Richmond City Council
May 2, 2023

May 2, 2023

Library and Community Services

DATE: May 2, 2023
TO: Mayor Martinez and Members of the City Council
FROM: LaShonda White, Deputy City Manager, Community
Services
Tamara Walker, Deputy Director of Community Services,
Employment and Training Division

Subject:

Contract with the Richmond Police Activities League to
Provide Workforce Training and Work Experience
Opportunities
FINANCIAL IMPACT: The contract will be funded entirely by the California for All Youth grant from California Volunteers - Office of the Governor. All expenditures associated with this program are grant funded and will be reimbursed to the City.

There will be no fiscal impact upon the City’s General
Fund (12572641-400538-27A01).

PREVIOUS COUNCIL
ACTION:

N/A

STATEMENT OF THE
ISSUE:

The Employment and Training Division is seeking a
contract with the Richmond Police Activities League to
provide workforce training and employment opportunities for 20 youth for the Ambassador and Explorer program.

RECOMMENDED ACTION:

APPROVE a contract with the Richmond Police Activities
League (RPAL) to provide workforce training and
employment services to 20 youth, for a term commencing
April 5, 2023, and ending March 31, 2024, for a total
amount not to exceed $73,700 funded by the California
for All Youth grant – Community Services Department,
Employment and Training (Tamara Walker 510-307-
8006). This item was continued from the April 4, 2023,
and April 18, 2023, meetings.

AGENDA
REPORT
706

May 2, 2023
DISCUSSION:

The City of Richmond’s Employment and Training Division (E&T) was awarded $2,972,695 from California Volunteers, Office of the Governor. These funds were allocated to provide Richmond youth and young adults, ages 16 – 30, with transitional employment, academic development, occupational skills training, career pathways, and on-the-job training opportunities in high-wage, high-growth industries.

On December 12, 2022, E&T released a Request for Proposal (RFP) to community- based organizations to support the delivery services under the California for All Youth grant. Two (2) applications were received and after review, E&T is requesting City Council approval to enter into a contract with the Richmond Police Activities League (RPAL).

RPAL will provide workforce training and employment opportunities for 20 youth through the Ambassador and Explorer program. The partnership will provide job preparedness training, workplace skills training, and community service opportunities that will allow program participants to gain work experience important to enhancing their qualifications and advantages toward their ultimate career success. Each participant will be allowed to work a maximum of 500 hours at $20 per hour and E&T will be responsible for payroll functions.

DOCUMENTS ATTACHED:

Attachment 1 – California for All Youth Grant
Attachment 2 – California for All Youth RFP
Attachment 3 – Scoring Rubric
Attachment 4 – Richmond Police Activities League Contract

707

2. The term of this Agreement is:

DocuSign Envelope ID: 6D84046E-A820-4E5E-9EAE-B1DF93C651B0 6/27/2022
6/27/2022
708

City of Richmond For All Youth Workforce Development Program RFA#JP12-002

Section 1: Program Goals

The COVID-19 pandemic and accompanying economic downturn are having staggering effects on young adults. Young people are typically among the hardest-hit groups during recessions and getting off to a bad start in the labor market can have long-term effects.

Prior to the pandemic, young people aged 16 -24 were already disproportionately adversely affected in the labor markets compared to other age groups. Even as the nation enjoyed record low unemployment rated between 2016 and early 202, young people experienced unemployment rates twice as high as the national average. Experts estimate that the number of young people between the ages of 16 -24 who are not in school or working will easily top 6 million and could swell to almost one-quarter of all young people.

Thus, young people are facing a catastrophic crisis, and we can’t wait to act. The window for action is open, but we need to move swiftly. We need a society, economy and community designed to care for all people, especially young people, who are the most important and most affected stakeholder when talking about our global future.

Therefore, the City of Richmond has made young people the heart of it’s COVID-19 recovery by helping them prepare for work and life as engaged citizens. Richmond has prioritized education, civic engagement, and employment for Richmond youth.

Our goals are as follows:
• Improve the health and well-being of the community by providing valuable educational, social, and environmental services
• Prevent long-term unemployment among young adults and reduce economic hardship. • Help young people prepare for future good jobs by offering a more affordable route to postsecondary education and giving them the chance to learn new skills, gain work experience, and expand their social and professional networks. • Rebuild civic and social connections by bringing participants from different backgrounds, income levels, races, ethnicities and area of the city together to share experiences to solve public challenges.

Section 2: Program Design

City of RIchmond
#JP2002
Exhibit A Scope of Work
DocuSign Envelope ID: 6D84046E-A820-4E5E-9EAE-B1DF93C651B0 709
We cannot fail in the crucial task pf promoting equal opportunities for all young people to thrive.

The pandemic has interrupted the education, socialization, and employment of tens of millions of children and young adults – disproportionately hurting those from low-income families and communities of color.

As we recover, we must aim higher and think bigger, rather than returning to the economic and social status quo.

It is our responsibility, as local government, to provide an avenue for young people to support themselves financially, carry out meaningful and productive work, learn new skills, and expand their networks to prepare for a leadership role in the future.

The City of Richmond For All Youth Workforce Program is designed and administered by Richmond YouthWORKS, a department within the city, in partnership with the Richmond Police Activities League, RichmondBuild, Richmond YouthBuild, Richmond Office of Neighborhood Safety, Richmond Police Cadet, Richmond Fire Department Explorers, West Contra Costa Unified School District, THIMBY, and Contra Costa College.

All program partners have over 10 years of providing youth development and employment and training opportunities for at-risk, low income Richmond youth.

In addition, we will partner with several community-based organization to provide a holistic approach to addressing the needs of the young people who participate in the program.

The program will target 150 at-risk, low-income Richmond youth, ages 16 – 30, who identify as Opportunity Youth (unemployed/not in school), justice-involved, or have aged out of the foster care system. We will serve a minimum of 75 youth per year in year-round/summer employment opportunities beginning May 1, 2022.

The program will focus on building and expanding career pathways, addressing climate control and food insecurities, and provide meaningful service opportunities to assist COVID-19 recovery in the community.

Each youth referred to the program will go through an intake process which includes a resiliency and needs assessment. Upon completion of their assessments, each participant will receive a Career Action Plan. A career action plan is a dynamic planning document owned and managed by young people intended to reflect their increased career development learning. The plan helps young people: set their goals. clarify the actions needed to achieve these goals.

Participants can participate in the following programs:
• Career Support – All participants will be required to attend our Career Support workshops. The workshops designed to prepare youth for employment providing soft skills training in order to increase the youth’s employability in a short amount of time.

The workshop is comprised of modules on professionalism, workplace conflict resolution, workplace safety, financial management, resume writing, job search and interview techniques and job retention.

DocuSign Envelope ID: 6D84046E-A820-4E5E-9EAE-B1DF93C651B0 710
• Life Skills – All participants will be required to attend our Life Skills workshops. The workshops give youth the ability to learn new skills that increase their understanding of the world around them and equip them with the tools they need to live a more productive and fulfilling life; to finding ways to cope with the challenges that life, inevitably, throws at them.
• Public works and environmental conservation/restoration program – Participants will address long-standing conservation, restoration, and climate change needs such as maintenance backlog in public parks, and coastal ecosystem restoration, neighborhood beautification, and disaster preparedness as a result of COVID-19. • RPAL Farm, Garden and Culinary Arts program – Participants will be introduced to the local agricultural industry and build new and essential life skills through farming, gardening, cooking and food literacy. Young people will have the ability to make healthy food choices by having the skills and knowledge necessary to buy, grow, and cook food with implication for improving individual, family, and community health. • Tiny House In My Backyard (THIMBY) – Participants will participate in the design and construction of carbon neutral, off-grid capable transitional housing for low-income and unhoused Richmond residents. This student-led housing initiative was developed by UC Berkeley students to address the acute housing crisis in the region, which has been especially exacerbated in the wake of COVID-19.
• Public Service & Safety Corp – A career pathway program and pipeline that teaches the critical skills needed for and entry into public service and safety careers. • RichmondBuild and YouthBuild - Participants work toward their GEDs or high school diplomas (if appropriate), learn job skills, and work on community projects. The program provides participants with intensive hands-on training in industry-recognized certifications and supports their progress toward a lucrative career in the construction industry.

Section 3: Youth Recruitment/Development

Participants for the City of Richmond For All Youth Workforce Development program are at- risk, low-income Richmond Youth, ages 16 – 30, who identify as Opportunity Youth (unemployed/not in school), justice-involved, and/or have aged out of the foster care system.

There are various entry points into to the program; inhouse recruitment and partnering agencies referral. Richmond YouthWORKS is a youth development program that focuses on provided employment and training opportunities to Richmond youth ages 16 – 24.

Richmond YouthWORKS along with RichmondBuild and Richmond YouthBuild are under the auspices of the City of Richmond’s Employment & Training Department and will be a pipeline for recruitment.

DocuSign Envelope ID: 6D84046E-A820-4E5E-9EAE-B1DF93C651B0 711
In addition, the department, in partnership with West Contra Costa Unified School District, Contra Costa Office of Education, and Contra Costa Community College, provide employment opportunities for 500 Richmond youth during the summer.

Furthermore, we receive referrals from law enforcement agencies, community-based organizations, probation, and independent living programs.

Lastly, the City of Richmond utilizes several outreach platforms to provide information to the community. These platforms include:
• Television station
• Mayor’s weekly blog
• Community Newspaper
• City Manager’s weekly report
• Social media outlets (i.e., Facebook, Twitter, Instagram)

As stated above, we will partner with several community-based organization to provide a holistic approach to addressing the needs of the young people who participate in the program. These services include:
• Case Management,
• Transportation assistance,
• Referral to substance abuse treatment and mental health counseling, • Assistance with childcare,
• Assistance with housing,
• Legal aid services,
• Referrals to healthcare,
• Assistance with uniforms and other work attire and work-related tools and gear, • Assistance with book, fees, and school supplies, and
• Payments for fees for employing and training-related applications, tests, and certifications.

Section 4: Metrics/Outcomes

As a workforce development system, we are competent in data collection for outcome measures.

We are very confident in our ability to provide the required metrics for the grant.

We have the capability and capacity to utilize our current MIS system, CalJobs, to capture the required outcome metrics which are aligned with the Workforce Innovation and Opportunity Act (WIOA) metrics that govern our funding.

Section 5: Budget/Staffing/Communication

DocuSign Envelope ID: 6D84046E-A820-4E5E-9EAE-B1DF93C651B0 712
The City of Richmond commits to using CaliforniaVolunteers developed branding for this program and will participate in CaliforniaVolunteers-organized training/curriculum if required.

In addition, if funded, we would be interested in participating in a program launch media event with CaliforniaVolunteers.

TOTAL: $2,972,695

Category Amount Total Budget Narrative
Year 1 Year 2
Staffing
(3) FTE Employment Program
Specialist

Administrative/MIS Staff
.5FTE
$177,444

$40,004
$186,300

$41,862
$363,744

$81,866
3 FTE Employment Program Specialist responsible
for outreach, case management and job placement.

Cost of living increase in Year 2.

Responsible for program support, tracking and
reporting of program outcomes, and support for
outreach and recruitment
Benefits @.45% $18,002 $18,838 $36,840 Calculated at .45% Supplies (tools, uniform, wood,
nails, paint)
$10,000 $10,000 $20,000 The total budget for supplies equals $20,000, and includes $10,000 for the cost of
construction supplies and consumables to be used in
the construction training lab, and uniforms and safety
equipment for participants. An additional $10,000 is
included for the cost of hand and power tools for use
by participants.

Contractual
Richmond Police Activities
League Farm, Garden, Culinary
Program
Contra Costa College
$100,000

$50,000
$100,000

$50,000
$200,000

$100,000
Contract with the Richmond Police Activities League
to administer the Youth Farm Safety Education and
Certification Program.

Contract with Contra Costa College to administer the
Public Service and Safety certification program.

Other
Supportive Services

Participant Wages = 150 youth
X $20/hr. X 500 hours
$200,000

$750,000
$200,000

$750,000
$400,000

$1,500,000
Costs associated with providing wraparound services
(see description of wraparound services above)
Costs for participant wages will equal $10,000 per
participant, for a total of $1,500,000 for 150
participants (75 per year) in year-round and summer
program.

Administrative Cost (10%) $134,545 135,700 $270,245 Charges for “Other” also include administrative costs calculated at 10% of the
total federal request of $2,702,450, and equal
to $270,245.

DocuSign Envelope ID: 6D84046E-A820-4E5E-9EAE-B1DF93C651B0 713
City of Richmond
#JP2002
Applicant:

Items Description Calculation Total Budget
Administrative Costs General purpose staff,
including office staff,
Director, fiscal staff and
item such as office supplies,
internet access, office
postagecopier cost, etc.
.1FTE Director
.1 Administrative
Analyst
.2FTE Fiscal Support
10% of office
expenditures
255,495.00$
Total 255,495.00$
# Requested Hourly Salary # of Hours Total Budget
150 $20/hr 500 1,500,000.00$
Total 1,500,000.00$
Items Description Calculation Total Budget
FICA for Fellows Social Security & Medicare 150 X $500 X 7.65% 114,750.00$ Worker's Compensation
Health Care
Total 114,750.00$
Items Description Calculation Total Budget % Allocation Cross Check Support Services Transportation assistance,
Referral to substance abuse
treatment and mental
health counseling,
Assistance with childcare,
Assistance with housing,
Legal aid services, Referrals
to healthcare, Assistance
with uniforms and other work
attire and work-related tools
and gear, Assistance with
book, fees, and school
supplies, and Payments for
fees for employing and
training-related
applications, tests, and
certifications.
150 X $2000 300,000.00$
Case Management Work collaboratively to
engage the Youth and
other support team
members in the
identification of strengths
and needs which support
the development and
implementation of a service
plan.
3FTE (includes
benefits)
.5FTE MIS (includes
benefits)
$ 482,450.00
CTE Certification Offer CTE courses through
the local community
college for participants
obtain CTE certificates and
college credit.
3 contract
education courses
at the community
college with
support staff @
$33K/each
$ 100,000.00
Community Garden To develop a community
garden that allows the
community to grow their
own fresh fruits and
vegetables.
supplies and staff
for the gardening
education and
supplies for the
garden
$ 200,000.00
Supplies
tools, uniform, wood, nails, paint,
seeds, dirt
Supplies needed for
beautification
project and
community farms.
$ 20,000.00
Total 1,102,450.00$ 37.1%
Total Budget Request 2,972,695.00$
Total # of Fellows 150
Partner Status (Proposed or Secured) Contractual Amount Richmond PAL Proposed 200,000.00$
Contra Costa College Proposed 100,000.00$
Total 300,000.00$
Exhibit B Budget Detail
List of Partners
IV. Program Wrap-Around Services (Not to Exceed 40% of Total Award) III. CaliforniansForAll Youth Workforce Fellows - Other Fellow Costs CaliforniansForAll Youth Workforce Program (Revised 11/30/2021) City of Richmond
II. CaliforniansForAll Youth Workforce Fellows - Wage
I. Administration (Must Not Exceed 10% of Direct Award Amount) DocuSign Envelope ID: 6D84046E-A820-4E5E-9EAE-B1DF93C651B0 714
City of Richmond
Agreement #JP2002

EXHIBIT B
Budget Payment Provisions

California Volunteers,
CaliforniansForAll Youth Workforce Development Program
and City of Richmond

BUDGET PAYMENT PROVISIONS

1. Invoicing and Payment
a) For services satisfactorily rendered, and upon receipt and approval of the invoices, the State agrees to compensate the Contractor for actual expenditures incurred in accordance with the rates specified herein, which is attached hereto and made a part of this Agreement.

b) Invoices shall include the Agreement Number and shall be submitted via PDF to [email protected].

2. Budget Contingency Clause
a) It is mutually agreed that if the Budget Act of the current year and/or any subsequent years covered under this Agreement does not appropriate sufficient funds for the program, this Agreement shall be of no further force and effect. In this event, the State shall have no liability to pay any funds whatsoever to Contractor or to furnish any other considerations under this Agreement and Contractor shall not be obligated to perform any provisions of this Agreement.

b) If funding for any fiscal year is reduced or deleted by the Budget Act for purposes of this program, the State shall have the option to either cancel this Agreement with no liability occurring to the State, or offer an agreement amendment to Contractor to reflect the reduced amount.

3. Prompt Payment Clause
Payment will be made in accordance with, and within the time specified in, Government Code Chapter 4.5, commencing with Section 927.

DocuSign Envelope ID: 6D84046E-A820-4E5E-9EAE-B1DF93C651B0 715
City of Richmond
#JP2002
Exhibit D(1) California Volunteers Reporting Requirements, Invoicing, and Specific Requirements and Terms and Conditions

CaliforniansForAll Youth Jobs Corps Program
Outcome and Output Reporting
All CaliforniansForAll Youth Jobs Corps Program grantees will be responsible for providing periodic and timely reports on outcomes and outputs associated with the funding received from this program.

Reporting Metrics
Grantees will be required to report the following metrics on a quarterly and annual basis to California Volunteers in a format and method to be specified by California Volunteers. These metrics are subject to change, depending on the California Department of Finance’s review and approval:
• Required by Department of Treasury:
o Number of workers enrolled in sectoral job training programs o Number of workers completing sectoral job training programs o Number of people participating in summer youth employment programs
• Output: Total number of youth employed; number of hours of employment
• Outcome: Percentage of participants who enroll in higher education or gain employment following program end; Number of industries served; Disadvantaged areas served
Additionally, CaliforniaVolunteers requires cities to report the following data, where feasible, on a quarterly and annual basis to CaliforniaVolunteers in a format and method to be specified by California Volunteers. • Number of youth participating in program
• Number of youth employed in each focus area
• Number of youth enrolled in job training/readiness programs • Number of youth completing job training/readiness programs • Number of youth participating in summer program (if applicable) • Average wage and hours worked of participants across program Information/data/member stories as requested for annual report • Does this project serve an economically disadvantaged community? • Number of youth employed in program who were previously unemployed DocuSign Envelope ID: 6D84046E-A820-4E5E-9EAE-B1DF93C651B0 716
City of Richmond
#JP2002
Exhibit D(1) California Volunteers Reporting Requirements, Invoicing, and Specific Requirements and Terms and Conditions

• Number of youth who complete full program (1 year or summer program) • Percentage of youth employed in program who remain in college or stable employment
• Percentage of youth employed after completion of program • Percentage of youth who report job satisfaction after one year of employment, as reported by a survey
• Percentage of youth who report an interest in a career in public service after one year of employment, as measured by a survey
• Percentage of youth employed in public service after one year of employment
• Job training evaluations
Reporting Deadlines:

Report Reporting Period Partner Reports Due
1 (if applicable) Award Date – December 31, 2021 January 10, 2022 2 January 1 – March 31, 2022 April 8, 2022
3 April 1 – June 30, 2022 July 8, 2022
4 July 1 – September 30, 2022 October 7, 2022

California Volunteers will update this reporting timeline with additional reporting periods, upon receipt of updated reporting timelines established by the federal government for projects leveraging State Fiscal Recovery Funds, as further identified by the California Department of Finance. Reporting metrics may be updated, depending on updated guidance from the California Department of Finance.

Reporting Process:

California Volunteers will be providing a comprehensive reporting template for grantees upon execution of a contract. Additionally, this reporting template and process may be updated during the period of the contract. At the time when the reporting process is updated, California Volunteers will roll out communication regarding this process and provide updates to grantees.

DocuSign Envelope ID: 6D84046E-A820-4E5E-9EAE-B1DF93C651B0 717
City of Richmond
#JP2002
Exhibit D(1) California Volunteers Reporting Requirements, Invoicing, and Specific Requirements and Terms and Conditions

CaliforniansForAll Youth Jobs Corps Program
Invoicing
This grant is a cost-reimbursement grant. As such, grantees will be required to submit periodic and timely invoices to California Volunteers for expenses already incurred for processing and payment. Grantees have the discretion to invoice monthly or quarterly. However, California Volunteers will not allow invoices for periods in excess of three months due to the need to provide quarterly financial reporting to the California Department of Finance, as well as the federal government, over the use of State Fiscal Recovery Funds (SFRF), federal stimulus funding.

Invoicing Deadlines:

Grantees have the discretion to invoice monthly or quarterly. If monthly, invoices should be submitted by the 15th of the following month. If quarterly, invoices should be submitted with the financial report no later than the due date identified in the financial reporting deadlines below.

Financial Reporting Metrics:

Grantees will be required to report quarterly on expenditures and unliquidated obligations associated with the grant. As such, grantees will be required to provide the following:
• Expenditure Amounts
o Cumulative Expenditures (prior cycles)
o Expenditure Adjustments (+/-) prior cycles
o Expenditures (Current Cycle)
o Total Cumulative Expenditures
• Obligation Amounts
o Remaining Obligation
o Total Cumulative Expenditures
o Total Cumulative Expenditures + Obligation
o Award Amount
• Notes (if applicable)
These metrics are subject to change, depending on the California Department of Finance’s review and approval.

DocuSign Envelope ID: 6D84046E-A820-4E5E-9EAE-B1DF93C651B0 718
City of Richmond
#JP2002
Exhibit D(1) California Volunteers Reporting Requirements, Invoicing, and Specific Requirements and Terms and Conditions

Financial Reporting Deadlines:

Report Reporting Period Partner Reports Due
1 Award Date – December 31, 2021 January 10, 2022
2 January 1 – March 31, 2022 April 8, 2022
3 April 1 – June 30, 2022 July 8, 2022
4 July 1 – September 30, 2022 October 7, 2022

California Volunteers will update this reporting timeline with additional reporting periods, upon receipt of updated reporting timelines established by the federal government for projects leveraging State Fiscal Recovery Funds, as further identified by the California Department of Finance. Reporting metrics may be updated, depending on updated guidance from the California Department of Finance.

Reporting Process:

California Volunteers will be providing a comprehensive financial reporting template for grantees upon execution of a contract. Additionally, this reporting template and process may be updated during the period of the contract. At the time when the reporting process is updated, California Volunteers will roll out communication regarding this process and provide updates to grantees.

DocuSign Envelope ID: 6D84046E-A820-4E5E-9EAE-B1DF93C651B0 719
City of Richmond
#JP2002
Exhibit D(1) California Volunteers Reporting Requirements, Invoicing, and Specific Requirements and Terms and Conditions

CaliforniansForAll Youth Jobs Corps Program
State Fiscal Recovery Funds
This program leverages 100% State Fiscal Recovery Funds. Grantees leveraging this funding are required to follow specific terms and conditions, reporting requirements, guidance, etc. associated with these funds. The requirements for the use of these funds are incorporated in their entirety through the inclusion of the links to specific resource pages in this Exhibit (see below). This includes links and attachments referenced on the following pages.

Resources:
• Coronavirus State and Local Fiscal Recovery Funds:
https://home.treasury.gov/policy-issues/coronavirus/assistance-for-state- local-and-tribal-governments/state-and-local-fiscal-recovery-funds • State Fiscal Recovery Fund: https://www.dof.ca.gov/budget/COVID- 19/State_Fiscal_Recovery_Fund/
• State Fiscal Recovery Fund Reporting Portal:
https://www.dof.ca.gov/budget/COVID-
19/State_Fiscal_Recovery_Fund_Reporting_Portal/

Through execution of the contract, grantees agree to follow the rules, guidance, regulations, and terms and conditions as outlined in the above links, as well as any other requirements and policies outlined throughout the exhibits of the executed contract.

DocuSign Envelope ID: 6D84046E-A820-4E5E-9EAE-B1DF93C651B0 720
City of Richmond
#JP2002
Exhibit D(1) California Volunteers Reporting Requirements, Invoicing, and Specific Requirements and Terms and Conditions

Programmatic and Fiscal Document Retention
In line with State and Federal requirements regarding record retention, grantees are required to maintain all documentation, programmatic and fiscal, pertaining to this contract for a period of five years after the close out the contract and the payment of the final invoice. The grantee is required to maintain books, records, documents, and other evidence pertaining to the reimbursable costs and hold them available for audit and inspection by the State or Federal Government for the five years following the close out of the contract and payment of the final invoice. These retention requirements pertain to all contracts associated with this program, regardless of funding source.

DocuSign Envelope ID: 6D84046E-A820-4E5E-9EAE-B1DF93C651B0 721

Request for Proposals

California For All Youth

Release Date: December 12, 2022

Deadline for Submittal
January 6, 2023
5:00pm

Contact: Itza Gonzalez
Email: [email protected]
Phone Number: 510-307-8023

City of Richmond
Employment & Training Department

722

RICHMOND – CALIFORNIA FOR ALL YOUTH GRANT PROGRAM

GUIDELINES AND APPLICATION

TABLE OF CONTENT

California For All Youth Background 3
Eligibility Requirements 3
Grant Award Amounts 4
Eligible Uses of Grant Funds 4
Ineligible Uses of Grant Funds 5
Fiscal Sponsorships 6
Collaborating Organizations 7
Metrix and Reporting 7
Application Submission Requirements 8
Application Submission Details 9
Payment Provisions 9
Review Criteria 9
Application Review and Selection Process 10
Application Deadline 10
Late Application or Modification to Applications 10 Schedule 11
Questions or Addendums to the Application 12
Proposal Format Guidelines 12
Process for Submitting Proposals 13
Grantee Requirements 15
City Staff Contact 15
General Terms and Conditions 16
Exhibits 19
723

INTRODUCTION

The City of Richmond is requesting proposals from qualified agencies to provide workforce development and training services to Richmond youth, ages 16 – 30. This request for proposal (RFP) describes the project, the required scope of services, the agency selection process, and the minimum information that must be included in the proposal. Failure to submit information in accordance with the RFP requirements and procedures may be cause for disqualification. The anticipated term of this contract will be for a period of 18-months and an option to renew for six additional months by means of a mutual agreement of both parties.

Vendors are required to read and understand all information contained within this entire Proposal package. By responding to this RFP, the vendor agrees to read and understand these documents.

PROJECT BACKGROUND / DESCRIPTION

On October 2022, the Richmond City Council Approved the California for All Youth Workforce Initiative which will invest $2.9 million dollars, over the next 18 months, to enhance and expand workforce development programs intended to assist youth job seekers in obtaining employment, education, training and support services necessary to succeed in today’s labor market and compete in the global economy.

The funding in this Request for Proposal (RFP) supports programs delivered through The California For All Youth Workforce Program; a Governor’s initiative administered by California Volunteers in partnership with cities across California. The purpose of the initiative is to strengthen the city’s capacity to address key areas of:
 climate,
 food insecurity, and
 local COVID-19 recovery.

ELIGIBILITY REQUIREMENTS

Organizations must meet the following condition to be eligible to apply for a grant:
 Are a nonprofit 501(c)(3) organization, registered with the Internal Revenue Service and in good standing with the State of California’s Registry of Charitable Trusts.  Are not debarred or suspended from participation in local, State or Federal programs.  Provide services to Richmond residents (Richmond-serving) o A minimum of 80% of the organizations proposed grant-funded program/services must be provide to Richmond residents. If awarded, grant funds can only be spend serving Richmond residents.
 Meet all minimum qualifications as described in Section I & II below.  Can comply with all local, state, or federal laws and regulations if funded.

724

GRANT AWARD AMOUNTS

Initial grant awards for the following will be funded through State funds are available through Item 0650 -163-8506 (California Volunteers - Coronavirus State and Local Fiscal Recovery Funds) of the 2021 Budget Act. These funds were made available to California Volunteers through an investment by the Governor and the Legislature. Coronavirus State and Local Fiscal Recovery Funds, though administered through the State of California and California Volunteers, are federal sti mulus funds associated with recovery from the COVID -19 pandemic. City of Richmond will grant funds directly to eligible CBOs on a reimbursable basis.

Grant allocation amount: The amount available for the grant cycle is $1,100,000.00.

Minimum and Maximum grant awar ds: The mi nimum grant award amount is $ 50,000. The maximum grant award amount is $200,000. The number of awards available will be determined based on the amount of each award.

Number of applications per grant cycle: Organizations may sub mit up to two applications per grant cycle.

ELIGIBLE USE OF GRANT FUNDS

The program has three primary goals:
 Increase youth employment
 Develop career pathways
 Strengthen local capacity to address key areas of food insecurity, climate, and COVID-19 recovery
City of Richmond will subgrant all parts of the funding to existing CBOs providing youth workforce development programming , ex cluding wages for youth participants. Subgrantees under supervision of the city of Richmond are responsible for selecting or creating training and job opportunities and recruiting, hiring, and managing participants.

