $ - $ - Q Local Fair Share 20 $ 42,296.04 $ 53,079.95
R High Frequency Metrolink Service 21 $ - $ -
S Transit Extensions to Metrolink 22 $ - $ -
T Convert Metrolink Station(s) to Regional Gateways that connect Orange County with High-Speed Rail Systems 23 $ - $ - U Senior Mobility Program or Senior Non-Emergency Medical Program
24 $ 6,121.04 $ 933.89
V Community Based Transit/Circulators 25 $ (2,866,314.41) $ 411.39 W Safe Transit Stops 26 $ - $ -
X Environmental Cleanup Program (Water Quality) 27 $ - $ - Other* 28 $ - $ -
* Please provide a specific description
PRIOR PERIOD CORRECTION: For "O", Regional Capacity Program (RCP), the City is restating the beginning fund balance to $0 as pre-approved by OCTA. The City had prior year overspending of $15,108, and since the overspending for Project "O" wasn't eligible for M2 reimbursement and the City already absorbed these costs within it's own funds, the deficit no longer represents an M2 obligation.
Balances at End of Fiscal Year
Balances at Beginning of Fiscal Year
Balances at Beginning of Fiscal Year
Description
Total Monies Available (Sum Lines 13 & 14)
10 City of Laguna Beach M2 Expenditure Report
Fiscal Year Ended June 30, 2025
Sources and Uses
Schedule 2
Line No. Amount Interest
A-M Freeway Projects 1 $ - $ -
O Regional Capacity Program (RCP) 2 $ - $ -
P Regional Traffic Signal Synchronization Program (RTSSP) 3 $ - $ - Q Local Fair Share 4 $ 586,303.01 $ 37,033.76
R High Frequency Metrolink Service 5 $ - $ -
S Transit Extensions to Metrolink 6 $ - $ -
T Convert Metrolink Station(s) to Regional Gateways that connect Orange County with High-Speed Rail Systems 7 $ - $ -
U Senior Mobility Program or Senior Non-Emergency Medical Program 8 $ 50,385.21 $ 295.06 V Community Based Transit/Circulators 9 $ 70,248.57 $ 411.39 W Safe Transit Stops 10 $ - $ -
X Environmental Cleanup Program (Water Quality) 11 $ - $ - Other* 12 $ - $ -
13 $ 706,936.79 $ 37,740.21
A-M Freeway Projects 14 $ - $ -
O Regional Capacity Program (RCP) 15 $ - $ -
P Regional Traffic Signal Synchronization Program (RTSSP) 16 $ - $ - Q Local Fair Share 17 $ 1,082,014.47 $ -
R High Frequency Metrolink Service 18 $ - $ -
S Transit Extensions to Metrolink 19 $ - $ -
T Convert Metrolink Station(s) to Regional Gateways that connect Orange County with High-Speed Rail Systems 20 $ - $ -
U Senior Mobility Program or Senior Non-Emergency Medical Program 21 $ 80,000.00 $ - V Community Based Transit/Circulators 22 $ 969,030.97 $ - W Safe Transit Stops 23 $ - $ -
X Environmental Cleanup Program (Water Quality) 24 $ - $ - Other* 25 $ - $ -
26 $ 2,131,045.44 $ -
TOTAL BALANCE (Subtract line 26 from 13) 27 $ (1,424,108.65) $ 37,740.21 TOTAL EXPENDITURES (Sum lines 14 to 25)
Description
Revenues:
TOTAL REVENUES (Sum lines 1 to 12)
Expenditures:
11 City of Laguna Beach
M2 Expenditure Report
Fiscal Year Ended June 30, 2025
Streets and Roads Detailed Use of Funds
Schedule 3
Line
No. MOE Developer /
Impact Fees+ O O
Interest P P
Interest Q Q
Interest X X
Interest
Other
M22
Other
M2
Interest
Other* TOTAL
1 $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - New Street Construction 2 $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - Street Reconstruction 3a $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - Street Reconstruction - Pavement 3b $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - Signals, Safety Devices, & Street Lights 4 $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - Pedestrian Ways & Bikepaths 5 $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - Storm Drains 6 $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - Storm Damage 7a $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - Storm Damage - Pavement 7b $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - 8 $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - Right of Way Acquisition 9 $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - 10 $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - Patching 11 $ 1,244,796.40 $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ 1,244,796.40 Overlay & Sealing 12 $ - $ - $ - $ - $ - $ 1,082,014.47 $ - $ - $ - $ - $ - $ - $ 1,082,014.47 Street Lights & Traffic Signals 13 $ 320,137.95 $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ 320,137.95 Storm Damage 14 $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - Other Street Purpose Maintenance 15a $ 3,642,407.18 $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ 3,642,407.18 Other Street Purpose Maintenance - Pavement 15b $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - 16 $ 5,207,341.53 $ - $ - $ - $ - $ - $ 1,082,014.47 $ - $ - $ - $ - $ - $ - $ 6,289,356.00 17 $ - $ - $ - $ - $ - $ - $ - $ - $ - $ 1,049,030.97 $ - $ - $ 1,049,030.97 18 $ 5,207,341.53 $ - $ - $ - $ - $ - $ 1,082,014.47 $ - $ - $ - $ 1,049,030.97 $ - $ - $ 7,338,386.97 19 1 Includes direct charges for staff time Legend
2 Other M2 includes A-M, R,S,T,U,V, and W Project
+ Transportation related only A-M
* Please provide a specific description O
P
Q
R
S
T
U
V
W
X Environmental Cleanup Program (Water Quality)
Local Fair Share
High Frequency Metrolink Service
Convert Metrolink Station(s) to Regional Gateways that connect Orange County with High-Speed Rail Systems
Senior Mobility Program or Senior Non-Emergency Medical Program Community Based Transit/Circulators
Safe Transit Stops
Transit Extensions to Metrolink
Description
Freeway Projects
Regional Capacity Program (RCP)
Regional Traffic Signal Synchronization Program (RTSSP) Maintenance
Total Maintenance1 (Sum Lines 11 to 15b)
Other
GRAND TOTALS (Sum Lines 1, 10, 16, 17)
Finance Director Confirmation
Any California State Constitution Article XIX streets and road eligible expenditure may be “counted” in local jurisdictions’ calculation of MOE if the activity is supported (funded) by a local jurisdictions’ discretionary funds (e.g. general fund). The California State Controller also provides useful information on Article XIX and the Streets and Highways Code eligible expenditures in its “Guidelines Relating to Gas Tax Expenditures for Cities and Counties”.
I have reviewed and am aware of these guidelines and their applicability in calculating and reporting on Maintenance of Effort expenditures.
Finance Director initial: _______________
Type of Expenditure
Indirect and/or Overhead
Construction & Right-of-Way
Total Construction1 (Sum Lines 2 to 7b)
Total Construction & Right-of-Way (Sum Lines 8 & 9)
12 City of Laguna Beach
M2 Expenditure Report
Fiscal Year Ended June 30, 2025
Local Fair Share Project List
Schedule 4
PROJECT NAME TYPE OF EXPENDITURE AMOUNT INTEREST
Zone 3 Collector Street Slurry Seal and Rehabilitation Maintenance - Overlay & Sealing $ 1,082,014.47 TOTAL PROJECT Q EXPENDED $ 1,082,014.47 $ -
GRAND TOTAL PROJECT Q EXPENDED $ 1,082,014.47
13 City of Laguna Beach
M2 Expenditure Report
Fiscal Year Ended June 30, 2025
Signature Page
Date
11 Jurisdictions are encouraged to submit MOE eligible expenditures higher than their MOE benchmark, so that should certain expenses be ruled ineligible during an MOE audit, the local jurisdiction still has sufficient MOE expenditures to demonstrate continued achievement of the MOE benchmark.
I hereby certify that:
☐ All the information attached herein and included in schedules 1 through 4 is true and accurate to the best of my knowledge;
☐ The interest earned on Net Revenues allocated pursuant to the Ordinance shall be expended only for those purposes for which the Net Revenues were allocated;
☐ The City/County of ____________________ is aware of the State Controller’s “Guidelines Relating to Gas Tax Expenditures for Cities and Counties”, which is a guide for determining MOE Expenditures for M2 Eligibility purposes;
☐ The City/County’s Expenditure Report is in compliance with direction provided in the State Controller’s “Guidelines Relating to Gas Tax Expenditures for Cities and Counties;” and ☐ The City/County of ___________________ has expended in this fiscal year an amount of local discretionary funds for streets and roads purposes at least equal to or exceeding the FY 2024-25 MOE benchmark dollar amount 11.
Director of Finance (Print Name)
Signature
Michelle Bannigan 11/19/2025
14 STAFF REPORT
Meeting Date:
December 9, 2025
CONSENT
11 SUBJECT: PROFESSIONAL SERVICES AGREEMENT TO PROVIDE PROJECT MANAGEMENT FOR THE CITY’S PUBLIC SAFETY COMPUTER AIDED
DISPATCH
RECOMMENDATION: It is recommended that the City Council:
1. Authorize the City Manager to execute a service agreement with National Public Safety Group for Computer Aided Dispatch and Records Management System project management services for a one time cost not to exceed $238,293; and
2. Find that the action does not constitute a project under the California Environmental Quality Act pursuant to Guidelines Section 15378(b)(4) and Section 15378(b)(5).
SUMMARY OF THE MATTER
In July 2025, the City received notice from Hexagon that it would pause the CAD implementation while it retrained and restructured its implementation teams after rapid nationwide growth. This change moved the original target date from May 2026 to early 2027, which is now the most realistic window for full completion.
During the pause, staff reviewed both the software platform and the project delivery approach. Industry feedback confirmed that Hexagon remains the preferred CAD system for public safety agencies. High demand and vendor scaling issues caused the delay, not any weakness in the product.
To maintain momentum and ensure proper oversight for a complex CAD and RMS implementation, staff recommends hiring National Public Safety Group as the new project manager. The firm specializes in public safety technology projects and has extensive experience with Hexagon deployments. Staff believes this change will provide the most direct and reliable path to completion without reducing system quality or performance.
DISCUSSION
Hexagon Delay and Revised Schedule
Hexagon began implementation in September 2024. In July 2025, the company paused the project to retrain and reassign staff due to unprecedented demand for its CAD and RMS platforms. This action shifted the expected completion date from May 2026 to early 2027, which is now the most realistic window for full completion.
City Work Efforts During the Implementation Pause
Staff remained active during the pause. The City completed hardware purchases, prepared infrastructure, and advanced internal system configurations to reduce future delays. Staff also continued data preparation, system mapping, and integration planning to remain ready for the next phase.
PROFESSIONAL SERVICES AGREEMENT TO PROVIDE PROJECT MANAGEMENT FOR THE CITY’S PUBLIC SAFETY COMPUTER AIDED DISPATCH
December 9, 2025
The project has now resumed in coordination with Hexagon and third-party vendors. Software development and system build tasks are in progress. Training, testing, and user transition will begin in the next calendar year under the direction of the new project manager to ensure consistent oversight and accountability.
Validation of Hexagon as the Preferred Platform
During the pause, staff reassessed whether Hexagon remained the right long term solution. Feedback from peer agencies, industry professionals, and regional partners confirmed that Hexagon remains the industry standard for CAD and RMS systems. The delay resulted from demand and staffing challenges, not from any deficiency in system design or performance.
Selection of National Public Safety Group
National Public Safety Group has direct experience managing Hexagon implementations and specializes in public safety technology projects. The firm has more than twenty years of experience supporting over three hundred public safety agencies, including major departments in California.
The City of Ontario recently worked with National Public Safety Group for its CAD upgrade and recommended the firm highly to the City for getting the CAD system launched.
The firm will:
• Evaluate schedule feasibility
• Review workflows and system configuration
• Coordinate with Hexagon
• Track contractual obligations and deliverables
• Manage project risks and changes
• Oversee data migration, testing, and validation
• Support training, deployment, and post launch stabilization Continuity of Public Safety Services
Staff recognizes and shares the community’s concerns regarding the project setbacks and the age of the current system. The City has taken steps to stay ahead of potential risks and is planning carefully to ensure that Police, Fire, and Marine Safety services remain fully operational and uninterrupted throughout the transition.
At the same time, the City is advancing the new Computer Aided Dispatch and Records Management System in a structured and deliberate manner. Staff remains committed to delivering a modern, reliable, and secure system that strengthens emergency response and aligns with current industry standards.
FINANCIAL ANALYSIS
The cost for National Public Safety Group totals $238,293, which is $132,443 higher than the amount previously proposed for the current consultant. Staff notes that the original project management estimate was likely understated based on the true scope, duration, and complexity of a full CAD implementation.
PROFESSIONAL SERVICES AGREEMENT TO PROVIDE PROJECT MANAGEMENT FOR THE CITY’S PUBLIC SAFETY COMPUTER AIDED DISPATCH
December 9, 2025
The proposed scope of work for National Public Safety Group also includes an additional component, valued at approximately $20,000, to conduct an independent audit of the Records Management System, launched earlier this year, to confirm correct configuration, data integrity, and proper launch. This service was not included in the previous scope and provides an added layer of quality assurance.
The existing project management budget has approximately $85,000 remaining and the project‘s contingency fund can absorb the extra cost. No additional appropriation is required.
Procurement Justification
Pursuant to Laguna Beach Municipal Code Section 2.30.050(g), the recommended action qualifies under the Best Interest of the City exception. A new competitive solicitation would delay the project further and would not add value given the limited number of firms with this level of qualification.
ENVIRONMENTAL ANALYSIS
This action is not subject to the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines Section 15378(b)(4) and (b)(5). The contract constitutes a funding and administrative activity that will not result in a direct or reasonably foreseeable indirect physical change to the environment.
ATTACHMENTS
1. Service Agreement with National Public Safety Group (Pgs. 4-24) Submitted By:
.
Approved: .David A Kiff
Jeremy Frimond, Assistant City
Manager
Dave Kiff, City Manager
Report Prepared By: Coordinated With:
Jeremy Frimond, Assistant City Manager Jerry Soto, IT Manager Mandy Low, Project Manager
-1- PROFESSIONAL SERVICES AGREEMENT
CITY OF LAGUNA BEACH
PROFESSIONAL SERVICES AGREEMENT
1. PARTIES AND DATE.
This Agreement # is made and entered into this day of , 2025, by and between the City of Laguna Beach, a municipal corporation organized under the laws of the State of California with its principal place of business at 505 Forest Avenue, Laguna Beach, California 92651 ("City") and National Public Safety Group LLC (NPSG), a LIMITED LIABILITY COMPANY, with its principal place of business at 124 Newington Way, Aberdeen, North Carolina 28315 ("Consultant"). City and Consultant are sometimes individually referred to herein as "Party" and collectively as "Parties."
2. RECITALS.
2.1 Consultant.
Consultant desires to perform and assume responsibility for the provision of certain professional services required by the City on the terms and conditions set forth in this Agreement.
Consultant represents that it is experienced in providing Professional Public Safety Software Consulting services to public clients, is licensed in the State of California, and is familiar with the plans of City.
2.2 Project.
City desires to engage Consultant to render such professional services for the CAD system implementation project ("Project") as set forth in this Agreement. Pricing was secured through the San Bernardino agreement number 22-1002 under a piggyback provision.
