SUBRECIPIENT AGREEMENT FOR THE HOMELESS HOUSING,
ASSISTANCE, AND PREVENTION PROGRAM (HHAP)
ROUND 1 FUNDING
PATH OF LIFE MINISTRIES
Riverside Emergency Shelter Program - Transitional Youth Beds THIS AGREEMENT is made and entered into this ___ day of _______ _, 2023 ("Effective Date"), by and between the CITY OF RIVERSIDE, a California charter city and municipal corporation ("CITY") and PATH OF LIFE MINISTRIES, a California non-profit corporation ("SUBRECIPIENT").
RECITALS
A. Pursuant to Chapter 6 (commencing with Section 50216) of Pait l of Division 31 of the Health and Safety Code, and all other relevant provisions established under AB 101 (Chapter 159, Statutes of 2019), the State of California has established the Homeless Housing, Assistance, and Prevention Program (HHAP), administered by the California Homeless Coordinating and Financing Council in the Business, Consumer Services and Housing Agency (BCSH).
B. HHAP Round 1 funding provides one-time block grant funds to the thi11een largest cities in the State with populations greater than 300,000 (as of January 1, 2019) to supp011 regional coordination and expand or develop local capacity to address their immediate homelessness challenges.
C. On May 10, 2020, CITY entered into Standard Agreement Number 20- HHAP-0040 with the State of California to receive Six Million Nine Hundred and Two Thousand Two HundredF01ty-Four Dollars and Eighty-Two Cents ($6,902,244.82) in funds from HHAP.
D. CITY desires to contract with SUBRECIPIENT for eligible uses of HHAP Round 1 funds that are consistent with Chapter 6 (commencing with Section 50216) of Pait l of Division 31 of the Health and Safety Code, and all other relevant provisions established under AB 101 (Chapter 159, Statutes of2019), which include, but are not limited to, one or more of the following: (1) Rental Assistance and Rapid Rehousing; (2) Operating Subsidies; (3) Landlord Incentives; (4)Outreach Services; (5) Systems Suppo11; (6) Pennanent Housing and Innovative Housing Solutions; (7) Homeless Prevention; and (8) New Navigation Centers and Emergency Shelters based on Demonstrated Need.
NOW, THEREFORE, in consideration of the mutual covenants set fo11h herein, and the mutual benefits to be derived therefrom, CITY and SUBRECIPIENT agree as follows:
1. DEFINITIONS.
A. "BCSH" means to the State of California Business , Consumer Services and Housing Agency.
B. "Demonstrated Need" means the need for new Navigation Centers and Emergency Shelters, based on the number of available Emergency Shelter beds in the City of Riverside, the Emergency Shelter vacancy rate in the summer and winter months, the percentage of exists from Emergency Shelters to pe1manent housing solutions, and a plan to connect residents to pe1manent housing .
C. "Emergency Shelter" has the same meaning as defined in Health and Safety Code section 50801, subdivision (e).
D. "Expend" or "Expended " means all HHAP funds Obligated under this Agreement have been fully paid and receipted, and no invoices remain outstanding.
E. "HHAP" means the Homeless Housing Assistance and Prevention Program established pursuant to Chapter 6 of Pait 1 of Division 31 of the Health and Safety Code. HHAP and Program are used interchangeably in this Agreement.
F. "Homeless" has the same meaning as defined in Section 578.3 of Title 24 of the Code of Federal Regulations, as amended.
G. "Homeless Prevention " means homeless prevention services and shelter diversion programs aimed at moving Homeless to pe1manent housing .
H. "Homeless Youth" means an unaccompanied youth between 12 and 24 years of age, inclusive, who is experiencing homelessness , as defined in subsection (2) of Section 725 of the federal McKinney-Vento Homeless Assistance Act (42 U.S.C. Sec. l 1434a(2)). "Homeless Youth" includes unaccompanied youth who are pregnant or parenting .