Funding can be used to create new programming or expand exist ing youth workforce programs within the requirements of this grant. Programming can be run year -round or as an intermittent summer program. Regardless of program length, all participant positions must be 50% FTE - 100%.

All participants must be Richmond residents between 16-30 years of age. Priority should be given to youth who:

• Have not participated in an AmeriCorps program
• May have difficulty finding employment
• Are low-income
• Are unemployed and/or out of school
• Are or were justice-involved
• Are in or transitioning from foster care
• Are engaged with the mental health or substance abuse system

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Priority applicants (meeting two of above criteria) should make up no fewer than 75% of selected participants.

Examples of eligible projects or programs may include, but not limited to, the following:
 Urban Forestry
 City Beautification
 Community Food Distribution/Food Banks
 Community Service Special Events
 Senior Services
 Public health/healthcare services
 Information Technology
 Urban and Community Farming
 Public Safety Initiatives
 Sustainable Energy

Indirect administrative costs incurred should not exceed 10% of total direct costs, pursuant to federal guidance. Up to 40% of total direct costs may be used for wraparound services for participants. This can include services such as:
 transportation stipends/awards,
 job readiness training,
 case management, or
 other services likely to help participants succeed in the program and/or gain employment after completion of program.

All participants will receive a wage of $20/hr. (not to exceed 500 hours) that will be paid by the City of Richmond Employment & Training Department.

INELIGIBLE USE OF GRANT FUNDS

Participants may not partake in activities that require high levels of safety precautions.

Participants may not partake in activities that require specialized training unless that training is provided by subgrantee. All expenditures and activities must comply with Coronavirus State and Local Fiscal Recovery Funds requirements, federal procurement requirements, and other state and/or federal laws and regulations.

In addition, grant funds may not be used for the following reasons:
 Repayment of existing debt or pre-existing tax liens or obligations  Legal, loan, or bank fees
 Subsidization of existing contracts
 Political campaigns or lobbying
 Advancement of certain sectarian, politically partisan, or religious projects (grant funds should be used for specific programs and not to advance the causes of any of the stated 726

groups)
 Fundraisers or other events not open to the general public  A project or program which is clearly intended for commercial gain  A project or program that occurs before or after the grant award period  Support of individuals
 For businesses established for personal benefit or profit  To support annual fund drives
 To fund an agency’s deficit or endowment
 To repay loans
 Furniture
 Cell phones
 Bonuses
 For the direct support of religious activities. Secular activities offered to the Richmond community that is provided by religious organizations regardless of congregational membership or statements of belief may be eligible for grant funds.

FISCAL SPONSORSHIPS

What types of organizations should utilize a fiscal sponsor?  A non-governmental organization (sponsoree) that does not have 501(c)(3) tax status must utilize a fiscal sponsor to apply for this grant. It is the sole responsibility of the sponsoree to find an organization with 501(c)(3) tax status that is willing to serve as a fiscal sponsor.

What is fiscal sponsorship?
 Fiscal sponsorship allows organizations without 501(c)(3) tax status.  A fiscal sponsorship agreement should be entered into between the sponsoree and an organization that has 501(c)(3) tax status.
 The fiscal sponsorship agreement allows the sponsoree to raise tax-deductible contributions through grants and individual donations.
 Tax-deductible funds are given to the fiscal sponsor and restricted to the use of the sponsoree.

How does a fiscal sponsorship work for the California For All Youth grant process?:
 The fiscal sponsor will serve as the applicant. Fiscal sponsors will enter into a grant services agreement with the City of Richmond and must meet all requirements and submit all required documents.
 A signed agreement between the sponsoree and fiscal sponsor must be included in the submitted application. The organization actually implementing the program and performing the services will act as the sponsoree or fiscal sponsor’s sub-grantee.  Fiscal sponsors can also apply for grants.
 In addition to requesting funds for its own purposes, organizations may also act as a fiscal agent for other organizations.

COLLABORATING ORGANIZATIONS
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Through this grant program, the City strongly encourages applicants to collaborate with other organizations such as school districts, adult schools, community colleges, and training facilities. Collaboration is a mutually beneficial relationship to meet a common goal.

Collaboration can come in many forms, from information sharing to joint programming. It can help organizations reduce redundancy in service sectors, leverage resources, share strengths, and increase efficiencies.

METRICS AND REPORTING

Subgrantees will be required to report the following metrics monthly:
 Number of youth participating in program.
 Number of youth employed in each focus area.
 Number of youth enrolled in job training/readiness programs.  Number of youth completing job training/readiness programs.  Number of youth participating in summer program (if applicable).  Average wage and hours worked of participants across program.  Information/data/member stories will be requested for annual report.

Additionally, subgrantees will be required to report monthly:
 Number of youth employed in program who were previously unemployed.  Number of youth who complete full program (1 year or summer program).  Percentage of youth employed in program who remain in college or stable employment.

Percentage of youth employed after completion of program.  Percentage of youth who report job satisfaction after one year of employment, as reported by a survey.
 Percentage of youth who report an interest in a career in public service after one year of employment, as measured by a survey.
 Percentage of youth employed in public service after one year of employment • Job training evaluations.

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APPLICATION SUBMISSION REQUIREMENTS
The following materials must be submitted as part of a complete application packet by 5:00 p.m. on Friday, December 30, 2022, to be considered for funding (feel free to use this section as a checklist). The inability to adhere to the requirements below may impact an organization’s overall scores:
 Completed application
 Five (5) pages
 Applicant Organizational Budget
 Applicant Program Budget
 Proof of 501(c)(3) status (Non-Profit Status Determination letter from the Internal Revenue Service) or fiscal sponsor’s corresponding documents  Financial statements – most recent (current) audited financials or Internal Revenue Service Form 990 or 990-N for tax-exempt organizations whose gross receipts are typically $50,000 or less or fiscal sponsor’s corresponding documents. Faith-based organizations may submit reviewed or annual financial statements.  List of Board of Directors and affiliations or fiscal sponsor’s corresponding documents 
 Signed agreement between the organization and the fiscal sponsor, if applicable  “Active” status with the California secretary of State (https://businesssearch.sos.ca.gov/)
NOTE: Application submitted by organizations not identified with “active” status will be disqualified.

For organization with 501(c)(3) tax status, City staff may check websites such as Internal Revenue Service at www.irs.gov and GuideStar at www.guidestar.org to gather information about the applicant organization.

APPLICATION SUBMISSION DETAILS
 Submit completed grant application (include budgets and résumés and/or descriptions of work experience with the application) and a set of all additional required documents.
 The responses to the application questions shall be limited to eight (5) pages. This page limit is not inclusive of budgets, résumés, descriptions of work experience, or documents requested as part of the application.
 All submitted materials should be typed in a 12-point font size and Times New Roman font style. Applications must be easily reproducible on a standard copying machine.
 All costs incurred in the preparation of an application are the applicant’s responsibility.
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 Applications must be completed and submitted electronically by Friday, December 30, 2022, at 5:00 p.m. Applications received after this date and time will not be considered and will not be eligible for review and scoring by the Review Panel.

PAYMENT PROVISIONS
This is a reimbursable grant. An initial advance payment of twenty-five percent (25%) of the total award amount will be advanced to all grantees as part of the application award process.

The remaining funds will be released upon the submission of complete and adequate reporting and invoicing documentation. The final ten percent (10%) will be reserved until the completion of the grant program and final submittal of all required documentation. Payments will only be made for the eligible items and amounts specified in the approved grant agreement budget and a manner consistent with the payment provisions contained in the executed grant agreement.

REVIEW CRITERIA
All submitted application, which comply with the grant requirements, will be evaluated, and rated using the criteria listed below. The maximum score than an application receive is 100 points from criteria areas #1 – 4 and an extra 10 points program deliver included (10 points) Total Points Available for Criteria Area #1-5: 100 Points

20 Agency History & Capacity - The extent to which the respondent demonstrates a history of successfully implementing youth and workforce development programs and achieving outcomes. Evidence should include previous experience with diverse communities and youth, program integration, case management, and successful data tracking and performance outcomes.
45 Program Design - The extent to which the proposed plan and services are clear and specific, including recruitment, frequency of programming, average number of clients to be served over the course of the grant, location of services, and extend of proposed services to be delivered.
20 Staffing Experience & Qualification – The extent that staffing is sufficient for the level of services proposed, and staff are qualified and reflective of the communities to be served.
15 Budget Request & Justification – The extent that the budget is clear and reasonable in cost to support the proposed level of services and provides adequate justification of proposed costs.

EXTRA POINTS
10 Collaboration – To the extent that program services include collaborations with local training institutions that offer Occupational-skills or Industry-recognized certifications.

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APPLICATION REVIEW AND SELECTION PROCESS
The City's overall objective is to award grants to highly qualified organizations that provide needed services to Richmond youth. Within this overall objective, it is also the City’s intent that the selection process is fair and transparent. Applications will be evaluated and scored by Review Panel (Review Panel) consisting of no more than four (4) individuals residing in or employed in Richmond (not City of Richmond employees).

The selection process is divided into the following steps:

1. Applications are received by the due date.

2. All applications are reviewed in depth by City staff for responsiveness, completeness, and satisfaction of eligibility requirements. Based on this review, eligible claims will proceed to the application evaluation process.

3. All complete and eligible applications are forwarded to the Review Panel, which will review and score the applications using the criteria listed in the guidelines and make an award recommendation to City Council. The inability to adhere to the application requirements may impact an organization’s overall scores. Grant awards can be less than the applicant’s original request.

4. The Review Panel’s recommendations are forwarded to the City Council for review, discussion, and approval.

Any party applying shall not contact or lobby any City Council member Review Panel member, City official, employee (except those specified for contact) or agent regarding the RFP. Any party attempting to influence or circumvent the RFP, application submittal, and/or review process may have their application rejected for violating this provision of the RFP.

All scores are final. There is no grievance process. Copies of Review Panel comments and scoring will be made available upon request.

APPLICATION DEADLINE
The deadline to submit an application and all relevant attachments is Friday, December 30, 2022, at 5:00 p.m. There are no exceptions for applications submitted after the deadline.

LATE APPLICATIONS OR MODIFICATIONS TO APPLICATIONS
Applications submitted after the specified date and time will not be considered.

Organizations assume responsibility for the timely submission of applications and all required documents. Any applications may be withdrawn or modified by a written request signed by the applicant.

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SCHEDULE
The schedule associated with the application is below. The City reserves the right to alter this schedule as necessary.

Date Activity

December 5, 2022 Release RFP
December 16, 2022 Final Day to Submit Questions (5:00 PM) December 20, 2022 Responses to Questions posted on BidsOnline December 30, 2022 RFP Due Date
January 2033 Final Selection and Contract Negotiations
January 2023 – February 2023 City Approval Processes
March 1, 2023 Effective Date of Contract

QUESTIONS OR ADDENDUMS TO THE APPLICATIONS

It is strongly recommended that organizations register on the City’s E-Notify Me webpage (http://www.ci.richmond.ca.us/list.aspx) to ensure that they receive any addendums to or notifications regarding this RFP or the CFAY grant program. Any requests for clarification or other questions concerning this RFP should be submitted in writing to City staff via [email protected].

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PROPOSAL FORMAT GUIDELINES

The proposal should be concise, well organized, and demonstrate the organization’s qualifications and experience appl icable to the Project. The proposal shall be limited to 3-pages double-sided pages (8.5 inches x 11 inches), inclusive of graphics, for ms, pictures, photographs, dividers, etcetera, but not of cost proposal, resumes, required forms, certifications, front and back covers, or lett ers of commitment from sub -consultants. The required font size is 12 point, with minimum left and right margins of one-inch, and top and bottom margins of 0.7 inches.

Each proposal will adhere to the following order and content of sections. Proposal should be straightforward, concise and provide “layman” explanations of technical terms that are used.

Emphasis should be concentrated on conforming to the RFP instructions, responding to the RFP requirements, and on providing a complete and clear description of the offer. Proposals, which appear unrealistic in the terms of technical commitments, lack of technical competence or are indicative of failure to comprehend the complexity and risk of this contract, may be rejected. The following proposal sections are to be included in the Vendor’s response:

A. Agency History and Capacity

 Describe your agency’s mission and the programs and services you offer.  Describe your agency’s experience providing youth and workforce development programs including outcomes.

B. Program Design

 Describe the program and proposed services. Provide information on the program design, types of services, and how services will be delivered.  Describe how the program aligns with one or more of the key funding areas of this grant. If program is not one of the key funding areas, identify the need for the program that will lead to identified grant outcomes.
 Describe what successful completion of the program and services look like for the participants. How will you know your program has met its intended goals.  Provide information on the program partners. What are their roles and what will they provide?
 Portion of the funds for this grant should be used to provide workforce training and subsidized work-experience opportunities for youth participant. Describe your recruitment and placement strategy for placing youth in employment opportunities in the community.
 For Applicants with Fiscal Sponsors only: Describe the relationship between the proposed program and the fiscal sponsor agency, and the role of both in the success of the proposed program.

NOTE: Youth participants may not complete work experience opportunities within a for- profit business.

C. Staffing Experience and Qualification

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 Describe the key program staff that are responsible for delivering the direct services. Describe key duties and roles and time devoted to the proposed program. Include information on staff experience, community connections, and cultural competencies.
 Describe the key knowledge skills, and ability possessed by your staff or needed in the roles for your program to be successful, and how will your agency support staff to acquire and develop their knowledge, skills, and ability.

D. Budget Request & Justification
 For all budgeted items, provide a brief narrative explanation and justification of planned expenditures
 Explain how funds requested are reasonable to support the proposed number of youth to be served, hours of service to be provided and overall program design.  Provide detail regarding each line item, including those listed as “Other.” For these items, provide a brief narrative explanation and justification of planned expenditures.

E. Collaboration
 Describe potential collaborative opportunities

PROCESS FOR SUBMITTING PROPOSALS

Please submit your proposal via the City of Richmond's BidsOnline system. Proposals submitted by facsimile or e-mail are not acceptable and will not be considered.

The proposal and any required certifications shall be signed by an individual or individuals authorized to execute legal documents on behalf of the organization.

Organization is responsible for submitting its entire proposal package with all required submittal documents and any modifications or revisions, to reach the City of Richmond’s office as designated in the RFP by the time specified below. Any proposal, modification, or revision received by the City of Richmond after the exact time specified for receipt of proposals is “late” and will not be considered.

Pre-Award Negotiations

After the proposals are opened, but prior to award, the City may elect to conduct negotiations with the highest ranked respondent for purposes of:

 Resolving minor differences and information
 Clarifying necessary details and responsibilities
 Emphasizing important issues and points
 Receiving assurances from respondents
 Cost/budget clarifications

If the City cannot successfully nego tiate a contract with the highest ranked respondent, the City may begin negotiations with the second highest ranked respondent.

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Selection may be made without further discussion, negotiations or Offeror’s presentations; therefore, Offeror shall offer the most favorable terms in response to this RFP. Offeror must demonstrate an understanding of the scope of service to be provided and the ability to accomplish the tasks set forth. Offeror shall include information that will enable the City to determine the Offeror’s overall qualifications. The City reserves the right to request additional information or clarification on any matter included in the proposal response, to enable the City to arrive at the final award decision.

Award - When the Review Panel has completed its work, City staff will then recommend a Financial Advisor firm to the City Manager and City Council for approval. The services provided by the successful bidder shall be governed by a Standard Services Agreement (Attachment 1). 735

GRANTEE REQUIREMENTS

If awarded a grant, organizations will be required to do the following:
 A Grant Service Agreement with specific deliverables will be executed. All organizations are expected to initiate projects within two (2) months of execution of the grant agreement. The scope of work will be based on the application submitted.  Submit bi-annual progress reports and reimbursement requests (templates will be included as part of the executed grant agreement):
o Progress and Final Report - Reports will be required and must provide detailed information about the services provided. Grantees that do not submit the required reports run the risk of forfeiting their funding. A final report at the conclusion of the project or program is also required.
o Funding Requests – Requests must include the necessary documents to substantiate the disbursement (e.g., receipts, timecards, payroll records, etc.).

Grantees that do not adhere to the invoicing requirements run the risk of forfeiting their funding
 Host City staff for one or more site visit and/or program evaluation.  Published program materials shall include the City and California For All Youth Grant seal or logos and shall state, “Made possible in part by the City of Richmond and the California For All Youth Grant.” The material must be appropriate, relevant, and aligned with the approved project and should be reviewed and approved by City staff before release.
 Complete and submit a W-9 form and Supplemental Vendor Application.  Obtain a City of Richmond business license. Organizations are responsible for all associated fees. Information can be found at http://www.ci.richmond.ca.us/66/Business  Meet the City of Richmond insurance requirements. Fiscal sponsors, serving as the grantee, must have insurance that covers all actions of the non-profit and/or community- based organization acting as the sub-grantee

CITY STAFF CONTACT

For inquiries or clarification regarding this program or application, please contact Employment & Training staff at [email protected] or Itza Gonzalez at (510) 307-8023.

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GENERAL CITY REQUIREMENTS

Background Checks
Organizations that provide services to youth or other vulnerable populations (elderly, people with disabilities, etc.) must require comprehensive background checks and fingerprinting of all employees and/or volunteers that work directly with youth or such other vulnerable populations.

General Information
This RFP does not commit the City of Richmond to award a contract, to defray any costs incurred in the preparation of a proposal pursuant to this RFP, or to procure or contract for work.

The City of Richmond may reject a proposal without providing the reason(s) underlying the declination. A failure to award a contract to the organization with the lowest cost proposal shall not constitute a valid cause of action against the City of Richmond. The City shall not be responsible for work done, even in good faith, prior to final approval of the proposed contract.

The City may investigate the qualifications of any organization under consideration, require confirmation of information furnished by the organization, and require additional evidence or qualifications to perform the Services described in this RFP.

The City reserves the right to:

1. Reject any or all proposals, or to make no award without providing the reason(s) underlying the declination.

2. Issue subsequent Requests for Proposals.

3. Postpone opening for its own convenience.

4. Remedy technical errors in the Request for Proposal process.

5. Negotiate with any, all, or none of the Respondents.

6. Solicit best and final offers from all or some of the Respondents.

7. Select one or more Respondents.

8. Accept other than the lowest proposed fees.

9. Waive informalities and irregularities in proposals.

10. Request additional information, including, but not limited to, follow‐ up interviews.

Public Records
All proposals submitted in response to this RFP become the property of the City of Richmond and public records and, as such, may be subject to public review. Documents protected by law from public disclosure will not be disclosed by the City of Richmond if clearly marked with the word "confidential" on each applicable page. Trade secrets may be marked as confidential only to the extent they meet the requirements of California Government Code section 6254.7. Only information claimed to be a trade secret at the time of submittal to the City of Richmond and marked as "confidential" will be treated as a trade secret.

Contractor Assignment of Sub-Contract
The resulting contract shall not be assigned, transferred, or sublet, in whole or in part, without the prior written approval of the City of Richmond. If organizations intend to subcontract any portion of the resulting contract, they must describe their process for selecting such subcontractor(s) and the quality control measures that the organization will employ to ensure that any subcontractor complies with the provisions of organization’s contract with the City. 737

Previous Contracts with the City of Richmond
The organization shall submit a list which indicates all prime contracts and/or amendments awarded to the organization by the City of Richmond for the last three (3) years. The list shall include a short description of the Project, the Project scope of work, award date, completion date, name of City of Richmond’s assigned Project Manager, and contract value.

Exceptions to this Request for Proposals
The organization shall state whether or not it takes exception(s) to this RFP, including but not limited to the City of Richmond’s Standard Services Agreement – RFP (Attachment 1). If the organization does take exception(s) to any portion of the RFP or contract, the specific portion to which exception(s) is taken must be identified by section number and explained. Requests for changes or additions to sections of City of Richmond’s Standard Services Agreement must be shown by requesting deletion of specific words and/or by providing new requested contract language. Requests for complete replacement of the City of Richmond’s Standard Services Agreement for another contract will not be granted. Failure to make exceptions to the RFP or Standard Services Agreement within the proposal will be deemed a waiver of any objection.

Exceptions will be considered during the proposal evaluation process.

Statement of Impartiality and Disclosure
The nature of this Project requires an impartial unbiased approach on the part of the organization’s team. This proposal shall include a statement declaring that the organization and sub-consultants are not currently, and will not, during the performance of these services, participate in any other similar work involving a third-party with interests currently in conflict or likely to be in conflict with City of Richmond’s interests. Additionally, organizations are required to disclose any pending or active investigations or litigation that may affect the reputation or ability of the organization to carry out the Project.

Insurance Requirements
The City of Richmond requires consultants doing business with it to obtain insurance, as shown in RFP Attachment 2. The required insurance certificates must comply with all requirements of the standards as shown and must be provided within fifteen (15) days of issuance of the Notice of Intent to Award and prior to the commencement of any work on the Project.

Business Licenses
Organization, at its sole expense, and all subcontractors shall obtain and maintain during the term of any agreement, all appropriate permits, certificates and licenses including, but not limited to, a City of Richmond Business License, which will be required in connection with the performance of services hereunder.

Compliance with City Ordinances
The contractor and all subcontractors shall comply with the City of Richmond Nondiscrimination Clauses in City Contracts Ordinance (Richmond Municipal Code (RMC) Chapter 2.28), Business Opportunity Ordinance (RMC Chapter 2.50), Local Employment Program Ordinance (RMC Chapter 2.56), Living Wage Ordinance (RMC Chapter 2.60) and Ordinance Banning the Requirement to Provide Information of Prior Criminal Convictions on all Employment Applications (“Ban the Box”) (RMC Chapter 2.65), which are incorporated into the Contract Documents by this reference.
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Collusion
By submitting a proposal, each organization represents and warrants that its proposal is genuine and not false or collusive or made in the interest of, or on behalf of any person not named therein; that the organization has not directly or indirectly induced or solicited any other person to submit a false proposal, or any other person to refrain from submitting a proposal; and that the organization has not, in any manner, sought collusion to secure any improper advantage over any other person submitting a proposal.

Withdrawal of Proposals
An organization may withdraw their proposal before the expiration of the time for submission of proposals by delivering to the City Manager’s Office a written request for withdrawal signed by, or on behalf of, the organization.

Ownership of Documents
All reports, studies, information, data, statistics, forms, designs, plans, procedures, systems, and any other materials produced for the Project shall be the sole and exclusive property of the City.

No such materials or properties produced in whole or in part for the Project shall be subject to private use, copyrights or patent rights by organization in the United States or in any other country without the express written consent of the City. The City shall have unrestricted authority to publish, disclose (except as may be limited by the provisions of the Public Records Act), distribute, and otherwise use, copyright or patent, in whole or in part, any such reports, studies, data, statistics, forms or other materials or properties produced for this Project.

Sanctuary City Contracting Ordinance
The Richmond Sanctuary City Contracting Ordinance No. 12-18 prohibits the City from granting and or retaining contracts with any person or entity that provides Data Broker or Extreme Vetting services to the U.S. Immigration and Customs Enforcement Division of the United States Department of Homeland Security (“ICE”) (Attachment 4). Bidders/Organizations must submit the attached Sanctuary City Compliance Statement with their Bid or Proposal (Attachment 3).

Limited Liability Companies Disclosure Statement (LLCS) Resolution No. 86-21, approved by City Council on July 6, 2021, requires disclosure of the identities of beneficial & responsible owners of Limited Liability Corporations (LLC) (Attachment 5). Bidders/Organizations must submit the attached Disclosure Statement of Limited Liability Companies Form with their Bid or Proposal (Attachment 6).

Rejections
All proposals will be reviewed to determine conformance with the RFP requirements. Failure to meet the requirements may be cause for rejection of the proposal. Any proposal which is incomplete, conditional or contains irregularities may also be rejected.

The City of Richmond reserves the right to:

A. Select any proposal as a basis for written or oral communication with any or all of the companies or individuals when such action is considered to be in the best interest of the City of Richmond.

B. Exercise discretion and apply its judgment with respect to selection of any proposals submitted.

C. Reject all proposals.
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ATTACHMENTS

ATTACHMENT 1: Standard Contract
ATTACHMENT 2: Insurance Requirements
ATTACHMENT 3: Sanctuary City Compliance Statement
ATTACHMENT 4: Sanctuary City Contracting Ordinance
ATTACHMENT 5: Resolution No. 86-21
ATTACHMENT 6: Disclosure Statement of Limited Liability Companies Form

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CALIFORNIA FOR ALL YOUTH SCORING RUBRIC – RICHMOND POLICE ACTIVITIES LEAGUE

Agency
History &
Capacity
Program
Design
Staffing &
Qualifications
Budget
Request &
Justification

Collaboration Total
Rater 1 20 40 20 15 10 105
Rater 2 20 39 16 14 9 98
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CITY OF RICHMOND

STANDARD CONTRACT
Department: Project Manager:

Project Manager E-mail: Project Manager Phone No:

PR No: Vendor No: P.O./Contract No:

Description of Services:

The parties to this STANDARD CONTRACT do mutually agree and promise as follows:

1. Parties. The parties to this Contract are the City of Richmond (herein referred to as the “City”) and the following named Contractor:

Company Name:

Street Address:

City, State, Zip Code:

Contact Person:

Telephone: Email:

Business License No: / Expiration Date:

A California [ ] corporation, [ ] limited liability corporation [ ] general partnership, [ ] limited partnership, [ ] individual, [ ] non-profit corporation, [ ] individual dba as [specify:] , [ ] other [specify:]

2. Term. The effective date of this Contract is and it terminates unless terminated as provided herein.

3. Payment Limit. City’s total payments to Contractor under this Contract shall not exceed $ . City shall not pay for services that exceed the Contract Payment Limit unless a contract amendment has been approved by the City Council or City Manager.

4. Contractor’s Obligations. Contractor shall provide those services and carry out that work described in the Service Plan (Exhibit A) which is attached hereto and is incorporated herein by reference, subject to all the terms and conditions contained or incorporated herein.

5. City's Obligations. City shall make to the Contractor those payments described in the Payment Provisions (Exhibit B) which are attached hereto and are incorporated herein by reference, subject to all the terms and conditions contained or incorporated herein.

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6. Authorized Representatives and Notices. This Contract is subject to the Authorized Representatives and Notices Provisions (Exhibit C) which are attached hereto and are incorporated herein by reference.

7. General Conditions. This Contract is subject to the General Conditions (Exhibit D) which are attached hereto and are incorporated herein by reference, subject to all the terms and conditions contained or incorporated herein.

8. Special Conditions. This Contract is subject to the Special Conditions (Exhibit E) (if any) which are attached hereto and are incorporated herein by reference, subject to all the terms and conditions contained or incorporated herein. (Note:
other than Public Works contracts, the City will agree to Special Conditions only in unusual circumstances.)

9. Insurance Provisions. This Contract is subject to the Insurance Provisions (Exhibit F) which are attached hereto and are incorporated herein by reference.

10. Signatures. These signatures attest the parties' Contract hereto:

CITY OF RICHMOND CONTRACTOR:
a municipal corporation

By:
(* The Corporation Chairperson of the Board,
President or Vice President should sign below)

Title: By:

I hereby certify that this Contract Title:
has been approved by City Council.

Date Signed:

B y :

City Clerk
(* The Corporation Chief Financial Officer,
Secretary or Assistant Secretary should sign below)
Approved as to form:

B y :

B y : T i t l e :

City Attorney
Date Signed:

(NOTE: Pursuant to California Corporations
Code Section 313, if Contractor is a corporation
or nonprofit organization, this Contract (1) must
be signed by (a) the Chairperson of the Board,
President or Vice-President
and (b) the
Secretary any Assistant Secretary, the Chief
Financial Officer or any Assistant Treasurer.

LIST OF ATTACHMENTS:

Service Plan Exhibit A
Payment Provisions Exhibit B
Authorized Representatives and Notices Exhibit C
General Conditions Exhibit D
Special Conditions Exhibit E
Insurance Provisions Exhibit F
Standard Contract/EJ/TE 9-26-07
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For the Contract between the City of
Richmond and

EXHIBIT A

SERVICE PLAN
Contractor shall, to the satisfaction of the , perform the following services and be compensated as outlined below:

Employment & Training Dept.
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For the Contract between the City of
Richmond and

EXHIBIT B

PAYMENT PROVISIONS

{PLEASE NOTE THAT THE CITY OF RICHMOND SHALL NOT PAY FOR SERVICES

THAT EXCEED THE CONTRACT PA YMENT LIMIT UNLESS A CONTRACT

AMENDMENT HAS BEEN APPROVED BY THE CITY COUNCIL OR THE CITY MANAGER}

1. Provided Contractor is not in default under this Contract, Contractor shall be compensated as provided below.

2. Any and all payments made pursuant to this Contract shall be subject to the Contract Payment Limit. The Payment Limit includes expenses (phones, photo copying, meals and travel etc). Invoices, shall be adequately detailed, based on accurate records, and be in a form reasonably satisfactory to the City. Contractor may be required to provide back-up material upon request.