3. TERMS.
3.1 Scope of Services and Term.
3.1.1 General Scope of Services. Consultant promises and agrees to furnish to the City all services and incidental and customary work necessary to fully and adequately supply the professional Public Safety Consulting and Project Management services necessary for the Project ("Services"). The Services are more particularly described in Exhibit "A" attached hereto and incorporated herein by reference. All Services shall be subject to, and performed in accordance with, this Agreement, the exhibits attached hereto and incorporated herein by reference, and all applicable state and federal laws, rules, and regulations.
3.1.2 Term. The term of this Agreement shall be from October 1st 2025 to July 31st 2027, unless earlier terminated as provided herein. Consultant shall complete the Services Attachment 1
4 -2- PROFESSIONAL SERVICES AGREEMENT
within the term of this Agreement, and shall meet any other established schedules and deadlines.
The Parties may, by mutual, written consent, extend the term of this Agreement if necessary to complete the Services.
3.2 Compensation.
3.2.1 Compensation. Consultant shall receive compensation, including authorized reimbursements, for all Services rendered under this Agreement in accordance with Consultant’s Proposal and Schedule of Compensation, as set forth in Exhibits B and C, respectively, attached hereto and incorporated herein by reference. The total compensation shall not exceed two hundred thirteen thousand two hundred ninety three dollars ($213,293) without written approval of the City Council or City Manager, as applicable. Extra Work may be authorized, as described below, and if authorized, will be compensated at the rates and manner set forth in this Agreement.
3.2.2 Payment of Compensation. Consultant’s Proposal and the Schedule of Compensation (Exhibit “B” and Exhibit “C”, respectively) set forth the timing and amounts of compensation to Consultant. Payment shall not constitute acceptance of any Services completed by Consultant. The making of final payment shall not constitute a waiver of any claims by the City for any reason whatsoever.
3.2.3 Reimbursement for Expenses. Consultant shall not be reimbursed for any expenses unless authorized in writing by City, or included in Exhibit “B” or Exhibit "C" of this Agreement.
3.2.4 Extra Work. At any time during the term of this Agreement, City may request that Consultant perform Extra Work. As used herein, "Extra Work" means any work which is determined by City to be necessary for the proper completion of the Project, but which the Parties did not reasonably anticipate would be necessary at the execution of this Agreement.
Consultant shall not perform, nor be compensated for, Extra Work without written authorization from the City and written consent thereto by Consultant.
3.3 Responsibilities of Consultant.
3.3.1 Independent Contractor; Control and Payment of Subordinates. The Services shall be performed by Consultant or under its supervision. Consultant will determine the means, methods and details of performing the Services subject to the requirements of this Agreement. City retains Consultant on an independent contractor basis and not as an employee.
Any personnel performing the Services on behalf of Consultant shall not be employees of City and shall at all times be under Consultant's exclusive direction and control. Neither City, or any of its officials, officers, directors, employees or agents shall have control over the conduct of Consultant or any of Consultants officers, employees or agents, except as set forth in this Agreement. Consultant shall pay all wages, salaries, and other amounts due such personnel in connection with their performance of Services under this Agreement and as required by law.
Consultant shall be responsible for all reports and obligations respecting such additional personnel, including, but not limited to: social security taxes, income tax withholding, unemployment insurance, disability insurance, and workers' compensation insurance. 5 -3- PROFESSIONAL SERVICES AGREEMENT
3.3.2 Schedule of Services. Consultant shall perform the Services in a prompt and timely manner and in accordance with the Schedule of Services set forth in Exhibit "B" attached hereto and incorporated herein by reference. Consultant represents that it has the professional and technical personnel required to perform the Services expeditiously. Upon request of City, Consultant shall provide a more detailed schedule of anticipated performance to meet the Schedule of Services.
3.3.3 Conformance to Applicable Requirements. All work prepared by Consultant shall be subject to the approval of City.
3.3.4 Key Personnel. Different phases of the Project may utilize different lead principals of Consultant. Consultant represents that each principal of Consultant, authorized to act on its behalf, has the experience, knowledge, education, capability, and expertise necessary to carry out the Project.
3.3.5 City's Representative. The City hereby designates Jerry Soto, IT Manager, or his/her designee, to act as its representative in all matters pertaining to the administration and performance of this Agreement ("City's Representative"). City's Representative shall have the power to act on behalf of the City for review and approval of all services submitted by Consultant but not the authority to enlarge the Scope of Services or change the total compensation due to Consultant under this Agreement. The City Manager shall be authorized to act on City's behalf and to execute all necessary documents which enlarge the Scope of Services or change the Consultant's total compensation subject to the provisions contained in this Agreement. Consultant shall not accept direction or orders from any person other than the City Manager, City's Representative or his/her designee.
3.3.6 Consultant's Representative. See Section 3.3.4 hereof.
3.3.7 Coordination of Services. Consultant agrees to work closely with City staff in the performance of Services and shall be available to City's staff, consultants and other staff at all reasonable times.
3.3.8 Standard of Care; Performance of Employees. Consultant shall perform all Services under this Agreement in a skillful and competent manner, consistent with the standards generally recognized as being employed by professionals in the same discipline in the State of California. Consultant represents and maintains that it is skilled in the professional calling necessary to perform the Services. Consultant warrants that all employees and subconsultants shall have sufficient skill and experience to perform the Services assigned to them. Consultant represents that it, its employees and subconsultants have all licenses, permits, qualifications and approvals of whatever nature that are legally required to perform the Services, and that such licenses and approvals shall be maintained throughout the term of this Agreement. Consultant shall perform, at its own cost and expense and without reimbursement from the City, any services necessary to correct errors or omissions which are caused by the Consultant's failure to comply with the standard of care provided for herein. Any employee of the Consultant or its subconsultants who is determined by the City in writing, with supporting details, to be a threat to the safety of persons or propertyshall be promptly removed from the Project by the Consultant and shall not be subsequently used perform any of the Services or to work on the Project.
3.3.9 Period of Performance.
6 -4- PROFESSIONAL SERVICES AGREEMENT
3.3.9.1 Consultant shall perform and complete all Services consistent with Exhibits B and C and subject to Section 3.5.4 hereof.
3.3.9.2 Neither City nor Consultant shall be considered in default of this Agreement for delays in performance caused by circumstances beyond the reasonable control of the non-performing Party. For purposes of this Agreement, such circumstances include a Force Majeure Event. A Force Majeure Event shall mean an event that materially affects a Party’s performance and is one or more of the following: (1) Acts of God or other natural disasters; (2) terrorism or other acts of a public enemy; (3) orders of governmental authorities (including, without limitation, unreasonable and unforeseeable delay in the issuance of permits or approvals by governmental authorities that are required for the services); (4) strikes and other organized labor action occurring at the site and the effects thereof on the services, only to the extent such strikes and other organized labor action are beyond the control of Consultant and its subcontractors, and to the extent the effects thereof cannot be avoided by use of replacement workers; and (5) pandemics, epidemics or quarantine restrictions. For purposes of this section, “orders of governmental authorities,” includes ordinances, emergency proclamations and orders, rules to protect the public health, welfare and safety, and other actions of a public agency applicable to the services and Agreement.
3.3.9.3 Should a Force Majeure Event occur, the non-performing Party shall, within a reasonable time of being prevented from performing, give written notice to the other Party describing the circumstances preventing continued performance and the efforts being made to resume performance of this Agreement. Force Majeure Events and/or delays, regardless of the Party responsible for the delay, shall not entitle Consultant to any additional compensation.
Notwithstanding the foregoing in this section, the City may still terminate this Agreement in accordance with the default and termination provisions of this Agreement.
3.3.10 Laws and Regulations; Employee/Labor Certification.
3.3.10.1 Compliance with Laws. Consultant shall keep itself fully informed of and in compliance with all state and federal laws, rules and regulations in any manner affecting the performance of the Project or the Services, including all Cal/OSHA requirements, and shall give all notices required by law. Consultant shall be liable for all violations by Consultant of such laws and regulations in connection with the Services and this Agreement. All violations of such laws and regulations shall be grounds for the City to terminate the Agreement pursuant to Section 3.5 hereof.
3.3.10.2 Employment Eligibility; Consultant. Consultant certifies that it fully complies with all requirements and restrictions of state and federal law respecting the employment of undocumented aliens, including, but not limited to, the Immigration Reform and Control Act of 1986, as may be amended from time to time and shall require all subconsultants and sub-subconsultants to comply with the same. Consultant certifies that it has not committed a violation of any such law within the five (5) years immediately preceding the date of execution of this Agreement, and shall not violate any such law at any time during the term of the Agreement.
3.3.10.3 Equal Opportunity Employment. Consultant represents that it is an equal opportunity employer and it shall not discriminate against any subconsultant, employee or applicant for employment because of race, religion, color, national origin, handicap, ancestry, sex or age. Such non-discrimination shall include, but not be limited to, all activities related to 7 -5- PROFESSIONAL SERVICES AGREEMENT
initial employment, upgrading, demotion, transfer, recruitment or recruitment advertising, layoff or termination.
3.3.10.4 Air Quality. [Not applicable}
3.3.10.5 Water Quality Management and Compliance. [Not applicable]
3.3.10.6 Safety. Consultant shall execute and maintain its work so as to avoid injury or damage to any person or property. In carrying out its Services, the Consultant shall at all times be in compliance with all applicable state and federal laws, rules and regulations, and shall exercise all necessary precautions for the safety of employees appropriate to the nature of the work and the conditions under which the work is to be performed.
3.3.11 Insurance.
3.3.11.1 Time for Compliance. Consultant shall not commence work under this Agreement until it has provided evidence satisfactory to the City that it has secured all insurance required under this section. In addition, Consultant shall not allow any subconsultant to commence work on any subcontract until it has provided evidence satisfactory to the City that the subconsultant has secured all insurance required under this section. Failure to provide and maintain all required insurance shall be grounds for the City to terminate this Agreement for cause.
3.3.11.2 Types of Insurance Required. As a condition precedent to the effectiveness of this Agreement for work to be performed hereunder, and without limiting the indemnity provisions of the Agreement, the Consultant, in partial performance of its obligations under such Agreement, shall procure and maintain in full force and effect during the term of the Agreement the following policies of insurance. If the existing policies do not meet the insurance requirements set forth herein, Consultant agrees to amend, supplement or endorse the policies to do so.
(A) Commercial General Liability: Commercial General Liability Insurance which affords coverage at least as broad as Insurance Services Office "occurrence" form CG 00 01, or the exact equivalent, with limits of not less than $2,000,000 per occurrence and no less than $4,000,000 in the general aggregate. Defense costs shall be paid in addition to the limits. The policy shall contain no endorsements or provisions (1) limiting coverage for contractual liability; (2) excluding coverage for claims or suits by one insured against another (cross-liability); (3) products/completed operations liability; or (4) containing any other exclusion(s) contrary to the terms or purposes of this Agreement.
(B) Automobile Liability Insurance: Automobile Liability Insurance with coverage at least as broad as Insurance Services Office Form CA 00 01 covering "Any Auto" (Symbol 1), or the exact equivalent, covering bodily injury and property damage for all activities with limits of not less than $2,000,000 combined limit for each occurrence. (C) Workers' Compensation: Workers' Compensation
Insurance, as required by the State of California and Employer's Liability Insurance with a limit of not less than $1,000,000 per accident for bodily injury and disease. 8 -6- PROFESSIONAL SERVICES AGREEMENT
(D) Professional Liability (Errors & Omissions): Professional Liability insurance or Errors & Omissions insurance appropriate to Consultant’s profession with limits of not less than $2,000,000. Covered professional services shall specifically include all work to be performed under the Agreement. If coverage is written on a claims-made basis, the retroactive date shall precede the effective date of the initial Agreement and continuous coverage will be maintained or an extended reporting period will be exercised for a period of at least two (2) years from termination or expiration of this Agreement.
3.3.11.3 Insurance Endorsements. Required insurance policies shall contain the following provisions, or Consultant shall provide endorsements on forms approved by the City to add the following provisions to the insurance policies:
(A) Commercial General Liability: (1) Additional Insured: The City, its officials, officers, employees, and agents shall be additional insureds with regard to liability and defense of suits or claims arising out of the performance of the Agreement. Additional Insured Endorsements shall not (1) be restricted to "ongoing operations"; (2) exclude "contractual liability"; (3) restrict coverage to "sole" liability of Consultant; or (4) contain any other exclusions contrary to the terms or purposes of this Agreement. For all policies of Commercial General Liability insurance, Consultant shall provide endorsements in the form of ISO CG 20 10 10 01 and 20 37 10 01 (or endorsements providing the exact same coverage) to effectuate this requirement. (2) Cancellation: Required insurance policies shall not be canceled or the coverage reduced until a thirty (30) day written notice of cancellation has been served upon the City except ten (10) days shall be allowed for non-payment of premium.
(B) Automobile Liability: (1) Additional Insured: The City, its directors, officials, officers, employees, and agents shall be covered as additional insureds with respect to the ownership, operation, maintenance, use, loading or unloading of any auto owned, leased, hired or borrowed by the Vendor or for which the Vendor is responsible. (2) Cancellation:
Required insurance policies shall not be canceled or the coverage reduced until a thirty (30) day written notice of cancellation has been served upon the City except ten (10) days shall be allowed for non-payment of premium.
(C) Professional Liability (Errors & Omissions): (1) Cancellation:
Required insurance policies shall not be canceled or the coverage reduced until a thirty (30) day written notice of cancellation has been served upon the City except ten (10) days shall be allowed for non-payment of premium. (2) This insurance shall be written on a policy form coverage specifically designed to protect against acts, errors or omissions of the Consultant. “Covered Professional Services” as designated in the policy must specifically include work performed under this Agreement. The policy must “pay on behalf of” the insured and include a provision establishing the insurer’s duty to defend.
(D) Workers' Compensation: (1) Cancellation: Required
insurance policies shall not be canceled or the coverage reduced until a thirty (30) day written notice of cancellation has been served upon the City except ten (10) days shall be allowed for nonpayment of premium. (2) Waiver of Subrogation: A waiver of subrogation stating that the insurer waives all rights of subrogation against the City, its officials, officers, employees, and agents. 9 -7- PROFESSIONAL SERVICES AGREEMENT
3.3.11.4 Primary and Non-Contributing Insurance. All policies of Commercial General Liability and Automobile Liability insurance shall be primary and any other insurance, deductible, or self-insurance maintained by the City, its officials, officers, employees, and agents shall not contribute with this primary insurance. Policies shall contain or be endorsed to contain such provisions.
3.3.11.5 Waiver of Subrogation. All required insurance coverages, except for the professional liability coverage, shall contain or be endorsed to waiver of subrogation in favor of the City, its officials, officers, employees, and agents or shall specifically allow Consultant or others providing insurance evidence in compliance with these specifications to waive their right of recovery prior to a loss. Consultant hereby waives its own right of recovery against City, and shall require similar written express waivers and insurance clauses from each of its subconsultants.
3.3.11.6 Deductibles and Self-Insured Retentions. Any deductible or selfinsured retention must be approved in writing by the City and shall protect the City, its officials, officers, employees, and agents in the same manner and to the same extent as they would have been protected had the policy or policies not contained a deductible or self-insured retention.