I. "Housing First" has the same meaning as in Welfare and Institutions Code section 8255, including all of the core components listed therein.
J. "Landlord Incentives" means security deposits , holding fees, and similar incentives provided to landlords for housing Homeless individuals.
K. "Navigation Center" means a Housing First, low-barrier , service-enriched shelter focused on moving Homeless individuals and families into pe1manent housing that provides temporary living facilities while case managers connect individuals experiencing homelessness to income, public benefits , health services, shelter, and housing .
L. "Obligate" or "Obligated " means that the SUBRECIPIENT has placed orders , awarded contracts, received services , or entered into similar transactions that require payment from the HHAP funds allocated to SUBRECIPIENT pursuant to this Agreement. 2 M. " Operating Subsidies" means subsidies dedicated to new and existing affordable or suppo1iive housing units, Emergency Shelters, and Navigation Centers.
N. " Outreach Services" means outreach and coordination services to assist Homeless populations in accessing pe1manent housing and to promote housing stability in suppo1iive housing, such as access to job programs .
0. "Pennanent Housing and Innovative Housing Solutions" means the delivery of pe1manent housing and innovative housing solutions, such as hotel and motel conversions.
P. "Rental Assistance or Rapid Rehousing" means housing vouchers, rapid rehousing programs , and eviction prevention strategies.
Q. " Subcontract" refers to any contract, purchase order, or other purchase agreement, including modifications and change orders to the foregoing, entered into by the SUBRECIPIENT with a subcontractor to furnish supplies, mateiials, equipment, and services for the perf01mance of any of the te1ms and conditions contained in this Agreement.
R. "SUBRECIPIENT " means Path of Life Ministries, including its employees , agents, representatives , subcontractors and suppliers. SUBRECIPIENT and PATH OF LIFE MINISTRIES are used interchangeably in this Agreement.
S. "Systems Support" means system support for activities necessary to create regional partnerships and maintain a homeless services and housing delive1y system pariicularly for vulnerable populations, including families and homeless youth.
T. "Target Population" means any person who is Homeless as defined in this Agreement.
2. SCOPE OF SERVICES. SUBRECIPIENT shall furnish all labor, materials, equipment, and services for the Riverside Emergency Shelter Program ("Services ") as more pariicularly described in Exhibit "A" attached hereto and incorporated by reference, and in accordance with this Agreement and the budget attached hereto and incorporated herein as Exhibit "B" ("Budget").
3. TERM . The tenn of the Agreement shall begin on the Effective Date, and shall remain in effect for one (1) year, unless te1minated earlier pursuant to the provisions herein.
4. GRANT FUNDS. CITY shall allocate to SUBRECIPIENT a grant amount not to exceed Two Hundred Thiiiy-Three Thousand Six Hundred Dollars ($233,600) ("Grant Funds").
One hundred percent (100%) of HHAP funds allocated to SUBRECEIPIENT, pursuant to this Agreement, shall be expended by the end of the Tenn . Any HHAP funds paid to SUBRECIPIENT , but not expended pursuant to this Agreement by the end of the Te1m, shall be returned to CITY. In the event this Agreement is te1minated prior to the end of the Te1m, a ny funds paid to SUBRECIPIENT , but not Expended prior to the date of te1mination, shall be returned to CITY within five (5) business days of the notice of te1mination. The following payment provisions apply to the Grant Funds.
3 A. Method and Conditions of Payment. SUB RECIPIENT will be paid the actual amount of each approved monthly invoice. CITY may delay payment if the required supp011ing documentation is not provided or other requirements are not met. All completed claims must be submitted on a monthly basis no later than thi11y (30) days after the end of each month in which the services were provided, unless othe1wise waived by CITY. All complete claims submitted in a timely manner shall be processed within forty-five ( 45) calendar days. Notwithstanding the foregoing, CITY may issue an advance payment to SUBRECIPIENT upon CITY's approval of a written advance request from SUBRECIPIENT.