3. Contractor shall submit timely invoices to the following address:

Attention: City of Richmond, Finance Department - Accounts Payable Project Manager: Department:

PO Box 4046
Richmond, CA 94804-0046

4. All invoices that are submitted by Contra ctor shall be subject to the approval of the City’s Project Manager, before payments shall be authorized.

5. The City will pay invoice(s) within 45 days a fter completion of services to the City’s satisfaction. The City shall not pay late fees or interest.

6. A Richmond business license shall be obtained before any payment under this Contract shall be authorized and the business license must be kept current during the term of this Contract for payments to continue to be authorized.

7. All insurance coverage required by this Contract shall be provided by the Contractor before this Contract shall be executed by the City. The insurance coverage must be kept current during the term of this Contract for payments to continue to be authorized. 745
For the Contract between the City of
Richmond and

EXHIBIT C

AUTHORIZED REPRESENTATIVES AND NOTICES

1. Notices
. All notices, demands, statements, or communications provided for by this Contract shall be in writing and may be delivered by deposit in the United States mail, postage prepaid. Notices to the City shall be addressed to the Department Head and (as delineated below in section 1.1) to the project manager responsible for the administration of or the supervision of the scope of work under this Contract. Notices to the Contractor shall be addressed to the party designated by Contractor (as delineated below in section 1.2). Notice shall be deemed delivered (a) upon personal delivery; (b) as of the fifth business day after mailing by United States certified mail, postage prepaid, addressed to the proper party; or (c) as of 12:00 p.m. on the second business day immediately after the day it is deposited with and accepted by Federal Express, or a similar overnight courier service, addressed to the proper party and marked for next business day morning delivery. For the purposes of this Contract, a "business day" means any day Monday through Friday that is not a holiday recognized by the federal government or the State of California.

1. 1 CITY hereby designates as its Authorized Representative the Project Manager whose name and address are as follows:

City of Richmond

Richmond, CA 94804-0046

1. 2 CONTRACTOR hereby designates as its Authorized Representative the Project Manager whose name and address are as follows:

746

EXHIBIT D

GENERAL CONDITIONS

1. Independent Contractor. Contractor acknowledges, represents and warrants that Contractor is not a regular or temporary employee, joint venturer or partner of the City, but rather an independent Contractor. This Contract shall not be construed to create an agency, servant, employee, partnership, or joint venture relationship. As an independent Contractor, Contractor shall have no authority to bind City to any obligation or to act as City's agent except as expressly provided herein. Due to the independent Contractor relationship created by this Contract, City shall not withhold state or federal income taxes, the reporting of which shall be Contractor's sole responsibility.

2. Brokers. Contractor acknowledges, represents and warrants that Contractor has not hired, retained or agreed to pay any entity or person any fee, commission, percentage, gift, or any other consideration, contingent upon or resulting from the award or making of this Contract.

3. City Property. The rights to applicable plans, drawings, reports, calculations, data, specifications, videos, graphics or other materials prepared for or obtained pursuant to this Contract, which, upon request, are to be delivered to City within a reasonable time, shall be deemed assigned to City. If applicable, Contractor shall prepare check prints upon request. Notwithstanding the foregoing, Contractor shall not be obligated to provide to City proprietary software or data which Contractor has developed or had developed for Contractor's own use; provided, however, that Contractor shall, pursuant to Section 15 below, indemnify, defend and hold harmless City from and against any discovery or Public Records Act request seeking the disclosure of such proprietary software or data.

4. Patents, Trademarks, Copyrights and Rights in Data. Contractor shall not publish or transfer any materials, discoveries, developments, concepts, designs, ideas, know how, improvements, inventions and/or original works of authorship resulting from activities supported by this Contract without the express prior written consent of the City Manager. If anything resulting from activities supported by this Contract is patentable, trademarkable, copyrightable or otherwise legally protectable, City reserves the exclusive right to seek such intellectual property rights. Notwithstanding the foregoing, Contractor may, after receiving City's prior written consent, seek patent, trademark, copyright or other intellectual property rights on anything resulting from activities supported by this Contract. However, City reserves, and Contractor irrevocably grants, a nonexclusive, fully paid-up, royalty-free, assumable, perpetual, worldwide license, with the right to transfer, sublicense, practice and exploit said license and the right to make, have made, copy, modify, make derivative works of, use, sell, General Conditions/EJ/TE 09-26-07 1 of 12

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import, and otherwise distribute under all applicable intellectual properties without restriction of any kind said license.

Contractor further agrees to assist City, at City's expense, in every proper way to secure the City’s rights in any patents, trademarks, copyrights or other intellectual property rights relating thereto, including the disclosure to City of all pertinent information and data with respect thereto. Contractor shall also assist City in the execution of all applications, specifications, oaths, assignments, recordations, and all other instruments which City shall deem necessary in order to apply for, obtain, maintain and transfer such rights, or if not transferable, to waive such rights. Contractor shall further assist City in the execution of all applications, specifications, oaths, assignments, recordations and all other instruments which City shall deem necessary in order to assign and convey to City, and any assigns and nominees the sole and exclusive right, title and interest in and to any patents, trademarks, copyrights or other intellectual property rights relating thereto. Contractor further agrees that its obligation to execute or cause to be executed, when it is in Contractor's power to do so, any such instruments or papers shall continue during and at all times after the end of Contractor's services and until the expiration of the last such intellectual property right. Contractor hereby irrevocably designates and appoints City, and its duly authorized officers, agents and servants, as its agent and attorney-in-fact, to act for and in its behalf and stead to execute and file any such applications and to do all other lawfully permitted acts to further the application for, prosecution, issuance, maintenance or transfer of letters of patents, copyright and other registrations. This power of attorney is coupled with an interest and shall not be affected by Contractor's subsequent incapacity.

5. Inspection. Contractor's performance, place of business and records pertaining to this Contract are subject to monitoring, inspection, review and audit by authorized representatives of the CITY, the State of California, and the United States Government.

If the project or services set forth in Exhibit A shall be performed on City or other public property, City shall have the right to inspect such work without notice. If such project or services shall not be performed on City or other public property, City shall have the right to inspect such work upon reasonable notice.

6. Services. The project or services set forth in Exhibit A shall be performed to the full satisfaction and approval of City. In the event that the project or services set forth in Exhibit A are also itemized by price, City, in its sole discretion, may, upon notice to Contractor, delete certain items or services set forth in Exhibit A, in which case there shall be a corresponding reduction in the amount of compensation paid to Contractor.

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Contractor shall, at its own cost and expense, furnish all facilities and equipment necessary for Contractor to complete the project or perform the services required herein, unless otherwise provided in Exhibit A.

7. Records. Contractor shall keep and make available for inspection and copying by authorized representatives of the City, the State of California, and the United States Government, the Contractor's regular business records and such additional records pertaining to this Contract as may be required by the City.

Contractor shall retain all documents pertaining to this Contract for a period of five (5) years after this C ontract's termination (or for any further period that is required by law) and until all Fede ral or State audits are complete and exceptions resolved for this contract's funding period. Upon request, CONTRACTOR shall make thes e records available to authorized representatives of the CITY, the State of California, and the United States Government.

Contractor shall keep full and detailed accounts, maintain records, and exercise such controls as may be necessary for proper financial management under this Contract. The Contractor’s accounting and control systems shall be satisfactory to City. Contractor's accounting systems shall conform to generally accepted accounting principles and all records shall provide a breakdown of total costs charged under this Contract, including properly executed payrolls, time records, utility bills, invoices and vouchers. The City shall be afforded prompt access to Contractor's records, books, and Contractor shall preserve such project records for a period of at least five (5 years after the termination of this Contract , or for such longer period as may be required by law.

Contractor shall permit City and its authorized representatives and accountants to inspect, examine and copy Contractor's books, records, accounts, correspondence, instructions, drawings, receipts, subcontracts, purchase orders, vouchers, memoranda and other data relating to the project or services set forth in Exhibit A, and any and all data relevant to this Contract at any reasonable time for the purpose of auditing and verifying statements, invoices, or bills submitted by Contractor pursuant to this Contract and shall provide such assistance as may be reasonably required in the course of such inspection. Contractor shall also allow City access to the record keeping and accounting personnel of Contractor.

City further reserves the right to examine and re-examine said books, records, accounts, and data during the five (5 year period following the termination of this Contract; and Contractor shall in no event dispose of, destroy, alter, or mutilate said books, records, accounts, and data in any manner whatever for five (5 years after the termination of this Contract.

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Pursuant to California Government Code § 10527, the parties to this Contract shall be subject to the examination and audit of representatives of the Auditor General of the State of California for a period of three (3) years after final payment under this Contract. The examination and audit shall be confined to those matters connected with the performance of this Contract including, but not limited to, the cost of administering this Contract.

8. Changes and Extra Work. All changes and/or extra work under this Contract shall be performed and paid for in accordance with the following:

Only the City Council or the City Manager may authorize extra and/or changed work. Contractor expressly recognizes that other City personnel are without authorization to either order extra and/or changed work or waive contract requirements. Failure of Contractor to secure the authorization for such extra and/or changed work shall constitute a waiver of any and all right to adjustment in contract price due to such unauthorized work and Contractor thereafter shall be entitled to no compensation whatsoever for performance of such extra and/or changed work.

If Contractor is of the opinion that any work which Contractor has been directed to perform is beyond the scope of this Contract and constitutes extra work, Contractor shall promptly notify City of the fact. The City shall make a determination as to whether or not such work is, in fact, beyond the scope of this Contract and constitutes extra work. In the event that City determines that such work does constitute extra work, City shall provide extra compensation to Contractor on a fair and equitable basis. A change order or Contract Amendment providing for such compensation for extra work shall be negotiated between City and Contractor and executed by Contractor and the appropriate City official.

In the event City determines that such work does not constitute extra work, Contractor shall not be paid extra compensation above that provided herein and if such determination is made by City staff, said determination may be appealed to the City Council; provided, however, a written appeal must be submitted to the City Manager within five (5) days after the staff's determination is sent to Contractor. Said written appeal shall include a description of each and every ground upon which Contractor challenges the staff's determination.

9. Additional Assistance. If this Contract requires Contractor to prepare plans and specifications, Contractor shall provide assistance as necessary to resolve any questions regarding such plans and specifications that may arise during the period of advertising for bids, and Contractor shall issue General Conditions/EJ/TE 09-26-07 4 of 12

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any necessary addenda to the plans and specifications as requested. In the event Contractor is of the opinion that City's requests for addenda and assistance is outside the scope of normal services, the parties shall proceed in accordance with the changes and extra work provisions of Section 8 of these General Conditions.

10. Professional Ability. Contractor acknowledges, represents and warrants that Contractor and its employees are skilled and able to competently provide the services hereunder, and possess all professional licenses, certifications, and approvals necessary to engage in their occupations.

City has relied upon the professional ability and training of Contractor as a material inducement to enter into this Contract. Contractor shall perform in accordance with generally accepted professional practices and standards of Contractor's profession. In the event that City, in its sole discretion, desires the removal of any person employed or retained by Contractor to perform services hereunder, such person shall be removed immediately upon receiving notice from City.

11. Business License. Contractor shall obtain a Richmond Business License before performing any services required under this Contract. The failure to so obtain such license shall be a material breach of this Contract and grounds for immediate termination by City; provided, however, that City may waive the business license requirement in writing under unusual or extraordinary circumstances without necessitating any modification of this Contract to reflect such waiver.

12. Termination Without Default. Notwithstanding any provision herein to the contrary, City may, in its sole and absolute discretion and without cause, terminate this Contract at any time prior to completion by Contractor of the project or services hereunder, immediately upon written notice to Contractor. Contractor may terminate this Contract at any time in its sole and absolute discretion and without cause upon 30 days' written notice to City. In the event of termination by either party, Contractor shall be compensated for: (1) all authorized work satisfactorily performed prior to the effective date of termination; (2) necessary materials or services of others ordered by Contractor for this Contract, prior to receipt of notice of termination, irrespective of whether such materials or services of others have actually been delivered, provided that Contractor is not able to cancel such orders. Compensation for Contractor in such event shall be determined by City in accordance with the percentage of the project or services completed by Contractor; and all of Contractor's finished or unfinished work product through the time of the City's last payment shall be transferred and assigned to City. Additionally, in the event of such termination, the City may proceed with the work in any reasonable manner it chooses.

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13. Termination in the Event of Default. Should Contractor fail to perform any of its obligations hereunder, within the time and in the manner provided or otherwise violate any of the terms of this Contract, City may immediately terminate this Contract by giving written notice of such termination, stating the reasons for such termination. Contractor shall be compensated as provided in Section 12 of these General Conditions; provided, however, there shall be deducted from such amount the amount of damage, including attorney's fees, expert witness fees and costs, if any, sustained by City by virtue of Contractor's breach of this Contract. Additionally, in the event of such termination, the City may proceed with the work in any reasonable manner it chooses.

14. Conflict of Interest. Contractor acknowledges, represents and warrants that Contractor shall avoid all conflicts of interest (as defined under any federal, state or local statute, rule or regulation, or at common law) with respect to this Contract. Contractor further acknowledges, represents and warrants that no City official or employee has any economic interest, as defined in Title 2, California Code of Regulations §§ 18703.1 through 18703.5, with Contractor that would invalidate this Contract. Contractor acknowledges that in the event that Contractor shall be found by any judicial or administrative body to have any conflict of interest (as defined above) with respect to this Contract, all consideration received under this Contract shall be forfeited and returned to City forthwith. This provision shall survive the termination of this Contract for one (1) year.

15. Indemnification. To the fullest extent permitted by law, Contractor shall indemnify, defend and hold harmless City and its officers, employees, elected and appointed officials, and volunteers (the "Indemnified Parties") from and against any and all claims, demands, causes of action, lawsuits (whether at law, equity or both), proceedings, liabilities, losses, damages, expenses, costs (including without limitation attorney's fees and costs and expert witness fees), judgments, penalties, and liens of every nature resulting from injury to or death sustained by any person (including Contractor's employees), or damage to property of any kind, or any other injury or damage whatsoever, which injury, death or damage arises out of or is in any way connected with Contractor's performance of work hereunder or its failure to comply with any of its obligations contained in this Contract, or its failure to comply with any current or prospective law, regardless of Contractor's fault or negligence, including any of the same resulting from the alleged or actual negligent act or omission of an Indemnified Party, except that said indemnity shall not be applicable to injury, death or damage to property arising from the sole or active negligence or willful misconduct of City, their officers, agents, or servants.

Notwithstanding the foregoing, in the event a particular design, process or product of a particular manufacturer is specified by City in writing, City General Conditions/EJ/TE 09-26-07 6 of 12

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shall defend, indemnify and hold Contractor harmless from any suits or claims of patent or copyright infringement arising out of Contractor's use of those specified designs, processes or products. City does not, however, consent to or authorize the unauthorized, unlicensed or otherwise impermissible use of any patented or copyrighted designs, processes, or products by Contractor. Therefore, if Contractor has any reason to believe the use of a specified design, process or product would result in the infringement of any patents or copyrights, Contractor shall promptly provide written notice thereof to City.

If Contractor is subject to a claim of patent or copyright infringement, then Contractor hereby agrees to provide City prompt notice of any such claim, and to permit City to assume and control the defense of such action, with counsel selected by City. Contractor shall not enter into any settlement of any such claim without City's prior written consent, which shall not be unreasonably withheld.

This indemnification obligation shall survive this Contract and shall not be limited by any term of any insurance policy required under this Contract; provided however, that if this Contract is for design professional services, this indemnity provision is limited to claims that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the design professional (as defined therein).

16. Safety. Contractor acknowledges that the City is committed to the highest standards of workplace safety. Contractor shall perform all work hereunder in full compliance with applicable local, state and federal safety requirements including but not limited to Occupational Safety and Health Administration requirements, and shall assume sole and complete responsibility for the safety of Contractor's employees and any subContractor's employees. If a death, serious personal injury or substantial property damage occurs in connection with the performance of this Contract, Contractor shall immediately notify the City by telephone.

17. Insurance. Insurance requirements are set forth in Exhibit F to this Contract. Contractor shall abide by the insurance requirements set forth in said Exhibit F.

18. Non-Liability of Officials and Employees of the City. No official or employee of the City shall be personally liable for any default or liability under this Contract.

19. Compliance with Laws. Contractor shall comply with all federal, state and local laws, statutes, ordinances, rules and regulations, and the orders and decrees of any courts or administrative bodies or tribunals, with respect to this Contract, including without limitation environmental laws, employment General Conditions/EJ/TE 09-26-07 7 of 12

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discrimination laws and prevailing wage laws. Compliance under this provision includes compliance with all provisions of the Richmond Municipal Code ("Municipal Code"), including Chapters 2.50, 2.52, 2.56, and 2.60, if applicable.

Contractor acknowledges that under § 2.60.070 of the Municipal Code ("Living Wage Ordinance"), Contractor shall promptly provide to City documents and information verifying its compliance with the Living Wage Ordinance. Also as prescribed in § 2.60.070, Contractor shall notify each of its affected employees with regards to the wages that are required to be paid pursuant to the Living Wage Ordinance.

Contractor shall comply with § 2.28.030 of the Municipal Code, obligating every Contractor or subcontractor under a contract or subcontract with the City for public work or for goods or for services to refrain from discriminatory employment or subcontracting practices on the basis of race, color, sex, sexual orientation, religious creed, national origin or ancestry of any employee, any applicant for employment or any potential subcontractor.

Contractor acknowledges that the City’s Drug Free Workplace Policy, Violence in the Workplace Policy and the Policy Against Workplace Harassment, are available on the City’s website at
http://www.ci.richmond.ca.us/workplacepolicies . Contractor agrees to abide by the terms and conditions of said policies.

20. Limitations upon Subcontracting and Assignment. This Contract binds the heirs, successors, assigns and representatives of Contractor. The Contractor shall not enter into subcontracts for any work contemplated under this Contract and shall not assign this Contract, nor any portion hereof or monies due or to become due, without the prior written consent of the City Council or its designee.

Contractor acknowledges that the services which Contractor shall provide under this Contract are unique, personal services which, except as otherwise provided herein, Contractor shall not assign or sublet to any other party without the prior written approval of City, which approval may be withheld in City's sole and absolute discretion. In the event that City, in writing, approves any assignment or subletting of this Contract or the retention of subcontractors by Contractor, Contractor shall provide to City upon request copies of each and every subcontract contract prior to the execution thereof by Contractor and subcontractor. Any assignment by Contractor of any or all of its rights under this Contract without first obtaining City's prior written consent shall be a default under this Contract.

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The sale, assignment, transfer or other disposition of any of the issued and outstanding capital stock of Contractor (if applicable), or of the interest of any general partner or joint venturer or syndicate member if Contractor is a partnership or joint-venture or syndicate, which shall result in a change of control of Contractor, shall be deemed an assignment. For this purpose, control shall mean fifty percent or more of the voting power or twenty-five percent or more of the assets of the corporation, partnership or joint-venture.

21. Integration. This Contract constitutes the entire agreement between the parties concerning the subject matter hereof and supersedes any previous oral or written agreement; provided, however, that correspondence or documents exchanged between Contractor and City may be used to assist in the interpretation of the Exhibits to this Contract.

22. Modifications and Amendments. This Contract may be modified or amended only by a change order or Contract Amendment executed by both parties and approved as to form by the City Attorney.

23. Conflicting Provisions. In the event of a conflict between these General Conditions and those of any Exhibit or attachment hereto, these General Conditions shall prevail; provided, however, that any Special Conditions as set forth in Exhibit E shall prevail over these General Conditions. In the event of a conflict between the terms and conditions of any two or more Exhibits or attachments hereto, those prepared by City shall prevail over those prepared by the Contractor, and the terms and conditions preferred by the City shall prevail over those preferred by the Contractor.

24. Non-exclusivity. Notwithstanding any provision herein to the contrary, the services provided by Contractor hereunder shall be non-exclusive, and City reserves the right to employ other Contractors in connection with the project.

25. Exhibits. All Exhibits hereto are made a part hereof and incorporated herein by reference; provided, however, that any language in Exhibit A which does not pertain to the project description, proposal, scope of services, or method of compensation (as applicable) , or any corresponding responsibilities of City, shall be deemed extraneous to, and not a part of, this Contract.

26. Force Majeure. Neither party hereto shall be considered in default in the performance of its obligations hereunder to the extent that the performance of such an obligation is prevented or delayed by reason of acts of God, strikes, boycotts, lock-outs, inability to procure materials not related to the price thereof, failure of power, restrictive governmental laws and regulations enacted after the date of this Contract, riots, civil unrest, General Conditions/EJ/TE 09-26-07 9 of 12

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acts of terrorism, insurrection, war, declaration of a state or national emergency or other reasons of a like nature not within the reasonable control of such party.

27. Time of the Essence. Time is of the essence of this Contract. Contractor and City agree that any time period set forth in Exhibit A represents their best estimates with respect to completion dates and both Contractor and City acknowledge that departures from the schedule may occur.

Therefore, both Contractor and City will use reasonable efforts to notify one another of changes to the schedule. Contractor shall not be responsible for performance delays caused by others, or delays beyond Contractor's control, and such delays shall extend the times for performance of Contractor's work.

28. Confidentiality. Contractor agrees to comply with, and to require its employees, agents and partners to comply with, all applicable State or Federal statutes or regulations respecting confidentially, including but not limited to, the identity of persons served under this Contract, their records, or services provided them, and assures that:

All applications and records concerning any individual made or kept by Contractor or any public officer or agency in connection with the administration of or relating to services provided under this Contract will be confidential, and will not be open to examination for any purposes not directly connected with the administration of such service.

No person will publish or disclose or permit or cause to be published or disclosed, any list of persons receiving services, except as may be required in the administration of such service.

29. Third Parties. Nothing herein shall be interpreted as creating any rights or benefits in any third parties. For purposes hereof, transferees or assignees as permitted under this Contract shall not be considered "third parties."

30. Governing Law. This Contract shall be construed in accordance with the law of the State of California without regard to principles of conflicts of law.

This Contract is made in Contra Costa County, California, and any action relating to this Contract shall be instituted and prosecuted in the courts of Contra Costa County, California.

31. Nonrenewal. Contractor understands and agrees that there is no representation, implication, or understanding that the services provided by Contractor under this Contract will be purchased or renewed by the City under a new contract following expiration or termination of this Contract, and waives all rights or claims to notice or hearing respecting any failure General Conditions/EJ/TE 09-26-07 10 of 12

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by City to continue the purchase of all or any failure to continue purchase of all or any such services from Contractor.

32. Claims. Any claim by Contractor against City hereunder shall be subject to Government Code §§ 800 et seq. The claims presentation provisions of said Act are hereby modified such that the presentation of all claims hereunder to the City shall be waived if not made within six months after accrual of the cause of action.

33. Interpretation. This Contract shall be interpreted as if drafted by both parties.

34. Warranty. In the event that any product shall be provided to the City as part of this Contract, Contractor warrants as follows: Contractor possesses good title to the product and the right to transfer the product to City; the product shall be delivered to the City free from any security interest or other lien; the product meets any specifications contained herein; the product shall be free from material defects in materials and workmanship under normal use for a period of one (1) year from the date of delivery; and the product shall be fit for its intended purpose(s). Notwithstanding the foregoing, consumable and maintenance items (such as light bulbs and batteries) shall be warranted for a period of one hundred and eighty (180) days from the date of delivery. All repairs during the warranty period shall be promptly performed by Contractor, at Contractor's expense, including shipping.

35. Severability. In the event that any of the provisions or portions or applications thereof of this Contract are held to be unenforceable or invalid by any court of competent jurisdiction, City and Contractor shall negotiate an equitable adjustment in the provisions of the Contract with a view toward effecting the purpose of this Contract, and the validity and enforceability of the remaining provisions or portions or applications thereof, shall not be affected thereby.

36. Authority. City warrants and represents that the signatory hereto (the Mayor of the City of Richmond or the City Manager) is duly authorized to enter into and execute this Contract on behalf of City. The party signing on behalf of Contractor warrants and represents that he or she is duly authorized to enter into and execute this Contract on behalf of Contractor, and shall be personally liable to City if he or she is not duly authorized to enter into and execute this Contract on behalf of Contractor.

37. Waiver. The waiver by City of any breach of any term or provision of this Contract shall not be construed as a waiver of any subsequent breach.

Inspections or approvals, or statements by any officer, agent or employee of the City relating to the Contractor’s performance, or payments General Conditions/EJ/TE 09-26-07 11 of 12

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therefore, or any combination of these acts, shall not relieve the Contractor’s obligation to fulfill this Contract as prescribed; nor shall the City be thereby stopped from bringing any action for damages or enforcement arising from any failure to comply with any of the terms and conditions of this Contract.

38. Possessory Interest. If this Contract results in the Contractor having possession of, claim to or right to the possession of land or improvements, but does not vest ownership of the land or improvements in the same person, or if this Contract results in the placement of taxable improvements on tax exempt land (Revenue and Taxation Code 107), such interest or improvements may represent a possessory interest subject to property tax, and Contractor may be subject to the payment of property taxes levied on such interest.

39. Performance and Final Acceptance.

Contractor represents that it is experienced, qualified, registered, licensed, equipped, organized and financed to perform the services under this Contract.

Contractor shall perform the services under this Contract with that degree of skill and judgment normally exercised by professional firms performing services of a similar nature in the State of California, and shall be responsible for the professional quality, technical accuracy and coordination of the services it performs under this Contract. In addition to the other rights and remedies which City may have, Contractor shall, at its own expense, correct any services which fail to meet the above standard.

City shall provide Contractor an opportunity to cure errors and omission which may be disclosed during the review of submittals, with no increase in the authorized Contract Payment Limit. Should Contractor fail to make necessary corrections in a timely manner, such corrections shall be made by the City and the cost thereof shall be charged to Contractor.

If warranted, City shall determine, and Contractor may request such determination, that Contractor has satisfactorily completed performance of this Contract. Upon such determination, City shall issue to Contractor a written Notice of Final Acceptance, after which Contractor shall not incur further costs under this Contract. Contractor shall respond to such Notice of Final Acceptance by executing and submitting to City a Release and Certificate of Final Payment.

40. Survival. The rights and obligations of the parties which by their nature survive termination or completion of the services covered by this Contract shall remain in full force and effect after termination or completion.

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For the Contract between the City of
Richmond and

EXHIBIT E

SPECIAL CONDITIONS

The General Conditions are hereby amended to include the following modifications and/or provisions (if applicable):

759
For the Contract between the City of
Richmond and

EXHIBIT F

INSURANCE PROVISIONS

During the entire term of this Contract and any extension or modification thereof, the CONTRACTOR shall keep in effect insurance policies meeting the insurance requirements specified in the insurance provisions which are attached hereto and incorporated herein by this reference.

760

City of Richmond Insurance Requirements – Type 5:

Vendors, Suppliers, Small Grant Recipients & Nonprofit
Organizations

Type 5 - Page 1 of 3
Revised: September 2011
In all instances where CONTRACTOR or its representatives will be conducting business and/or providing services to the City of Richmond (City), or will be awarded City of Richmond (City) funds to provide programs or services, the City requires the following MINIMUM insurance requirements and limits.

CONTRACTOR shall procure and maintain for the duration of the contract, agreement, or other order for work, services or supplies, insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder and the results of that work by the CONTRACTOR, its agents, representatives, or subcontractors. Maintenance of proper insurance coverage is a material element of the contract. Failure to maintain or renew coverage or to provide evidence of renewal may be treated by the City as a material breach of contract.

CONTRACTOR agrees that in the event of loss due to any of the perils for which it has agreed to provide Commercial General Liability insurance, CONTRACTOR shall look solely to its insurance for recovery.

CONTRACTOR hereby grants to CITY, on behalf of any insurer providing Commercial General Liability insurance to either CONTRACTOR or CITY with respect to the services of CONSULTANT herein, a waiver of any right to subrogation which any such insurer of said CONTRACTOR may acquire against the CITY by virtue of the payment of any loss under such insurance.

Original, signed certificates and original, separate policy endorsements, naming the City as an additional insured for general liability, as well as a waiver of subrogation for Workers’ Compensation insurance, shall be received and approved by the City before any work may begin. However, failure to do so shall not operate as a waiver of these insurance requirements.