3.3.11.7 Evidence of Insurance. The Consultant, concurrently with the execution of the Agreement, and as a condition precedent to the effectiveness thereof, shall deliver original certificates on forms approved by the City, together with all endorsements affecting each policy. Required insurance policies shall not be in compliance if they include any limiting provision or endorsement that has not been submitted to the City for approval. The certificates and endorsements for each insurance policy shall be signed by a person authorized by that insurer to bind coverage on its behalf. At least fifteen (15 days) prior to the expiration of any such policy, evidence of insurance showing that such insurance coverage has been renewed or extended shall be filed with the City. If such coverage is cancelled or reduced and not replaced immediately so as to avoid a lapse in the required coverage, Consultant shall, within ten (10) days after receipt of written notice of such cancellation or reduction of coverage, file with the City evidence of insurance showing that the required insurance has been reinstated or has been provided through another insurance company or companies.
3.3.11.8 Acceptability of Insurers. Each such policy shall be from a company or companies with a current A.M. Best's rating of no less than A:VII and authorized to transact business of insurance in the State of California, or otherwise allowed to place insurance through surplus line brokers under applicable provisions of the California Insurance Code or any federal law.
3.3.11.9 Enforcement of Agreement Provisions (non estoppel).
Consultant acknowledges and agrees that actual or alleged failure on the part of the City to inform Consultant of non-compliance with any requirement imposes no additional obligation on the City nor does it waive any rights hereunder.
3.3.11.10 Requirements Not Limiting. Requirement of specific coverage or minimum limits contained in this Section are not intended as a limitation on coverage, limits, or other requirement, or a waiver of any coverage normally provided by any insurance. The insurance obligations under this Agreement shall be: (1) all the insurance coverage and/or limits carried by or available to the Consultant; or (2) the minimum insurance coverage requirements 10 -8- PROFESSIONAL SERVICES AGREEMENT
and/or limits shown in this Agreement; whichever is greater. Any insurance proceeds in excess of or broader than the minimum required coverage and/or minimum required limits, which are applicable to a given loss, shall be available to the City. No representation is made that the minimum insurance requirements of this Agreement are sufficient to cover the obligations of the Consultant under this Agreement.
3.3.11.11 Additional Insurance Provisions
(A) If any Excess or Umbrella Liability policies are used to meet the limits of liability required by this Agreement, then said policies shall be “following form” of the underlying policy coverage, terms, conditions, and provisions and shall meet all of the insurance requirements stated in this Agreement, including, but not limited to, the additional insured and primary & non-contributory insurance requirements stated herein. No insurance policies maintained by the City, whether primary or excess, and which also apply to a loss covered hereunder, shall be called upon to contribute to a loss until the Consultant’s primary and excess liability policies are exhausted.
(B) The foregoing requirements as to the types and limits of insurance coverage to be maintained by Consultant, and any approval of said insurance by the City, is not intended to and shall not in any manner limit or qualify the liabilities and obligations otherwise assumed by the Consultant pursuant to this Agreement, including but not limited to, the provisions concerning indemnification.
(C) If at any time during the life of the Agreement, any policy of insurance required under this Agreement does not comply with these specifications or is canceled and not replaced, City may exercise its rights under the default provisions of this Agreement... (D) [intentionally omitted]Neither the City nor any of its officials, officers, employees, or agents shall be personally responsible for any liability arising under or by virtue of this Agreement.
(E) The limits set forth herein shall apply separately to each insured against whom claims are made or suits are brought, except with respect to the limits of liability. Further the limits set forth herein shall not preclude the City from taking such other actions available to the City under other provisions of the Agreement or law. (F) Consultant shall report to the City, in addition to Consultant’s insurer, any and all insurance claims submitted by Consultant in connection with the Services under this Agreement.
3.3.11.12 Insurance for Subconsultants. Consultant shall include all subconsultants engaged in any work for Consultant relating to this Agreement as additional insureds under the Consultant's policies, or the Consultant shall be responsible for causing subconsultants to purchase the appropriate insurance in compliance with the terms of these Insurance Requirements, including adding the City, its officials, officers, employees, and agents, as additional insureds to the subconsultant's policies. All policies of Commercial General Liability insurance provided by Consultant’s subconsultants performing work relating to this Agreement shall be endorsed to name the City, its officials, officers, employees, and agents as additional insureds using endorsement form ISO CG 20 38 04 13 or an providing equivalent coverage. 11 -9- PROFESSIONAL SERVICES AGREEMENT
Consultant shall not allow any subconsultant to commence work on any subcontract relating to this Agreement until it has received satisfactory evidence of subconsultant’s compliance with all insurance requirements under this Agreement, to the extent applicable. The Consultant shall provide satisfactory evidence of compliance with this section upon request of the City. At this time, Consultant does not utilize any subconsultants.
3.4 Labor Code Requirements. [not applicable]
3.5 Default and Termination.
3.5.1 Either Party’s failure to comply with any material term or condition of this Agreement shall constitute a default.
3.5.2 If the City Manager, or his/her designee, determines that Consultant is in default in the performance of any material term or condition of this Agreement, he/she shall notify Consultant in writing of such default. Consultant shall have thirty (30) days, or such longer period as City may designate in writing, after receipt of such notice to cure the default by rendering satisfactory performance. In the event Consultant fails to cure its default within such period of time, City shall have the right, notwithstanding any other provision of this Agreement, to terminate this Agreement without further notice and without prejudice of any remedy to which City may be entitled at law, in equity, or under this Agreement. Compliance with the provisions of this section shall not constitute a waiver of any City right to take legal action in the event that the dispute is not cured. If termination is due to the failure of the Consultant to fulfill its obligations under this Agreement, City may, after compliance with the provisions of this Section), take over the work and prosecute the same to completion by contract or otherwise.
3.5.3 If Consultant determines that City is in default in the performance of any material term or condition of this Agreement, Consultant shall notify City in writing of such default. City shall have thirty (30) days, or such longer period as Consultant may designate in writing, after receipt of such notice to cure the default by rendering satisfactory performance. In the event City fails to cure its default within such period of time, Consultant shall have the right, notwithstanding any other provision of this Agreement, to terminate this Agreement without further notice and without prejudice of any remedy to which Consultant may be entitled at law, in equity, or under this Agreement. Compliance with the provisions of this section shall not constitute a waiver of any Consultant right to take legal action in the event that the dispute is not cured. If termination is due to the failure of the City to fulfill its obligations under this Agreement, City may take over the work and prosecute the same to completion by contract or otherwise.
3.5.4 A term or condition of the Agreement shall be considered “material” (1) if caused by Consultant and resulting in a delay in performance of more than thirty (30) days, a violation of a state or federal law, rule, or regulation, or failure to maintain the insurance specified in this Agreement
3.5.5 The City may, by written notice to Consultant, terminate the whole or any part of this Agreement without cause by giving written notice to the Consultant of such termination, and specifying the effective date thereof, at least sixty (60) days before the effective date of such termination. Upon termination, Consultant shall be compensated only for those Services which have been adequately rendered to City, and Consultant shall be entitled to no further 12 -10- PROFESSIONAL SERVICES AGREEMENT
compensation. The rights and remedies of the City provided in this section shall not be exclusive and are in addition to any other rights and remedies provided by law, equity or under this Agreement. If this Agreement is terminated as provided by this section 3.5.5, City may require Consultant to provide all finished or unfinished Documents and Data and other information of any kind prepared by Consultant in connection with the performance of Services under this Agreement. Consultant shall be required to provide such document and other information within fifteen (15) days of the request.
3.6 Indemnification.
3.6.1 To the fullest extent permitted by law, Consultant shall defend (with counsel of City’s choosing), indemnify and hold the City, its officials, officers, employees, and agents free and harmless from any and all claims, demands, causes of action, costs, expenses, liability, loss, damage or injury of any kind, in law or equity, to property or persons, including wrongful death, in any manner arising out of, pertaining to, or incident to any acts, errors or omissions, or willful misconduct of Consultant, its officials, officers, employees, subcontractors, consultants or agents in connection with the performance of the Consultant’s Services, the Project or this Agreement, including without limitation the payment of all damages, expert witness fees and attorney’s fees and other related costs and expenses, to the extent that the foregoing are caused by Consultant’s negligence and excluding such loss or damage caused by the sole negligence or willful misconduct of the City. Consultant's obligation to indemnify shall survive expiration or termination of this Agreement and shall not be restricted to insurance proceeds, if any, received by Consultant, the City, its officials, officers, employees, or agents..
3.6.2 If Consultant’s obligation to defend, indemnify, and/or hold harmless arises out of Consultant’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, Consultant’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 Consultant, and, upon Consultant obtaining a final adjudication by a court of competent jurisdiction, Consultant’s liability for such claim, including the cost to defend, shall not exceed the Consultant’s proportionate percentage of fault.
3.6.3 Notwithstanding any other provisions of this Agreement, Consultant’s total liability to City, its officials, officers, employees, and agents shall not exceed the total amount of Compensation referenced in this Agreement.
3.7 General Provisions.
3.7.1 Accounting Records. . After receipt of at least ten (10) days’ prior notice and during the regular business hours of Consultant, City shall have the right of examination and audit for a period of three (3) years after final payment under the Agreement pursuant to Government Code section 8546.7.
3.7.2 Independent Contractors and Subcontracting.
3.7.2.1 Use of Subconsultants. Consultant is aware of statutory and case law regarding classification of workers as independent contractors, including California Labor Code Section 2750.3 and Dynamex Operations West, Inc. v. Superior Court, 4 Cal. 5th 903 13 -11- PROFESSIONAL SERVICES AGREEMENT
(2018). To ensure that Consultant is in compliance with the California Labor Code, Consultant shall only utilize its employees to provide the Services. Consultant may not provide the services through any independent contractor, subcontractor or subconsultant (“Subcontractor(s)”) unless approved by the City as set forth in Section 3.7.2.2 below. Consultant represents and warrants that all personnel who perform the Services on Consultant’s behalf are Consultant’s employees, and that Consultant complies with all applicable laws, rules and regulations governing its employees, including, but not limited to, the California Labor Code, Unemployment Insurance Code and all applicable Industrial Welfare Commission Wage Orders.
3.7.2.2 Prior Approval Required. Consultant shall not use any Subcontractor to provide the Services, or any portion of the work required by this Agreement, without prior written approval of City. In the event that City authorizes Consultant to use a Subcontractor, Consultant shall enter into a written agreement with the Subcontractor, which must include all provisions of the Agreement, including a restriction on the Subcontractor’s use of further independent contractors, subcontractors or subconsultants without the City’s prior written consent.
3.7.3 Delivery of Notices. All notices permitted or required under this Agreement shall be given to the respective parties at the following address, or at such other address as the respective parties may provide in writing for this purpose:
Consultant: National Public Safety Group, LLC
124 Newington Way
Aberdeen, North Carolina 28315
ATTN: Jonathan Mims, CEO
City: City of Laguna Beach
505 Forest Avenue
Laguna Beach CA 92651
ATTN: Jerry Soto, IT Manager
Such notice shall be deemed made when personally delivered or when mailed, seven calendar days after deposit in the U.S. Mail, first class postage prepaid and addressed to the party at its applicable address. Actual notice shall be deemed adequate notice on the date actual notice occurred, regardless of the method of service.
3.7.4 Ownership of Materials and Confidentiality.
3.7.4.1 City Confidential Information. By virtue of this Agreement, Consultant will have access to confidential information and materials of the City that is provided to the Consultant after the execution of this Agreement and so designated in writing (collectively, the “City Confidential Information”). City Confidential Information does not include information that (i) is already in Consultant’s possession at the time of disclosure by the City, (ii) is or becomes part of public knowledge other than as a result of any action or inaction of Consultant, (iii) is obtained by Consultant from an unrelated third party without a duty of confidentiality, or (iv) is independently developed by Consultant. Consultant shall not use City Confidential Information 14 -12- PROFESSIONAL SERVICES AGREEMENT
for any purpose other than in furtherance of this Agreement and the activities described herein. Consultant shall not disclose City Confidential Information to any third parties except as otherwise permitted hereunder. Consultant shall maintain City Confidential Information with at least the same degree of care it uses to protect its own proprietary information of a similar nature or sensitivity, but no less than reasonable care under the circumstances. Consultant shall promptly advise City in writing of any misappropriation or misuse of City Confidential Information of which Consultant becomes aware.
3.7.4.2 Consultant Confidential Information. By virtue of this Agreement, City will have access to confidential information and materials of Consultant that is provided to City after the execution of this Agreement and so designated in writing (collectively, “Consultant Confidential Information”). Consultant Confidential Information does not include information that (i) is already in City’s possession at the time of disclosure by Consultant, (ii) is or becomes part of public knowledge other than as a result of any action or inaction of City, (iii) is obtained by City from an unrelated third party without a duty of confidentiality, or (iv) is independently developed by the City. City shall not use Consultant Confidential Information for any purpose other than in furtherance of this Agreement and the activities described herein. City shall not disclose Consultant Confidential Information to any third parties except as otherwise permitted hereunder.
City shall maintain Consultant Confidential Information with at least the same degree of care it uses to protect its own proprietary information of a similar nature or sensitivity, but no less than reasonable care under the circumstances. City shall promptly advise Consultant in writing of any misappropriation or misuse of Consultant Confidential Information of which City becomes aware.
3.7.4.3 Exclusions. Notwithstanding the foregoing, this Agreement shall not prevent Consultant from disclosing City Confidential Information or City from disclosing Consultant Confidential Information to the extent required by a judicial order or other legal obligation, including City’s obligations as a Public Entity, and as mandated under California Public Records Act requests; provided, however, that, in such event, the Party from which disclosure is sought shall promptly notify the other Party in writing to allow intervention (and shall cooperate with the Party from which disclosure is sought) to contest or minimize the scope of the disclosure (including application for a protective order) and shall provide such notice prior to making any disclosure. Further, each Party may disclose the terms and conditions of this Agreement (i) in confidence, to legal counsel, (ii) in confidence, to accountants, and (iii) in connection with the enforcement of this Agreement or any rights hereunder.
3.7.4.4 Equitable Relief. Consultant acknowledges that unauthorized use or disclosure of City Confidential Information could cause City irreparable harm for which its remedies at law would be inadequate, and, similarly, City acknowledges that unauthorized use or disclosure of Consultant Confidential Information could cause Consultant irreparable harm for which its remedies at law would be inadequate. Accordingly, each Party acknowledges and agrees that the other Party will be entitled, in addition to any other remedies available to it at law or in equity, to the issuance of injunctive relief enjoining any breach or threatened breach of its obligations hereunder. 15 -13- PROFESSIONAL SERVICES AGREEMENT
3.7.4.5 Indemnification. Consultant shall defend, indemnify and hold the City, its directors, officials, officers, employees, and agents free and harmless, pursuant to the indemnification provisions of this Agreement, for any alleged infringement of any patent, copyright, trade secret, trade name, trademark, or any other proprietary right of any person or entity in consequence of the use on the Project by City of the materials provided by Consultant.
3.7.5 Cooperation; Further Acts. The Parties shall fully cooperate with one another, and shall take any additional acts or sign any additional documents as may be necessary, appropriate or convenient to attain the purposes of this Agreement.
3.7.6 Entire Agreement. This Agreement contains the entire agreement of the Parties with respect to the subject matter hereof, and supersedes all prior negotiations, understandings or agreements.