B. Ineligible Costs. HHAP funds shall not be used for costs associated with any activities in violation of any law or for any activities not consistent with the intent of the Program and the eligible uses as identified in Health and Safety Code Section 50219.
C. Reservation of Rights. CITY reserves the right to request additional infonnation and clarification to determine the reasonableness and eligibility of all costs to be paid with funds made available by this Agreement. CITY has the authority to withhold funds under this Agreement pending a final determination by CITY of questioned expenditures or indebtedness. If the SUBRECIPIENT or its funded subcontractors use HHAP funds to pay for ineligible activities, the SUBRECIPIENT shall be required to reimburse these funds to CITY. Upon final determination by CITY of disallowed expenditures or indebtedness, CITY may deduct and retain the amount of the disallowed or indebtedness from the amount of the withheld funds.
D. Expenditure of Funds. SUBRECIPIENT shall Obligate one hundred percent (100%) ofHHAP funds by the end of the Tenn. Any HHAP funds paid to SUBRECIPIENT , but not Obligated pursuant to this Agreement by the end of the Term, shall be returned to CITY within five (5) business days. Any Obligated funds shall be Expended by SUBRECIPIENT by the end of the Term.
E. Budget Amendments . SUBRECIPIENT shall make no changes to the Budget without first obtaining wiitten approval from CITY and BCSH. Any budget amendments must be requested by the SUBRECIPIENT in writing.
F. Withheld Payments. Payments to SUBRECIPIENT may be withheld by CITY if SUBRECIPIENT fails to comply with the provisions of this Agreement.
G. Fiscal Accountability. SUBRECIPIENT agrees to manage funds received through CITY in accordance with sound accounting policies and incur and claim only eligible costs for reimbursement. SUBRECIPIENT must establish and maintain on a cun-ent basis an accrual accounting system in accordance with generally accepted accounting principles and standards.
5. NON-APPROPRIATION OF FUNDS. The obligation of CITY for payment of this Agreement is contingent upon and limited by the availability of funding from which payment can be made. This Agreement is valid and enforceable only if sufficient funds are made available to CITY by BCSH. There shall be no legal liability for payment on the part of CITY unless funds are made available for such payment by BCSH. In the event such funds are not f011hcoming for any 4 reason, CITY shall immediately notify SUBRECIPIENT in writing and this Agreement shall be deemed terminated having no fmiher force or effect. In the event funding is reduced, CITY shall immediately notify SUBRECIPIENT in writing and it is mutually agreed that CITY has the option to immediately te1minate this Agreement or to amend this Agreement to reflect the reduction of funds. CITY shall make all payments to SUBRECIPIENT that were properly earned prior to the unavailability or reduction of funding.
6. BUSINESS TAX CERTIFICATE. As a condition of this Agreement, Contractor shall secure a business tax ce1iificate to operate in the City of Riverside pursuant to Chapter 5.04 of the Riverside Municipal Code and shall also secure any other licenses or pennits which may be required.
7. BUSINESS TAX AND PENAL TIES. Contractor acknowledges and agrees that with respect to any business tax or penalties thereon, utility charges, invoiced fee or other debt which is owed, or which becomes owed, by Contractor to City, City reserves the right to withhold and offset said amounts from any payments, refunds or reimbursements owed by City to Contractor under the Agreement. Notice of such withholding and offset shall promptly be given to Contractor by City in writing. In the event of a dispute as to the amount owed or whether such amount is owed to City, City will hold such disputed amount until either the appropriate appeal process has been completed or until the dispute has been resolved.
8. PERSONNEL. Contractor shall furnish all personnel necessaiy to perform the Services and shall be responsible for their perfornrnnce and compensation. The key personnel are listed in Exhibit "C," attached hereto and incorporated herein by reference. Contractor shall furnish qualified personnel to perform the Services.
9. TERMINATION WITHOUT CAUSE. CITY may tenninate this Agreement without cause by giving thirty (30) days' written notice served on SUBRECIPIENT stating the extent and effective date of termination.