City reserves the right to modify or require additional coverages for specific risk exposures depending on scope of CONTRACTORS work.

Minimum coverage is detailed below. The policy limits of coverage shall be made available to the full limits of the policy. The minimum limits stated herein shall not serve to reduce the policy limits of coverage of CONTRACTOR.

Minimum Scope of Insurance – the following forms shall be provided and coverage shall be at least as broad as the following:

1. Insurance Services Office Commercial General Liability coverage (ISO Occurrence Form CG 0001)

2. Insurance Services Office Automobile Liability coverage (ISO Form CA 0001, Code 1, Any Auto)

3. Original and Separate Additional Insured Endorsements for General Liability (ISO Form CG 20 10 11/85 or its equivalent) with primary and non-contributory language.

4. Workers’ Compensation insurance as required by the State of California including Employer’s Liability (for CONTRACTOR’s with employees);

5. Original and Separate Waiver of Subrogation for Workers’ Compensation Insurance.

6. Fidelity Bond/Crime Coverage – in an amount stipulated by City depending upon scope of contract.

Required Coverage Minimum Limits
Workers’ Compensation and
Employers’ Liability
Statutory limits as required by the State of California including $1 million Employers’ Liability per accident, per employee for bodily injury or disease.

If CONTRACTOR
is self-insured, provide a certificate of Permission to Self- Insure, signed by the California Department of Industrial Relations and Self- Insurance. If contractor is a sole proprietor (has no employees) than contractor must sign “Contractor Release of Liability” located at:
http://www.ci.richmond.ca.us/index.aspx?nid=61
.

General Liability
(primary and excess limits
combined)
$1,000,000 per occurrence for bodily injury, personal injury and property damage. If the policy includes a general aggregate, either the general aggregate shall apply separately to this project, service or location or the minimum required aggregate limit shall be twice the per occurrence limit ($4 million aggregate).

Policy shall also include coverage for liability arising out of the use and operation of any City-owned or City-furnished equipment used or operated by the CONTRACTOR, its personnel, agents or subcontractors.

Policy shall be endorsed to name the City of Richmond as an additional insured per the conditions detailed below.
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Automobile Liability (If auto is used.) $1,000,000 per occurrence for bodily injury and property damage.

Fidelity Bond/Crime Coverage
(Applies if receiving City
funds.)
In an amount stipulated by City depending upon the scope of Contract. (Usually based upon the amount of money the Contractor is handling that could be embezzled over a period of time.)

Required Policy Conditions
Additional Insured Endorsement

Applicable to General Liability Coverage.

The City of Richmond, its officers, officials, employees, agents and volunteers are to be named as additional insureds for all liability arising out of the operations by or on behalf of the named insured including bodily injury, deaths and property damage or destruction arising in any respect directly or indirectly in the performance of this contract.

ISO form CG 20 10 (11/85) or its equivalent is required. The endorsement must not
exclude products and completed operations
coverage. If it does, then CG 20 37 (10/01) is also required.

SAMPLE ENDORSEMENT can be found at:
http://www.ci.richmond.ca.us/index.aspx?nid=61.

Waiver of Subrogation
Endorsement Form
Contractor’s insurer will provide a Waiver of Subrogation in favor of the City for Workers’ Compensation Insurance providing coverage during the life of this contract.

SAMPLE ENDORSEMENT can be found at
http://www.ci.richmond.ca.us/index.aspx?nid=61
.

Primary and Noncontributory The contractor’s insurance coverage must be primary coverage as it pertains to the City, its officers, officials, employees, agents and volunteers. Any insurance or self insurance maintained by the City is wholly separate from the insurance of the contractor and in no way relieves the contractor from its responsibility to provide insurance.

A. M. Best Rating A:VII or Better. If the A.M. Best Rating falls below the required rating, CONTRACTOR must replace coverage immediately and provide notice to City.

Deductibles and Self-Insured
Retentions
Any deductible or self-insured retention must be declared to and approved by the City. At the option of the City either the insurer shall reduce or eliminate such deductibles or self-insured retention as respects the City or the contractor shall procure a financial guarantee in an amount equal to the deductible or self-insured retention guaranteeing payment of losses and related investigations, claims administration and defense expenses.

Contractor is responsible for satisfaction of the deductible and/or self-insured retention for each loss.

Umbrella/Excess Liability Policies
If an Umbrella or Excess Liability Policy is used to meet the liability limits, coverage shall be as broad as specified for underlying coverages and cover those insured in the underlying policies.

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Subcontractors
CONTRACTOR shall include all subcontractors as insured under its policies or shall furnish to the City for review and approval, separate certificates and endorsements for each subcontractor. All coverage for subcontractors shall be subject to all of the requirements stated herein.

CONTRACTOR agrees to defend and indemnify the City of Richmond for any damage resulting to it from failure of either CONTRACTOR or any subcontractor to take out or maintain the required insurance policies. The fact that insurance is obtained by CONTRACTOR, and/or CONTRACTOR’s subcontractors, will not be deemed to release or diminish the liability of CONTRACTOR, including, without limitation, liability under the indemnity provisions of this contract. Damages recoverable by CITY from CONTRACTOR or any third party will not be limited by the amount of the required insurance coverage.

Verification of Coverage
All original certificates and endorsements shall be received and approved by the City before work may begin .

The City of Richmond reserves the right to require complete, certified copies of all required insurance policies including endorsements affecting the coverage at any time.

Original insurance certificates and required policy endorsements shall be mailed or delivered to the Designated Project Manager for the City of Richmond.

Insurance certificates and endorsements may be faxed to the Designated Project Manager. However, Contractor must mail the original certificates and endorsements to Designated Project Manager once faxed.

Continuous Coverage
CONTRACTOR shall maintain the required insurance for the life of the contract. Should the CONTRACTOR cease to have insurance as required during this time, all work by the CONTRACTOR pursuant to this agreement shall cease until insurance acceptable to the City is provided. In the event that CONTRACTOR fails to comply with the City’s insurance requirements, the City may take such action as it deems necessary to protect the City’s interests. Such action may include but is not limited to termination of the contract, withholding of payments, or other actions as the City deems appropriate.

If services or the scope of work extend beyond the expiration dates of the required insurance policies initially approved by the City, CONTRACTOR
must provide updated certificates and endorsements indicating that the required coverage, terms and conditions are still in place. Renewal certificates and updated endorsements shall be mailed to the Designated Project Manager.

Cancellation
CONTRACTOR shall ensure that coverage shall not be cancelled, reduced or otherwise materially changed except after thirty (30) days’ prior written notice has been given to the City.

Reporting Requirements
Any failure to comply with reporting or other provisions of the policies including breaches of warranties shall not affect coverage provided to the City, its officers, officials, employees or volunteers.

Consistent with Public Policy
The insuring provisions, insofar as they may be judged to be against public policy shall be void and unenforceable only to the minimum extent necessary so that the remaining terms and provisions herein may be consistent with public policy and thus enforceable.

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May 2, 2023

Public Works

DATE: May 2, 2023
TO: Mayor Martinez and Members of the City Council
FROM:

Daniel Chavarria, PE, Director of Public Works
Dee Karnes, Fleet Maintenance Superintendent
Subject:

Purchase of Four Police Motorcycles
FINANCIAL IMPACT: The funds are available in the Public Works Fleet Maintenance Capital Improvement Projects Fiscal Year
2022-2023 budget (50336031-400705-03B04).

PREVIOUS COUNCIL
ACTION:

N/A

STATEMENT OF THE
ISSUE:

The Department of Public Works is requesting City
Council approval for the purchase of four replacement
motorcycles to be used by the Police Department.

RECOMMENDED ACTION:

APPROVE the purchase of four 2023 BMW R 1250 RT
motorcycles from Long Beach BMW, in an aggregate
amount not to exceed $160,000, including a contingency
of $10,158.44 – Public Works (Daniel Chavarria 510-620- 5478 / Dee Karnes 510-231-3044). This item was
continued from the April 18, 2023, meeting.

DISCUSSION:

The Fleet Maintenance division must replace four 2015 model year BMW motorcycles that have each met and exceeded their useful lifecycle of seven years. Three of the four motorcycles have been wrecked and are non-operable.

The new motorcycles will meet updated air emission standards and will be used by the Police Department’s Traffic division. The decision to replace a vehicle, including a motorcycle, is based on lifecycle and includes the age, mileage, and repair costs over AGENDA
REPORT
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May 2, 2023
the life of the vehicle. The vehicle is then rated on a point system that is generated through an equipment replacement report. The highest number for each of these three factors is five for a total of 15 points.

Once a vehicle gets to a total of ten or higher points, it should be added to the replacement list. Fleet Maintenance does not currently maintain or service the BMW motorcycles; therefore, a mileage report is not available in our fleet software.

There are no BMW motorcycle dealerships in the City of Richmond. The Finance department has approved this purchase in compliance with the Richmond Municipal Code, Section 2.52.320 Piggyback procurement. This allows for a “piggyback” purchase using another agency’s purchase contract if it is in the best interest of the City.

Based on the Los Angeles County Sheriff’s purchase order 22009476-1, Public Works staff is recommending the purchase of four (4) BMW motorcycles from Long Beach BMW Motorcycles in the amount of $149,841.56. A contingency of $10,158.44 has been added to the quoted price, for an aggregate purchase of $160,000, to allow for any change orders and/or price changes at the time of delivery.

DOCUMENTS ATTACHED:

Attachment 1 – Quote 1001
Attachment 2 – Los Angeles County Sheriff Purchase Order 22009476-1 768
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ATTACHMENT 2
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May 2, 2023

Public Works

DATE: May 2, 2023
TO: Mayor Martinez and Members of the City Council
FROM:

Daniel Chavarria, PE, Director of Public Works
Dee Karnes, Fleet Maintenance Superintendent
Subject:

Purchase of One Crosswind Street Sweeper
FINANCIAL IMPACT: The funds are available in the Public Works Fleet Maintenance Capital Improvement Projects Fiscal Year
2022-2023 budget (50336031-400705-03C04)

PREVIOUS COUNCIL
ACTION:

N/A

STATEMENT OF THE
ISSUE:

The Department of Public Works is requesting City
Council approval for the purchase of one replacement
street sweeper to be used by the Street Sweeping
division.

RECOMMENDED ACTION:

APPROVE the purchase of a new Elgin Crosswind 1
Regenerative Air Street Sweeper from Owen Equipment
in an amount not to exceed $430,000, including a
contingency of $38,708.32 – Public Works (Daniel
Chavarria 510-620-5478 / Dee Karnes 510-231-3044).

This item was continued from the April 18, 2023,
meeting.

DISCUSSION:

The Fleet Maintenance division must replace a 2017 model-year street sweeper that has met and exceeded its useful lifecycle of five years. The decision to replace a vehicle or equipment based on lifecycle includes the age, mileage, and repair costs over the life of the unit. The unit is then rated on a point system that is generated through an AGENDA
REPORT
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May 2, 2023
equipment replacement report. The highest number for each of these three factors is five for a total of 15 points. Once the unit gets a rating of ten or higher, it should be added to the replacement list.

The new street sweeper will meet updated air emission standards and will be used by the Street Sweeping division of Public Works.

The finance department has approved this purchase to be in compliance with the Richmond Municipal Code Section 2.52.320. Piggyback procurement allows for a “piggyback” purchase using another agency’s purchase contract if it is in the best interest of the City of Richmond.

Based on the Sourcewell Contract 093021-ELG pricing, Public Works staff is recommending the purchase of the Elgin street sweeper in the amount of $391,291.68 from Owen Equipment as the authorized dealership for Elgin. There are no manufacturers of Elgin street sweepers in the City of Richmond. A contingency of $38,708.32 has been added to the quoted price, for an aggregate purchase of $430,000, to allow for any change orders and/or price changes at the time of delivery.

DOCUMENTS ATTACHED:

Attachment 1 – Quote 2022-49146
Attachment 2 – Sourcewell Contract 093021-ELG
Attachment 3 – Equipment Mileage Report
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093021-ELG

Rev. 3/2021 1

Solicitation Number: RFP #093021

CONTRACT

This Contract is between Sourcewell, 202 12th Street Northeast, P.O. Box 219, Staples, MN 56479 (Sourcewell) and Elgin Sweeper Company, 1300 West Bartlett Road, Elgin, IL 60120 (Supplier).

Sourcewell is a State of Minnesota local government unit and service cooperative created under the laws of the State of Minnesota (Minnesota Statutes Section 123A.21) that offers cooperative procurement solutions to government entities. Participation is open to eligible federal, state/province, and municipal governmental entities, higher education, K-12 education, nonprofit, tribal government, and other public entities located in the United States and Canada.

Sourcewell issued a public solicitation for Street Sweepers and Specialty Sweepers, with Related Equipment, Accessories, and Supplies from which Supplier was awarded a contract.

Supplier desires to contract with Sourcewell to provide equipment, products, or services to Sourcewell and the entities that access Sourcewell’s cooperative purchasing contracts (Participating Entities).

1. TERM OF CONTRACT

A. EFFECTIVE DATE. This Contract is effective upon the date of the final signature below.

B. EXPIRATION DATE AND EXTENSION. This Contract expires November 16, 2025, unless it is cancelled sooner pursuant to Article 22. This Contract may be extended one additional year upon the request of Sourcewell and written agreement by Supplier.

C. SURVIVAL OF TERMS. Notwithstanding any expiration or termination of this Contract, all payment obligations incurred prior to expiration or termination will survive, as will the following: Articles 11 through 14 survive the expiration or cancellation of this Contract. All rights will cease upon expiration or termination of this Contract.

2. EQUIPMENT, PRODUCTS, OR SERVICES

A. EQUIPMENT, PRODUCTS, OR SERVICES. Supplier will provide the Equipment, Products, or Services as stated in its Proposal submitted under the Solicitation Number listed above. 







 



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Supplier’s Equipment, Products, or Services Proposal (Proposal) is attached and incorporated into this Contract.

All Equipment and Products provided under this Contract must be new and the current model.

Supplier may offer close-out or refurbished Equipment or Products if they are clearly indicated in Supplier’s product and pricing list. Unless agreed to by the Participating Entities in advance, Equipment or Products must be delivered as operational to the Participating Entity’s site.

This Contract offers an indefinite quantity of sales, and while substantial volume is anticipated, sales and sales volume are not guaranteed.

B. WARRANTY. Supplier warrants that all Equipment, Products, and Services furnished are free from liens and encumbrances, and are free from defects in design, materials, and workmanship.

In addition, Supplier warrants the Equipment, Products, and Services are suitable for and will perform in accordance with the ordinary use for which they are intended. Supplier’s dealers and distributors must agree to assist the Participating Entity in reaching a resolution in any dispute over warranty terms with the manufacturer. Any manufacturer’s warranty that extends beyond the expiration of the Supplier’s warranty will be passed on to the Participating Entity.

C. DEALERS, DISTRIBUTORS, AND/OR RESELLERS. Upon Contract execution and throughout the Contract term, Supplier must provide to Sourcewell a current means to validate or authenticate Supplier’s authorized dealers, distributors, or resellers relative to the Equipment, Products, and Services offered under this Contract, which will be incorporated into this Contract by reference. It is the Supplier’s responsibility to ensure Sourcewell receives the most current information.

3. PRICING

All Equipment, Products, or Services under this Contract will be priced at or below the price stated in Supplier’s Proposal.

When providing pricing quotes to Participating Entities, all pricing quoted must reflect a Participating Entity’s total cost of acquisition. This means that the quoted cost is for delivered Equipment, Products, and Services that are operational for their intended purpose, and includes all costs to the Participating Entity’s requested delivery location.

Regardless of the payment method chosen by the Participating Entity, the total cost associated with any purchase option of the Equipment, Products, or Services must always be disclosed in the pricing quote to the applicable Participating Entity at the time of purchase.

A. SHIPPING AND SHIPPING COSTS. All delivered Equipment and Products must be properly packaged. Damaged Equipment and Products may be rejected. If the damage is not readily apparent at the time of delivery, Supplier must permit the Equipment and Products to be 







 



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returned within a reasonable time at no cost to Sourcewell or its Participating Entities.

Participating Entities reserve the right to inspect the Equipment and Products at a reasonable time after delivery where circumstances or conditions prevent effective inspection of the Equipment and Products at the time of delivery. In the event of the delivery of nonconforming Equipment and Products, the Participating Entity will notify the Supplier as soon as possible and the Supplier will replace nonconforming Equipment and Products with conforming Equipment and Products that are acceptable to the Participating Entity.

Supplier must arrange for and pay for the return shipment on Equipment and Products that arrive in a defective or inoperable condition.

Sourcewell may declare the Supplier in breach of this Contract if the Supplier intentionally delivers substandard or inferior Equipment or Products.

B. SALES TAX. Each Participating Entity is responsible for supplying the Supplier with valid tax- exemption certification(s). When ordering, a Participating Entity must indicate if it is a tax- exempt entity.

C. HOT LIST PRICING. At any time during this Contract, Supplier may offer a specific selection of Equipment, Products, or Services at discounts greater than those listed in the Contract.

When Supplier determines it will offer Hot List Pricing, it must be submitted electronically to Sourcewell in a line-item format. Equipment, Products, or Services may be added or removed from the Hot List at any time through a Sourcewell Price and Product Change Form as defined in Article 4 below.

Hot List program and pricing may also be used to discount and liquidate close-out and discontinued Equipment and Products as long as those close-out and discontinued items are clearly identified as such. Current ordering process and administrative fees apply. Hot List Pricing must be published and made available to all Participating Entities.

4. PRODUCT AND PRICING CHANGE REQUESTS

Supplier may request Equipment, Product, or Service changes, additions, or deletions at any time. All requests must be made in writing by submitting a signed Sourcewell Price and Product Change Request Form to the assigned Sourcewell Supplier Development Administrator. This approved form is available from the assigned Sourcewell Supplier Development Administrator.

At a minimum, the request must:

x Identify the applicable Sourcewell contract number;
x Clearly specify the requested change;
x Provide sufficient detail to justify the requested change; 







 



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x Individually list all Equipment, Products, or Services affected by the requested change, along with the requested change (e.g., addition, deletion, price change); and x Include a complete restatement of pricing documentation in Microsoft Excel with the effective date of the modified pricing, or product addition or deletion. The new pricing restatement must include all Equipment, Products, and Services offered, even for those items where pricing remains unchanged.

A fully executed Sourcewell Price and Product Change Request Form will become an amendment to this Contract and will be incorporated by reference.

5. PARTICIPATION, CONTRACT ACCESS, AND PARTICIPATING ENTITY REQUIREMENTS

A. PARTICIPATION. Sourcewell’s cooperative contracts are available and open to public and nonprofit entities across the United States and Canada; such as federal, state/province, municipal, K-12 and higher education, tribal government, and other public entities.

The benefits of this Contract should be available to all Participating Entities that can legally access the Equipment, Products, or Services under this Contract. A Participating Entity’s authority to access this Contract is determined through its cooperative purchasing, interlocal, or joint powers laws. Any entity accessing benefits of this Contract will be considered a Service Member of Sourcewell during such time of access. Supplier understands that a Participating Entity’s use of this Contract is at the Participating Entity’s sole convenience and Participating Entities reserve the right to obtain like Equipment, Products, or Services from any other source.

Supplier is responsible for familiarizing its sales and service forces with Sourcewell contract use eligibility requirements and documentation and will encourage potential participating entities to join Sourcewell. Sourcewell reserves the right to add and remove Participating Entities to its roster during the term of this Contract.

B. PUBLIC FACILITIES. Supplier’s employees may be required to perform work at government- owned facilities, including schools. Supplier’s employees and agents must conduct themselves in a professional manner while on the premises, and in accordance with Participating Entity policies and procedures, and all applicable laws.

6. PARTICIPATING ENTITY USE AND PURCHASING

A. ORDERS AND PAYMENT. To access the contracted Equipment, Products, or Services under this Contract, a Participating Entity must clearly indicate to Supplier that it intends to access this Contract; however, order flow and procedure will be developed jointly between Sourcewell and Supplier. Typically, a Participating Entity will issue an order directly to Supplier or its authorized subsidiary, distributor, dealer, or reseller. If a Participating Entity issues a purchase order, it may use its own forms, but the purchase order should clearly note the applicable Sourcewell 







 



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contract number. All Participating Entity orders under this Contract must be issued prior to expiration or cancellation of this Contract; however, Supplier performance, Participating Entity payment obligations, and any applicable warranty periods or other Supplier or Participating Entity obligations may extend beyond the term of this Contract.

Supplier’s acceptable forms of payment are included in its attached Proposal. Participating Entities will be solely responsible for payment and Sourcewell will have no liability for any unpaid invoice of any Participating Entity.

B. ADDITIONAL TERMS AND CONDITIONS/PARTICIPATING ADDENDUM. Additional terms and conditions to a purchase order, or other required transaction documentation, may be negotiated between a Participating Entity and Supplier, such as job or industry-specific requirements, legal requirements (e.g., affirmative action or immigration status requirements), or specific local policy requirements. Some Participating Entities may require the use of a Participating Addendum; the terms of which will be negotiated directly between the Participating Entity and the Supplier. Any negotiated additional terms and conditions must never be less favorable to the Participating Entity than what is contained in this Contract.

C. SPECIALIZED SERVICE REQUIREMENTS. In the event that the Participating Entity requires service or specialized performance requirements not addressed in this Contract (such as e- commerce specifications, specialized delivery requirements, or other specifications and requirements), the Participating Entity and the Supplier may enter into a separate, standalone agreement, apart from this Contract. Sourcewell, including its agents and employees, will not be made a party to a claim for breach of such agreement.

D. TERMINATION OF ORDERS. Participating Entities may terminate an order, in whole or in part, immediately upon notice to Supplier in the event of any of the following events:

1. The Participating Entity fails to receive funding or appropriation from its governing body at levels sufficient to pay for the equipment, products, or services to be purchased; or

2. Federal, state, or provincial laws or regulations prohibit the purchase or change the Participating Entity’s requirements.

E. GOVERNING LAW AND VENUE. The governing law and venue for any action related to a Participating Entity’s order will be determined by the Participating Entity making the purchase.

7. CUSTOMER SERVICE

A. PRIMARY ACCOUNT REPRESENTATIVE. Supplier will assign an Account Representative to Sourcewell for this Contract and must provide prompt notice to Sourcewell if that person is changed. The Account Representative will be responsible for:









 



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x Maintenance and management of this Contract;
x Timely response to all Sourcewell and Participating Entity inquiries; and x Business reviews to Sourcewell and Participating Entities, if applicable.

B. BUSINESS REVIEWS. Supplier must perform a minimum of one business review with Sourcewell per contract year. The business review will cover sales to Participating Entities, pricing and contract terms, administrative fees, sales data reports, supply issues, customer issues, and any other necessary information.

8. REPORT ON CONTRACT SALES ACTIVITY AND ADMINISTRATIVE FEE PAYMENT

A. CONTRACT SALES ACTIVITY REPORT. Each calendar quarter, Supplier must provide a contract sales activity report (Report) to the Sourcewell Supplier Development Administrator assigned to this Contract. Reports are due no later than 45 days after the end of each calendar quarter. A Report must be provided regardless of the number or amount of sales during that quarter (i.e., if there are no sales, Supplier must submit a report indicating no sales were made).

The Report must contain the following fields:

x Participating Entity Name (e.g., City of Staples Highway Department); x Participating Entity Physical Street Address;
x Participating Entity City;
x Participating Entity State/Province;
x Participating Entity Zip/Postal Code;
x Participating Entity Contact Name;
x Participating Entity Contact Email Address;
x Participating Entity Contact Telephone Number;
x Sourcewell Assigned Entity/Participating Entity Number; x Item Purchased Description;
x Item Purchased Price;
x Sourcewell Administrative Fee Applied; and
x Date Purchase was invoiced/sale was recognized as revenue by Supplier.

B. ADMINISTRATIVE FEE. In consideration for the support and services provided by Sourcewell, the Supplier will pay an administrative fee to Sourcewell on all Equipment, Products, and Services provided to Participating Entities. The Administrative Fee must be included in, and not added to, the pricing. Supplier may not charge Participating Entities more than the contracted price to offset the Administrative Fee.

The Supplier will submit payment to Sourcewell for the percentage of administrative fee stated in the Proposal multiplied by the total sales of all Equipment, Products, and Services purchased 







 



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by Participating Entities under this Contract during each calendar quarter. Payments should note the Supplier’s name and Sourcewell-assigned contract number in the memo; and must be mailed to the address above “Attn: Accounts Receivable” or remitted electronically to Sourcewell’s banking institution per Sourcewell’s Finance department instructions. Payments must be received no later than 45 calendar days after the end of each calendar quarter.

Supplier agrees to cooperate with Sourcewell in auditing transactions under this Contract to ensure that the administrative fee is paid on all items purchased under this Contract.

In the event the Supplier is delinquent in any undisputed administrative fees, Sourcewell reserves the right to cancel this Contract and reject any proposal submitted by the Supplier in any subsequent solicitation. In the event this Contract is cancelled by either party prior to the Contract’s expiration date, the administrative fee payment will be due no more than 30 days from the cancellation date.

9. AUTHORIZED REPRESENTATIVE

Sourcewell's Authorized Representative is its Chief Procurement Officer.

Supplier’s Authorized Representative is the person named in the Supplier’s Proposal. If Supplier’s Authorized Representative changes at any time during this Contract, Supplier must promptly notify Sourcewell in writing.

10. AUDIT, ASSIGNMENT, AMENDMENTS, WAIVER, AND CONTRACT COMPLETE

A. AUDIT. Pursuant to Minnesota Statutes Section 16C.05, subdivision 5, the books, records, documents, and accounting procedures and practices relevant to this Agreement are subject to examination by Sourcewell or the Minnesota State Auditor for a minimum of six years from the end of this Contract. This clause extends to Participating Entities as it relates to business conducted by that Participating Entity under this Contract.

B. ASSIGNMENT. Neither party may assign or otherwise transfer its rights or obligations under this Contract without the prior written consent of the other party and a fully executed assignment agreement. Such consent will not be unreasonably withheld. Any prohibited assignment will be invalid.

C. AMENDMENTS. Any amendment to this Contract must be in writing and will not be effective until it has been duly executed by the parties.

D. WAIVER. Failure by either party to take action or assert any right under this Contract will not be deemed a waiver of such right in the event of the continuation or repetition of the circumstances giving rise to such right. Any such waiver must be in writing and signed by the parties.








 



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E. CONTRACT COMPLETE. This Contract represents the complete agreement between the parties. No other understanding regarding this Contract, whether written or oral, may be used to bind either party. For any conflict between the attached Proposal and the terms set out in Articles 1-22 of this Contract, the terms of Articles 1-22 will govern.

F. RELATIONSHIP OF THE PARTIES. The relationship of the parties is one of independent contractors, each free to exercise judgment and discretion with regard to the conduct of their respective businesses. This Contract does not create a partnership, joint venture, or any other relationship such as master-servant, or principal-agent.

11. INDEMNITY AND HOLD HARMLESS

Supplier must indemnify, defend, save, and hold Sourcewell and its Participating Entities, including their agents and employees, harmless from any claims or causes of action, including attorneys’ fees incurred by Sourcewell or its Participating Entities, arising out of any act or omission in the performance of this Contract by the Supplier or its agents or employees; this indemnification includes injury or death to person(s) or property alleged to have been caused by some defect in the Equipment, Products, or Services under this Contract to the extent the Equipment, Product, or Service has been used according to its specifications. Sourcewell’s responsibility will be governed by the State of Minnesota’s Tort Liability Act (Minnesota Statutes Chapter 466) and other applicable law.

12. GOVERNMENT DATA PRACTICES

Supplier and Sourcewell must comply with the Minnesota Government Data Practices Act, Minnesota Statutes Chapter 13, as it applies to all data provided by or provided to Sourcewell under this Contract and as it applies to all data created, collected, received, stored, used, maintained, or disseminated by the Supplier under this Contract.

13. INTELLECTUAL PROPERTY, PUBLICITY, MARKETING, AND ENDORSEMENT

A. INTELLECTUAL PROPERTY

1. Grant of License. During the term of this Contract:
a. Sourcewell grants to Supplier a royalty-free, worldwide, non-exclusive right and license to use the trademark(s) provided to Supplier by Sourcewell in advertising and promotional materials for the purpose of marketing Sourcewell’s relationship with Supplier.
b. Supplier grants to Sourcewell a royalty-free, worldwide, non-exclusive right and license to use Supplier’s trademarks in advertising and promotional materials for the purpose of marketing Supplier’s relationship with Sourcewell.