3.7.7 Attorneys’ Fees. If either party commences an action against the other party, either legal, administrative or otherwise, arising out of or in connection with this Agreement, the prevailing party in such litigation shall be entitled to have and recover from the losing party reasonable attorneys’ fees and all costs of such action.
3.7.8 Governing Law. This Agreement shall be governed by the laws of the State of California. Venue shall be in Federal Court, in the County of Orange. In addition to any and all contract requirements pertaining to notices of and requests for compensation or payment for extra work, disputed work, claims and/or changed conditions, Consultant must comply with the claim procedures set forth in Government Code sections 900 et seq. prior to filing any lawsuit against the City. If no such Government Code claim is submitted, Consultant shall be barred from bringing and maintaining a valid lawsuit against the City.
3.7.9 Time of Essence. Time is of the essence for each and every provision of this Agreement.
3.7.10 City's Right to Employ Other Consultants. City reserves right to employ other consultants in connection with this Project.
3.7.11 Successors and Assigns. This Agreement shall be binding on the successors and assigns of the parties.
3.7.12 Assignment or Transfer. Consultant shall not assign, sublet, or transfer this Agreement or any rights under or interest in this Agreement without the written consent of the City, which may be withheld for any reason. Any attempt to so assign or so transfer without such consent shall be void and without legal effect and shall constitute grounds for termination.
Consultant shall not subcontract any portion of the Services required by this Agreement, except as expressly stated herein, without prior written approval of City. Subcontracts, if any, shall contain a provision making them subject to all provisions stipulated in this Agreement.
3.7.13 Construction; References; Captions. Since the Parties or their agents have participated fully in the preparation of this Agreement, the language of this Agreement shall be construed simply, according to its fair meaning, and not strictly for or against any Party. Any term referencing time, days or period for performance shall be deemed calendar days and not work days. All references to Consultant include all personnel, employees, agents, and subconsultants 16 -14- PROFESSIONAL SERVICES AGREEMENT
of Consultant, except as otherwise specified in this Agreement. All references to City include its elected officials, officers, employees, and agents except as otherwise specified in this Agreement.
The captions of the various articles and paragraphs are for convenience and ease of reference only, and do not define, limit, augment, or describe the scope, content, or intent of this Agreement.
3.7.14 Amendment; Modification. No supplement, modification, or amendment of this Agreement shall be binding unless executed in writing and signed by both Parties.
3.7.15 Waiver. No waiver of any default shall constitute a waiver of any other default or breach, whether of the same or other covenant or condition. No waiver, benefit, privilege, or service voluntarily given or performed by a Party shall give the other Party any contractual rights by custom, estoppel, or otherwise.
3.7.16 No Third-Party Beneficiaries. There are no intended third party beneficiaries of any right or obligation assumed by the Parties.
3.7.17 Invalidity; Severability. If any portion of this Agreement is declared invalid, illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining provisions shall continue in full force and effect.
3.7.18 Prohibited Interests. Consultant maintains and warrants that it has not employed nor retained any company or person, other than a bona fide employee working solely for Consultant, to solicit or secure this Agreement. Consultant warrants that it has not paid nor has it agreed to pay any company or person, other than a bona fide employee working solely for Consultant, any fee, commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting from the award or making of this Agreement. Consultant further agrees to file, or shall cause its employees or subconsultants to file, a Statement of Economic Interest with the City’s Filing Officer as required under state law in the performance of the Services. For breach or violation of this warranty, City shall have the right to rescind this Agreement without liability. For the term of this Agreement, no member, officer or employee of City, during the term of his or her service with City, shall have any direct interest in this Agreement, or obtain any present or anticipated material benefit arising therefrom.
3.7.19 Authority to Enter Agreement. Consultant has all requisite power and authority to conduct its business and to execute, deliver, and perform the Agreement. Each Party warrants that the individuals who have signed this Agreement have the legal power, right, and authority to make this Agreement and bind each respective Party.
3.7.20 Counterparts. This Agreement may be signed in counterparts, each of which shall constitute an original.
3.7.21 Survival. All rights and obligations hereunder that by their nature are to continue after any expiration or termination of this Agreement, including, but not limited to, the indemnification obligations, shall survive any such expiration or termination.
SIGNATURES ON NEXT PAGE
17 -15- PROFESSIONAL SERVICES AGREEMENT
SIGNATURE PAGE TO PROFESSIONAL SERVICES AGREEMENT
BETWEEN THE CITY OF LAGUNA BEACH AND
NATIONAL PUBLIC SAFETY GROUP
IN WITNESS WHEREOF, each of the Parties has caused this Agreement to be executed on the day and year first above written.
CITY OF LAGUNA BEACH National Public Safety Group LLC
Approved By:
[If Corporation, TWO SIGNATURES, President
OR Vice President AND Secretary OR Treasurer
REQUIRED]
By:
Its: ~ CEO
Printed Name: Buck Mims
Date: September 24, 2025
By:
Its:
Printed Name:
Date:
Dave Kiff
City Manager
Approved as to Form:
City Attorney
Attested By:
City Clerk
18 PROFESSIONAL SERVICES AGREEMENT
EXHIBIT "A"
SCOPE OF SERVICES
Overview
The City of Laguna Beach has engaged National Public Safety Group (NPSG) to provide professional consulting, project management, and technical support services in connection with the City’s public safety software project. This project will include the following systems:
• Computer Aided Dispatch (CAD)
• Law Enforcement Records Management System
• Mobile Data System (MDS)
NPSG will provide the agreed-upon services for the following agencies:
• Laguna Beach Fire Department
• Laguna Beach Marine Safety Department
• Laguna Beach Police Department
NPSG will deliver these services throughout the Term of the Agreement Phase I – Needs Assessment
NPSG will conduct a comprehensive Needs Assessment, which will include services such as:
• Identify and document goals and objectives
• Review and take notes from any existing strategic plans that may be in place • Document any partner agencies that need integration—public safety agencies, • neighboring counties, public works, etc. This includes existing agreements and future wants
• Identify the agency’s Project Team
• Identify the time goals/deadlines of your specific project • Interview the different department and division team members to find out workflows, software needs, issues, and processes
19 PROFESSIONAL SERVICES AGREEMENT
Phase II and III are not applicable.
Phase IV – Project Management – Computer Aided Dispatch The NPSG team will lead Project Management services, as the Customer(s) desires, which will include services such as:
• Track and work to ensure the software provider delivers on the contractual obligations set forth in their agreement
• Attend and assist with build sessions working to ensure all goals and objectives are understood and met
• Work with software vendor and customer to ensure the implementation project plan is structured to go live and achieve sign off with all deliverables on time and within budget • We work to ensure the training plan scheduled is conducive with agency needs – schedules, union rules, other limitations
• Our Project Managers and Software Consultants attend meetings and calls as appropriate and deliver detailed notes after each call
• Prior to weekly project status meetings, we have weekly one on ones with the customer and vendor, which helps make the status calls more efficient and effective • We work to ensure the agency and vendor are on track to ensure there is no project delay
• Work to make sure any showstopper items are identified and promptly resolved by the responsible party before becoming major issues
• Monitor risks and change requests throughout the project. • Review and recommend approval of software invoices as requested by the Customer • Assist client with preparing for monthly Steering Committee Meetings • Manage progress of data conversions or any access to legacy data to ensure these processes are not going to delay the project
• Retrieve functional and load testing plans from software providers o Document issues found during testing and continuously follow-up with the vendor on resolution and retesting plans
o Assist with prioritizing issues and ensuring go-live issues get worked on first • Work to ensure there is a detailed go-live plan before the system is put into live operation
o Work with vendor to ensure there is a go live checklist for both their staff and the agency’s staff
o Work to ensure the vendor has lined up go-live support from third parties involved in interfaces, which may need go-live support
• Continue to follow up for any post go-live action items, such as pending interfaces, conversion items, or anything else that was not completed and delivered 20 PROFESSIONAL SERVICES AGREEMENT
Phase IV – Project Management – Law Enforcement Records Management System
The NPSG team will lead Project Management services, as the Customer(s) desires, which will include services such as:
• Identifying and documenting project goals and objectives related to data conversion
• Tracking and ensuring the software provider delivers on all contractual data conversion obligations
• Reviewing and prioritizing data conversion tickets to support timely resolution • Documenting and prioritizing issues, consolidating gaps and mis-mappings into a single actionable list
• Supporting the agency with UCR-to-NIBRS mapping
• Identifying the agency’s Project Team and confirming defined roles and responsibilities
• Establishing time goals and deadlines specific to the project • Providing Project Manager and Software Consultant participation in meetings and calls, with detailed follow-up notes distributed after each session • Escalating unresolved issues with the vendor when necessary • Assisting in the creation and management of a project plan, defining clear milestones, timelines, and deliverables to drive resolution 21 EXHIBIT "B"
COST PROPOPSAL
National Public Safety Group Proposal
Proposal Servicesfor: Project Management Services
Proposal for: Laguna Beach Police & Fire - CAD PM
Contact: Jerry Soto Date: 8/15/2025
Information Technology Director Valid: 2/11/2026
Division:
Email: [email protected] Phone: (949) 497-3311
NPSG Contact: Dennis Vrooman Email: [email protected]
Phase I
Needs Assessment
Phase II
Selection
Phase III
Procurement
Phase IV
Project Management
$19,232
NA
NA
$215,061
Total Consulting Services: $234,293
Total Cost: $238,293
18 Item Total
This document should not be shared unless the proper FOIA laws have been met.
This proposal includes services for this project for this many months after effective date:
See full agreement for all terms and conditions
Consulting as a Service
Legal Fee
Not chosen $0
$4,000
Item Total
NOTES
22 Travel
Travel is included in the above consulting fees, and will not be charged separately. *NPSG will have Consultants onsite for up to the following number of days:
For
Project Management 1 Per Month until Training and Go-Live 3 Training
3 Go-Live
* Does not include travel days
23 EXHIBIT "C"
COMPENSATION SCHEDULE
Exhibit “C”
24 STAFF REPORT
Meeting Date:
December 9, 2025
CONSENT
12 SUBJECT: AMENDMENT TO AGREEMENT WITH INTRATEK COMPUTER INC. FOR
ONSITE INFORMATION TECHNOLOGY SUPPORT
RECOMMENDATION: It is recommended that the City Council:
1. Authorize the City Manager to execute Amendment Number 1 to Agreement No. 25-42 with Intratek Computer Inc. to expand the scope of work to include one additional Network Engineer I, and to increase the contract by $70,000 for the period January 1 2026 through June 30 2026 resulting in a revised not to exceed amount of $212,000 for onsite information technology desktop support services;
2. Authorize the City Manager to exercise up to two one year extensions of the amended agreement, with an increased annual amount of $148,000 in the first extension year for a total not to exceed amount of $296,000 and an increased annual amount of $154,000 in the second extension year for a total not to exceed amount of $308,000 provided sufficient funding is appropriated in the applicable fiscal year budgets; and
3. Authorize the transfer of $70,000 from the Police Department contractual services budget to the Information Technology Division contractual services budget to support centralized funding and management of desktop support services.
SUMMARY OF THE MATTER
Staff reviewed the City information technology desktop support model and determined that the City should consolidate all desktop support services under the Information Technology Division. The City currently uses a decentralized model. One full time City employee and one contract employee from Intratek provide support at City Hall. A separate contract employee from SDI provides support to the Police Department.
This structure creates inconsistent service levels and limits coordination, redundancy, and accountability across departments.
On June 24, 2025, the City Council approved Contract No. 25 042 in the amount of $142,000 with Intratek Computer, Inc. to provide onsite desktop support during regular business hours. The assigned technician serves as a primary point of contact for staff and resolves a wide range of technology issues related to devices and systems used across City departments.
Staff now proposes an amendment to that contract to expand services. The amendment adds a second Network Engineer to provide Tier 1 and Tier 2 technical support and replaces the existing SDI contract for Police Department desktop support. This change places all desktop support services under the oversight of the Information Technology Division and uses a single vendor to provide consistent service throughout the organization while maintaining dedicated onsite support for the Police Department.
AMENDMENT TO AGREEMENT WITH INTRATEK COMPUTER INC. FOR ONSITE
INFORMATION TECHNOLOGY SUPPORT
December 9, 2025
One Network Engineer will remain assigned to the Police Department and will focus on the time sensitive and specialized needs of public safety operations. This employee will report to the Information Technology Division to ensure stronger coordination and supervision.
This restructuring improves consistency, strengthens accountability, increases efficiency, and supports the City long term information technology strategy.
Summary of Services
Tier 1 services include password resets, software installations, and basic troubleshooting for network and connectivity issues. Tier 2 services include hardware diagnostics, system configuration, and more advanced software troubleshooting. Core duties also include the setup, maintenance, and replacement of desktops, laptops, printers, and mobile devices, support for employee onboarding and offboarding, and management of user accounts in Active Directory.
Additional duties include setting up audio and visual equipment for meetings, maintaining accurate inventory records, updating internal documentation, and preparing routine reports on service volume, response times, and recurring system issues.
FINANCIAL ANALYSIS
Transitioning to a second Intratek consultant under the cooperative agreement will result in a cost savings.
A Level 2 technician from SDI has an hourly rate of $83 in 2025 and $87.26 in 2026. A comparable Intratek consultant has an hourly rate of $76.01.
An additional $70,000 will be transferred from the Police Department Support Services Contractual Services account 1102101-55036 to the Information Technology Contractual Services account 1101205- 55036 to fully fund the contract.
The City secured Intratek’s quote through a cooperative purchasing process. This process allows multiple public agencies to jointly solicit and award contracts, which reduces costs and shortens procurement timelines. GSA Advantage serves as a federal platform that provides access to these contracts for state and local governments. Cooperative purchasing typically results in savings of approximately 10 percent compared to an independent procurement. This method also reduces administrative workload and ensures compliance with Laguna Beach Municipal Code Section 2.30.050. Intratek was selected as a local vendor under a qualified cooperative contract for the described services.
ENVIRONMENTAL ANALYSIS
This action is not subject to the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines Section 15378(b)(4) and (b)(5). The contract constitutes a funding and administrative activity that will not result in a direct or reasonably foreseeable indirect physical change to the environment.
AMENDMENT TO AGREEMENT WITH INTRATEK COMPUTER INC. FOR ONSITE
INFORMATION TECHNOLOGY SUPPORT
December 9, 2025
ATTACHMENTS
1. Proposal from Intratek (Pg. 4)
2. Amendment One (Pgs. 5-7)
3. Agreement 25-42 (Pgs. 8-31)
4. GSA Cooperative Agreement (Pgs. 32-51)
Submitted By:
.