10. TERMINATION FOR CAUSE.
A. CITY may, at any time, upon five (5) days' written notice, te1minate this Agreement for cause, if SUBRECIPIENT refuses or fails to comply with the te1ms of this Agreement, or fails to make progress that may endanger perfmmance and does not immediately cure such failure. Cause shall include, but is not limited to:
(1) SUBRECIPIENT's failure to comply with the tern1s or conditions of this Agreement;
(2) Use of, or permitting the use of HHAP funds provided under this Agreement for any ineligible activities;
(3) Any failure to comply with the deadlines set fo1ih in this Agreement; ( 4) Violation of any federal or state laws or regulations; or 5 (5) Withdrawal of BCSH's expenditure authority.
B. In addition to the other remedies that may be available to CITY in law or equity for breach of this Agreement, CITY may:
(1) Bar the SUBRECIPIENT from applying for future HHAP funds; (2) Revoke any other existing HHAP award(s) to the SUBRECIPIENT; (3) Require the return of any unexpended HHAP funds disbursed under this Agreement;
(4) Require repayment of HHAP funds disbursed and Expended under this Agreement;
(5) Require the immediate return to CITY of all funds derived from the use of HHAP funds including, but not limited to recaptured funds and returned funds;
( 6) Seek, in a com1 of competent jurisdiction , an order for specific performance of the defaulted obligation or the appointment of a receiver to complete the technical assistance in accordance with HHAP requirements; and
(7) Seek such other remedies as may be available under this Agreement or any law.
C. The rights and remedies of CITY provided in this section shall be cumulative and not exclusive and are in addition to any other rights or remedies provided by law or this Agreement.
11. CONDUCT OF SUBRECIPIENT; CONFLICT OF INTEREST.
SUBRECIPIENT covenants that it presently has no interest, including but not lin1ited to, other projects or contracts, and shall not acquire any such interest, direct or indirect, which would conflict in any manner or degree with SUBRECIPIENT's performance under this Agreement.
SUBRECIPIENT fu11her covenants that no person or subcontractor having any such interest shall be employed or retained by SUBRECIPIENT under this Agreement. SUBRECIPIENT agrees to inform CITY of all SUBRECIPIENT's interest, if any, which are or may be perceived as incompatible with CITY 's interests. SUBRECIPIENT shall not, under circumstances which could be interpreted as an attempt to influence the recipient in the conduct of his/her duties, accept any gratuity or special favor from individuals or fmns with whom SUBRECIPIENT is doing business or proposing to do business , in fulfilling this Agreement.
12. REPORTING REQUIREMENTS. SUBRECIPIENT shall emoll clients in the Homeless Management Information System (HMIS) and submit an activity report on the fifteenth of every month following the month of when services were provided , and annual rep011 to CITY on forn1s provided by CITY at the end of the Tenn . SUBRECIPIENT shall also submit 6 additional rep011s that may be requested by CITY and/or BCSH.
A Annual Repo11s. The annual repo11 shall contain a detailed repo11 containing the following:
(1) An ongoing tracking of the specific uses and expenditures of any program funds broken out by eligible uses listed, including the cmTent status of those funds.
(2) The unduplicated number of Homeless individuals served by the program funds in that year, and a total number served in all years of the program, as well as the Homeless population served. (3) The type of housing assistance provided, broken out by the number of individuals.
( 4) Outcome data for individual served through program funds, including the type of housing that an individual exited to, the percent of successful housing exits, and exit types for unsuccessful housing exits.
(5) Amounts awarded to subcontractors with activity(ies) identified. (6) Increases in capacity for new and existing programs. (7) The number of unsheltered Homeless individuals becoming sheltered. (8) The number of Homeless persons entering pe1manent housing.