2. Limited Right of Sublicense. The right and license granted herein includes a limited right of each party to grant sublicenses to their respective subsidiaries, distributors, dealers, 







 



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resellers, marketing representatives, and agents (collectively “Permitted Sublicensees”) in advertising and promotional materials for the purpose of marketing the Parties’ relationship to Participating Entities. Any sublicense granted will be subject to the terms and conditions of this Article. Each party will be responsible for any breach of this Article by any of their respective sublicensees.

3. Use; Quality Control.
a. Neither party may alter the other party’s trademarks from the form provided and must comply with removal requests as to specific uses of its trademarks or logos.
b. Each party agrees to use, and to cause its Permitted Sublicensees to use, the other party’s trademarks only in good faith and in a dignified manner consistent with such party’s use of the trademarks. Upon written notice to the breaching party, the breaching party has 30 days of the date of the written notice to cure the breach or the license will be terminated.

4. As applicable, Supplier agrees to indemnify and hold harmless Sourcewell and its Participating Entities against any and all suits, claims, judgments, and costs instituted or recovered against Sourcewell or Participating Entities by any person on account of the use of any Equipment or Products by Sourcewell or its Participating Entities supplied by Supplier in violation of applicable patent or copyright laws.

5. Termination. Upon the termination of this Contract for any reason, each party, including Permitted Sublicensees, will have 30 days to remove all Trademarks from signage, websites, and the like bearing the other party’s name or logo (excepting Sourcewell’s pre-printed catalog of suppliers which may be used until the next printing). Supplier must return all marketing and promotional materials, including signage, provided by Sourcewell, or dispose of it according to Sourcewell’s written directions.

B. PUBLICITY. Any publicity regarding the subject matter of this Contract must not be released without prior written approval from the Authorized Representatives. Publicity includes notices, informational pamphlets, press releases, research, reports, signs, and similar public notices prepared by or for the Supplier individually or jointly with others, or any subcontractors, with respect to the program, publications, or services provided resulting from this Contract.

C. MARKETING. Any direct advertising, marketing, or offers with Participating Entities must be approved by Sourcewell. Send all approval requests to the Sourcewell Supplier Development Administrator assigned to this Contract.

D. ENDORSEMENT. The Supplier must not claim that Sourcewell endorses its Equipment, Products, or Services.









 



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14. GOVERNING LAW, JURISDICTION, AND VENUE

The substantive and procedural laws of the State of Minnesota will govern this Contract. Venue for all legal proceedings arising out of this Contract, or its breach, must be in the appropriate state court in Todd County, Minnesota or federal court in Fergus Falls, Minnesota.

15. FORCE MAJEURE

Neither party to this Contract will be held responsible for delay or default caused by acts of God or other conditions that are beyond that party’s reasonable control. A party defaulting under this provision must provide the other party prompt written notice of the default.

16. SEVERABILITY

If any provision of this Contract is found by a court of competent jurisdiction to be illegal, unenforceable, or void then both parties will be relieved from all obligations arising from that provision. If the remainder of this Contract is capable of being performed, it will not be affected by such determination or finding and must be fully performed.

17. PERFORMANCE, DEFAULT, AND REMEDIES

A. PERFORMANCE. During the term of this Contract, the parties will monitor performance and address unresolved contract issues as follows:

1. Notification. The parties must promptly notify each other of any known dispute and work in good faith to resolve such dispute within a reasonable period of time. If necessary, Sourcewell and the Supplier will jointly develop a short briefing document that describes the issue(s), relevant impact, and positions of both parties.

2. Escalation. If parties are unable to resolve the issue in a timely manner, as specified above, either Sourcewell or Supplier may escalate the resolution of the issue to a higher level of management. The Supplier will have 30 calendar days to cure an outstanding issue.

3. Performance while Dispute is Pending. Notwithstanding the existence of a dispute, the Supplier must continue without delay to carry out all of its responsibilities under the Contract that are not affected by the dispute. If the Supplier fails to continue without delay to perform its responsibilities under the Contract, in the accomplishment of all undisputed work, the Supplier will bear any additional costs incurred by Sourcewell and/or its Participating Entities as a result of such failure to proceed.

B. DEFAULT AND REMEDIES. Either of the following constitutes cause to declare this Contract, or any Participating Entity order under this Contract, in default:

1. Nonperformance of contractual requirements, or

2. A material breach of any term or condition of this Contract. 







 



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The party claiming default must provide written notice of the default, with 30 calendar days to cure the default. Time allowed for cure will not diminish or eliminate any liability for liquidated or other damages. If the default remains after the opportunity for cure, the non-defaulting party may:

x Exercise any remedy provided by law or equity, or
x Terminate the Contract or any portion thereof, including any orders issued against the Contract.

18. INSURANCE

A. REQUIREMENTS. At its own expense, Supplier must maintain insurance policy(ies) in effect at all times during the performance of this Contract with insurance company(ies) licensed or authorized to do business in the State of Minnesota having an “AM BEST” rating of A- or better, with coverage and limits of insurance not less than the following:

1. Workers’ Compensation and Employer’s Liability.

Workers’ Compensation: As required by any applicable law or regulation.

Employer's Liability Insurance: must be provided in amounts not less than listed below:

Minimum limits:
$500,000 each accident for bodily injury by accident
$500,000 policy limit for bodily injury by disease
$500,000 each employee for bodily injury by disease

2. Commercial General Liability Insurance. Supplier will maintain insurance covering its operations, with coverage on an occurrence basis, and must be subject to terms no less broad than the Insurance Services Office (“ISO”) Commercial General Liability Form CG0001 (2001 or newer edition), or equivalent. At a minimum, coverage must include liability arising from premises, operations, bodily injury and property damage, independent contractors, products-completed operations including construction defect, contractual liability, blanket contractual liability, and personal injury and advertising injury. All required limits, terms and conditions of coverage must be maintained during the term of this Contract.

Minimum Limits:
$1,000,000 each occurrence Bodily Injury and Property Damage $1,000,000 Personal and Advertising Injury
$2,000,000 aggregate for Products-Completed operations
$2,000,000 general aggregate

3. Commercial Automobile Liability Insurance. During the term of this Contract, Supplier will maintain insurance covering all owned, hired, and non-owned automobiles in limits of liability not less than indicated below. The coverage must be subject to terms 







 



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no less broad than ISO Business Auto Coverage Form CA 0001 (2010 edition or newer), or equivalent.

Minimum Limits:
$1,000,000 each accident, combined single limit

4. Umbrella Insurance. During the term of this Contract, Supplier will maintain umbrella coverage over Employer’s Liability, Commercial General Liability, and Commercial Automobile.

Minimum Limits:
$2,000,000

5. Network Security and Privacy Liability Insurance. During the term of this Contract, Supplier will maintain coverage for network security and privacy liability. The coverage may be endorsed on another form of liability coverage or written on a standalone policy. The insurance must cover claims which may arise from failure of Supplier’s security resulting in, but not limited to, computer attacks, unauthorized access, disclosure of not public data – including but not limited to, confidential or private information, transmission of a computer virus, or denial of service.

Minimum limits:
$2,000,000 per occurrence
$2,000,000 annual aggregate

Failure of Supplier to maintain the required insurance will constitute a material breach entitling Sourcewell to immediately terminate this Contract for default.

B. CERTIFICATES OF INSURANCE. Prior to commencing under this Contract, Supplier must furnish to Sourcewell a certificate of insurance, as evidence of the insurance required under this Contract. Prior to expiration of the policy(ies), renewal certificates must be mailed to Sourcewell, 202 12th Street Northeast, P.O. Box 219, Staples, MN 56479 or sent to the Sourcewell Supplier Development Administrator assigned to this Contract. The certificates must be signed by a person authorized by the insurer(s) to bind coverage on their behalf.

Failure to request certificates of insurance by Sourcewell, or failure of Supplier to provide certificates of insurance, in no way limits or relieves Supplier of its duties and responsibilities in this Contract.

C. ADDITIONAL INSURED ENDORSEMENT AND PRIMARY AND NON-CONTRIBUTORY INSURANCE CLAUSE. Supplier agrees to list Sourcewell and its Participating Entities, including their officers, agents, and employees, as an additional insured under the Supplier’s commercial general liability insurance policy with respect to liability arising out of activities, “operations,” or “work” performed by or on behalf of Supplier, and products and completed operations of Supplier. The policy provision(s) or endorsement(s) must further provide that coverage is 







 



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primary and not excess over or contributory with any other valid, applicable, and collectible insurance or self-insurance in force for the additional insureds.

D. WAIVER OF SUBROGATION. Supplier waives and must require (by endorsement or otherwise) all its insurers to waive subrogation rights against Sourcewell and other additional insureds for losses paid under the insurance policies required by this Contract or other insurance applicable to the Supplier or its subcontractors. The waiver must apply to all deductibles and/or self-insured retentions applicable to the required or any other insurance maintained by the Supplier or its subcontractors. Where permitted by law, Supplier must require similar written express waivers of subrogation and insurance clauses from each of its subcontractors.

E. UMBRELLA/EXCESS LIABILITY/SELF-INSURED RETENTION. The limits required by this Contract can be met by either providing a primary policy or in combination with umbrella/excess liability policy(ies), or self-insured retention.

19. COMPLIANCE

A. LAWS AND REGULATIONS. All Equipment, Products, or Services provided under this Contract must comply fully with applicable federal laws and regulations, and with the laws in the states and provinces in which the Equipment, Products, or Services are sold.

B. LICENSES. Supplier must maintain a valid and current status on all required federal, state/provincial, and local licenses, bonds, and permits required for the operation of the business that the Supplier conducts with Sourcewell and Participating Entities.

20. BANKRUPTCY, DEBARMENT, OR SUSPENSION CERTIFICATION

Supplier certifies and warrants that it is not in bankruptcy or that it has previously disclosed in writing certain information to Sourcewell related to bankruptcy actions. If at any time during this Contract Supplier declares bankruptcy, Supplier must immediately notify Sourcewell in writing.

Supplier certifies and warrants that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from programs operated by the State of Minnesota; the United States federal government or the Canadian government, as applicable; or any Participating Entity. Supplier certifies and warrants that neither it nor its principals have been convicted of a criminal offense related to the subject matter of this Contract. Supplier further warrants that it will provide immediate written notice to Sourcewell if this certification changes at any time.









 



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21. PROVISIONS FOR NON-UNITED STATES FEDERAL ENTITY PROCUREMENTS UNDER

UNITED STATES FEDERAL AWARDS OR OTHER AWARDS

Participating Entities that use United States federal grant or FEMA funds to purchase goods or services from this Contract may be subject to additional requirements including the procurement standards of the Uniform Administrative Requirements, Cost Principles and Audit Requirements for Federal Awards, 2 C.F.R. § 200. Participating Entities may have additional requirements based on specific funding source terms or conditions. Within this Article, all references to “federal” should be interpreted to mean the United States federal government.

The following list only applies when a Participating Entity accesses Supplier’s Equipment, Products, or Services with United States federal funds.

A. EQUAL EMPLOYMENT OPPORTUNITY. Except as otherwise provided under 41 C.F.R. § 60, all contracts that meet the definition of “federally assisted construction contract” in 41 C.F.R. § 60-

1.3 must include the equal opportunity clause provided under 41 C.F.R. §60-1.4(b), in accordance with Executive Order 11246, “Equal Employment Opportunity” (30 FR 12319, 12935, 3 C.F.R. §, 1964-1965 Comp., p. 339), as amended by Executive Order 11375, “Amending Executive Order 11246 Relating to Equal Employment Opportunity,” and implementing regulations at 41 C.F.R. § 60, “Office of Federal Contract Compliance Programs, Equal Employment Opportunity, Department of Labor.” The equal opportunity clause is incorporated herein by reference.

B. DAVIS-BACON ACT, AS AMENDED (40 U.S.C. § 3141-3148). When required by federal program legislation, all prime construction contracts in excess of $2,000 awarded by non- federal entities must include a provision for compliance with the Davis-Bacon Act (40 U.S.C. § 3141-3144, and 3146-3148) as supplemented by Department of Labor regulations (29 C.F.R. § 5, “Labor Standards Provisions Applicable to Contracts Covering Federally Financed and Assisted Construction”). In accordance with the statute, contractors must be required to pay wages to laborers and mechanics at a rate not less than the prevailing wages specified in a wage determination made by the Secretary of Labor. In addition, contractors must be required to pay wages not less than once a week. The non-federal entity must place a copy of the current prevailing wage determination issued by the Department of Labor in each solicitation. The decision to award a contract or subcontract must be conditioned upon the acceptance of the wage determination. The non-federal entity must report all suspected or reported violations to the federal awarding agency. The contracts must also include a provision for compliance with the Copeland “Anti-Kickback” Act (40 U.S.C. § 3145), as supplemented by Department of Labor regulations (29 C.F.R. § 3, “Contractors and Subcontractors on Public Building or Public Work Financed in Whole or in Part by Loans or Grants from the United States”). The Act provides that each contractor or subrecipient must be prohibited from inducing, by any means, any person employed in the construction, completion, or repair of public work, to give up any part of the compensation to which he or she is otherwise entitled. The non-federal entity must report all suspected or reported violations to the federal awarding agency. Supplier must be in compliance with all applicable Davis-Bacon Act provisions. 







 



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C. CONTRACT WORK HOURS AND SAFETY STANDARDS ACT (40 U.S.C. § 3701-3708). Where applicable, all contracts awarded by the non-federal entity in excess of $100,000 that involve the employment of mechanics or laborers must include a provision for compliance with 40 U.S.C. §§ 3702 and 3704, as supplemented by Department of Labor regulations (29 C.F.R. § 5).

Under 40 U.S.C. § 3702 of the Act, each contractor must be required to compute the wages of every mechanic and laborer on the basis of a standard work week of 40 hours. Work in excess of the standard work week is permissible provided that the worker is compensated at a rate of not less than one and a half times the basic rate of pay for all hours worked in excess of 40 hours in the work week. The requirements of 40 U.S.C. § 3704 are applicable to construction work and provide that no laborer or mechanic must be required to work in surroundings or under working conditions which are unsanitary, hazardous or dangerous. These requirements do not apply to the purchases of supplies or materials or articles ordinarily available on the open market, or contracts for transportation or transmission of intelligence. This provision is hereby incorporated by reference into this Contract. Supplier certifies that during the term of an award for all contracts by Sourcewell resulting from this procurement process, Supplier must comply with applicable requirements as referenced above.

D. RIGHTS TO INVENTIONS MADE UNDER A CONTRACT OR AGREEMENT. If the federal award meets the definition of “funding agreement” under 37 C.F.R. § 401.2(a) and the recipient or subrecipient wishes to enter into a contract with a small business firm or nonprofit organization regarding the substitution of parties, assignment or performance of experimental, developmental, or research work under that “funding agreement,” the recipient or subrecipient must comply with the requirements of 37 C.F.R. § 401, “Rights to Inventions Made by Nonprofit Organizations and Small Business Firms Under Government Grants, Contracts and Cooperative Agreements,” and any implementing regulations issued by the awarding agency. Supplier certifies that during the term of an award for all contracts by Sourcewell resulting from this procurement process, Supplier must comply with applicable requirements as referenced above.

E. CLEAN AIR ACT (42 U.S.C. § 7401-7671Q.) AND THE FEDERAL WATER POLLUTION CONTROL ACT (33 U.S.C. § 1251-1387). Contracts and subgrants of amounts in excess of $150,000 require the non-federal award to agree to comply with all applicable standards, orders or regulations issued pursuant to the Clean Air Act (42 U.S.C. § 7401- 7671q) and the Federal Water Pollution Control Act as amended (33 U.S.C. § 1251- 1387). Violations must be reported to the Federal awarding agency and the Regional Office of the Environmental Protection Agency (EPA).

Supplier certifies that during the term of this Contract will comply with applicable requirements as referenced above.

F. DEBARMENT AND SUSPENSION (EXECUTIVE ORDERS 12549 AND 12689). A contract award (see 2 C.F.R. § 180.220) must not be made to parties listed on the government wide exclusions in the System for Award Management (SAM), in accordance with the OMB guidelines at 2 C.F.R. §180 that implement Executive Orders 12549 (3 C.F.R. § 1986 Comp., p. 189) and 12689 (3 C.F.R. § 1989 Comp., p. 235), “Debarment and Suspension.” SAM Exclusions contains the names 







 



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of parties debarred, suspended, or otherwise excluded by agencies, as well as parties declared ineligible under statutory or regulatory authority other than Executive Order 12549. Supplier certifies that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation by any federal department or agency.

G. BYRD ANTI-LOBBYING AMENDMENT, AS AMENDED (31 U.S.C. § 1352). Suppliers must file any required certifications. Suppliers must not have used federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency, a member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any federal contract, grant, or any other award covered by 31 U.S.C. § 1352. Suppliers must disclose any lobbying with non-federal funds that takes place in connection with obtaining any federal award. Such disclosures are forwarded from tier to tier up to the non-federal award. Suppliers must file all certifications and disclosures required by, and otherwise comply with, the Byrd Anti-Lobbying Amendment (31 U.S.C. § 1352).

H. RECORD RETENTION REQUIREMENTS. To the extent applicable, Supplier must comply with the record retention requirements detailed in 2 C.F.R. § 200.333. The Supplier further certifies that it will retain all records as required by 2 C.F.R. § 200.333 for a period of 3 years after grantees or subgrantees submit final expenditure reports or quarterly or annual financial reports, as applicable, and all other pending matters are closed.

I. ENERGY POLICY AND CONSERVATION ACT COMPLIANCE. To the extent applicable, Supplier must comply with the mandatory standards and policies relating to energy efficiency which are contained in the state energy conservation plan issued in compliance with the Energy Policy and Conservation Act.

J. BUY AMERICAN PROVISIONS COMPLIANCE. To the extent applicable, Supplier must comply with all applicable provisions of the Buy American Act. Purchases made in accordance with the Buy American Act must follow the applicable procurement rules calling for free and open competition.

K. ACCESS TO RECORDS (2 C.F.R. § 200.336). Supplier agrees that duly authorized representatives of a federal agency must have access to any books, documents, papers and records of Supplier that are directly pertinent to Supplier’s discharge of its obligations under this Contract for the purpose of making audits, examinations, excerpts, and transcriptions. The right also includes timely and reasonable access to Supplier’s personnel for the purpose of interview and discussion relating to such documents.

L. PROCUREMENT OF RECOVERED MATERIALS (2 C.F.R. § 200.322). A non-federal entity that is a state agency or agency of a political subdivision of a state and its contractors must comply with Section 6002 of the Solid Waste Disposal Act, as amended by the Resource Conservation 







 



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and Recovery Act. The requirements of Section 6002 include procuring only items designated in guidelines of the Environmental Protection Agency (EPA) at 40 C.F.R. § 247 that contain the highest percentage of recovered materials practicable, consistent with maintaining a satisfactory level of competition, where the purchase price of the item exceeds $10,000 or the value of the quantity acquired during the preceding fiscal year exceeded $10,000; procuring solid waste management services in a manner that maximizes energy and resource recovery; and establishing an affirmative procurement program for procurement of recovered materials identified in the EPA guidelines.

M. FEDERAL SEAL(S), LOGOS, AND FLAGS. The Supplier not use the seal(s), logos, crests, or reproductions of flags or likenesses of Federal agency officials without specific pre-approval.

N. NO OBLIGATION BY FEDERAL GOVERNMENT. The U.S. federal government is not a party to this Contract or any purchase by an Participating Entity and is not subject to any obligations or liabilities to the Participating Entity, Supplier, or any other party pertaining to any matter resulting from the Contract or any purchase by an authorized user.

O. PROGRAM FRAUD AND FALSE OR FRAUDULENT STATEMENTS OR RELATED ACTS. The Contractor acknowledges that 31 U.S.C. 38 (Administrative Remedies for False Claims and Statements) applies to the Supplier’s actions pertaining to this Contract or any purchase by a Participating Entity.

P. FEDERAL DEBT. The Supplier certifies that it is non-delinquent in its repayment of any federal debt. Examples of relevant debt include delinquent payroll and other taxes, audit disallowance, and benefit overpayments.

Q. CONFLICTS OF INTEREST. The Supplier must notify the U.S. Office of General Services, Sourcewell, and Participating Entity as soon as possible if this Contract or any aspect related to the anticipated work under this Contract raises an actual or potential conflict of interest (as described in 2 C.F.R. Part 200). The Supplier must explain the actual or potential conflict in writing in sufficient detail so that the U.S. Office of General Services, Sourcewell, and Participating Entity are able to assess the actual or potential conflict; and provide any additional information as necessary or requested.

R. U.S. EXECUTIVE ORDER 13224. The Supplier, and its subcontractors, must comply with U.S.

Executive Order 13224 and U.S. Laws that prohibit transactions with and provision of resources and support to individuals and organizations associated with terrorism.

S. PROHIBITION ON CERTAIN TELECOMMUNICATIONS AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT. To the extent applicable, Supplier certifies that during the term of this Contract it will comply with applicable requirements of 2 C.F.R. § 200.216.









 



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T. DOMESTIC PREFERENCES FOR PROCUREMENTS. To the extent applicable, Supplier certifies that during the term of this Contract will comply with applicable requirements of 2 C.F.R. § 200.322.

22. CANCELLATION

Sourcewell or Supplier may cancel this Contract at any time, with or without cause, upon 60 days’ written notice to the other party. However, Sourcewell may cancel this Contract immediately upon discovery of a material defect in any certification made in Supplier’s Proposal. Cancellation of this Contract does not relieve either party of financial, product, or service obligations incurred or accrued prior to cancellation.

Sourcewell Elgin Sweeper Company

By: __________________________ By: __________________________ Jeremy Schwartz David Panizzi
Title: Chief Procurement Officer Ti tle: Business Development Manager

Date: ________________________

Date: ________________________

Approved:

By: __________________________
Chad Coauette
Title: Executive Director/CEO

Date: ________________________









 





















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EQUIPMENT METER REPORT

GROUPED BY COMPANY AND DEPARTMENT
PAGE: 1
DATE: 03/16/2023 11:123104.rpt
City of Richmond Equipment Services
The totals for each group and for the report are the sum of the YTD meter readings.

COMPANY: 001 - Richmond Active Fleet
DEPARTMENT: 01234331 - GF- PWSD/STRT SWPNG/PVMNT MAIN(S-DIV)

FISCAL YTD

READING
LTD

READING

CURRENT

READING
FUEL
MTR
MTR

TYPELICENSECLASSDEPTMODELMAKEYEAREQUIPMENT
31789 317896140 2017 PETERBUILT 220 RHS 01234331 SS 1498951 M Y 31789 01234331 TOTALS: HOURS: 0 MILES: 31,789 KILOMETERS: 0 TONS: 0 VOLTAGE: 0 VOLTAGE: 0TONS: 0KILOMETERS: 0MILES: 31,789HOURS: 0COMPANY TOTALS:

ATTACHMENT 3
819

EQUIPMENT METER REPORT

GROUPED BY COMPANY AND DEPARTMENT
PAGE: 2
DATE: 03/16/2023 11:123104.rpt
City of Richmond Equipment Services
The totals for each group and for the report are the sum of the YTD meter readings.

VOLTAGE: 0TONS: 0KILOMETERS: 0 MILES: 31,789 HOURS: 0 REPORT TOTALS:

REPORT PARAMETERS:

GROUP: COMPANY AND DEPARTMENT
EQUIPMENT NUMBER RANGE: 6140 to 6140
MODEL YEAR RANGE: ALL YEARS
ECO COMPANY RANGE: ALL COMPANIES
DPN DEPARTMENT RANGE: ALL DEPARTMENTS
EQC EQUIPMENT CLASS RANGE: ALL CLASSES
SHP EQUIPMENT SHOP RANGE: ALL SHOPS
STE EQUIPMENT SITE RANGE: ALL SITES
MAK EQUIPMENT MAKE RANGE: ALL MAKES
MOD EQUIPMENT MODEL RANGE: ALL MODELS
EBC EQUIPMENT BILLING CODE RANGE: ALL BILLING CODES
EMG EQUIPMENT MONITOR GROUP RANGE: ALL MONITOR GROUPS
STA EQUIPMENT STATUS RANGE: ALL STATUSES
EUC EQUIPMENT USE CODE: ALL EQUIPMENT REGARDLESS OF USE CODE v09012009
820

May 2, 2023

Community Development

DATE: May 2, 2023
TO: Mayor Martinez and Members of the City Council
FROM:

Lina Velasco, Director of Community Development
Jesus Morales, Housing Manager
Michelle Milam, Crime Prevention Manager

SUBJECT:

Homelessness Strategic Plan
FINANCIAL IMPACT: There are no costs related to adoption of the Homelessness Strategic Plan (HSP). All Home provided
a $50,000 grant to support development of the HSP.

PREVIOUS COUNCIL
ACTION:

November 2, 2021

STATEMENT OF THE
ISSUE:

Homelessness is an urgent crisis in the City of
Richmond, and it has increased in scope and visibility
since the onset of the COVID-19 pandemic. To help
guide the city and stakeholder efforts to address
unsheltered homelessness in the City of Richmond, the
City has been working on the development of a
Homelessness Strategic Plan (HSP). The Draft HSP will
be presented for Council consideration and adoption and information regarding current and planned programming
in support of the City’s unhoused residents.

RECOMMENDED ACTION:

ADOPT the draft Homelessness Strategic Plan; and
RECEIVE a presentation of current and planned
programming in support of the City’s unhoused residents – Community Development (Lina Velasco/Jesus Morales
510-620-6649).

AGENDA
REPORT
821

May 2, 2023

DISCUSSION:

On November 2, 2021, the City Council approved a competitively bid $100,000 contract with The Center for Common Concerns, Inc., dba Homebase, to assist the City in developing a Homelessness Strategic Plan (HSP or Plan). A portion ($50,000 of the $100,000) of the HSP was paid by All Home, a regional non-profit that works across regions and sectors to advance coordinated, innovative service delivery and build coalition-supported momentum to challenge the long-standing systems that perpetuate homelessness. The City is funding its portion using funds from the Planning division’s budget.

The City’s consultant, Homebase, assisted in the community engagement and development of the draft Plan. The goal of the Plan is to guide the City on strategies and goals to address the challenges posed by the ongoing issue of providing housing for the substantial number of unhoused residents in the city. Homebase reviewed multiple data points to get the background on the homeless population in Richmond.

They also conducted meetings and interviews with various stakeholders including neighborhood council representatives, business owners, housing and service providers, community organizations, health service providers, the Steering Committee, the Homeless Task Force, City staff, and unhoused residents; held a virtual community forum; and administered a youth survey to gather input on the Plan.

Per the 2022 Point In Time Count (PIT), the number of unhoused residents increased significantly in Richmond, CA. However, due to technical concerns on the PIT, the Contra Costa County conducted another PIT on January 25, 2023. The information from the January 2023 PIT will not be available until June-July 2023. Nevertheless, City staff expects that it will show there has been an increase in the number of the unhoused population in Richmond. Consequently, the Plan uses data from the 2021 PIT for discussion and background information keeping in mind that although the numbers of the unhoused population may change, there are still challenges that need to be addressed to provide resources to assist this vulnerable segment of the population.

Summary of Draft Homelessness Strategic Plan

The Plan drafted by Homebase has five primary sections: 1) Introduction, 2) Scope of Homelessness in Richmond, 3) Advancing Equity, 4) Overarching Consideration for Effectively Addressing Homelessness, and 5) Goals and Action Steps. The Plan will help guide the City’s efforts to address homelessness in the city by identifying the root causes and the scope of homelessness in Richmond, CA, including a perspective of the problem from those with lived experience. The Plan also outlines five goals and action steps the City can focus on for the implementation of the Plan.

In the Introduction section, the Plan provides a summary of the PIT from the 2021 count and why the 2022 PIT data is excluded in their analysis. This section also discusses current initiatives, programs, and services offered by the City of Richmond and other 822

May 2, 2023
support services provided by the Contra Costa County Continuum of Care (CoC) administered by Contra Costa County Health Services’ Health, Housing, and Homeless Services Division (H3).

The Scope of Homelessness in Richmond section discusses and provides demographic information on the unhoused population in Richmond. Homelessness disproportionately impacts Black/African American and Indigenous people, undocumented immigrants, people with disabilities, and people with criminal histories. It is important to note that while Black/African Americans make up 18 percent of the general population in Richmond; unfortunately, they compose 57 percent of the population experiencing homelessness. Adults also comprise the majority of people experiencing homelessness in Richmond at 85 percent of the total unhoused population. This data speaks to the structural and institutional causes of homelessness in Richmond and the impact these inequities have had. The section on Advancing Equities further discusses the need to dismantle deeply entrenched systems that have led to inequitable decision-making processes and uneven distribution of benefits and burdens and the need to focus attention and resources on those people and places where needs are greatest to ensure that decisions, policies, and practices produce gains for all.