Approved: .David A Kiff
Jeremy Frimond, Assistant City
Manager
Dave Kiff, City Manager
Report Prepared By: Coordinated With:
Jerry Soto, IT Manager Mandy Low, Project Manager
Shannon Espinoza, Finance Manager
9950 IRVINE CENTER DRIVE, IRVINE, CA 92618
PHONE 949.334.4200 OR 800.892.8282 FAX 949.334.4255
WWW.INTRAPC.COM
November 20, 2025 Quotation #2025-0902
Revision 2
Mr. Jerry Soto
IT Manager
City of Laguna Beach
[email protected]
Dear Jerry,
Intratek is pleased to provide our quotation to provide IT support services, as follows:
Line
Item Labor Category
GSA
Hourly
Rate
Discounted
Hourly Rate
Estimated
Hours
Extended
Total
1 Network Engineer I for the period
of 07/01/2025 – 06/30/2026
$76.01 $72.68 1920 $139,545.60
2 Network Engineer I for the period
of 01/01/2026 – 06/30/2026
$76.01 $72.68 960 $69,772.80
TOTAL $209,318.40
Should you have any questions, please feel free to contact me at (949) 334-4200 or via email at [email protected]. Sincerely,
Kim Wheeler
Contract Manager
Attachment 1
4 1
AMENDMENT NO. ONE TO
PROFESSIONAL SERVICES AGREEMENT # 25-42
BETWEEN THE
CITY OF LAGUNA BEACH
AND
INTRATEK COMPUTER, INC
1. Parties and Date.
This First
entered into this 9th day of December, 2025 by and between the City of Laguna Beach City and Intratek Computer Inc City and Consultant are sometimes individually referred
2. Recitals.
2.1 City and Consultant entered into that certain Professional Services Agreement dated 7/1/2025 Agreement #25-42, whereby Consultant agreed to provide Ongoing Desktop Support Services.
2.2 City and Consultant now desire to amend the Agreement for the First time to increase the contract amount and add one additional network engineer support staff effective 11/1/2025.
3. Terms.
3.1 Revised Scope of Services. The Services to be provided by Consultant shall be reference.
3.2 Compensation. The total compensation shall increase by $70,000 for year one through June 30, 2026 for a total not to exceed $212,000. Total compensation shall increase by $148,000 for year two for a total not to exceed amount of $296,000 and year three shall increase by $154,000 for a total not to exceed amount of $308,000.
3.3 Continuing Effect of Agreement. Except as amended by this Amendment, all provisions of the Agreement shall remain unchanged and in full force and effect. From and after mean the Agreement as amended by this Amendment.
3.4 Adequate Consideration. The Parties stipulate and agree that they have each received adequate and independent consideration for the performance of the obligations they have undertaken pursuant to this Amendment. Consultant further accepts the terms and conditions of this Amendment as full and final resolution of any and all claims, asserted or otherwise, arising out of or related to the subject of this Amendment and acknowledges that the Attachment 2
5 2
compensation and/or additional time, if any, set forth herein is adequate and comprises the total compensation and/or time due for the change(s) included in this Amendment.
3.5 Counterparts. This Amendment may be executed in duplicate originals, each of which is deemed to be an original, but when taken together shall constitute but one and the same instrument.
IN WITNESS WHEREOF, the Parties hereto have executed this Amendment on the date first herein above written.
CITY OF LAGUNA BEACH INTRATEK COMPUTER, INC.
[If Corporation, TWO SIGNATURES,
President OR Vice President AND Secretary
OR Treasurer REQUIRED]
By:
Its:
Printed Name:
Date: ________________________________
By:
Its:
Printed Name:
Date: ________________________________
Approved By:
Dave Kiff Date
City Manager
_____________________________________ Attested By:
City Clerk
6 3
EXHIBIT 1
SCOPE AND PRICING
AMENDMENT NO. 1 TO AGREEMENT #25-42
Increase from One to Two Full Time Network Engineers Effective 1/1/2026.
Not to exceed $212,000.00 Year one, $296,000 Year two, $308,000 Year three.
Pricing obtained under GSA cooperative agreement number 47QTCA18D008Z, awarded on March 20, 2018.
7 Attachment 3
8 9
10 11
12 13
14 15
16 17
18 19
20 21
22 23
24 25
26 27
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Contract Number: 47QTCA18D008Z Page | 1
GENERAL SERVICES ADMINISTRATION
Federal Supply Service
Authorized Federal Supply Schedule Price List
On-line access to contract ordering information, terms and conditions, up-to-date pricing, and the option to create an electronic delivery order are available through GSA Advantage!®, a menu-driven database system. The INTERNET address GSA Advantage!® is: GSAAdvantage.gov.
Large Category: Information Technology
Subcategory: IT Services
FSC/PSC Class Description
D301 Facility Operation & Maintenance
D302 Systems Development
D306 Systems Analysis
D307 IT Strategy and Architecture
D308 Programming
D310 Cyber Security and Data Backup
D311 Data Conversion
D313 Computer Aided Design/Computer Aided Manufacturing (CAD/CAM) D316 Telecommunications Network Management
D317 Web-Based Subscription
D399 Other IT and Telecommunications
CONTRACT NUMBER: 47QTCA18D008Z
For more information on ordering from Federal Supply Schedules click on the FSS Schedules button at fss.gsa.gov.
CONTRACT PERIOD: March 20, 2018 through March 19, 2028
SUPPLEMENT NO: 03 (Modification PS-0009) effective February 28, 2023 CONTRACTOR: Intratek Computer, Inc.
9950 Irvine Center Drive
Irvine, CA 92618
Telephone: (949) 334-4200 or (800) 892-8282
Fax: (949) 334-4255
Web: www.intrapc.com
BUSINESS SIZE: Small
Attachment 4
32 Contract Number: 47QTCA18D008Z Page | 2
Table of Contents
Customer Information.................................................................................................................................... 3 Terms and Conditions Applicable to Information Technology (IT) Professional Services (Special Item Number 54151S).......................................................................................................................................................... 6 IT Professional Services Labor Category Descriptions .................................................................................... 9 IT Professional Services Hourly Rates .......................................................................................................... 17 33 Contract Number: 47QTCA18D008Z Page | 3
Customer Information
1a. Table of Awarded Special Items Numbers (SIN):
SIN Description Page
54151S IT Professional Services and/or labor categories for database planning and design; systems analysis, integration, and design; programming, conversion and implementation support; network services, data/records management, and testing. 6 1b. Lowest Priced Model Number and Price for Each SIN: Please see attached pricelist 1c. Hourly Rates and Descriptions: See DESCRIPTION OF IT PROFESSIONAL SERVICES AND PRICING beginning on page 8.
2. Maximum order. SIN 54151S: $500,000
3. Minimum order. $100.00
4. Geographic coverage. Domestic
5. Point(s) of production. Not applicable.
6. Discount from list prices or statement of net price. Prices shown are net prices; basic discounts have been deducted.
7. Quantity discounts.
1-19 hours/month = 0%
20-100 hours/month = 10%
100+ hours/month = 20%
8. Prompt payment terms. 1% - 20 days, 2% - 10 days, Net 30 Information for Ordering Offices: Prompt payment terms cannot be negotiated out of the contractual agreement in exchange for other concessions.
9a. Notification that Government purchase cards are accepted at or below the micro-purchase threshold.
Yes.
9b. Notification whether Government purchase cards are accepted or not accepted above the micropurchase threshold. Intratek may accept purchase cards for orders above the micro-purchase threshold; this will be negotiated at the task order level with the Ordering Activity.
10. Foreign items. None.
11a. Time of delivery. Negotiated at the task order level with the Ordering Activity. 11b. Expedited Delivery. Negotiated at the task order level with the Ordering Activity. 11c. Overnight and 2-day delivery. Please contact the Contractor for availability and rates. 11d. Urgent Requirements.
When the Federal Supply Schedule contract delivery period does not meet the bona fide urgent delivery requirements of an ordering agency, agencies are encouraged, if time permits, to contact the Contractor for the 34 Contract Number: 47QTCA18D008Z Page | 4
purpose of obtaining accelerated delivery. The Contractor shall reply to the inquiry within 3 workdays after receipt. (Telephonic replies shall be confirmed by the Contractor in writing.) If the Contractor offers an accelerated delivery time acceptable to the ordering agency, any order(s) placed pursuant to the agreed upon accelerated delivery time frame shall be delivered within this shorter delivery time and in accordance with all other terms and conditions of the contract.
Ordering activities are encouraged to contact the contractor’s representative for the purpose of requesting accelerated delivery.
12. F.O.B. point. Destination.
13a. Ordering address.
Intratek Computer, Inc.
9950 Irvine Center Drive
Irvine, CA 92618
Telephone: (800) 892-8282
Fax: (949) 334-4255
Email: [email protected]
13b. Ordering procedures:
Ordering activities shall use the ordering procedures described in Federal Acquisition Regulation (FAR) 8.405- 3 when placing an order or establishing a BPA for supplies or services. The ordering procedures, information on Blanket Purchase Agreements (BPA’s) and a sample BPA can be found at the GSA/FSS Schedule Homepage (fss.gsa.gov/schedules).
14. Payment address.
Intratek Computer, Inc.
9950 Irvine Center Drive
Irvine, CA 92618
15. Warranty provision. Not applicable.
16. Export packing charges. Not applicable.
17. Terms and conditions of Government purchase card acceptance (any thresholds above the micropurchase level).
Please contact the Contractor for terms and conditions for acceptance of the Government Purchase Card.
18. Terms and conditions of rental, maintenance, and repair. Not applicable.
19. Terms and conditions of installation. Not applicable.
20. Terms and conditions of repair parts indicating date of parts price lists and any discounts from list prices (if applicable). Not applicable.
20a. Terms and conditions for any other services. Not applicable.
21. List of service and distribution points. Not applicable.
22. List of participating dealers. Not applicable.
23. Preventive maintenance. Not applicable.
35 Contract Number: 47QTCA18D008Z Page | 5
24a. Special attributes such as environmental attributes (e.g., recycled content, energy efficiency, and/or reduced pollutants). None.
24b. Section 508 compliance. Information is available on the Contractor’s website at http://www.intrapc.com/contact-us.
25. Data Universal Number System (DUNS) number. 607086030
26. Notification regarding registration in System for Award Management (SAM) database.
Contractor has an active registration in the SAM database. 36 Contract Number: 47QTCA18D008Z Page | 6
Terms and Conditions Applicable to Information Technology (IT) Professional Services (Special Item Number 54151S)
1. SCOPE
a. The prices, terms and conditions stated under Special Item Number 54151S Information Technology Professional Services apply exclusively to IT Professional Services within the scope of this Information Technology Schedule.
b. The Contractor shall provide services at the Contractor’s facility and/or at the ordering activity location, as agreed to by the Contractor and the ordering activity.
2. PERFORMANCE INCENTIVES I-FSS-60 Performance Incentives (April 2000) a. Performance incentives may be agreed upon between the Contractor and the ordering activity on individual fixed price orders or Blanket Purchase Agreements under this contract. b. The ordering activity must establish a maximum performance incentive price for these services and/or total solutions on individual orders or Blanket Purchase Agreements. c. Incentives should be designed to relate results achieved by the contractor to specified targets. To the maximum extent practicable, ordering activities shall consider establishing incentives where performance is critical to the ordering activity’s mission and incentives are likely to motivate the contractor. Incentives shall be based on objectively measurable tasks.
3. ORDER
a. Agencies may use written orders, EDI orders, blanket purchase agreements, individual purchase orders, or task orders for ordering services under this contract. Blanket Purchase Agreements shall not extend beyond the end of the contract period; all services and delivery shall be made, and the contract terms and conditions shall continue in effect until the completion of the order. Orders for tasks which extend beyond the fiscal year for which funds are available shall include FAR 52.232-19 (Deviation – May 2003) Availability of Funds for the Next Fiscal Year. The purchase order shall specify the availability of funds and the period for which funds are available.
b. All task orders are subject to the terms and conditions of the contract. In the event of conflict between a task order and the contract, the contract will take precedence.
4. PERFORMANCE OF SERVICES
a. The Contractor shall commence performance of services on the date agreed to by the Contractor and the ordering activity.
b. The Contractor agrees to render services only during normal working hours, unless otherwise agreed to by the Contractor and the ordering activity.
c. The ordering activity should include the criteria for satisfactory completion for each task in the Statement of Work or Delivery Order. Services shall be completed in a good and workmanlike manner. d. Any Contractor travel required in the performance of IT/IAM Services must comply with the Federal Travel Regulation or Joint Travel Regulations, as applicable, in effect on the date(s) the travel is performed.
Established Federal Government per diem rates will apply to all Contractor travel. Contractors cannot use GSA city pair contracts.
5. STOP-WORK ORDER (FAR 52.242-15) (AUG 1989)
(a) The Contracting Officer may, at any time, by written order to the Contractor, require the Contractor to stop all, or any part, of the work called for by this contract for a period of 90 days after the order is delivered to the Contractor, and for any further period to which the parties may agree. The order shall be specifically identified as a stop-work order issued under this clause. Upon receipt of the order, the Contractor shall immediately comply with its terms and take all reasonable steps to minimize the incurrence of costs allocable to the work covered by the order during the period of work stoppage. Within a period of 90 days after a stop37 Contract Number: 47QTCA18D008Z Page | 7
work is delivered to the Contractor, or within any extension of that period to which the parties shall have agreed, the Contracting Officer shall either-
(1) Cancel the stop-work order; or
(2) Terminate the work covered by the order as provided in the Default, or the Termination for Convenience of the Government, clause of this contract. (b) If a stop-work order issued under this clause is canceled or the period of the order or any extension thereof expires, the Contractor shall resume work. The Contracting Officer shall make an equitable adjustment in the delivery schedule or contract price, or both, and the contract shall be modified, in writing, accordingly, if-
(1) The stop-work order results in an increase in the time required for, or in the Contractor's cost properly allocable to, the performance of any part of this contract; and (2) The Contractor asserts its right to the adjustment within 30 days after the end of the period of work stoppage; provided, that, if the Contracting Officer decides the facts justify the action, the Contracting Officer may receive and act upon the claim submitted at any time before final payment under this contract.
(c) If a stop-work order is not canceled and the work covered by the order is terminated for the convenience of the Government, the Contracting Officer shall allow reasonable costs resulting from the stop-work order in arriving at the termination settlement.
(d) If a stop-work order is not canceled and the work covered by the order is terminated for default, the Contracting Officer shall allow, by equitable adjustment or otherwise, reasonable costs resulting from the stopwork order.
6. INSPECTION OF SERVICES
In accordance with FAR 52.212-4 CONTRACT TERMS AND CONDITIONS--COMMERCIAL ITEMS (MAR 2009) (DEVIATION I - FEB 2007) for Firm-Fixed Price orders and FAR 52.212-4 CONTRACT TERMS AND CONDITIONS −COMMERCIAL ITEMS (MAR 2009) (ALTERNATE I − OCT 2008) (DEVIATION I – FEB 2007) applies to Time-and-Materials and Labor-Hour Contracts orders placed under this contract.
7. RESPONSIBILITIES OF THE CONTRACTOR
The Contractor shall comply with all laws, ordinances, and regulations (Federal, State, City, or otherwise) covering work of this character. If the end product of a task order is software, then FAR 52.227-14 (Dec 2007) Rights in Data – General, may apply.
8. RESPONSIBILITIES OF THE ORDERING ACTIVITY
Subject to security regulations, the ordering activity shall permit Contractor access to all facilities necessary to perform the requisite IT Professional Services.
9. INDEPENDENT CONTRACTOR
All IT Professional Services performed by the Contractor under the terms of this contract shall be as an independent Contractor, and not as an agent or employee of the ordering activity.
10. ORGANIZATIONAL CONFLICTS OF INTEREST
a. Definitions.
“Contractor” means the person, firm, unincorporated association, joint venture, partnership, or corporation that is a party to this contract.