B. Breakdowns. Breakdowns will be expected for each eligible use and program type for the supplemental rep011ing requirements when required by CITY, when applicable. The same info1mation will also be requested specifically for the following subpopulations, based on pri01ities identified by the U.S. Depaitment of Housing and Urban Development (HUD): (1) Chronically Homeless; (2) Homeless veterans; (3) Unaccompanied Homeless Youth; and (4) Homeless persons in families with children. SUBRECIPIENT will also be asked to comment on progress made toward local homelessness goals, including demonstration of regional coordination .
13. RECORDS, INSPECTION, AND AUDITS.
A All perf01mance, including services, workmanship, materials, facilities or equipment utilized in the perfonnance of this Agreement, shall be subject to inspection and test by CITY or any other regulatory agencies at all times. This may include, but is not limited to, monitoring or inspecting SUBRECIPIENT perfo1mance through any combination of on-site visits, inspections, evaluations, and SUBRECIPIENT self-monitoring . SUBRECIPIENT shall cooperate with any inspector or CITY representative reviewing compliance with this Agreement and pennit access to all necessary locations, equipment, materials, or other requested items. SUBRECIPIENT shall establish sufficient procedures to self-monitor the quality of services/products under this 7 Agreement and shall permit CITY or other inspector to assess and evaluate SUBRECIPIENT's perfonnance at any time, upon reasonable notice to the SUBRECIPIENT.
B. SUBRECIPIENT agrees that CITY, BCSH, or their designees, shall have the right to review, obtain, and copy all records and supporting documentation pe1iaining to performance of this Agreement. SUBRECIPIENT agrees to provide CITY, BCSH, or their designees, with any relevant information requested. SUBRECIPIENT agrees to pennit CITY, BCSH, or their designees, access to its premises, upon reasonable notice, during normal business hours for the purpose of interviewing employees who might reasonably have info1mation related to such records and inspecting and copying such books, records, accounts, and other mate1ial that may be relevant to a matter under investigation for the purpose of dete1mining compliance with Chapter 6 ( commencing with Section 50216) of Paii 1 of Division 31 of the Health and Safety Code, and all other relevant provisions established under AB 101 (Chapter 159, Statutes of 2019), HHAP guidance documents published on the website, and this Agreement. SUBRECIPIENT fmiher agrees to retain all records described in this paragraph for a minimum of five (5) years after the tennination of this Agreement. If any litigation, claim negotiation, audit, monitoring, inspection or other action has been commenced before the expiration of the required record retention period, all records must be retained until completion of the action and resolution of all issues which arise from it.
C. CITY reserves the right to perfo1m or cause to be perfo1med a financial audit.
At CITY's request, the SUBRECIPIENT shall provide, at SUBRECIPIENT's own expense, a financial audit prepared by a ce1iified public accountant. HHAP administrative funds may be usedto fund this expense.
(1) If a financial audit is required by CITY, the audit shall be performed by an independent ce1iified public accountant. (2) The SUBRECIPIENT shall notify CITY of the auditor's name and address immediately after the selection has been made. The contract for the audit shall allow access by CITY to the independent auditor's working papers.
(3) The SUBRECIPIENT is responsible for the completion of audits and all costs of preparing audit.
(4) If there are audit findings, the SUBRECIPIENT must submit a detailed response acceptable to CITY for each finding within ninety (90) days from the date of the audit finding repmi .
14. CONFIDENTIALITY.
A. SUBRECIPIENT shall maintain the privacy and confidentiality of all information and records, regardless of format, received pursuant to this Agreement ("confidential information"). Confidential information includes , but is not limited to, unpublished or sensitive technological or scientific infmmation; medical, personnel, or security records; anticipated material requirements or pricing/purchasing actions; CITY infonnation or data which is not subject to public disclosure; CITY operational procedures; and know ledge of selection of contractors , subcontractors 8 or suppliers in advance of official announcement.
B. SUBRECIPIENT shall protect from unauthorized disclosure names and other identifying information concerning persons receiving services pursuant to this Agreement.