The section on Overarching Considerations for Effectively Addressing Homelessness provides feedback from those that are currently experiencing homelessness and/or those with lived homeless experiences.

The last section, Plan, Goals and Action Steps, provides several short-term and long- term goals and action steps that the City needs to implement to address the needs of the unhoused population. The goals are:

1. Improve quality of life for unsheltered individuals and communities.

2. Create temporary supportive housing (such as transitional villages and safe parking sites) and expand and sustain permanent supportive and affordable long- term housing.

3. Expand prevention and crisis programming.

4. Improve economic pathways for unhoused and recently housed individuals.

5. Build capacity, collaboration, and accountability within agencies working to address homelessness and the system of care as a whole.

In addition to the goals, the HSP identifies the following Priority Action Steps:

1. Create and fund a dedicated City staff position(s) to specifically address homelessness. (Action Step 5.3).

2. Identify funding and development partners for converting hotels and motels to service as Permanent Supportive Housing (PSH) units. (Action Step 2.1)

3. Leverage and expand the Richmond guaranteed income pilot program that is currently under development by the Richmond Rapid Response Fund (R3F). (Action Step 4.2)
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May 2, 2023

4. Ensure that essential living amenities such as water, sanitation, hygiene, and electricity are provided at least weekly to all encampments. (Action Step 1.1)

5. Secure commitment from a faith-based community partner to pilot the first Safe Parking Site in the Richmond Safe Parking Program. (Action Step 3.4)

6. Strengthen collaboration between the City, County, and community-based organizations to improve data collection, implement this Strategic Plan, provide services in the city, and apply for funding opportunities. The dedicated City staff person(s) would determine frequency and format of interagency collaboration, which could include systems level partner meetings, a local data workgroup, or direct service coordination. (Action Step 5.2)

Summary of Existing and Planned Programming in Support of Unhoused Residents

The City is already working on several action steps described in the Plan that began prior to the Plan development; however, these activities align with and continue to reinforce much of the feedback received during the community engagement process.

Below is a brief summary of existing and planned programs in support of unhoused residents. To continue this work, additional City staff are required and will be brought to City Council in May/June 2023.

Street Outreach and Encampment Sanitation Services

For instance, Richmond has a contract with Rebuilding Together East Bay North, for the program, Safe Organized Spaces – Richmond (SOS) that provides services to encampments throughout the City, as directly by staff, including the Castro encampment. These services include providing portable toilets, site cleaning, garbage collection, drinking water, showers, employment opportunities, outreach, and referrals to other service providers including Coordinated Outreach Referral and Engagement (CORE). On March 28, 2023, the City Council approved a contract with SOS to continue providing these services through March 2024.

Encampment Resolution Funding

Richmond applied for and received a $4.8 Million grant from the California Interagency Council on Homelessness (Cal ICH) to provide housing transition assistance and essential living amenities for residents at the Castro encampment. City staff also submitted an application on February 28, 2023, for Round 2 of the Encampment Resolution Fund (ERF-2) in the amount of $8.1 million to address homeless encampments in Richmond, including encampments on Caltrans rights-of-way. City staff anticipates receiving notification if the City’s application is awarded funding.

Rydin Road Flex Funds

The City Council approved a total of $250,000 for short-term rental assistance to assist Rydin Road encampment resident’s transition into alternative housing options when that 824

May 2, 2023
encampment was sunset at the end of September 2022. This program has been providing ongoing rental assistance since the sunsetting of Rydin Road and some residents are transitioning to the Housing First Program, described below.

Housing First Program and Short-Term Emergency Housing Assistance Program

In December 2022, the City Council approved $425,000 for the Housing First Program, that would provide rental subsidies to unhoused residents for up to one year. Rydin residents are prioritized to receive assistance in this program. In addition, the Council approved $100,000 for the short-term Emergency Housing Assistance Program. RCF Connects (RCF) was the selected consultant that will be administering the programs on behalf of the City. As of April 2023, RCF began assisting Rydin residents with rental assistance and wrap around services. To access these resources, residents may call (510) 234-1200.

HomeKey Program

The City staff is evaluating the feasibility of an acquisition and rehabilitation of a motel property that will provide permanent housing with supporting services for the unhoused and or those at high risk of losing their housing for the Round 3 Notice of Funding Availability (NOFA) of the Homekey Program. The Homekey Program is a State-funded initiative that is providing funding to create a variety of interim and permanent housing opportunities for the unhoused. The City has also been approached by a secondary group who is proposing to convert an office building into supportive housing units. City staff is reviewing the proforma and is evaluating its feasibility.

Coordinated Outreach Referral and Engagement (CORE) Services

The City has a contract with Contra Costa Health Services for CORE services, including a dedicated team for the Castro encampment and a shared team with the City of San Pablo, which is also on the City Council agenda this evening. This team is shared with three days dedicated to Richmond and two for San Pablo. City staff is looking at opportunities to expand CORE services within Richmond to provide more service days, including nights and weekends, and will bring an additional report to City Council with this request by June 2023.

CONCLUSION:

City staff is seeking City Council approval of the draft Homelessness Strategic Plan to begin additional implementation and align City resources. Adoption of the Plan will help focus staff resources and efforts on the actions identified in the Plan and demonstrate support for applications and activities undertaken. City staff continues to work closely with Contra Costa Health Services, local service providers, and non-profit housing developers to explore partnerships and collaborations to access funding opportunities to develop a variety of affordable housing options and services within Richmond in support of the city’s unhoused residents.
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May 2, 2023

NEXT STEPS:

Continuing this fiscal year, and as part of the Fiscal Year 2023-24 budget, City staff will present requests that align with goals, and actions in the HSP, as well as continue to seek outside funding to implement actions identified in the HSP. City staff anticipates returning to the City Council in May/June 2023, with a funding request for a position that would be focused specifically on homelessness and a contract to expand CORE services. In addition, if a Homekey application is determined feasibile, City staff will return to the City Council for adoption of a Resolution in support of the City’s application.

DOCUMENTS ATTACHED:

Attachment 1 – Draft Homelessness Strategic Plan
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1 T H E C I T Y O F R I C H M O N D

H O M E L E S S N E S S

S T R A T E G I C P L A N
2 0 2 3
Prepared by

827
2 Acknowledgements
This Strategic Plan was drafted by Homebase on behalf of the City of Richmond.

Homebase would like to thank the membership of the Strategic Planning Steering Committee for their partnership in developing this Plan. Special thanks to the City of Richmond and Richmond City Council for their assistance with gathering information and providing feedback, and the service providers, local government staff, business partners and other community members who participated in interviews, focus groups, and community meetings and shared their experiences and invaluable insight. We are especially grateful to the Richmond residents experiencing homelessness who shared their time and expertise.

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3 Table of Contents
Acknowledgements ................................ ................................ ................................ ............... 2 Executive Summary ................................ ................................ ................................ ............... 4 Introduction ................................ ................................ ................................ .......................... 7 Background ............................................................................................................................. 7 Initiatives, Programs, and Services in the City of Richmond .................................................. 8 Housing and Services Serving Unhoused Richmond Residents .............................................. 9 Programs Supported by the City of Richmond ..................................................................... 10 Programs Serving Richmond Residents Supported by Contra Costa County ....................... 13 Guiding Principles ................................................................................................................. 15 Community Engagement Methodology................................................................................ 16 Data Collection and Background Research ........................................................................... 19 Scope of Homelessness in Richmond................................ ................................ ..................... 22 Who is Experiencing Homelessness in Richmond? ............................................................... 22 Youth Homelessness-Reflections of Youth ........................................................................... 26 Structural Causes of Homelessness in Richmond ................................................................. 28 Advancing Equity ................................ ................................ ................................ ................. 31 The Significance of Equity ..................................................................................................... 31 Racial Inequalities Reflected in Homelessness Populations ................................................. 32 Overarching Considerations for Effectively Addressing Homelessness ................................ ... 34 Reflections of People with Lived Experience of Homelessness ............................................ 34 Guidance from the Steering Committee............................................................................... 34 Goals and Action Steps ................................ ................................ ................................ ........ 36 Goal 1: Improve quality of life for unsheltered individuals and communities ..................... 38 Goal 2: Create temporary supportive housing (such as transitional villages and safe parking sites) and expand and sustain permanent supportive and affordable long-term housing .. 42 Goal 3: Expand homelessness prevention and crisis programming ..................................... 46 Goal 4: Improve economic pathways for unhoused and recently housed individuals ........ 50 Goal 5: Build capacity, collaboration, and accountability within agencies working to address homelessness and the system of care as a whole .................................................. 55 Immediate Priorities ............................................................................................................. 59 Conclusion ................................ ................................ ................................ ........................... 60 Appendix A: Glossary of Terms ................................ ................................ ............................. 61

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4 Executive Summary
Homelessness is an urgent crisis in the City of Richmond, and it has increased in scope and visibility since the onset of the COVID-19 pandemic. The Homelessness Strategic Plan provides a community-wide roadmap to address unsheltered homelessness.

Guiding Principles
The Strategic Plan is driven by a set of Guiding Principles collectively developed by the Strategic Plan Steering Committee:

These guiding principles anchored a robust community engagement process, data analysis, and the creation of the set of recommendations outlined in the Strategic Plan.

Stakeholder engagement included monthly Steering Committee meetings, interviews with people experiencing homelessness, stakeholder focus groups and interviews, a community forum and workshop, a survey of youth impacted by homelessness, and a landscape analysis of available services and resource gaps.

Honor humanity and respect
the rights of others

Recognize that housing
is a human right

Center the perspectives of
those most impacted

Approach the work with
an equity lens

Promote a coordinated
community of care

Pursue accountability and
systems follow-through

Seek to be efficient,
transformative, and results-
oriented

Strive for empathetic
efficiency
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5 A Community Approach
Grounded in the guiding principles and centering the voices of people experiencing homelessness in Richmond, the Strategic Plan identifies five goals:

Goal 1

Improve quality of life for unsheltered individuals and communities
Goal 2

Create temporary supportive housing (such as transitional villages and safe parking sites) and expand and sustain permanent supportive and affordable long-term housing
Goal 3

Expand homelessness prevention and crisis programming
Goal 4

Improve economic pathways for unhoused and recently
housed individuals
Goal 5

Build capacity, collaboration, and accountability within agencies working to address homelessness and the
system of care as a whole

This Strategic Plan seeks to build on current efforts and harness the collective commitment to create a meaningful and sustainable impact on homelessness in Richmond. The Homelessness Strategic Plan can be used to establish citywide goals to address homelessness and establish a system to track outcomes and celebrate achievements.

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6 The Plan identifies six immediate priority action steps:

Priority Action Step 1 – Create and fund a dedicated city staff position to specifically address homelessness. (Action Step 5.3).

Priority Action Step 2 – Identify funding and development partners for converting hotels and motels to service as Permanent Supportive Housing (PSH) units. (Action Step 2.1)

Priority Action Step 3 – Leverage and expand the Richmond guaranteed income pilot program launched by the Richmond Rapid Response Fund (R3F). (Action Step 4.2).

Priority Action Step 4 – Ensure that essential living amenities such as water, sanitation, hygiene, and electricity are provided at least weekly to all encampments. (Action Step 1.1).

Priority Action Step 5 – Secure commitment from a faith-based community partner to pilot the first Safe Parking Site in the Richmond Safe Parking Program. (Action Step

3.4).

Priority Action Step 6 - Strengthen collaboration between the City, County and community-based organizations to improve data collection, implement this Strategic Plan, provide services in the city, and apply for funding opportunities. The dedicated City staff person would determine frequency and format of interagency collaboration, which could include systems level partner meetings, a local data workgroup, or direct service coordination. (Action Step 5.2).

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7 Introduction
Background
On a single night in 2022, roughly 582,500 people were experiencing homelessness in the United States. Six in ten (60%) were staying in sheltered locations—emergency shelters, safe havens, or transitional housing programs—and four in ten (40%) were in unsheltered locations such as on the street, in abandoned buildings, or in other places not suitable for human habitation.1 According to the 2020 Contra Costa County Point-in- Time (PIT) Count, there are 280 individuals experiencing unsheltered homelessness on any given night in the City of Richmond – sleeping outside, in vehicles, in tents, or in other places not meant for human habitation.2 The PIT Count is largely considered an undercount of the total number of people experiencing homelessness in any given community. Despite a concerted crisis response and increase in emergency housing funding, the crisis of unsheltered homelessness deepened during the COVID-19 pandemic. 3 Most people who lose their housing in Richmond stay in Richmond; according to the Contra Costa County Homeless Continuum of Care 2021 Annual Report, 30% of County residents who lost their housing did so in west county, including the City of Richmond, and 26% of unsheltered people slept and lived in West Contra Costa County after becoming homeless.4

1 U.S. Department of Housing and Urban Development. The 2022 Annual Homelessness Assessment Report to Congress. Available at: https://www.huduser.gov/portal/sites/default/files/pdf/2022-AHAR-Part-

1.pdf?utm_source=NLIHC+All+Subscribers&utm_campaign=19c916a8b4- memo_010923&utm_medium=email&utm_term=0_e090383b5e-19c916a8b4- 293474287&ct=t(memo_010923).
2 Contra Costa County. Contra Costa County: Annual Point in Time Count Report 2020. Available at:
https://cchealth.org/h3/coc/pdf/PIT-report-2020.pdf.
3 A count of unsheltered people was not conducted in 2021 due to the COVID-19 pandemic. As a result of significant inconsistencies discovered in the data, Contra Costa Health is currently unable to verify the accuracy of the 2022 PIT count. https://cchealth.org/h3/coc/reports.php#PIT. Therefore, this report refers to data published in the 2021 Annual Report, available at https://cchealth.org/h3/coc/pdf/Annual-Report- 2021.pdf, the 2020 PIT Count, and Contra Costa County Health, Housing, and Homelessness Data Summary for Homebase, 9/8/22.
4 Contra Costa County Continuum of Care (CoC). Contra Costa CoC 2021 Annual Report. Available at:
https://cchealth.org/h3/coc/pdf/Annual-Report-2021.pdf. 833
8 This crisis is not new. The City of Richmond declared a shelter crisis in 2018,5 finding that the health and safety of unhoused people is threatened by a lack of shelter and the City passed a resolution declaring homelessness a public health emergency.6 These two resolutions allow the City an expanded range of options when looking towards both long term and temporary solutions for homelessness.

In August 2021, the City of Richmond issued a Request for Proposals to facilitate the development of a City of Richmond Homelessness Strategic Plan and contracted with Homebase, a national technical assistance provider helping communities prevent and address homelessness. The Strategic Plan provides a community-wide roadmap to addressing unsheltered homelessness that supports County and regional efforts and leverages resources for a collective response to homelessness. It is designed to guide the City of Richmond, community-based organizations, and other community stakeholders as they make decisions about funding, programs, and priorities to address unsheltered homelessness in the city. It recognizes and seeks to complement existing efforts underway on a local, county, and regional basis to prevent and address homelessness.

Initiatives, Program s, and Services in the City of Richmond The following is a sampling of the many strong community efforts and achievements in the city to address unsheltered homelessness.

The Regional Impact Council , convened by All Home, developed the Regional Action Plan (RAP),7 a strategy to reduce unsheltered homelessness in the nine-county Bay Area by 75% in three years. The RAP created the 1-2-4 framework to promote strategic investment in interim housing (+1 unit), permanent housing (+2 units) and homelessness prevention (+4 units). All Home advances regional solutions that disrupt the cycles of poverty and homelessness, redress racial disparities, and create more economic mobility opportunities for people with extremely low incomes.

5 City of Richmond. Resolution No. 79-18. Available at:
https://www.ci.richmond.ca.us/ArchiveCenter/ViewFile/Item/9064. 6 City of Richmond. Resolution No. 48-18. Available at:
https://www.ci.richmond.ca.us/ArchiveCenter/ViewFile/Item/8880. 7 All Home. Regional Action Plan: A Call to Action from the Regional Impact Council, February 2021.

Available at: https://www.allhomeca.org/regionalactionplan/. 834
9 The draft City of Richmond Housing Element update,8 issued in October 2022 for public review and input, is the City’s proposed approach to meeting its fair share of regional housing needs from 2023-2031, including housing for special needs populations, such as the unhoused.

The Richmond City Council convened the Reimagining Public Safety Community Taskforce 9 in October 2020 to create a transition from the city’s community policing model to a redesigned public safety system that prioritizes community investments in services and housing.

The Richmond City Council established The Homeless Taskforce in 2017 to focus on the identification and implementation of annual policy priorities to impact homelessness in Richmond.10

Housing and Services Serving Unhoused Richmond Residents While homelessness continues to be a challenge in the city of Richmond and across the Bay Area, local and regional efforts have established an invaluable foundation for continued progress in addressing homelessness, including:

Supportive housing – Supportive housing — including affordable housing, case management, and supportive services — forms the core of the City’s strategy to make homelessness rare, brief, and non-recurring. Supportive housing programs embrace a Housing First philosophy with the understanding that housing alone is insufficient and a support system is absolutely necessary so each client receives the appropriate level of support to achieve their goals. These programs consider every household ready for and deserving of safe and stable housing.

Crisis Response and Unhoused Interventions - While affordable and supportive housing are central to ending homelessness, the reality remains that individuals at risk of homelessness and those currently experiencing homelessness need programs and

8 City of Richmond. Public Review Draft 6th Cycle Housing Element Update (2023-2031), October 2022. Available at:
https://www.ci.richmond.ca.us/DocumentCenter/View/63306/LWC_Richmond_HEU_PRD_102122?b idId=.
9 https://www.ci.richmond.ca.us/4011/Reimagining-Public-Safety. 10 https://www.ci.richmond.ca.us/faq.aspx?TID=60.
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10 services that address their immediate needs. These crisis response strategies are, for many, the first step to maintaining or regaining housing stability. They involve supporting people where they currently live in unstable and unsafe encampments, helping with their essential needs, and mitigating the vulnerabilities of unhoused individuals who live unsafely outdoors and are at high risk of dying on the streets lacking these responses. Emergency shelters, drop-in centers, and street outreach and encampment-centered programs provide support to unhoused residents as well as those at risk of losing their housing.

The section below describes permanent housing, supportive services, and crisis response initiatives available to people experiencing homelessness in Richmond that receive funding from the City of Richmond and are supported by Contra Costa County.

Programs Supported by the City of Richmond
Crisis Response and Unhoused Interventions

People experiencing unsheltered homelessness live in a wide range of settings, including a large vehicle encampment near Castro Street. The City received a $4.8 million grant of Encampment Resolution Funding (ERF) from the California Interagency Council on Homelessness (Cal ICH) for the Castro Encampment Resolution Project (CERP). The CERP is a two-year plan to improve living conditions at the Castro encampment, provide services to residents, create a path to safe and stable housing and restore the site to its original use by June 2024. The City contracted with Way2Love, Inc. to oversee the project implementation and the Castro Site Care Team, which includes a Site Manager, Rapid Rehousing Navigator, and dedicated County Coordinated Outreach Referral Engagement (CORE) team.11

11 https://www.ci.richmond.ca.us/4370/Vanessa-A-Calloway-dba-Way2Love-Inc. 836
11 On October 1,2022, the City closed the Rydin Road RV encampment with the goal of connecting residents with housing. The City Council allocated $250,000 ($200,00 for housing transitions and $50,000 in flex funds for other personal expenses) to assist Rydin Road residents with transitioning to stable housing. Several former Rydin Road residents moved from the encampment into housing options, but some ended up in another unsheltered situation. On October 26, 2022, City staff presented the following update to the Reimagining Public Safety Task Force on the status of 29 Rydin Road residents, representing 23 households12:

• 6 transitions completed and people placed in housing
• 14 transition plans approved by City
• 3 transition plans under development, residents placed in motel • 5 residents with no transition plan are living in interim housing, including shelters and motels
• 1 resident passed away

The city will provide rental assistance to residents for up to six months as they transition to their housing choice. The lessons learned from these efforts offer an opportunity to pivot in approach.

Housing First and Short-Term Emergency Housing programs –The City of Richmond contracted with the Richmond Community Foundation (RCF) to develop and implement a Housing First Program, which is designed to connect unhoused Richmond residents with stable housing and necessary services. The Housing First Program, which prioritizes former Rydin Road residents, includes needs assessments, housing transition planning, housing identification, rent and move-in assistance, service referrals, and care management. The total program funding amount is $425,000. The City of Richmond also contracted with RCF to development and implement a Short- Term Emergency Housing Program to provide rental subsidies or hotel and motel vouchers on an emergency and short-term basis to support individuals and families experiencing homelessness. This total program funding amount is $100,000.

Pilot Interim Sheltering Project – In 2021, the Richmond City Council voted to establish a two-year Safe Parking Pilot Program, which allows private property owners to host up to four vehicle households for a limited duration.13 Safe Parking programs

12 Information provided by City of Richmond Housing Division. 13 https://www.ci.richmond.ca.us/4027/Safe-Parking-Pilot-Program. 837
12 have gained traction nationwide as an emerging practice for providing emergency interim housing. However, due to neighborhood opposition, concern over liability, and lack of funding, this pilot has not yet resulted in the establishment of a safe parking pilot site in the City and the Ordinance is set to expire in June 2023. 838
13 Streets Team and Showers – The City contracts with Safe Organized Space Richmond (SOS), a program of Rebuilding Together East Bay-North, to spearhead a Streets Team and mobile shower and hygiene programs.14 SOS employs unsheltered individuals to provide encampment cleanup services, deliver mobile showers, and provide additional amenities such as trash pickup, portable toilets, and drinking water.

Richmond Rapid Response Fund (R3F) – The City launched R3F as a wraparound initiative to provide immediate relief to Richmond residents affected by the COVID-19 pandemic. Through American Response Protection Act (ARPA) funds, the City allocated $600,000 to provide rental and mortgage assistance, provide assistance to people experiencing homelessness to prepare them for stable housing, help residents facing eviction, and provide financial disbursements to residents impacted by COVID-

19.15 After disbursing funds to residents and service providers, R3F is launching a community design process and building its capacity to pilot a guaranteed income program.

Programs Serving Richmond Residents Supported by Contra Costa County The Contra Costa Continuum of Care (CoC) is designated by the U.S. Department of Housing and Urban Development (HUD) to receive federal funding and coordinate local resources for Contra Costa County. The Contra Costa County Continuum of Care (CoC) is administered by Contra Costa County Health Services’ Health, Housing and Homeless Services Division (H3),16 which supports the CoC in obtaining federal funding, identifying local priorities, and carrying out the duties of a CoC, as determined by HUD. The Strategic Plan was developed in alignment with the CoC’s system-level efforts. H3 has invested $3.5 million in Richmond-based programs, and Richmond residents are served in every program in the CoC.17

14 https://www.ci.richmond.ca.us/4214/Rebuilding-Together-East-Bay-North-RTEBN. 15 https://www.ci.richmond.ca.us/4335/West-Contra-Costa-Public-Education-Fund-. 16 https://cchealth.org/h3/coc/.
17 Data provided by H3.
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14 The City of Richmond contracts with H3 through the Castro Encampment Resolution Project (CERP) and a designated Coordinated Outreach Referral Engagement (CORE) team in Richmond to connect unsheltered people to the County’s Continuum of Care.

Services include intake, housing and shelter placement, health care referrals, and mental health referrals. The following programs support the housing needs of Richmond residents:

Supportive Housing
Destination Home
Permanent Connections

Transitional Housing/Rapid Rehousing
Hope Solutions TAY Rapid Rehousing
Mary McGovern Transitional Housing for TAY
Pomona Street Apartments
Trinity CARE Center

Crisis Response and Unhoused Interventions
Bay Area Rescue Mission
Brookside Shelter
Calli House Youth Shelter
Concord Shelter
Contra Costa Coordinated Entry System
Contra Costa Crisis Center - 211
Delta Landing
GRIP CARE Center
GRIP Family Shelter
Health Care for the Homeless
The Hume Center Rapid Resolution
Mountain View Family Shelter
Philip Dorn Respite Center
Richmond/San Pablo CORE Team

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15 Guiding Principles
The Steering Committee collectively developed the following Guiding Principles designed to shape the development of the Strategic Plan:

These guiding principles were used to guide the community engagement methodology, data analysis, and recommendations.

Honor humanity and respect
the rights of others
Individuals and communities who are
unhoused should be treated with dignity
and deserve the same access to
resources as housed individuals.

Access to resources is a right and not
something to be earned.

Approach the work
with an equity lens
Ending homelessness should take into
account the myriad of ways that
marginalization has occurred and
actively intervene to disrupt the
conditions that cause inequities,
including racism.

Promote a coordinated
community of care
Relevant parties should work together,
not in silos, to address homelessness.

Pursue accountability and
systems follow-through
There should be mechanisms put into
place to hold systems and all relevant
parties accountable to doing the work to
end homelessness with impact and time
sensitivity.

Center the perspectives of
those most impacted
People with lived experience, as the
experts in their own lives, should guide
both the understanding and solutions for
addressing homelessness.

Recognize that housing is a
human right
Interventions and supports should be
built on the assumption that everyone
deserves safe and stable housing
without conditions.

Seek to be efficient,
transformative, and results-
oriented
Efforts to end homelessness should
have real impact and not simply modify
the existing landscape of policies and
services.

Strive for empathetic
efficiency
Solutions to addressing homelessness
should be rooted in urgency, while
holding in mind that interventions and
supports should be built with
intentionality and rooted in the
experiences of unhoused communities.
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16 Community Engagemen t Methodology
The Richmond Homelessness Strategic Plan was developed with input from more than 30 people with lived experience of homelessness and more than 40 local organizations, as well as extensive data collection and background research.

Stakeholder Engagement
The Strategic Plan reflects considerable community engagement, including monthly Steering Committee meetings, interviews with residents experiencing homelessness, stakeholder focus groups and interviews, a community forum and workshop, a survey of youth impacted by homelessness, and a landscape analysis of available services and resource gaps. The community process was iterative – during each focus group, interview, survey, and engagement, participants identified additional community members for consultation and input. The process involved the following:

City Webpage – A designated City webpage
and email notification signup allowed members
of the public to access timely information online.

Strategic Plan Steering Committee – The
Steering Committee is a 19-member group of
racially diverse stakeholders representing a wide
range of sectors. The Committee included
people with lived experience of homelessness,
advocates, community activists, the faith
community, homeless service providers,
business leaders, local and county government,
and City Council members. To complement and
collaborate with existing homelessness
intervention strategies, the Steering Committee
also included participants from the Contra Costa
Council on Homelessness, the Richmond
Homeless Task Force, and the Regional Impact
Council.

✓ 30 Lived Experience
Interviews & Focus Groups
✓ 40 Local Organizations
✓ City Website Signup
✓ 19-Member Group
Steering Committee
✓ Interdepartmental City
Staff Working Group
✓ Stakeholder Interviews
✓ Community Outreach
✓ City Council Study Session
✓ Youth Online Surveys
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17 The Steering Committee convened monthly from May to November 2022, provided strategic direction and expertise in the development and implementation of the community engagement plan, and identified stakeholders during the community engagement process. The Steering Committee also played a key role in the development and prioritization of implementation strategies.

Lived Experience Interviews and Focus Groups – Homebase conducted individual interviews and focus groups with people currently living in two tent encampments, one vehicle encampment, and an emergency shelter.

Nineteen people currently or formerly living in encampments participated in interviews, with questions focused on contributors to homelessness, available services, and ideas for improvement. Seven people living in emergency shelter participated in two focus groups. In recognition of the disproportionate impact of homelessness on communities of color, interview and focus group participants were also asked about their experiences of discrimination in accessing housing and services. The residents in one encampment were primarily undocumented immigrants who spoke Spanish and interviews were conducted with the interpretation assistance of an unhoused resident. People experiencing homelessness received a gift card for their participation in interviews, focus groups, or for completing surveys.

Community Stakeholder Focus Groups – Homebase convened a series of focus groups for facilitated conversations around challenges and solutions to addressing homelessness in Richmond. Focus groups were organized by sector. • The Public Sector focus group included representatives from city and county government, educational representatives, and criminal legal system partners. • The Community focus group included community-based and faith-based organizations and neighborhood groups.
• The Business focus group included local business leaders and workforce and economic development representatives.
• The Providers focus group included organizations that provide housing, services, and healthcare.
• The Steering Committee focus group included the 19-member Steering Committee.