“Contractor and its affiliates” and “Contractor or its affiliates” refers to the Contractor, its chief executives, directors, officers, subsidiaries, affiliates, subcontractors at any tier, and consultants and any joint venture involving the Contractor, any entity into or with which the Contractor subsequently merges or affiliates, or any other successor or assignee of the Contractor.
38 Contract Number: 47QTCA18D008Z Page | 8
An “Organizational conflict of interest” exists when the nature of the work to be performed under a proposed ordering activity contract, without some restriction on ordering activities by the Contractor and its affiliates, may either (i) result in an unfair competitive advantage to the Contractor or its affiliates or (ii) impair the Contractor’s or its affiliates’ objectivity in performing contract work. b. To avoid an organizational or financial conflict of interest and to avoid prejudicing the best interests of the ordering activity, ordering activities may place restrictions on the Contractors, its affiliates, chief executives, directors, subsidiaries and subcontractors at any tier when placing orders against schedule contracts. Such restrictions shall be consistent with FAR 9.505 and shall be designed to avoid, neutralize, or mitigate organizational conflicts of interest that might otherwise exist in situations related to individual orders placed against the schedule contract. Examples of situations, which may require restrictions, are provided at FAR 9.508.
11. INVOICES
The Contractor, upon completion of the work ordered, shall submit invoices for IT professional services.
Progress payments may be authorized by the ordering activity on individual orders if appropriate. Progress payments shall be based upon completion of defined milestones or interim products. Invoices shall be submitted monthly for recurring services performed during the preceding month.
12. PAYMENTS
For firm-fixed price orders the ordering activity shall pay the Contractor, upon submission of proper invoices or vouchers, the prices stipulated in this contract for service rendered and accepted. Progress payments shall be made only when authorized by the order. For time-and-materials orders, the Payments under Time-andMaterials and Labor-Hour Contracts at FAR 52.212-4 (MAR 2009) (ALTERNATE I – OCT 2008) (DEVIATION I – FEB 2007) applies to time-and-materials orders placed under this contract. For labor-hour orders, the Payment under Time-and-Materials and Labor-Hour Contracts at FAR 52.212-4 (MAR 2009) (ALTERNATE I – OCT 2008) (DEVIATION I – FEB 2007) applies to labor-hour orders placed under this contract. 52.216-31(Feb 2007) Time-and-Materials/Labor-Hour Proposal Requirements—Commercial Item Acquisition as prescribed in 16.601(e)(3), insert the following provision:
(a) The Government contemplates award of a Time-and-Materials or Labor-Hour type of contract resulting from this solicitation.
(b) The offeror must specify fixed hourly rates in its offer that include wages, overhead, general and administrative expenses, and profit. The offeror must specify whether the fixed hourly rate for each labor category applies to labor performed by—
(1) The offeror;
(2) Subcontractors; and/or
(3) Divisions, subsidiaries, or affiliates of the offeror under a common control.
13. RESUMES
Resumes shall be provided to the GSA Contracting Officer or the user ordering activity upon request.
14. INCIDENTAL SUPPORT COSTS
Incidental support costs are available outside the scope of this contract. The costs will be negotiated separately with the ordering activity in accordance with the guidelines set forth in the FAR.
15. APPROVAL OF SUBCONTRACTS
The ordering activity may require that the Contractor receive, from the ordering activity's Contracting Officer, written consent before placing any subcontract for furnishing any of the work called for in a task order.
16. DESCRIPTION OF IT PROFESSIONAL SERVICES AND PRICING 39 Contract Number: 47QTCA18D008Z Page | 9
IT Professional Services Labor Category Descriptions
001: NETWORK ENGINEER III
Minimum/General Experience: Over twelve years (12+) of professional engineering experience.
Education: Bachelor’s degree in an associated discipline.
Educational/Experience Equivalency: An associate degree or high school diploma plus a combination of related professional certifications may be substituted for experience and/or education. Please see the table below depicting equivalency conversions.
Functional Responsibility: Analyzes requirements and designs, installs, configures, implements and supports network infrastructure, local and wide area network operating systems and data exchange requirements.
Exercises independent judgment and initiative in conceptualizing and designing requirements for large multinode communications systems supporting information processing. Consults regularly with customers and nontechnical sources on problems that are complex in nature and acts as task leader, as required, providing technical direction to lower level professional and technical personnel and advising superiors on issues of an advance nature.
002: NETWORK ENGINEER II
Minimum/General Experience: Ten to twelve (10-12) years’ professional engineering experience.
Education: Bachelor’s degree in an associated discipline.
Educational/Experience Equivalency: An associate degree or high school diploma plus a combination of related professional certifications may be substituted for experience and/or education. Please see the table below depicting equivalency conversions.
Functional Responsibility: Analyzes requirements and designs, installs, configures, implements and supports network infrastructure, Local and Wide Area Network operating systems and data exchange requirements.
Exercises independent judgment and initiative in conceptualizing and designing requirements for large multinode communications systems supporting information processing. Consults regularly with customers and nontechnical sources on problems that are complex in nature and acts as task leader, as required, providing technical direction to lower level professional and technical personnel and advising superiors on issues of an advance nature.
003: NETWORK ENGINEER I
Minimum/General Experience: Eight (8) or more years’ professional engineering experience.
Education: Bachelor’s degree in an associated discipline.
Educational/Experience Equivalency: An associate degree or high school diploma plus a combination of related professional certifications may be substituted for experience and/or education. Please see the table below depicting equivalency conversions.
Functional Responsibility: Analyzes requirements and designs, installs, configures, implements, and supports network infrastructure, local and wide area network operating systems, and computer data exchange requirements. He or she exercises independent judgment and initiative in conceptualizing and designing requirements for large multi-node communications systems supporting information processing. Consults regularly with customers and non-technical sources on problems that are complex in nature and acts as task leader, as required, providing technical direction to lower level professional and technical personnel and advising superiors on issues of an advance nature.
004: NETWORK TECHNICIAN III
Minimum/General Experience: Four to seven (4-7) years’ professional engineering experience.
Education: Bachelor’s degree in an associated discipline.
Educational/Experience Equivalency: An associate degree or high school diploma plus a combination of related professional certifications may be substituted for experience and/or education. Please see the table below depicting equivalency conversions.
Functional Responsibility: Installs, configures, implements and supports network infrastructure, local and wide area network operating systems, and computer data exchange requirements. He or she reviews work 40 Contract Number: 47QTCA18D008Z Page | 10
product and installation progress for accuracy, adherence to network design and conformance to telecommunications standards and consults regularly with customers and non-technical sources, as necessary. 005: NETWORK TECHNICIAN II
Minimum/General Experience: Zero to three (0-3) years’ professional engineering experience.
Education: Bachelor’s degree in an associated discipline.
Educational/Experience Equivalency: An associate degree or high school diploma plus a combination of related professional certifications may be substituted for experience and/or education. Please see the table below depicting equivalency conversions.
Functional Responsibility: Working as a member of a team, performs basic engineering assignments for segments of a project involving the design, development, modification, or installation of new or existing systems and subsystems.
006: NETWORK TECHNICIAN I
Minimum/General Experience: Entry-level position, zero to one (0-1) year of network experience within the industry.
Education: Associates degree in an associated discipline.
Educational/Experience Equivalency: A high school diploma plus a combination of related professional certifications may be substituted for experience and/or education. Please see the table below depicting equivalency conversions.
Functional Responsibility: Works under close supervision, as part of a team, in performing basic engineering assignments for segments of a project involving the installation and/or modification of existing systems and subsystems.
007: SOFTWARE ENGINEER III
Minimum/General Experience: Eight to fifteen (8-15) years’ experience performing highly complex software engineering activities using software engineering concepts and software techniques considered state-of-the-art.
Education: Bachelor’s degree in an associated discipline.
Educational/Experience Equivalency: An associate degree or high school diploma plus a combination of related professional certifications may be substituted for experience and/or education. Please see the table below depicting equivalency conversions.
Functional Responsibility: Works independently of any direct supervision and may provide technical direction and guidance to lower-level professional software personnel involved in performing difficult and highly complex software engineering assignments relative to the modification and/or development of software systems. Formulates and develops systems or subsystems architecture, requirements, and design documents.
Performs software algorithm development, design, coding, and documentation work of systems to ensure compliance with software engineering standards. Investigates, interprets, and evaluates highly complex system software requirements, and recommends specific modifications and areas requiring further intensive study.
Investigates, analyzes, and compares existing systems or subsystems software, and makes specific recommendations to increase their scope and performance to meet client’s specific requirements and ensure achievement of assigned technical activities, as required. 008: SOFTWARE ENGINEER II
Minimum/General Experience: Four to nine (4-9) years’ experience performing difficult and complex software engineering activities relative to the design and development of existing software and new or existing systems or subsystems software.
Education: Bachelor’s degree in an associated discipline.
Educational/Experience Equivalency: An associate degree or high school diploma plus a combination of related professional certifications may be substituted for experience and/or education. Please see the table below depicting equivalency conversions.
Functional Responsibility: Works under limited supervision in performing difficult and complex software engineering assignments relative to the modification and/or development of software systems. Formulates and develops systems or subsystems architecture, requirements, and design documents. Performs software 41 Contract Number: 47QTCA18D008Z Page | 11
algorithm development, design, coding, and documentation work of systems. Evaluates subcontractor software activities, so as to ensure compliance with software engineering standards. 009: SOFTWARE ENGINEER I
Minimum/General Experience: Zero to five (0-5) years’ experience performing software engineering activities relative to the design and development of existing software and new or existing systems or subsystems software.
Education: Bachelor’s degree in an associated discipline.
Educational/Experience Equivalency: An associate degree or high school diploma plus a combination of related professional certifications may be substituted for experience and/or education. Please see the table below depicting equivalency conversions.
Functional Responsibility: Works under close supervision performing software-engineering assignments relative to the modification and/or development of software systems. Assists more senior engineers in the formulation and development of systems or subsystems architecture, requirements, and design documents.
Assists in performing software algorithm development, design, coding, and documentation work of systems.
Assists in the evaluation of subcontractor software activities, so as to ensure compliance with software engineering standards.
010: INFORMATION TECHNOLOGY EXPERT III
Minimum/General Experience: Nine plus (9+) years’ experience and comprehensive knowledge related to network design, information engineering, database design, or high-performance computing applied to financial administrative, or decision support systems.
Education: Bachelor’s degree in an associated discipline.
Educational/Experience Equivalency: An associate degree or high school diploma plus a combination of related professional certifications may be substituted for experience and/or education. Please see the table below depicting equivalency conversions.
Functional Responsibility: Serves as a team leader or technical advisor to a project team designing and implementing a specialty application or solution of medium complexity. 011: INFORMATION TECHNOLOGY EXPERT II
Minimum/General Experience: Seven to nine (7-9) years’ experience and extensive knowledge related to network design, information engineering, database design, or high-performance computing applied to financial, administrative, or decision support systems.
Education: Bachelor’s degree in an associated discipline.
Educational/Experience Equivalency: An associate degree or high school diploma plus a combination of related professional certifications may be substituted for experience and/or education. Please see the table below depicting equivalency conversions.
Functional Responsibility: Serves as a technical advisor to a project team designing and implementing a specialty application or solution of low to medium complexity. 012: INFORMATION TECHNOLOGY EXPERT I
Minimum/General Experience: Five to seven (5-7) years’ experience directly related to network design, information engineering, database design, or high-performance computing applied to financial, administrative, or decision support systems.
Education: Bachelor’s degree in an associated discipline.
Educational/Experience Equivalency: An associate degree or High School Diploma plus a combination of related professional certifications may be substituted for experience and/or education. Please see the table below depicting equivalency conversions.
Functional Responsibility: Serves as a technical advisor to a project team designing and implementing a specialty application or solution.
013: WEB DESIGNER
Minimum/General Experience: Five (5) years’ experience in technical writing, including three years designing, creating, editing, and maintaining web sites. 42 Contract Number: 47QTCA18D008Z Page | 12
Education: Bachelor’s degree in an associated discipline.
Educational/Experience Equivalency: An associate degree or high school diploma plus a combination of related professional certifications may be substituted for experience and/or education. Please see the table below depicting equivalency conversions.
Functional Responsibility: Develop the visual design and file structure of web sites. Utilize web development tools (e.g., Front Page, HTML, graphics programs, FTP, etc.) to create and edit content for flow, style and clarity. Oversee the creation and modification of graphics, ensuring that all sites comply with established design and technical standards. Maintain, update, and manage established web sites. 014: WEB CONTENT DEVELOPER
Minimum/General Experience: Two (2) years’ experience creating, editing, and maintaining web site content.
Education: Bachelor’s degree in an associated discipline.
Educational/Experience Equivalency: An associate degree or high school diploma plus a combination of related professional certifications may be substituted for experience and/or education. Please see the table below depicting equivalency conversions.
Functional Responsibility: Edit and create web site copy, graphics, audio clips and other multimedia content.
Effective content development requires the use of Windows NT, UNIX, FTP and telnet, which will be used along with web site development and management software application tools. 015: GRAPHICS SPECIALIST
Minimum/General Experience: Two (2) years’ experience developing graphics for technical publications in hardcopy and electronic formats. Knowledge of modern graphics, drawing, and image manipulation software applications.
Education: Associate degree in an associated discipline.
Educational/Experience Equivalency: High School Diploma with a combination of related certifications and work experience may be substituted for experience and/or education. Please see the table below depicting equivalency conversions.
Functional Responsibility: Uses graphics development software applications to design and create sophisticated graphics and technical illustrations. Translates graphics to required electronic formats for publishing in hardcopy and on-line mediums.
016: APPLICATION DEVELOPER IV
Minimum/General Experience: Over five (5+) years’ experience with programming in a business application environment. Familiarity with languages such as HTML, C, C++, Perl, CGI and databases such as Access, Oracle, SQL.
Education: Bachelor’s degree in an associated discipline.
Educational/Experience Equivalency: An associate degree or high school diploma plus a combination of related professional certifications may be substituted for experience and/or education. Please see the table below depicting equivalency conversions.
Functional Description: Leads a team in performing full system development life cycle activities. Interacts with users to develop specifications. Experienced with prototyping. Develops test plans and executes tests prior to implementation. Develops systems specifications, program specifications, user guides and implementation plans. Reviews and approves documents and programs developed by other team members.
Performs difficult modifications to existing systems. Instructs others in performance of system tuning activities. 017: APPLICATION DEVELOPER III
Minimum/General Experience: Three to five (3-5) years’ experience with programming in a business application environment. Familiarity with languages such as HTML, C, C++, Perl, CGI and databases such as Access, Oracle, SQL.
Education: Bachelor’s degree in an associated discipline.
Educational/Experience Equivalency: An associate degree or high school diploma plus a combination of related professional certifications may be substituted for experience and/or education. Please see the table below depicting equivalency conversions.
43 Contract Number: 47QTCA18D008Z Page | 13
Functional Description: Performs full system development life cycle activities. Interacts with users to develop specifications. Experienced with prototyping. Develops test plans and executes tests prior to implementation.
Develops systems specifications, program specifications, user guides and implementation plans. Performs difficult modifications to existing systems. Performs system tuning activities. 018: APPLICATION DEVELOPER II
Minimum/General Experience: One to three (1-3) years’ experience with programming in a business application environment. Familiarity with languages such as HTML, C, C++, Perl, CGI and databases such as Access, Oracle, SQL.