SUBRECIPIENT shall ensure case records or personal inforn1ation is kept confidential when it identifies an individual by name, address, or other specific inf01mation. SUBRECIPIENT shall not use such information for any purpose other than carrying out SUBRECIPIENT's obligations under this Agreement. SUBRECIPIENT shall comply with Welfare and Institutions Code Section (WIC) 10850.
C. SUBRECIPIENT shall take special precautions , including but not limited to, sufficient training of S UBRECIPIENT' s staff before they begin work, to protect such confidential inf01mation from loss or unauthorized use, access, disclosure, modification or destrnction.
D. SUBRECIPIENT shall promptly transmit to CITY all third-paiiy requests for disclosure of confidential infmmation. SUBRECIPIENT shall not disclose such info1mation to anyone other than CITY except when disclosure is specifically permitted by this Agreement or as authorized in writing in advance by CITY.
E. SUBRECIPIENT or its employees shall not offer gifts, gratuity, favors, and entertainment directly or indirectly to CITY employees.
F. SUBRECIPIENT and its employees shall comply with all applicable provisions of federal and state laws pe1iaining to conflict of interests, including but not limited to any applicable conflict of interest provisions of the California Political Ref01m Act, Government Code section 87100 et seq., Government Code section 1090, and Public Contract Code sections 10410 and 10411.
15. INDEMNITY. Except as to the sole negligence or willful misconduct of CITY, SUBRECIPIENT shall defend, indemnify, and hold CITY, and its officers, employees and agents, hannless from any and all loss, damage, claim for damage, liability, expense or cost, including attorneys' fees, which arises out of or is in any way connected with the Program or the perfonnance of the Services under this Agreement by SUBRECIPIENT or any of its employees, agents or subcontractors, and from all claims by SUBRECIPIENT's employees, subcontractors and agents for compensation for services rendered to Subrecipient in the perf01mance of this Agreement, notwithstanding that CITY may have benefitted from their services. This indemnification provision shall apply to any acts or omissions, willful misconduct or negligent conduct, whether active or passive, on the paii of Subrecipient or of Subrecipient's employees, subcontractors or agents.
SUB RECIPIENT understands and agrees that it shall defend CITY from any claim even if it appears to be without merit. SUBRECIPIENT shall also defend, indemnify, and hold CITY hannless from any loss, damage, or attorneys' fees incurred because of any claim by any person or entity, including the State of California. Pmiies also expressly agree that any payment, attorneys' fees, cost, or expense that CITY incurs, or makes to or on behalf of an injured employee under CITY's self administered workers ' compensation, is included as a loss, expense or cost for the purposes of this Section, and that this Section shall survive the expiration or early te1mination of the Agreement. 9 16. INSURANCE.
A. General Provisions. Prior to CITY's execution of this Agreement, SUBRECIPIENT shall provide satisfactory evidence of, and shall thereafter maintain during the tenn of this Agreement, such insurance policies and coverages in the types, limits, forms and ratings required herein. The rating and required insurance policies and coverages may be modifiedin writing by CITY's Risk Manager or City Attorney, or a designee, unless such modification is prohibited by law.
B. Limitations. These minimum amounts of coverage shall not constitute any limitation or cap on SUBRECIPIENT 's indemnification obligations under Section 12.
C. Ratings. Any insurance policy or coverage provided by SUBRECIPIENT or subcontractors as required by this Agreement shall be deemed inadequate and a material breach of this Agreement, unless such policy or coverage is issued by insurance companies authorized to transact insurance business in the State of California with a policy holder's rating of A or higher and a Financial Class of VII or higher.
D. Cancellation. The policies shall not be canceled unless thirty (30) days' p1ior written notification of intended cancellation has been given to CITY by ce1iified or registered mail, postage prepaid.