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18 Stakeholder Interviews – Homebase conducted individual interviews with representatives of homeless service providers, the CORE county outreach team, county leadership and City of Richmond Councilmembers. These interviews provided an opportunity to drill down into more detailed action steps and complement the data collected in other community engagement efforts.

Youth Survey – Homebase and the RYSE Center conducted an online survey that was completed by 48 youth ages 13 to 22 whose communities are impacted by homelessness, including 14 youth with lived experience of homelessness. The survey included questions seeking input on their experiences of homelessness and their ideas for preventing and more adequately addressing homelessness among youth and young adults.

Community Outreach – In September 2022, Homebase conducted a virtual community forum in English and Spanish to share information about the community plan and gather input from the public.

City Council Study Session – The City of Richmond City Council will conduct a Study Session in the winter of 2023 to review and provide further direction on the strategic plan. The Study Session will be open to the public.

Organizations, Groups & Community Members Consulted During the Development of the Strategic Plan
City of Richmond residents experiencing homelessness
Business, Economic , and Workforce Development
Chevron
City of Richmond – Employment and Training
Council of Business and Industry
Contra Costa County Employment and Human Services
NAACP
Richmond Main Street
Richmond Pacific Railroad
Rubicon Programs
Wareham Property Group

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19 Community, Faith -based , and Neighborhood Organizations All Home
Faith in Action East Bay
Family Justice Center
Richmond Community Foundation
Richmond Neighborhood Coordinating Council
Richmond Public Library
Richmond Rapid Response Fund
Richmond Rotary
West Contra Costa Public Education Fund

City, County, Education , and Criminal Legal System Re presentatives City of Richmond City Manager’s Office
City of Richmond Councilmembers
City of Richmond Housing Division
City of Richmond Planning Division
City of Richmond Police Department
Community Education Partnerships
Contra Costa County Department of Conservation Development Contra Costa County Health Services’ Health, Housing and Homeless Services Division (H3)
Coordinated Outreach Referral Engagement (CORE) team
Housing Authority of Contra Costa County
Office of Reentry and Justice
West Contra Costa School District

Housing, Health , and Service Providers
Bay Area Rescue Mission
Collaborising
Contra Costa County Behavioral Health
Contra Costa County Public Health
Greater Richmond Interfaith Program (GRIP)
Housing Consortium of the East Bay
Lifelong Medical Care
RYSE Center
Safe Organized Spaces Richmond (SOS)
Way2Love
West County Adult Mental Health
Data Collection and Background Research
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20 This report reflects an in-depth review of existing reports and data about the City of Richmond and Contra Costa County, including:
• City of Richmond State of the City (2020-2022)18
• City of Richmond Unhoused Interventions RFPs/RFQs and Contracts19 • City of Richmond’s Housing Element 6th Cycle Public Review Draft20 • Contra Costa CoC 2021 Annual Report, edited August 202221 • Contra Costa CoC Point in Time Count22
• Contra Costa County: 2020 Point in Time Count Report23 • Homeless Management Information System (HMIS) Data24
• Housing Policy and Belonging in Richmond, Haas Institute for a Fair and Inclusive Society Research Report25
• Implementation of the Reimagining Public Safety Task Force Recommendations26

18 City of Richmond. State of the City annual report presented by Mayor Tom Butts to the City Council.

Available at: https://www.ci.richmond.ca.us/3539/State-of-the-City. 19 https://www.ci.richmond.ca.us/4212/Unhoused-Interventions. 20 City of Richmond. 6th Cycle Housing Element Public Review Draft – October 21, 2022. Available at:
https://www.ci.richmond.ca.us/4372/Resources.
21 https://cchealth.org/h3/coc/pdf/Annual-Report-2021.pdf. 22 https://cchealth.org/h3/coc/reports.php#PIT.
23 https://cchealth.org/h3/coc/pdf/PIT-report-2020.pdf. 24 Contra Costa County. Contra Costa County Health, Housing, and Homelessness Data Summary for Homebase, 9/8/22.
25 Available at:
https://haasinstitute.berkeley.edu/sites/default/files/haasinstitute_housingandbelongingrichmond_psprint_j an11.pdf.
26 Implementation of the Reimagining Public Safety Task Force Recommendations - June 1, 2021. 846
21 • Regional Action Plan: A Call to Action from the Regional Impact Council27 • Richmond, California Health in All Policies Progress Report 202028 • Richmond, California The National Community Survey Report of Results 202129 • Richmond Department of Children and Youth 2020 Community Needs Assessment Report30
• Richmond Fund for Children and Youth Strategic Investment Plan Fiscal Years 2021-202431

27 All Home. Regional Action Plan: A Call to Action from the Regional Impact Council. February 2021.

Available at: https://www.allhomeca.org/regionalactionplan/. 28 Available at: https://www.ci.richmond.ca.us/DocumentCenter/View/59800/The-NCS-Report--- Richmond-CA-2021
29 National Research Center. The National Community Survey Report of Results. 2021. Available at:
https://www.ci.richmond.ca.us/DocumentCenter/View/59800/The-NCS-Report---Richmond-CA-2021. 30 https://www.ci.richmond.ca.us/DocumentCenter/View/56599/2020-Community-Needs-Assessment- Report.
31 https://www.ci.richmond.ca.us/DocumentCenter/View/56831/RFCY-2021-2024-Strategic-Investment- Plan.
847
22 Scope of Homelessness in Richmond

Although challenging to quantify, homelessness in Richmond increased in scope and visibility during the COVID-19 pandemic. According to the 2020 Point-in-Time Count, Richmond reported 280 persons experiencing unsheltered homelessness.32 Who is Experiencing Homelessness in Richmond?
Homelessness disproportionately impacts Black and Indigenous people, undocumented immigrants, people with disabilities, and people with criminal histories. In Richmond, although people who identify as Black/African American make up 18% of the general population, they make up 57% of the population experiencing homelessness. People who identify as American Indian/Alaska Native population make up 1% of the general population but 11% of the population experiencing homelessness in Richmond.

32 A count of unsheltered people was not conducted in 2021 due to the COVID-19 pandemic. As a result of significant inconsistencies discovered in the data, Contra Costa Health is currently unable to verify the accuracy of the 2022 PIT count. https://cchealth.org/h3/coc/reports.php#PIT. Therefore, this report refers to data published in the 2021 Annual Report, available at https://cchealth.org/h3/coc/pdf/Annual-Report- 2021.pdf, the 2020 PIT Count, and Contra Costa County Health, Housing, and Homelessness Data Summary for Homebase, 9/8/22.
“Richmond costs have quadrupled but my income hasn’t. So many people are living in cars, and you wouldn’t guess.”
-Resident, Brookside Shelter
848
23 Household Type
The vast majority (85%) of people experiencing homelessness in Richmond are adults- only households (Figure A).33 They are disproportionately Black/African American, and 67% of people experiencing homelessness have a disabling condition, compared to 12% of the general population in Richmond.34 Fifty-eight percent (58%) of people experiencing homelessness in Richmond are men, and 42% are women; less than ten individuals identified as transgender or gender non-conforming.35 Intersecting identities (for example, a Black woman with a disabling condition) layer on vulnerabilities for homelessness. As noted in Figure A, 85% of people experiencing homelessness in Richmond live in adult-only households, and 15% live in families with children.

Figure A: Household Type

33 Contra Costa County. Contra Costa County Health, Housing, and Homelessness Data Summary for Homebase. 9/8/22.
34 Contra Costa County. Homeless population data: Contra Costa County Health, Housing, and Homelessness Data Summary for Homebase. 9/8/22. General population data source: www.policymap.com.
35 Contra Costa County. Contra Costa County Health, Housing, and Homelessness Data Summary for Homebase. 9/8/22.
85%
15%
Household Type
Adults-Only Households Families with Children
849
24 Age Groups
Fifty six percent (56%) of people experiencing homelessness in Richmond were adults ages 25-54, compared to 44% in the general Richmond population.36 Children under age 18 are underrepresented in the homeless population, comprising 21.6% of the general population and 8% of the homeless population (Figure B).37

Figure B: People Experiencing Homelessness by Age

36 Homeless population data: Contra Costa County Health, Housing, and Homelessness Data Summary for Homebase, 9/8/22; General Richmond population data source:
https://www.ci.richmond.ca.us/DocumentCenter/View/8348/COR-Fact-Sheet?bidId=. 37 Contra Costa County. Contra Costa County Health, Housing, and Homelessness Data Summary for Homebase. 9/8/22. General population data source:
https://www.census.gov/quickfacts/richmondcitycalifornia.

Minors
(<18)
8% TAY
(18-24)
9%
Adults
(25-54)
56%
Older Adults
(55-61)
16%
Seniors
11%
People Experiencing Homelessness
By Age
850
25 Subpopulations
Veterans and people with disabilities are overrepresented among people experiencing homelessness. While 3.2% of Richmond residents are veterans, 5% of Richmond residents experiencing homelessness are veterans.38 As noted below, while 12% of Richmond residents overall identify as having a disability, 67% of people experiencing homelessness have a disabling condition, which includes physical and mental health disabilities, substance use disorders, and chronic health conditions.39 Specific disabling conditions among people experiencing homelessness in Richmond are described below (Figure C).40

Figure C: Disabling conditions among people experiencing homelessness.

38 Homeless population data: Contra Costa County Health, Housing, and Homelessness Data Summary for Homebase. 9/8/22; General population data source: www.census.gov 39 Contra Costa County. Homeless population data: Contra Costa County Health, Housing, and Homelessness Data Summary for Homebase. 9/8/22; General population data source: www.policymap.com.
40 Contra Costa County. Homeless population data: Contra Costa County Health, Housing, and Homelessness Data Summary for Homebase. 9/8/22.
31%
25%
23%
11%
10%
Mental Health
Chronic Health
Physical Disability
Development Disability
Substance Use Disorder
Disabling Conditions among People
Experiencing Homelessness
851
26 Criminal Legal System and Homelessness
The intersection between the criminal legal system and homelessness is a crisis at the local, statewide, and national level. According to the Prison Policy Initiative, formerly incarcerated people are nearly ten times as likely to experience homelessness as the general population.41 In Contra Costa County, more than two-thirds of people surveyed during the 2020 PIT count had been previously incarcerated in jail or prison and 25% were on probation or parole on the night of the count.42 The intersections of systemic racism and criminal justice involvement also compound and facilitate racial disparities that are present.

Youth Homelessness -Reflections of Youth
As stated above, nearly 20% of people experiencing homelessness in Richmond are under the age of 24, a group that is often overlooked when examining the issue. To uplift the voices of youth experiencing homelessness, Homebase collaborated with RYSE Center, a youth-serving organization based in Richmond whose mission is to:

Homebase and RYSE surveyed 48 youth ages 13-22 about their experiences of housing and homelessness. Of the youth surveyed, a combined majority either lost their housing (31%) or worried they’d lose their housing (21%). Thirteen of the fourteen youth who identified themselves in this way also identified as Black, Indigenous, and people of color (BIPOC) or non-white. This reflects the trend described above related to racial disparities in homelessness in Richmond and also reflects the trend of causes of homelessness; like the general population of those experiencing homelessness, more than half of the youth surveyed became homelessness for financial reasons.

41 Prison Policy Initiative. Nowhere to Go: Homelessness among formerly incarcerated people. Available at: https://www.prisonpolicy.org/reports/housing.html.
42 Contra Costa County. Annual Point in Time Count Report 2020. Available at:
https://cchealth.org/h3/coc/pdf/PIT-report-2020.pdf.
“Create safe spaces grounded in social justice that build youth power for young people to love, learn, educate, heal and transform lives and communities.”

852
27 The youth survey also included questions regarding where young people stayed while they were unhoused:
• Nearly two-thirds (65%) of the youth surveyed indicated that they stayed with someone in their support circle (friends, partner, or relative), and 50% indicated that they were currently staying in a vehicle (there may be intersections between the two groups).
• Sixty percent (60%) of youth surveyed had experienced homelessness for a duration of between 1 and 6 months, while 25% experienced homelessness for more time and 15% had experienced homelessness for less time.

Many of these youth were disconnected from supports. One third of youth became homeless on their own and half did not tell anyone about losing their housing. Common themes emerged regarding barriers to sharing this information or asking for help, including feeling “embarrassed” or “weird,” pointing to the larger need to reframe the issue so young people can access services and supports without fear of judgment.

Of those who received support for their situation, 65% relied on natural supports (including family and friends), while 40% felt supported by their school. The preexisting supports that youth have in their lives represent an opportunity for interventions to build upon and enhance these natural forms of community.

Youth with lived experiences of homelessness cited three major needs: food, shelter, and stable home environments.

Unconditional access to these resources was also reflected in other interviews with people experiencing homelessness.

“I would love for people to start acknowledging others. I often see unhoused individuals brazenly ignored by people walking by when they are reaching out and/or simply asking a question – and this breaks my heart. I think it is so very dehumanizing to not even acknowledge someone saying something directly to you, deeming them unworthy of a simple “no, thank you” or “I’m sorry I don’t have any cash.” I think the very least one can do is acknowledge their fellow person.” -Youth survey respondent, 19 years old

94% of the youth
surveyed believe
that housing is a
human right.

853
28 Structural Causes of H omelessness in Richmond
The root causes of homelessness in Richmond including systemic factors such as housing market conditions, income and a lack of living-wage jobs, and a history of inequitable housing and environmental policies rooted in racism. • Discriminatory Housing Policy – The City of Richmond has a history of structural housing discrimination and racism which impacts housing in Richmond today. The population of Richmond quadrupled from 24,000 to over 100,000 between 1940 and 1943 during World War II after people from the South were recruited by the Kaiser Shipyards to build ships for the war efforts. Black residents, pushed out of the South by experiences of racism, moved to Richmond in a wave with a population increase of 270 to 14,000. In seeking to address the huge need for housing, public housing authorities segregated Black residents to poorly constructed war housing designed to be temporary that was later torn down, displacing Black residents, largely to public housing projects previously vacated by white residents. They also moved to North Richmond, which lacked services and the capacity for affordable construction, and later, South Richmond.43
• Historic Exclusion from Homeownership – Access to private housing was also discriminatory, with Black residents prohibited from accessing loans to purchase newly built homes for several decades. Racially restrictive covenants were written into legal deeds, which barred the sale of homes to Black residents. Later on, “blockbusting” took place, in which realtors stoked the racial anxieties of white homeowners, who were encouraged to sell their homes at or below market price, which were in turn sold to Black people and other people of color that could finance their homes with subprime loans and higher interest rates. This predatory lending eventually led to foreclosures and displacement of longtime BIPOC residents during the foreclosure crisis in the 2000s.44

43Rothstein, Richard. A History of Exclusion. Oakland Magazine. Available at:
https://www.oaklandmagazine.com/a-history-of-exclusion. 44 City of Richmond. Housing Element, Appendix F: Affirmatively Furthering Fair Housing. Available at:
https://www.ci.richmond.ca.us/DocumentCenter/View/63304/LWC_Richmond_HEU_AppF_AFFH_PRD_1 02122?bidId=.
854
29 • Housing Affordability and Rental Market Conditions – Structural housing market conditions include the supply and cost of rental housing. As noted in Homelessness is a Housing Problem, “High rental costs and low vacancy rates create a challenging market for many residents in a city, and those challenges are compounded for people with low incomes and/or physical or mental health concerns.”45 With a low vacancy rate of 2.8%,46 Richmond also has some of the highest rental costs in the country: in 2020, the median gross rent in Richmond was $1,574.47 More than half (58%) of Richmond renters and two-thirds (67%) of Richmond homeowners are cost-burdened, meaning they spend more than a third of their monthly income on housing expenses.48 With so many cost- burdened renters and homeowners, the impact of discreet financial events can push someone into homelessness, including an unexpected hospital visit or car repair.
• Income – A number of people in interviews and focus groups mentioned a lack of living wage jobs in Richmond. With a lack of living wage jobs, income has not kept up with rising housing cost. Despite working multiple jobs, people may still be unable to afford housing. There are a variety of systemic barriers to obtaining and maintaining employment, including the experience of homelessness itself.

Maintaining employment may also be disrupted by a medical emergency, incarceration, mental health and substance use challenges, or domestic violence.

45 Colburn, Gregg and Aldern, Clayton Page. Homelessness is a Housing Problem. 2022. 46 Policy Map. Change in Rental Vacancy Rates 2015 to 2020, Available at:
https://www.policymap.com/report_widget?type=fur&area=predefined&sid=10192&pid=697005456 (based on Census data, accessed 9 December 2022).
47 Policy Map. Median Rent By Neighborhood. 2020. Available at:
https://www.policymap.com/report_widget?type=fur&area=predefined&sid=10192&pid=697005456 (based on Census data, accessed 9 December 2022).
48 City of Richmond. Community Needs Assessment Report. 2020. Available at:
https://www.ci.richmond.ca.us/DocumentCenter/View/56599/2020-Community-Needs-Assessment- Report.
855
30 • Environmental Concerns and Health Inequities – The history of racial residential segregation continues to play a significant role in the overall health profile for Richmond residents.49 Richmond residents identify the quality of the natural environment, cleanliness, and air quality as much lower than national benchmarks.50 In recognition of the importance of environmental equity to resolve disproportionate exposure to environmental toxins, including lead paint and mold, Richmond became the first city in California to adopt a Health in All Policies (HiAP) Strategy and Ordinance in 2014.51

49 City of Richmond. Community Health and Wellness Element. Available at:
https://www.ci.richmond.ca.us/DocumentCenter/View/6999/110-Health-and-Wellness-Element?bidId=. 50 City of Richmond. The National Community Survey Report of Results. 2021. Available at:
https://www.ci.richmond.ca.us/DocumentCenter/View/59800/The-NCS-Report---Richmond-CA-2021. 51 City of Richmond. Ordinance No. 27-15 N.S. Available at:
https://www.ci.richmond.ca.us/ArchiveCenter/ViewFile/Item/6999.

856
31 Advancing Equity
The Significance of Equity
Equity is fundamental to a fair and just society. Addressing equity in homelessness requires pinpointing where there are disproportionate needs and focusing efforts on removing barriers and strengthening access to housing and services accordingly. The end goal is for full and equal access to opportunities, power and resources so that all people flourish. The process of advancing toward equity demands commitment, investment, and care.

Those most negatively affected by inequities must define what the journey to well-being looks like, as well as defining well-being itself. Key to these efforts is centering the voices of those most impacted, not only to informing our understanding but also to directly shape systemic solutions.

Meaningfully advancing equity requires dismantling deeply entrenched systems of privilege and oppression that have led to inequitable decision-making processes and uneven distribution of benefits and burdens. Similarly, it is necessary to focus attention and resources on those people and places where needs are greatest to ensure that decisions, policies and practices produce gains for all.

While there are a broad range of equity-minded activities in Richmond and the region, there remains a need for increased coordination and cross-sector solutions that match the scale of inequities present. Stakeholders in the City of Richmond from different sectors and common interests must be collectively committed to addressing homelessness with an equity lens. This Strategic Plan has a strong emphasis on both the input from residents with lived experiences of homelessness, as well as on racial equity, to identify disproportionate needs in the community. Considerations to advance equity are also provided in the Goals and Action Steps section.

857
32 Racial Inequalities Reflected in Homelessness Populations

Racial Disparities in Richmon d
Race is a strong correlate of poverty in communities and poverty is a predictor of homelessness, which produces racial disparities in homelessness. As noted above, the racial and ethnic representation of the homeless population in Richmond does not align with the general population of Richmond.52 For example, although people who identify as Black/African American make up 18% of the general population, they make up 57% of the population experiencing homelessness. People who identify as American Indian/Alaska Native population make up 1% of the general population but 11% of the population experiencing homelessness in Richmond (Figure D).

Figure D: Race and Ethnicity

Racial Disparities in Contra Costa County

52 Contra Costa County. Homeless population data: Contra Costa County Health, Housing, and Homelessness Data Summary for Homebase. 9/8/22; General population data source: www.policymap.com.
57%
24%
11%
3% 1% 2%
17%
2%
18%
36%
1%
30%
0%
15%
44%
0%
10%
20%
30%
40%
50%
60%
Race and Ethnicity
Homeless Population General Population
858
33 The racial inequities present in Richmond are reflected across Contra Costa county:

Black people are 9% of the population in Contra Costa county, yet they represent 42% of people experiencing homelessness in the county.53 The American Indian, Native Alaskan and Indigenous population makes up 1% of the general population but 8% of the homeless population in Contra Costa county.54

Underpinning these disparities are historical inequities in housing policies and practices, segregation, discriminatory laws and enforcement, and restricted economic opportunities. Communities of color, low-income households, people with disabilities, LGBTQIA+ individuals, and survivors of violence and trauma all experience homelessness at higher rates and face greater systemic barriers to housing stability.

Those with multiple at-risk identities likely face compounding risk for homelessness and other harms.

53 Contra Costa Continuum of Care. 2021 Annual Report. Available at:
https://cchealth.org/h3/coc/pdf/Annual-Report-2021.pdf. 54 Contra Costa Continuum of Care. 2021 Annual Report. Available at:
https://cchealth.org/h3/coc/pdf/Annual-Report-2021.pdf.

859
34 Overarching Considerations for Effectively Addressing Homelessness
Reflections of People with Lived E xperience of Homelessness As a critical part of community engagement to develop this plan, Homebase interviewed people with current lived experience of homelessness in Richmond. Three primary needs from the current system of care emerged from those conversations:

Guidance from the Steering Committee
The following considerations were generated using the guiding principles developed by the Strategic Plan Steering Committee and best practices in addressing homelessness:

1. Equity should be prioritized as a foundational element of addressing homelessness. Interventions to reduce disparities and move towards equity should be shaped by both individual and systemic considerations.

2. Recognizing the humanity of individuals was a common thread. Solutions must honor the health and dignity of all members of the community, including those who are unhoused, in a meaningful way.

3. The issue of homelessness should be conceptualized not just from the perspective of individualism, but from a community perspective. Those experiencing homelessness are already part of communities that can be strengthened by having access to resources.

To be treated with
dignity and respect

To be safe and
healthy

To have means and
opportunities toward
stability and security
1 2
3 860
35 4. Solutions for addressing homelessness should be sustainable. Ongoing funding, program longevity, and system-wide commitment to approaching the issue from an action-oriented perspective are needed.

5. An important driver of interventions must be creating space for impacted individuals and communities to define what it means to be treated with respect and what safe, health, and security look like.

861
36 Goals and Action Steps
The stakeholder engagement process outlined above, in combination with data analysis and the guidance of the Steering Committee, instructed the development of the following goals, recommendations, and short- and long-term action steps. The purpose of this section is to provide guidance to community stakeholders on how to effectively collaborate to address the issue of homelessness in Richmond.

While each goal is important, goals have been ordered to prioritize the immediate needs of unsheltered individuals and communities (Goal 1) with the overarching aim to create and sustain viable housing options (Goal 2). Goals 3 and 4 delve into more detailed recommendations regarding homelessness prevention, crisis response, and enhancing economic pathways. Finally, Goal 5 speaks to systems-level strategies to increase effectiveness and transparency.

1. Improve quality of life for unsheltered individuals and communities.

2. Create temporary supportive housing (such as transitional villages and safe parking sites) and expand and sustain permanent supportive and affordable long- term housing.

3. Expand prevention and crisis programming.

4. Improve economic pathways for unhoused and recently housed individuals.

5. Build capacity, collaboration and accountability within agencies working to address homelessness and the system of care as a whole.

Each goal includes descriptions of short-term and long-term action steps. Short-term action steps should be completed within 12 to 36 months while long-term action steps should be completed in 3 to 5 years. There is also a chart under each goal that briefly describes each short-term action step, its purpose, general guidance around funding sources, and community examples to inform the development of Richmond- specific initiatives. Homebase looked across similarly sized communities for investment recommendations.
862
37 The following is a non-exhaustive list of various funding sources that could help enable and sustain the action steps provided in this plan.

Public funding:
• Local funding, including the City General Fund.
• Contra Costa County funding, including Measure X, Employment and Human Services, Department of Conservation and Development, Office of Reentry and Justice, and Contra Costa Public Defenders.
• California state funding, including the Homeless Housing, Assistance and Prevention (HHAP Grant Program), the Encampment Resolution Funding (ERF) Program, Mental Health Services Act, and Homekey.
• Federal funding, including the Continuum of Care (CoC) program, Youth Homeless Demonstration Program (YHDP) program, Emergency Solutions Grant program, and Grants for the Benefit of Homeless Individuals (GBHI) program.

Private funding:
• Banks
• Corporations and businesses
• Foundations
• Individual donors
In kind/non-monetary supports:
• Clothing
• Collaboration and partnerships
• Food
• Medical supplies
• Office and meeting space
• Office supplies
• Volunteer time

863
38 Goal 1: Improve quality of life for unsheltered individuals and communities

Since 2020, the number of people experiencing unsheltered homelessness has increased exponentially, resulting in increased visibility of vehicle and tent encampments. It is critical that individuals and families experiencing unsheltered homelessness (i.e., living in on the street, in cars, and in places not meant for human habitation) have access to services and resources. Ending homelessness for individuals and families who have long been homeless often requires frequent and repeated engagement over time to build trust and connection.

Please see the next page for the short-term action steps.

“We need clean space, sanitation and
sewage services.”
-Resident, Castro vehicle encampment
“If people have homes in a community
setting, they are not homeless. They are
living in a neighborhood.”
-Former resident, Rydin Road encampment
864
39 Short-Term Action Steps
Action Steps Purpose Funding
Sources
Community
Examples

1.1 Ensure that essential living
amenities such as water,
sanitation, hygiene, and electricity
are provided at least weekly to all
encampments.

Improve the quality of life for
unsheltered individuals and
communities while longer
term housing plans and
resources are accessed and
developed.

Local The Department of Homelessness
and Supportive Housing provides a
robust set of utilities at its Bayview
Vehicle Triage Center, including
microwaves, a charging station and
laundry, in addition to common
supports like showers and toilets,
with a goal of getting electric utility
services.

1.2 Provide at least 1,000
transportation vouchers or other
navigational and transportation
services that bridges unhoused
individuals to gain greater access
to employment, school,
community resources, case
management, and other essential
safety net or personal
development services.

Connect individuals to
needed community
resources that are currently
a distance from
encampments; improve
physical and mental health
(including substance use
needs); connect with
employment resources and
jobs; provide flexible
transportation support
across all times of the day.

Local,
County
At various locations across the
United States, the United Way
operates Ride United, with the goal
of reducing transportation barriers
that can contribute to poverty and
systemic racism. As a public-private
partnership, rides and other basic
needs are provided from a rights-
based perspective.
865
40 Action Steps Purpose Funding
Sources
Community
Examples

1.3 Provide veterinary care and
other pet supplies like leashes
and dog food.

Support folks in caring for
their pets and center their
humanity; improve
sanitation and health of
animals.

State The State of California’s
Department of Housing and
Community Development is funding
efforts to support the integration of
pets into emergency housing to
reduce these barriers to access.

1.4 Expand case management
and other care-related
individualized services directly in
encampments to build
connections for unsheltered
individuals to have access to an
expanded array of opportunities
and resources for personal
development, wellness and
health, financial means to secure
and sustain housing, and ongoing
supports for long-term
stabilization.

Increase access to case
management services other
supports and resources.

Local, State The Contra Costa County
Coordinated Outreach Referral,
Engagement (CORE) program
engages individuals living outside to
help them stabilize and secure
permanent housing. Consider
building upon these efforts to
increase access to ongoing case
management.

866
41 Long-Term Action Steps

1. Collaborate with Contra Costa County to create a robust street medicine program to address individuals’ medical needs, which can become deadly without access to resources. Street medicine refers to providing direct medical care on the streets to unhoused and other hard to reach populations.

2. Improve access to workforce and other income-generating opportunities to afford market rate housing.

3. Create a community education initiative that builds trust and relationships between unhoused residents and other community members by bringing neighbors together and debunking myths about homelessness.

Equity Actions

1. Community education campaigns should center and partner with people with lived experience of homelessness in the development of educational materials, strategy development and implementation, and relationship building. Partnership may include the development of a peer mentorship and training program for people experiencing homelessness.

2. Community-based case management providers should be equipped to provide meaningful, culturally affirming, and quality services. Staff should be linguistically competent and representative of the communities supported, including people with lived experiences and BIPOC staff to meet the cultural needs of unsheltered communities, a group that is overwhelmingly BIPOC. Ongoing capacity building for service providers builds skills and expertise and provides support to allow providers to sustainably engage in the work, especially given vicarious trauma and personal connections to the issue of homelessness.