Education: Bachelor’s degree in an associated discipline.
Educational/Experience Equivalency: An associate degree or high school diploma plus a combination of related professional certifications may be substituted for experience and/or education. Please see the table below depicting equivalency conversions.
Functional Description: Performs full system development life cycle activities. Interacts with users to develop specifications. Experienced with prototyping. Develops test plans and executes tests prior to implementation.
Develops systems specifications, program specifications, user guides and implementation plans. Performs modifications to existing systems.
019: APPLICATION DEVELOPER I
Minimum/General Experience: Zero to one (0-1) year experience in a business application environment.
Education: Bachelor’s degree in an associated discipline.
Educational/Experience Equivalency: An associate degree or high school diploma plus a combination of related professional certifications may be substituted for experience and/or education. Please see the table below depicting equivalency conversions.
Functional Description: Assists team members throughout development life cycle activities. Develops system requirements and program specifications under direction of other team members. Designs and implements simple forms, menus and reports. Performs unit testing and assists with system and integration testing.
Performs modifications to existing systems.
020: SERVICE DESK/CALL CENTER MANAGER
Minimum/General Experience: Five or more (5+) years of service desk experience; a minimum of three (3) years supervisory experience.
Education: Bachelor’s degree in computer science or business administration.
Educational/Experience Equivalency: An associate degree or high school diploma plus a combination of related professional certifications may be substituted for experience and/or education. Please see the table below depicting equivalency conversions.
Functional Description: Responsible for service desk/call center overall functionality. Analyzes operations and makes changes, as needed. Provides trend and statistical metrics in report format. Monitors software system for delegation, assignment and/or expedited completion of trouble tickets. Provides guidance and leadership to all team members, as well as organizes and coordinates responsibilities to achieve the most efficient use of resources. Estimates resource requirements in order to achieve compliance with SLA’s.
Participates in establishing Service Desk/Call Center goals and objectives; subsequently develops and executes comprehensive plan for achievement of goals and objectives. Participates in evaluating and recommending new products and/or software upgrades for advancement of services provided to customer. 021: SERVICE DESK/CALL CENTER SHIFT SUPERVISOR
Minimum/General Experience: Three to five (3-5) years’ service desk experience; a minimum of one (1) year of supervisory experience.
Education: Bachelor’s degree in computer science or business administration.
Educational/Experience Equivalency: An associate degree or high school diploma plus a combination of related professional certifications may be substituted for experience and/or education. Please see the table below depicting equivalency conversions.
Functional Description: Assists both local and remote users with expeditious problem resolution. Performs advanced troubleshooting, assigns responsibility for problem tickets, and conducts user follow-up through 44 Contract Number: 47QTCA18D008Z Page | 14
problem resolution. Documents processes and common problem resolutions in software knowledgebase.
Maintains work queue and monitors all open requests to ensure prompt resolution. 022: SERVICE DESK/CALL CENTER SPECIALIST III
Minimum/General Experience: Five or more (5+) years of experience and/or vocational training in computer systems and applications.
Education: Associate degree in computer science.
Educational/Experience Equivalency: A high school diploma with a combination of professional certifications may be substituted for experience and/or education. Please see the table below depicting equivalency conversions.
Functional Description: Answer, evaluate, and prioritize incoming telephone, voicemail, email, and facsimile requests for assistance from end-users experiencing problems. Collects and enters accurate data into the Call Center software. Provide advanced support of hardware, peripherals, and network access, as well as office productivity applications such as the Microsoft’s suite of products, client-unique software applications, and email. Monitor voicemail, email, and related information sources for support inquiries. Provide problem resolution through research, isolation, and recognition for routine end-user problems. Escalate more complex problems to senior team members for resolution or dispatch of field technician/engineer for quick resolution. 023: SERVICE DESK/CALL CENTER SPECIALIST II
Minimum/General Experience: Two to five (2-5) years’ experience and/or vocational training in computer systems and applications.
Education: Associate degree in computer science.
Educational/Experience Equivalency: A high school diploma with a combination of professional certifications may be substituted for experience and/or education. Please see the table below depicting equivalency conversions.
Functional Responsibility: Answer, evaluate, and prioritize incoming telephone, voicemail, email, and facsimile requests for assistance from end-users experiencing problems. Collects and enters accurate data into the Call Center software. Provide support of hardware, peripherals, and network access, as well as office productivity applications such as the Microsoft’s suite of products, client-unique software applications, and email. Monitor voicemail, email, and related information sources for support inquiries. Provide basic administration of computer accounts and passwords. Provide problem resolution through research, isolation, and recognition for routine end-user problems. Escalate more complex problems to senior team members for resolution or dispatch of field technician/engineer for quick resolution. 024: SERVICE DESK/CALL CENTER SPECIALIST I
Minimum/General Experience: Experience and/or vocational training in computer systems and applications.
Education: High school diploma mandatory minimum; associate degree in computer science preferred.
Educational/Experience Equivalency: Experience resolving end-user information technology related problems may be substituted for education.
Functional Description: Answer, evaluate, and prioritize incoming telephone, voicemail, email, and facsimile requests for assistance from end-users experiencing problems. Collects and enters accurate data into the Call Center software. Provide basic support of hardware, peripherals, and network access, as well as office productivity applications such as the Microsoft’s suite of products, client-unique software applications, and email. Monitor voicemail, email, and related information sources for support inquiries. Provide basic administration of computer accounts and passwords. Provide problem resolution through research, isolation, and recognition for routine end-user problems. Escalate more complex problems to senior team members for resolution or dispatch of field technician/engineer for quick resolution. 025: CALL CENTER AGENT III
Minimum/General Experience: Three or more (3+) years’ experience obtaining information via telephone and entering data into a computer. Previous information technology experience is required.
Education: High school diploma or GED.
Functional Description: Answers and properly distributes phone calls and/or records accurate information in accordance with proper procedures. Collects, organizes and authenticates accuracy of entered data and 45 Contract Number: 47QTCA18D008Z Page | 15
generates reports for management review. Operates keyboards and/or other data entry devices and display units to input various types of information into a computer. Supervises and monitors the quality of the data entry process, resolves data integrity issues and coordinates with other areas of IS. 026: CALL CENTER AGENT II
Minimum/General Experience: One to two (1-2) years’ experience obtaining information via telephone and entering data into a computer. Previous help desk and information technology experience is preferred.
Education: High school diploma or GED.
Functional Description: Answers and properly distributes phone calls and/or records accurate information in accordance with proper procedures. Has the ability to collect, organize and authenticate accuracy of entered data and generate reports. Operates keyboards and/or other data entry devices and display units to input various types of information into a computer. Trains inexperienced operators and helps prioritize assignments. 027: CALL CENTER AGENT I
Minimum/General Experience: Zero to one (0-1) years’ experience obtaining information via telephone and entering pertinent data into a computer.
Education: High school diploma or GED.
Functional Description: Answers and properly distributes phone calls and/or records accurate information in accordance with proper procedures. Operates keyboards and/or other data entry devices and display units to input various types of information into a computer.
028: IT SUPPORT TECHNICIAN II
Minimum/General Experience: Two to four (2-4) years’ experience working in an IT environment.
Education: High school diploma or GED.
Functional Description: Supports IT projects and special programs. Performs hardware and software installations, as well as hardware moves and mass rollouts. When required, performs basic troubleshooting of computers, related peripheral devices, and network connections. Oversees physical IT inventory audits, and verifies accurate recording of equipment description and functionality, along with physical location, in unique software.
029: IT SUPPORT TECHNICIAN I
Minimum/General Experience: Zero to one (0-1) years’ experience working in an IT environment.
Education: High School diploma or GED.
Functional Description: Supports IT projects and special programs. Performs basic hardware and software installations, as well as hardware moves and mass rollouts. Conducts physical IT inventory audits via personal tracking and locating of equipment, and accurate recording of equipment description and functionality, along with physical location, in unique software.
46 Contract Number: 47QTCA18D008Z Page | 16
EDUCATIONAL/EXPERIENCE EQUIVALENCY
Degree/Certificate Experience
(in Years)
Education
(in Years)
Degree/Certificate Experience
(in Years)
Education
(in Years)
A+ 1 1 GIAC 3 1
Associate Webmaster
Professional
2 1 Global Knowledge
Webmaster
2 1
Associate Degree 3 n/a HTML Developer 1 1
Bachelor Degree 5 n/a i-Net+ 1 1
BCIP 1 1 Master CWP Specialist 2 2
CCDA 2 1 MCA 4 2
CCDP 3 2 MCAD 4 2
CCENT 1 1 MCDBA 5 3
CCIP 3 2 MCDST 1 1
CCNA 2 1 MCITP 5 3
CCNP 3 2 MCP 1 1
CCSP 5 3 MCPD 3 2
Certified Associate
Webmaster
1 1 MCSD 2 1
Certified Internet
Webmaster
1 1 MCSA 3 1
Certified Web Designer 1 1 MCSE 2 1
CIW E-Commerce 3 2 MCTS 3 2
ColdFusion MX
Developer
2 1 MSCA 3 1
CSQA 2 1 Network+ 1 1
CSTE 2 1 Novell CNE 2 1
CWNA 3 1 SCJP 2 2
CWP Associate 1 1 Security+ 1 1
DreamWeaver MX 2 1 Server+ 1 1
Flash MX Designer or
Developer
2 1
47 Contract Number: 47QTCA18D008Z Page | 17
IT Professional Services Hourly Rates
1-19 HOURS PER MONTH
No. Product Description Minimum
Charge
Regular
Hours Per
Hour
After
Hours Per
Hour
Sundays &
Holidays
Per Hour
1 Network Engineer III $124.56 $124.56 $186.84 $249.12
2 Network Engineer II $108.93 $108.93 $163.40 $217.86
3 Network Engineer I $95.01 $95.01 $142.52 $190.02
4 Network Technician III** $79.16 $79.16 $118.74 $158.32 5 Network Technician II** $63.34 $63.34 $95.01 $126.68
6 Network Technician I** $52.80 $52.80 $79.20 $105.60
7 Software Engineer III $137.22 $137.22 $205.83 $274.44 8 Software Engineer II $103.46 $103.46 $155.19 $206.92
9 Software Engineer I $95.01 $95.01 $142.52 $190.02
10 Information Technology Expert III $200.56 $200.56 $300.84 $401.12 11 Information Technology Expert II $163.60 $163.60 $245.40 $327.20 12 Information Technology Expert I $131.96 $131.96 $197.94 $263.92 13 Web Designer $110.84 $110.84 $166.26 $221.68
14 Web Content Developer $84.44 $84.44 $126.66 $168.88
15 Graphics Specialist** $63.34 $63.34 $95.01 $126.68
16 Application Developer IV $147.79 $147.79 $221.69 $295.58 17 Application Developer III $116.13 $116.13 $174.20 $232.26 18 Application Developer II $95.01 $95.01 $142.52 $190.02 19 Application Developer I $79.16 $79.16 $118.74 $158.32 20 Service Desk/Call Center Manager $105.65 $105.65 $158.48 $211.30 21 Service Desk/Call Center Shift Supervisor $86.67 $86.67 $130.01 $173.34 22 Service Desk/Call Center Specialist III** $75.72 $75.72 $113.58 $151.44 23 Service Desk/Call Center Specialist II** $70.98 $70.98 $106.47 $141.96 24 Service Desk/Call Center Specialist I** $56.64 $56.64 $84.96 $113.28 25 Call Center Agent III** $49.50 $49.50 $74.25 $99.00
26 Call Center Agent II** $44.57 $44.57 $66.86 $89.14
27 Call Center Agent I** $40.20 $40.20 $60.30 $80.40
28 IT Support Technician II** $44.57 $44.57 $66.86 $89.14 29 IT Support Technician I** $41.15 $41.15 $61.73 $82.30 Note 1: Minimum charge includes one (1) hour labor.
Note 2: Rates do NOT include costs of Security Clearances – quotes will be provided separately for positions requiring a Security Clearance.
48 Contract Number: 47QTCA18D008Z Page | 18
20-100 HOURS PER MONTH
10% ADDITIONAL QUANTITY DISCOUNT
No. Product Description Minimum
Charge
Regular
Hours Per
Hour
After
Hours Per
Hour
Sundays &
Holidays
Per Hour
1 Network Engineer III $112.11 $112.11 $168.17 $224.22
2 Network Engineer II $98.04 $98.04 $147.06 $196.08
3 Network Engineer I $85.51 $85.51 $128.27 $171.02
4 Network Technician III** $71.24 $71.24 $106.86 $142.48 5 Network Technician II** $57.00 $57.00 $85.50 $114.00
6 Network Technician I** $47.52 $47.52 $71.28 $95.04
7 Software Engineer III $123.50 $123.50 $185.25 $247.00 8 Software Engineer II $93.11 $93.11 $139.67 $186.22
9 Software Engineer I $85.51 $85.51 $128.27 $171.02
10 Information Technology Expert III $180.50 $180.50 $270.75 $361.00 11 Information Technology Expert II $147.23 $147.23 $220.85 $294.46 12 Information Technology Expert I $118.76 $118.76 $178.14 $237.52 13 Web Designer $99.76 $99.76 $149.64 $199.52
14 Web Content Developer $76.00 $76.00 $114.00 $152.00
15 Graphics Specialist** $57.00 $57.00 $85.50 $114.00
16 Application Developer IV $133.01 $133.01 $199.52 $266.02 17 Application Developer III $104.51 $104.51 $156.77 $209.02 18 Application Developer II $85.51 $85.51 $128.27 $171.02 19 Application Developer I $71.24 $71.24 $106.86 $142.48 20 Service Desk/Call Center Manager $95.08 $95.08 $142.62 $190.16 21 Service Desk/Call Center Shift Supervisor $78.01 $78.01 $117.02 $156.02 22 Service Desk/Call Center Specialist III** $68.15 $68.15 $102.23 $136.30 23 Service Desk/Call Center Specialist II** $63.89 $63.89 $95.84 $127.78 24 Service Desk/Call Center Specialist I** $50.98 $50.98 $76.47 $101.96 25 Call Center Agent III** $44.55 $44.55 $66.83 $89.10
26 Call Center Agent II** $40.12 $40.12 $60.18 $80.24
27 Call Center Agent I** $36.18 $36.18 $54.27 $72.36
28 IT Support Technician II** $40.12 $40.12 $60.18 $80.24 29 IT Support Technician I** $37.04 $37.04 $55.56 $74.08 Note 1: Minimum charge includes one (1) hour labor.
Note 2: Rates do NOT include costs of Security Clearances – quotes will be provided separately for positions requiring a Security Clearance.