E. Adequacy. City, its officers, employees and agents make no representation that the types or limits of insurance specified to be canied by SUBRECIPIENT pursuant to this Agreement are adequate to protect SUB RECIPIENT. If SUB RECIPIENT believes that any required insurance coverage is inadequate, SUBRECIPIENT will obtain such additional insurance coverage, as SUBRECIPIENT deems adequate, at SUBRECIPIENT's sole expense.
F. Workers' Compensation Insurance. By executing this Agreement, SUBRECIPIENT represents that SUBRECIPIENT is aware of and will comply with Section 3700 of the Labor Code of the State of California requiring every employer to be insured against liability for workers' compensation, or to undertake self-insurance before commencing any of the work.
SUBRECIPIENT shall cany the insurance or provide for self-insurance required by California law to protect said SUBRECIPIENT from claims under the Workers' Compensation Act. Prior to CITY's execution of this Agreement, SUBRECIPIENT shall file with CITY either: (1) a ce1iificate of insurance showing that such insurance is in effect, or that SUBRECIPIENT is self-insured for such coverage; or (2) a ce1iified statement that SUBRECIPIENT has no employees, and acknowledging that if SUBRECIPIENT does employ any person, the necessmy ce1iificate of insurance will immediately be filed with CITY. Any ce1iificate filed with CITY shall provide that CITY will be given at least ten (10) days' prior w1itten notice before modification or cancellation thereof.
G. Commercial General Liability. Prior to CITY's execution of this Agreement, SUBRECIPIENT shall obtain, and shall thereafter maintain during the term of this Agreement, commercial general liability insurance as required to insure SUBRECIPIENT against damages for personal injmy, including accidental death, as well as from claims for prope1iy damage, which may arise from or which may concern operations by anyone directly or indirectly employed by, connected with, or acting for or on behalf of SUBRECIPIENT. City, and its officers, employees and agents, shall be named as additional insureds under SUBRECIPIENT's insurance policies.
SUBRECIPIENT's commercial general liability insurance policy shall cover both bodily injury (including death) and prope1iy damage (including, but not limited to, premises operations liability, products completed operations liability, independent contractor's liability, personal injury liability, and contractual liability) in an amount not less than $1,000,000 per occun-ence and a general aggregate limit in the amount of not less than $2,000,000. Prior to CITY's execution of this Agreement, copies of insurance policies or original ce11ificates and additional insured endorsements evidencing the coverage required by this Agreement, for both commercial general and automobile liability insurance, shall be filed with CITY and shall include CITY and its officers, employees and agents, as additional insureds. Said policies shall be in the usual form of commercial general and automobile liability insurance policies, but shall include the following provisions:
H. It is agreed that the City of Riverside, and its officers, employees and agents, are added as additional insureds under this policy, solely for work done by and on behalf of the named insured for the City of Riverside.
I. Subcontractors' Insurance. SUBRECIPIENT shall require all of its subcontractors to cany insurance, in an amount sufficient to cover the risk of injury, damage or loss, which may be caused by the subcontractors' scope of work and activities provided in fm1herance of this Agreement, including, but without limitation, the following coverages: Workers' Compensation, Commercial General Liability, En-ors and Omissions, and Automobile liability.
Upon CITY 's request, SUBRECIPIENT shall provide CITY with satisfaot:ory evidence that subcontractors have obtained insurance policies and coverages required by this section.
J. Commercial Automobile Insurance. SUBRECIPIENT is required to provide commercial automobile liability insurance for this Agreement with the exception being those subrecipients that do not require the use of an automobile to meet program requirements as detailed in the Services. If SUBRECIPIENT does not require the use of an automobile to meet program requirements in the Services, SUBRECIPIENT must complete a Certification Regarding Automobile Usage and Receipt of Grant Funding from City of Riverside. If SUBRECIPIENT requires the use of an automobile or must drive to meet program requirements in the Services, SUBRECIPIENT must submit insurance ce11ificates acceptable to CITY that meet the following requirement(s): SUBRECIPIENT's automobile liability policy shall cover both bodily injmy and prope1iy damage in an amount not less than $1,000,000 per occmTence and an aggregate limit of not less than $1 ,000,000. All of SUBRECIPIENT's automobile and/or commercial general liability insurance policies shall cover all vehicles used in connection with SUBRECIPIENT's perfornrnnce of this Agreement , which vehicles shall include, but are not limited to, SUBRECIPIENT owned vehicles, SUBRECIPIENT leased vehicles, SUBRECIPIENT's employee vehicles, non SUBRECIPIENT owned vehicles and hired vehicles . CITY, and its officers, employees and agents, shall be named as additional insureds under the SUBRECIPIENT's automobile insurance policy .