Other Considerations
The City’s planned closures of the Castro and Rydin Road encampments have resulted in numerous challenges for residents and service providers. Interviews with current and former residents revealed a strong sense of community among encampments, and the need for basic services, such as personal hygiene facilities, garbage disposal and sanitation services. Some impacted residents have expressed a lack of alternative housing options available and the severing of community ties due to being relocated to other areas and cities. This underscores the need to center the individuals most affected and utilize a holistic, community-oriented perspective in designing solutions.

867
42 Given the impact of these challenges on the realities of the lives of those in the unsheltered community, it is crucial to build trust between these individuals and the City of Richmond in the name of supporting the long-term vision of ending unsheltered homelessness.

Goal 2: Create temporary supportive housing (such as transitional villages and safe parking sites) and expand and sustain permanent supportive and affordable long -term housing

The cornerstone of addressing unsheltered homelessness is housing. Permanent supportive housing (PSH) is a proven solution to homelessness for the most vulnerable – pairing housing with case management and supportive services. On the other end of the spectrum, affordable housing targeted toward extremely low income (ELI) individuals, whose incomes do not exceed the greater of either 30% of the Area Median Income (AMI) or the federal poverty line, is more appropriate for high burdened households who do not need substantial services. A spectrum of housing options is needed to meet the varied needs of Richmond residents who are currently experiencing homelessness.

Please see the next page for the short-term action steps.

“The lack of affordable housing is a huge issue in Richmond. There are so many unused buildings that should be used to create more housing.” -Participant, Community Focus Group
868
43 Short-Term Action Steps
Action Steps Purpose Funding
Source Community Examples

2.1 Identify funding and
development partners for
converting hotels and motels to
serve as PSH units.

Build upon lessons learned
from Project Roomkey and
Homekey which quickly
offered housing for
unsheltered individuals.

State One of the strategies embedded within
the State of California’s approach to
addressing homelessness through
Homekey includes converting hotels
and motels into interim and permanent
housing. A long-term funding strategy
must be developed for operation costs.

2.2 Fund at least one
sustainable landlord incentive
program of at least $75,000 to
develop and maintain a pool of
landlords who will rent to
households holding PSH
vouchers or other locally funded
rental subsidies.55
Counter market influences
and increase utilization
rates of vouchers and
rental subsidies.

Local Various cities have established
landlord incentive programs, including
Housing Commission of the City of San
Diego and the Housing Authority of Los
Angeles. In the City of Los Angeles,
participating landlords are eligible for
incentive payouts such as: a one-time
signing bonus for each unit leased or
three months’ rent (whichever is less),
a one-time reimbursement for new
contract inspection repairs, reliable
subsidized monthly payments, and free

55 Investment recommendations based on successful efforts in similarly-sized communities. 869
44 Action Steps Purpose Funding
Source Community Examples
property listing. Sustainability and/or
replenishment of funding is a key
element of ensuring the continuity of
such programming.

2.3 Identify vacant or
underutilized properties to
create permanent supportive
housing or develop other
affordable housing for ELI
households.

Provide a range of long-
term options for individuals
experiencing
homelessness.

Local,
County,
State
Recent strategies for addressing
homelessness include the State of
California’s efforts to utilize state-
owned properties to address
homelessness.

2.4 Explore establishing a land
trust that enables development
of units that can be used for
permanent supportive housing
and other units for ELI
households.

Protect potential sites for
development.

Local, State Land trusts are increasingly being used
by Cities as a means to protect land
from private development in favor of
developing public land for affordable
housing. The City of Oakland has
recently used taxpayer-approved local
spending to develop affordable units
with a racial equity lens through a
community land trust.

870
45 Long-Term Action Steps

1. Build relationships and feedback loops with affordable housing developers to understand how best to streamline the development process, including identifying alignment for a master siting plan.

2. Leverage amendments to the City Zoning Code outlined in the Housing Element to increase development of transitional and supportive housing.56 Provide funding and incentives, including tax breaks and reduced permitting costs, to facilitate the development of permanent supportive housing units and units for ELI households. Note that amendments to development ordinances could be achieved in a shorter timeframe to allow for longer-term development strategies.

Equity Actions

1. Implement a full array of housing types, such as multifamily developments and accessory dwelling units (ADU), instead of an overemphasis on single family housing, which has an exclusionary history linked to racial segregation. The California Health and Safety Code57 requires that cities and counties develop a plan that incentivizes and promotes the creation of ADUs that can be offered at affordable rent for very low to moderate-income households.

2. Consider various neighborhoods for developing housing so as not to concentrate housing in low-income areas with the goal of expanding access to resources and economic security.

3. Explore policies that prioritize current or previously displaced Richmond residents for new affordable housing.

56 City of Richmond. Public Review Draft 6th Cycle Housing Element Update (2023-2031), October 2022.

Available at:
https://www.ci.richmond.ca.us/DocumentCenter/View/63306/LWC_Richmond_HEU_PRD_102122?bidId=. 57 California Health (Section 65583(c)(7)), available at:
https://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?lawCode=GOV&sectionNum=65583. 871
46 Goal 3: Expand homelessness prevention and crisis programming

Efforts to address homelessness should be multifaceted and include interventions that both prevent homelessness and provide crisis supports when individuals become homeless. Interim housing and other immediate crisis interventions such as flexible financial assistance are critical elements of an effective homelessness response system. The goal of crisis programming is to make feasible the transition of vulnerable unhoused individuals out of homelessness and provide a stable experience that facilitates placement into permanent housing. The bridge into permanent housing must support the stated needs of people with current lived experience of homelessness in Richmond. These interventions should target not just individual needs but also consider needs from a community perspective.

Please see the next page for the short-term action steps.

“One single traumatic event can result in homelessness. Many Richmond residents are one sneeze away from becoming unhoused.”
-Participant, Public Sector Focus Group
872
47 Short-Term Action Steps
Action Steps Purpose Funding
Source Community Examples

3.1 Establish a flexible fund for
financial assistance for diversion
and housing focused-problem
solving, including time limited or
one-off expenses of at least
$100,000.58 Consider a youth-
specific set aside to support
youth staying with family and
friends (e.g., funds for grocery
cards to alleviate financial
strain).

Buffer emergency financial
considerations that may
impact someone’s ability to
maintain housing.

Local, County,
Private
The Community Health
Partnership, based in Colorado,
has an expansive “Flex Fund” that
provides a continuum of support to
those experiencing homelessness
and housing instability. The fund is
supported by Kaiser Permanente
and administered by nonprofits
and city agencies.

3.2 Expand upon locally driven
crisis tools like eviction
moratoriums.

Support individuals in
maintaining housing from a
systemic policy lens.

Local The City of Richmond has already
utilized eviction moratoriums
during the pandemic; revisiting
these strategies is recommended.

3.3 Expand interim housing
options for transition-age youth,
older adults, and other
Increase crisis housing
options to meet immediate,
short-term housing and
County, State,
Federal
The HUD 100-Day Challenge to
Prevent and End Youth and Young
Adult Homelessness highlights

58 Investment recommendations based on successful efforts in similarly sized communities. 873
48 Action Steps Purpose Funding
Source Community Examples
vulnerable populations. These
interim housing options may
expand on the expected design
of how bridge housing can be
most effectively provided for
targeted populations, including
young people.
service needs of vulnerable
populations.
emerging and best practices in
serving transition-age youth.

3.4 Secure commitment from a
faith-based community partner
to pilot the first Safe Parking
Site in the Richmond Safe
Parking Program.

Provide resources to
unsheltered residents to
meet immediate safety and
basic needs.

City The City of Mountain View
implements a safe parking
program in private and public lots
throughout the City with priority for
families with students in Mountain
View school districts, those who
work/live in Mountain View,
seniors, and people with
disabilities. The Scattered Sites
Subgroup of the Richmond
Homeless Taskforce continues to
conduct targeted outreach to
congregations and other faith
organizations.

3.5 Identify property for the
development of an interim
housing project, which aims to
immediately transition
Leverage existing City
resources that can serve as
a launching pad to
City The City of Los Angeles conducted
an audit of City-owned land,
including parking lots and property,
with the intention of utilizing it for
874
49 Action Steps Purpose Funding
Source Community Examples
vulnerable clients out of
homelessness and facilitate
placement into permanent
housing. The property may be
vacant or City-owned land. Land
slated for permanent
development may be used as
interim housing during the
entitlement process.
permanent, supportive, and
affordable housing.
interim housing or support
facilities. In 2019, the City of
Richmond approved a Tiny Homes
on Wheels Pilot Project to evaluate
the feasibility of using tiny homes
to provide interim housing to
people experiencing
homelessness.
875
50 Long-Term Action Steps

1. Develop and identify funds for a subsidy program that provides ongoing rental assistance for extremely low income and high rent burdened households. This program can be modeled after the Statewide Emergency Rental Assistance Program (ERAP), which provides short-term rental assistance to low-income households who were unable to pay rent due to COVID-19.

2. Identify the preferred physical design (ex. tiny home, pallet shelter, etc.), number of units, and on-site services to project needed operations costs to fund an interim housing project. Work with Contra Costa County to identify features of existing sites that have high rates of successful permanent housing placement.

Equity Actions

1. Establish low-barrier crisis response services that can accommodate different types of family configurations to increase racial equity in the homeless system of care. Other equity-building strategies should also be explored so that the people obtaining crisis programming support are representative of the unhoused population.

Goal 4: Improve econo mic pathways for unhoused and recently housed individuals

People experiencing homelessness, service providers,
neighborhood groups, and business owners all cited the
need for pathways to employment and economic stability
for unhoused and recently housed Richmond residents.

Workforce development programs play an important role
in supporting individuals and communities in moving
towards economic stability.
“People experiencing homelessness are seen as a
burden, but they are actually a potential workforce. If we didn’t have to waste our energy on meeting our
basic needs, we would have the energy and resources
to revitalize the economy of Richmond.”
-Former resident, Rydin Road vehicle encampment
Guaranteed basic income
was identified throughout
the community engagement
process as a strategy to
combat inequities that spans
the first four goals of the
Strategic Plan. Richmond as
a whole, including those
experiencing homelessness,
benefits when all individuals
have the right to economic
security they need to thrive.
876
51 Economic supports should provide both person-centered, individual support and be systemic in nature, taking into account the structural factors that impact individuals’ abilities to access and maintain employment. To disrupt cycles of generational poverty for youth, supports must also be tailored to youth who are unhoused or at risk of homelessness.

Please see the next page for the short-term action steps.

877
52 Short-Term Action Steps
Action Steps Purpose Funding
Sources Community Examples

4.1 Expand workforce
development services and
employment-focused case
management that prioritizes
employment of unhoused
individuals and increase people
accessing these services by
50% annually.59
Increase the current capacity
of agencies in Richmond
supporting individuals
throughout the interview
process, including preparing
them for interviews, as well as
supports needed for
sustaining employment like
transportation and clothing.

County, State,
Federal
A local example is
RichmondWORKS, which
connects workforce opportunities
by providing occupational training
and job search/placement
assistance to the job seeker and
staffing and hiring assistance to
local businesses.

4.2 Leverage or help fund the
Richmond guaranteed income
pilot program launched by the
Richmond Rapid Response
Fund (R3F).

To provide unconditional,
consistent cash payments to
ensure all residents have the
income they need to meet
their basic needs.

Local, County,
Private
The City of Stockton embarked
upon a guaranteed income
pilot that saw positive outcomes.

The Richmond Rapid Response
Fund has launched a community
design process for a guaranteed
basic income program.

4.3 Create at least three new
partnerships with local
businesses to build
Collaborate with the business
community to provide local
job opportunities.

Local, County,
Private
The Heartland Alliance published
an Employer Engagement Toolkit
that guides workforce development

59 Investment recommendations based on successful efforts in similarly-sized communities. 878
53 Action Steps Purpose Funding
Sources Community Examples
employment pathways for
people experiencing
homelessness.
stakeholders in building out
relationships with businesses and
provides program design support
and strategy.

4.4 Pilot at least one new
pathway to employment
program for individuals who
have been incarcerated,
including record expungement
and employment opportunities
developed specifically for
reentry.

Reduce barriers to
employment and develop
opportunities specific to the
needs of those leaving
institutional settings.

Local, County,
State, Federal
Homeboy Industries, a prominent
nonprofit organization in Los
Angeles, has pioneered a social
enterprise model that supports
reentry programming and
sustainable employment for
previously incarcerated individuals.

4.5 Expand youth-friendly
employment programs for
youth experiencing and at risk
of homelessness.

Increase the capacity of
established local programs,
such as YouthWORKS, to
provide subsidized internship
and employment
opportunities to Richmond
youth.

Local, County,
State, Federal,
Private
YouthWORKS offers a Work
Experience Program and Youth
Employment Program for
Richmond youth, and provides
services including internships,
apprenticeship training, work
readiness and life skills
workshops, and support services.

879
54 Long-Term Action Steps

1. Increase digital literacy resources for job seekers experiencing homelessness.

Consider partnering with Literacy for Every Adult (LEAP) to focus on the unhoused.

2. Connect and expand access to language courses for English language learners experiencing homelessness.

3. Expand transportation resources for employment-related needs.

Equity Actions

1. Examine other racial disparities intersecting with homelessness such as system- involvement (juvenile and criminal legal system and foster care involvement), lack of living wage jobs and job availability, housing and employment bias against those who are unhoused or are recently unhoused, and a lack of accessible and supportive services. An emphasis on increasing reentry programming and addressing chronic homelessness with entry-level work and empowerment-based programming should be included in these efforts.

2. Direct economic investments and resources to communities and neighborhoods that have experienced the most significant racial inequities.

880
55 Goal 5: Build capacity, collaboration , and accountability within agencies working to address homelessness and the system of care as a whole

The City of Richmond has a broad network of
community-based service providers, as well as
local and regional government agencies
committed to preventing and addressing
homelessness in the city. There remains a
community desire for transparency and
accountability regarding what services are
offered, how organizations work together,
and how funding to address homelessness
is utilized.

Please see the next page for the short-term action steps.

“Transparency and communication with the community needs to be improved. We need to know what’s working and what’s not working so that we can come together for a strategic approach.”
-Participant, Business Focus Group
“I’d like to see a low-barrier
innovation fund. Service
providers can use the funding to
innovate, build best practices
and scale up.”
-Participant, Providers Focus
Group
881
56 Short-Term Action Steps
Action Steps Purpose Funding
Source Community Examples

5.1 Create ongoing leadership
opportunities with
compensation for people with
lived experience of
homelessness to share their
stories, provide feedback to
the system of care, and
participate in designing
solutions to address
homelessness. To leverage
existing efforts, leadership
opportunities should be
incorporated into existing City
Commissions or Advisory
Boards to empower individuals
with lived experience with the
authority to make policy
recommendations to the City
Council.

To sustainably amplify the
voice of people with lived
experience of homelessness
to determine service gaps,
needs, and solutions to
homelessness.

Local, State,
Federal
The Lived Experience Advisory
Board (LEAB) in Santa Clara
County is a leadership
development body consisting of
members with current or past
experience of homelessness.
882
57 Action Steps Purpose Funding
Source Community Examples

5.2 Strengthen collaboration
between the city, county and
community-based
organizations to improve data
collection, implement this
strategic plan, provide
services in the city, and apply
for funding opportunities. The
dedicated City staff person
(see 5.3) would determine
frequency and format of
interagency collaboration,
which could include systems
level partner meetings, a local
data workgroup, or direct
service coordination.

Leverage existing resources,
expertise, and capacity to
build systemwide capacity
and develop mutually
beneficial partnerships.

Local, State Details will be developed by local
stakeholders.

5.3 Create and fund a
dedicated city staff position to
specifically address
homelessness.

Centralize efforts to address
homelessness to ensure
quality, accountability, and
sustainability in effort and
approach.

Local, State A variety of cities, including the
comparably sized city of
Riverside, have a dedicated staff
person to address homelessness.

883
58 Long-Term Action Steps

1. Build organizational capacity of city agencies, community-based organizations, and the County CORE team in the form of increased funding, staffing, expertise, planning, and volunteer base.

2. Create a $1 million innovation fund to encourage new strategies to address homelessness with the goal of providing low-barrier access for organizations to try new strategies, particularly organizations with direct ties to the community who may not have had the capacity to apply for other funding opportunities.

Equity Actions

1. Create a culture that values racial equity and cultural competence among City staff who engage with residents experiencing homelessness and/or support programs that serve this population, which includes ongoing training and support.

2. Systematically provide resources and support to BIPOC-led community organizations serving people experiencing homelessness to better integrate them into the system of care and create opportunities for them to train other community organizations and members around equity and cultural competence.

3. Create pro-equity contracting processes that are visible and accessible to contractors of varied size and capacity.

4. Develop effective and accountable leadership for advancing equity within the homeless system of care.

5. Create citywide goals to advance equity related to addressing homelessness and establish a system to track outcomes and celebrate achievements.

6. Increase capacity of organizations and their staff to ensure inclusive engagement of people with lived experience in decision-making, including providing funding, training on best practices, and interpretation resources.

884
59 Immediate Priorit y Action Steps
The Homelessness Strategic Plan can be used to establish citywide goals to address homelessness and establish a system to track outcomes and celebrate achievements.

The Plan identifies six immediate priority action steps:

Priority Action Step 1 – Create and fund a dedicated city staff position to specifically address homelessness. (Action Step 5.3).

Priority Action Step 2 – Identify funding and development partners for converting hotels and motels to service as Permanent Supportive Housing (PSH) units. (Action Step 2.1)

Priority Action Step 3 – Leverage and expand the Richmond guaranteed income pilot program launched by the Richmond Rapid Response Fund (R3F). (Action Step 4.2).

Priority Action Step 4 – Ensure that essential living amenities such as water, sanitation, hygiene, and electricity are provided at least weekly to all encampments. (Action Step 1.1).

Priority Action Step 5 – Secure commitment from a faith-based community partner to pilot the first Safe Parking Site in the Richmond Safe Parking Program. (Action Step

3.4).

Priority Action Step 6 - Strengthen collaboration between the City, County and community-based organizations to improve data collection, implement this Strategic Plan, provide services in the city, and apply for funding opportunities. The dedicated City staff person would determine frequency and format of interagency collaboration, which could include systems level partner meetings, a local data workgroup, or direct service coordination. (Action Step 5.2).

885
60 Conclusion
Homelessness in the city of Richmond is a pressing issue for the entire community. A range of stakeholders, including the City, service providers, businesses, sheltered and unsheltered residents must remain invested in collaboratively addressing the issue in an urgent, effective, and accountable way.

Given the existence of racial disparities and economic structures that have negative impact on the wellbeing of individuals and communities, the causes and solutions to homelessness must be informed by an understanding of the systemic conditions that underlie homelessness. Solutions must include systemic policy changes and localized interventions that support both individuals and communities.

This Strategic Plan contains recommendations for both specific short-term action steps and long-term action steps to meet the following goals:

1. Improve quality of life for unsheltered individuals and communities;

2. Create temporary supportive housing and expand/sustain permanent supportive and affordable long-term housing;

3. Expand prevention and crisis programming;

4. Improve economic pathways for unhoused and recently housed individuals; and

5. Build capacity, collaboration and accountability within agencies working to address homelessness and the system of care as a whole.

These goals and the related action steps were developed by robust community input and analysis and serve as a starting point to guide communitywide efforts to address homelessness.

As the City and community of Richmond continue to move forward with addressing homelessness, recognizing and acting upon an understanding of the humanity of all residents is a foundational element to provide meaningful change. In building upon current efforts and drawing lessons from what can be done differently, the City of Richmond can collaboratively affect changes to positively impact and build upon the strengths of the whole community.

886
61 Appendix A: Glossary of Terms

Term Definition
Community
Land Trust
A nonprofit corporation that holds land on behalf of a community to steward for affordable housing and other community-centered assets.

Continuum of
Care (CoC)
A regional or local planning body that coordinates housing and services funding for homeless families and individuals.

Continuum of
Care Program
Funding
Competitive funding opportunity from the U.S. Department of Housing and Urban Development (HUD) primarily used for
community-wide efforts to end homelessness, including strategies such as permanent supportive housing, rapid re-housing, and infrastructure supports.

Chronically
Homeless
Federal designation for when a person has been homeless for at least a year, either 12 months consecutively or over the course of at least 4 separate occasions in the past 3 years. To be chronically homeless, the individual or head of household must also have a disability.

Coordinated
Entry
A centralized approach to connect the region’s most vulnerable homeless residents to housing through a single community-wide assessment tool and program matching system.

CORE Contra Costa County’s Coordinated Outreach Referral, Engagement program.

Cost Burden The ratio of housing costs to household income. For renters, housing cost is gross rent (contract rent plus utilities). For owners, housing cost is "select monthly owner costs,” which includes mortgage payment, utilities, association fees, insurance, and real estate taxes.

Day Center or
Day Services
Offer showers, internet access, case management, housing navigation, and other supportive services during traditional daytime hours. In most cases these services are free.
887
62 Term Definition
Diversion A strategy that prevents homelessness for people seeking shelter by helping them identify immediate alternate housing
arrangements and, if necessary, connecting them with services and financial assistance to help them return to permanent housing.

Emergency
Shelter
Any facility with overnight sleeping accommodations, the primary purpose of which is to provide temporary shelter for the homeless in general or for specific populations of the homeless. Shelter may include year-round emergency shelters, winter and warming shelters, navigation centers and transitional housing. These types of shelter have varying hours, lengths of stay, food service, and support services.

Extremely Low
Income (ELI)
The category “extremely low-income households” is a subset of “very low-income households,” and is defined as 30% (or less) of the area median income.

General Plan A statement of goals, objectives, policies, and actions that describe the community’s priorities for the next 20 years.

California State law requires that every city adopt and maintain an up to date, internally consistent General Plan.

HMIS A Homeless Management Information System (HMIS) is a local information technology system used to collect client-level data and data on the provision of housing and services to homeless individuals and families and persons at risk of homelessness.

Each Continuum of Care (CoC) is responsible for selecting an HMIS software solution that complies with HUD's data collection, management, and reporting standards.

Homeless
System of Care
(or System of
Care)
Another way of describing the Continuum of Care (CoC)
and the broader network of partners who come together to work to support people experiencing homelessness or at
risk of homelessness.
888
63 Term Definition
Housing
Element
The City’s plan to meet the housing needs of everyone in the community. It is incorporated into the City’s General Plan, or blueprint for how the city will grow and develop. Housing Element Updates are required every eight years by the California Department of Housing and Community Development to guide the creation of housing policy in Richmond.

Housing First A well-accepted, national, evidenced-based best practice that eliminates barriers to housing, ensuring individuals and families can exit homelessness as quickly as possible. Housing First is an approach to quickly and successfully connect households experiencing homelessness to permanent housing without
preconditions and barriers to entry, such as sobriety, treatment or service participation requirements. Supportive services are offered on a voluntary basis to maximize housing stability and prevent returns to homelessness as opposed to addressing predetermined treatment goals prior to permanent housing entry.60

60 What Housing First Really Means, National Alliance to End Homelessness (NAEH), https://endhomelessness.org/what-housing-first-really-means/. 889
64 Term Definition
Housing-
Focused
Shelter (or
sometimes
called
Navigation
Center)
Shelters that help people connect with long-term solutions to homelessness and address the barriers that keep them from becoming housed. The goal is to help people exit homelessness as rapidly as possible. Once housed, people can work on the underlying challenges that undermine their stability. Housing- Focused Shelters typically offer: admissions policies that screen-in (not screen out) households, and welcome pets, partners, and possessions; minimal rules and restrictions that focus on safety (e.g., no weapons) and ability for people to come and go, with 24- hour operations; client-centered services tailored to support a household’s ability to exit homelessness (e.g., job training, benefits enrollment); physical layout and aesthetics that include community spaces, outdoor spaces for pets, storage for
possessions, mixed-gender dormitories that allow partners to request beds next to one another, and other design elements that promote a welcoming environment; staff with cultural
competencies who treat residents with respect and dignity and caseloads that are kept small enough for staff to spend adequate time with each client; and co-location of benefits eligibility workers, health care, Department of Public Health, and other services.

HUD The U.S. Department of Housing and Urban Development is the federal agency responsible for national policy and programs that address housing needs, improve and develop communities, and enforce fair housing laws.

Interim Housing Shorter-term crisis options for temporary accommodation to help unhoused people stabilize on the way to permanent housing.

Interim housing can include emergency shelters, navigation centers, and transitional housing, among other housing types.61

61 Reimagining Interim Housing Supplement, The Framework for an Equitable Homelessness Response, https://endhomelessness.org/wp-
content/uploads/2022/12/DOC_ReimaginingInterimHousing_Supplement_FINAL.pdf. 890
65 Term Definition
Landlord
Incentive
Programs
Programs that provide education and incentives to landlords to make it more likely they will rent to people experiencing homelessness. They can provide funding to support risk mitigation (compensating landlords if tenants harm their premises) and financial incentives that make landlords more likely to rent to people transitioning out of homelessness. Most programs include an education component and address racial inequities in voucher acceptance and access to housing.

Low-Barrier
Shelter
Emergency shelters that have removed most
requirements/obstacles for entry into the program so that households are more likely go indoors to connect to services rather than stay on the street. For example, unhoused residents are allowed to bring their pets and possessions, to live with their partners, and do not have to exit the shelter each morning. They are not expected to abstain from using alcohol or other drugs, so long as they do not engage in these activities in common areas of the shelter and are respectful of other residents and staff.

People with
Lived
Experience of
Homelessness
Term used to refer to people who have lived through the experience of homelessness and have first-hand knowledge of what it feels like to live unsheltered and/or to move through the homeless system of care.

Permanent
Supportive
Housing (PSH)
Provides long-term housing with intensive supportive services to persons with disabilities. These programs typically target people with extensive experiences of homelessness and multiple vulnerabilities and needs who would not be able to retain housing without significant support.

Point-in-Time
Count (PIT)
A count of sheltered and unsheltered people experiencing homelessness on a single night required by HUD.

Prevention A strategy intended to target people who are at imminent risk of homelessness (whereas diversion usually targets people as they are initially trying to gain entry into shelter).

Racial Equity In the context of homelessness, this speaks to the need for communities to address the overrepresentation of people of color among those experiencing homelessness due to historic and continued systemic discrimination and racism.
891
66 Term Definition
Racial Equity
Action Plan
Written document to support the Contra Costa Continuum of Care with analysis of both quantitative and qualitative data to identify racial and ethnic disparities, and opportunities to advance racial equity.

Rapid Re-
Housing (RRH)
Provides rental housing subsidies and tailored supportive services for up to 24-months, with the goal of helping people to transition during that time period to more permanent housing.

Regional
Housing Needs
Assessment
(RHNA)
Required under California housing law as part of a City’s General Plan.

Street Outreach Multi-disciplinary teams who work on the streets or in encampments to engage with people experiencing homelessness who may be disconnected or alienated from services and supports that are offered at an agency.

Subsidy (or
Housing
Subsidy)
Subsidized housing is government sponsored economic
assistance aimed towards alleviating housing costs and expenses for individuals and families with low to moderate incomes.

Supportive
Services
Includes assistance applying for benefits, mental health and substance use services, outpatient health services, information and referral services, child care, education, life skills training, employment assistance and job training, housing search and counseling services, legal services, outreach services, transportation, food assistance, risk assessment and safety planning (particularly for individuals and families experiencing domestic violence), and case management services such as counseling, finding and coordinating services, and monitoring and evaluating progress in a program.

Transition Age
Youth (TAY)
Persons between age 18 and 24 who are transitioning from childhood to adulthood. TAY can be housed or unhoused.
892
67 Term Definition
Transitional
Housing
Provides temporary housing accommodations and supportive services. While many households benefit most from direct connections to permanent housing programs such as RRH or PSH (which are often more cost-effective over the long term), transitional housing can also be an effective support in the intermediary. Certain subpopulations, such as people fleeing domestic violence and transition age youth, can meaningfully benefit from a transitional housing environment.

Universal Basic
Income (UBI)
Universal basic income is a government program in which residents, regardless of income or means, are guaranteed a set amount of money regularly with the purpose of addressing economic inequality and promoting economic security.

Voucher (or
Housing
Voucher)
A voucher or housing voucher that can be spent on rented housing, such as Section 8 public housing in the United States, to help low-income individuals and families secure housing.

Written
Standards
Written document that outlines the key elements of HUD’s regulations for projects funded under the Continuum of Care or Emergency Solutions Grant.

893