49 - 19 -
100+ HOURS PER MONTH
20% ADDITIONAL QUANTITY DISCOUNT
No. Product Description Minimum
Charge
Regular
Hours Per
Hour
After
Hours Per
Hour
Sundays &
Holidays
Per Hour
1 Network Engineer III $99.65 $99.65 $149.48 $199.30
2 Network Engineer II $87.14 $87.14 $130.71 $174.28
3 Network Engineer I $76.01 $76.01 $114.02 $152.02
4 Network Technician III** $63.34 $63.34 $95.01 $126.68 5 Network Technician II** $50.67 $50.67 $76.01 $101.34
6 Network Technician I** $42.24 $42.24 $63.36 $84.48
7 Software Engineer III $109.77 $109.77 $164.66 $219.54 8 Software Engineer II $82.76 $82.76 $124.14 $165.52
9 Software Engineer I $76.01 $76.01 $114.02 $152.02
10 Information Technology Expert III $160.45 $160.45 $240.68 $320.90 11 Information Technology Expert II $130.88 $130.88 $196.32 $261.76 12 Information Technology Expert I $105.57 $105.57 $158.36 $211.14 13 Web Designer $88.68 $88.68 $133.02 $177.36
14 Web Content Developer $67.56 $67.56 $101.34 $135.12
15 Graphics Specialist** $50.67 $50.67 $76.01 $101.34
16 Application Developer IV $118.23 $118.23 $177.35 $236.46 17 Application Developer III $92.91 $92.91 $139.37 $185.82 18 Application Developer II $76.01 $76.01 $114.02 $152.02 19 Application Developer I $63.34 $63.34 $95.01 $126.68 20 Service Desk/Call Center Manager $84.52 $84.52 $126.78 $169.04 21 Service Desk/Call Center Shift Supervisor $69.34 $69.34 $104.01 $138.68 22 Service Desk/Call Center Specialist III** $60.57 $60.57 $90.86 $121.14 23 Service Desk/Call Center Specialist II** $56.79 $56.79 $85.19 $113.58 24 Service Desk/Call Center Specialist I** $45.32 $45.32 $67.98 $90.64 25 Call Center Agent III** $39.60 $39.60 $59.40 $79.20
26 Call Center Agent II** $35.66 $35.66 $53.49 $71.32
27 Call Center Agent I** $32.16 $32.16 $48.24 $64.32
28 IT Support Technician II** $35.66 $35.66 $53.49 $71.32 29 IT Support Technician I** $32.92 $32.92 $49.38 $65.84 Note 1: Minimum charge includes one (1) hour labor.
Note 2: Rates do NOT include costs of Security Clearances – quotes will be provided separately for positions requiring a Security Clearance.
SERVICE CONTRACT ACT MATRIX
SCA Eligible Contract Labor
Category SCA Equivalent Code Title
WD
Number
Service Desk/Call Center Specialist III 23183 Electronics Technician Maintenance III 2015-5613 Service Desk/Call Center Specialist II 23182 Electronics Technician Maintenance II 2015-5613 Service Desk/Call Center Specialist I 01320 Service Order Dispatcher 2015-5613 Call Center Agent III 01043 Customer Service Representative III 2015-5613 Call Center Agent II 01042 Customer Service Representative II 2015-5613 Call Center Agent I 01041 Customer Service Representative I 2015-5613 IT Support Technician II 01113 General Clerk III 2015-5613 IT Support Technician I 01112 General Clerk II 2015-5613 50 - 20 -
The Service Contract Act (SCA) is applicable to this contract, and it includes SCA applicable labor categories.
The prices for the indicated (**) SCA labor categories are based on the U.S. Department of Labor Wage Determination Number(s) identified in the SCA matrix. The prices awarded are in line with the geographic scope of the contract (i.e., nationwide).
51 STAFF REPORT
Meeting Date:
December 9, 2025
CONSENT
13 SUBJECT: ABANDONMENT OF STORM DRAIN EASEMENT AT 1377 DUNNING DRIVE RECOMMENDATION: It is recommended that the City Council:
1. Adopt a Resolution titled, “A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
LAGUNA BEACH, CALIFORNIA, TO ORDER THE VACATION OF A PORTION OF STORM DRAIN EASEMENT AT 1377 DUNNING DRIVE PURSUANT TO CHAPTER 4, SUMMARY VACATION, STREETS AND HIGHWAYS CODE SECTION 8330 ET. SEQ”; and
2. Find that the proposed summary vacation is not subject to review under the California Environmental Quality Act pursuant to State CEQA Guidelines section 15060(c)(2) and 15060 (c)(3) because the action would not have a reasonably foreseeable direct or indirect effect on the environment and is therefore not a project subject to CEQA section 15378.
SUMMARY OF THE MATTER
There is an existing excess public storm drain easement located on the property at 1377 Dunning Drive (APN 644-141-04) as illustrated in Attachment 1. The property owner has requested the City to vacate the excess public storm drain easement since it is no longer being used for public purposes (RDABAND-2025- 2186).
DISCUSSION
The Applicant is requesting a summary vacation of a City-owned storm drain easement encompassing approximately 973 square feet that traverses diagonally across the privately owned property at 1377 Dunning Drive in the Temple Hills neighborhood. Pursuant to California Streets and Highways Code - SHC § 8333, the City may summarily vacate a public service easement if the easement has not been used for the purpose for which it was dedicated for five consecutive years immediately preceding the proposed vacation or if the easement has been superseded by relocation, or determined to be excess by the easement holder, and there are no other public facilities located within the easement.
Public Works staff have confirmed that the easement is obsolete, with no existing or prospective future use due to drainage infrastructure that already exists in the general project area to serve the subject and surrounding properties.
Prior to City Council consideration of the summary vacation, a General Plan consistency determination is required pursuant to City Administrative Policy 5-21. On November 19, 2025, the Planning Commission adopted a resolution finding that the proposed summary vacation of the City-owned storm drain easement on the property located at 1377 Dunning Drive is consistent with the City’s General Plan, and finding said action exempt from CEQA (Attachment 3).
ABANDONMENT OF STORM DRAIN EASEMENT AT 1377 DUNNING DRIVE December 9, 2025
Pursuant to California Streets and Highways Code – SHC § 8335 the City Council is required to adopt a resolution of vacation to vacate a public service easement. Therefore, staff recommends the City Council adopt the attached Resolution (Attachment 2).
FINANCIAL ANALYSIS
The recommended action has no financial impact to the budget.
ENVIRONMENTAL ANALYSIS
The proposed summary vacation is not subject to review under the California Environmental Quality Act (CEQA) pursuant to State CEQA Guidelines section 15060(c)(2) and 15060 (c)(3) because the action would not have a reasonably foreseeable direct or indirect effect on the environment and is therefore not a project subject to CEQA section 15378. The proposed action would vacate a public service easement that is not needed for current or future public purposes. Since the proposed action would merely remove an encumbrance from title and not result in any physical change in the environment it is not a project subject to CEQA review pursuant to Sections 15060(c)(2) and (c)(3) of the CEQA Guidelines.
On June 26, 2025, the Design Review Board found the entirety of the Project exempt from the California Environmental Quality Act (CEQA) under State CEQA Guidelines, Section 15301 – Existing Facilities, Section 15301 - Existing Facilities, in that the project consists of the repair, maintenance, or minor alteration of existing structures or topographical features, involving negligible or no expansion of existing or former use.
ATTACHMENTS
1. Site Map (Pg. 3)
2. Resolution (Pgs. 4-8)
3. Planning Commission Resolution 25-2296 (Pgs. 9-12)
Submitted By: Mark McAvoy Approved: .David A Kiff
Mark McAvoy, Director of Public
Works & Utilities Dave Kiff, City Manager
Report Prepared By: Coordinated With:
Thomas Perez, City Engineer
i
SHEET 1 OF 1
PROPERTY DESCRIPTION
A PORTION OF LOT 19
PER TRACT NO. 1970
AS FILED IN BOOK 108,
PAGES 23 THROUGH 25
INCLUSIVE, OF
MISCELLANEOUS MAPS,
IN THE CITY OF LAGUNA
BEACH,COUNTY OF ORANGE,
ST A TE OF CALIFORNIA.
LEGEND
LL..d 177n EASEMENT AREA 973 SQ. FT.
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/
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50 ll@
SCALE: 1" = 50'
0 50 100
7J�ffi;,©7J [NJ@. ll® 'P@
lR£1l lR£1l ll@® / �� = ��
7l ®
-ts-5. o,,,,,
5' STORM DRAI / $
1 ,u, EASEMENT PER � <P MM 108/23-25 ct--t $.
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CITY OF LAGUNA BEACH
SUMMARY VACATION
STORM DRAIN EASEMENT
SCALE: 1"=50'
7 SITE MAP
Attachment 1
3 RESOLUTION NO. 25.XXX
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
LAGUNA BEACH, CALIFORNIA, TO ORDER THE VACATION
OF A PORTION OF STORM DRAIN EASEMENT AT 1377
DUNNING DRIVE PURSUANT TO CHAPTER 4, SUMMARY
VACATION, STREETS AND HIGHWAYS CODE SECTION 8330
ET. SEQ
WHEREAS, the City of Laguna Beach has an easement for storm drain purposes located within Lot 19 of Tract 1970 as filed in Book 108, Pages 23 through 25, inclusive, of Miscellaneous Maps, in the Office of the Orange County Recorder, (1377 Dunning Drive); and WHEREAS, a portion of the storm drain easement is no longer required because drainage infrastructure already exists in the general project area to serve the subject and surrounding properties; and
WHEREAS, Robert Folkenflik and Vivian R. Folkenflik, as Trustees under the Folkenflik Trust dated October 24, 1988, as owners of fee title to the land encumbered by the storm drain easement, have requested abandonment of the excess public service easement; and WHEREAS, the City Council of the City of Laguna Beach has considered all information presented at a regular meeting held on December 9, 2025.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF LAGUNA BEACH DOES RESOLVE:
SECTION 1. The City of Laguna Beach elects to proceed with the vacation of a portion of the storm drain easement pursuant to Chapter 4, Summary Vacation, Streets and Highways Code, section 8330 et. seq.
SECTION 2. The City of Laguna Beach hereby abandons all of that portion of storm drain easement lying within Lot 19 of Tract No. 1970 as filed in Book 108, Pages 23 through 25, Attachment 2
4 -2- Reso. #
inclusive, of Miscellaneous Maps, Records of Orange County, in the City of Laguna Beach, State of California as described on Exhibit A and depicted on Exhibit B.
SECTION 3. The portion of storm drain easement to be vacated is excess right-of-way not required for drainage, street or highway purposes.
SECTION 4. In accordance with Resolution No. 25-2296, the Planning Commission of the City of Laguna Beach, California, has determined that the summary vacation of City-owned storm drain easement at 1377 Dunning Drive is in conformity with the General Plan pursuant to Government Code 65402; and that the summary vacation is categorically exempt from CEQA pursuant to State CEQA guidelines Section 15301.
SECTION 5. That from and after the date this resolution is recorded, the portion of storm drain easement as described on Exhibit A, attached hereto and made a part hereof is vacated and no longer constitutes a street, highway or public service easement.
SECTION 8. City staff is hereby authorized to cause the recordation of this resolution.
ADOPTED this 9th day of December, 2025.
, Mayor
ATTEST:
Ann Marie McKay, City Clerk
5 -3- Reso. #
I, Ann Marie McKay, City Clerk of the City of Laguna Beach, certify that the foregoing Resolution No. 25.XXX was duly adopted at a regular meeting of the City Council of said City held on December 9, 2025, by the following vote:
AYES: COUNCILMEMBERS:
NOES: COUNCILMEMBERS:
ABSENT: COUNCILMEMBERS:
City Clerk, City of Laguna Beach, CA
6 EXHIBIT "A"
LEGAL DESCRIPTION
STORM DRAIN EASEMENT
All of that portion of Storm Drain Easement lying within Lot 19 of Tract No.1970 as filed in Book 108, Pages 23 through 25, inclusive, of Miscellaneous Maps, Records of Orange County, in the City of Laguna Beach, State of California, Containing 973 square feet more or less.
This description has been prepared by me, or under my direction.
SEE EXHIBIT "B" ATTACHED HERETO, AND BY THIS REFERENCE MADE A PART THEREOF.
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Date
7 PROPERTY
DESCRIPTION
A PORTION OF LOT 19
PER TRACT NO. 1970
AS FILED IN BOOK 108,
PAGES 23 THROUGH 25
INCLUSIVE, OF
MISCELLANEOUS MAPS,
IN THE CITY OF LAGUNA
BEACH,COUNTY OF ORANGE,
ST ATE OF CALIFORNIA.
LEGEND
177n L:LLd EASEMENT AREA
973 SQ. FT.
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EXHIBIT 'B"
BASIS OF BEARINGS
THE BASIS OF BEARINGS FOR
THIS PLAT IS CENTERLINE OF
DUNNING DRIVE PER TRACT
NO. 1970,MM 108/23-25
PREPARED UNDER MY DI ECTION
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JEFFREY S. BOYDS . 8835
DATE: \' /i1 /1.,5
SHEET 1 OF 1
NOTE
BEARINGS AND
DISTANCES SHOWN
HEREON ARE PER
TRACT NO. 1970,
MM 108/23-25
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CITY OF LAGUNA BEACH
STORM DRAIN EASEMENT
SCALE: 1"=50' DATE: 11-17-2025
8 RESOLUTION NO. 25-2296
A RESOLUTION OF THE PLANNING COMMISSION OF THE
CITY OF LAGUNA BEACH, CALIFORNIA, FINDING THAT
THE POTENTIAL SUMMARY VACATION OF CITY-OWNED
STORM DRAIN EASEMENT AT 1377 DUNNING DRIVE IS IN
CONFORMITY WITH THE GENERAL PLAN PURSUANT TO
GOVERNMENT CODE SECTION 65402; AND FINDING THE
PROJECT CATEGORICALLY EXEMPT FROM CEQA
PURSUANT TO STATE CEQA GUIDELINES SECTION 15301
WHEREAS, on June 26, 2025, the Design Review Board approved Design Review 25-0806 and Coastal Development Permit 25-0807 for a new 352-square-foot upper-level addition, a 375-squarefoot expansion of an existing elevated deck with a new exterior access stairway, a 10-square-foot expansion of an existing elevated catwalk, and an attached ADU at 1377 Dunning Drive, and found the project exempt from CEQA pursuant to Section 15301. Condition No. 18 of Resolution No. 25-0806 specified that: “Prior to issuance of building permits for any improvements encroaching into the 5-footwide storm drain easement, which traverses diagonally across the property – from approximately 40 feet from the front property line along the eastern boundary to approximately 96 feet from the front property line along the western boundary – the applicant shall provide documentation to the City confirming that the respective easement has been vacated; and
WHEREAS, the owner of property located at 1377 Dunning Drive (“Applicant”) has requested a General Plan consistency determination for the proposed summary vacation of a five-foot-wide Cityowned storm drain easement encompassing approximately 973 square feet that traverses diagonally across the privately owned property at 1377 Dunning Drive in the Temple Hills neighborhood (the “Project”); and
WHEREAS, in accordance with Government Code section 65402, the Planning Commission must report on the conformity of the easement vacation with the General Plan; and WHEREAS, all other legal prerequisites to the adoption of this Resolution have occurred.
NOW, THEREFORE, the Planning Commission of the City of Laguna Beach does hereby find, determine, and resolve as follows:
SECTION 1. The recitals set forth above are true and correct and are incorporated into this Resolution by this reference.
SECTION 2. On June 26, 2025, the Design Review Board found the entirety of the Project exempt from the California Environmental Quality Act (CEQA) under State CEQA Guidelines, Section 15301 – Existing Facilities, Section 15301 - Existing Facilities, in that the project consists of the repair, 9 Attachment 3
General Plan Consistency 25-2296
November 19, 2025