17. INDEPENDENT CONTRACTOR. In the perfo1mance of this Agreement, SUBRECIPIENT , and SUBRECIPIENT's employees , subcontractors and agents, shall act in an independent capacity as independent contractors , and not as officers or employees of CITY.
SUBRECIPIENT acknowledges and agrees that CITY has no obligation to pay or withhold state or federal taxes or to provide workers' compensation or unemployment insurance to 11 SUBRECIPIENT, or to SUBRECIPIENT's employees, subcontractors and agents. This Agreement shall not under any circumstances be constrned or considered to create an employer-employee relationship or a joint venture. SUBRECIPIENT shall be responsible for any and all taxes that apply to SUBRECIPIENT as an employer. SUBRECIPIENT shall dete1mine the method, details, and means by which it provides Services. SUBRECIPIENT shall be responsible to CITY only for the requirements and results specified in this Agreement, and, except as expresslyprovided in this Agreement, shall not be subjected to CITY's control with respect to the physical action or activities of SUBRECIPIENT in fulfillment of this Agreement. Ifin the perfom1ance of this Agreement, any third persons are employed by SUBRECIPIENT, such persons shall be entirely and exclusively under the direction, supervision, and control of SUBRECIPIENT. All te1ms of employment, including hours, wages, working conditions, discipline, hiring, and discharging or any other te1m of employment or requirements of law, shall be determined by SUBRECIPIENT.
18. NO DEBARMENT OR SUSPENSION. SUBRECIPIENT ce11ifies that it is not presently deba1Ted, suspended, proposed for debmment, declared ineligible, or voluntarily excluded from covered transactions by a federal department or agency; has not within a three-year period preceding this Agreement been convicted of or had a civil judgment rendered against it for the commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (federal, state or local) transaction; violation offederal or state anti-trnst status; commission of embezzlement, theft, forge1y, bribery, falsification or destrnction ofrecords, making false statements, or receiving stolen prope11y; is not presently indicted or othe1wise criminally or civilly charged by a government entity (federal, state or local) with commission of any of the offenses enumerated herein; and has not within a three-year period preceding this Agreement had one or more public transactions (federal, state or local) te1minated for cause or default.
19. COMPLIANCE. SUBRECIPIENT agrees to comply with all state and federal laws, rnles and regulations that pe11ain to constrnction, health and safety, labor, fair employment practices, environmental protection, equal opp011unity, fair housing, and all other matters applicable and/or related to the HHAP, CITY, its subcontractors, and all eligible activities. SUBRECIPIENT will comply with all applicable CITY policies and procedures. In the event that there is a conflict between the various laws or regulations that may apply, the SUBRECIPIENT shall comply with the more restrictive law or regulation. SUBRECIPIENT shall be responsible for obtaining any and all pe1mits, licenses, and approvals required for performing any activities under this Agreement, including those necessary to perf01m design, constrnction, or operation and maintenance of the activities. SUBRECIPIENT shall be responsible for observing and complying with any applicable federal, state, and local laws, rnles or regulations affecting any such work, specifically those including, but not limited to, enviromnental protection, procurement, and safety laws, rnles, regulations, and ordinances. SUBRECIPIENT shall provide copies of pem1its and approvals to CITY and BCSH upon request.
20. CORE COMPONENTS OF HOUSING FIRST. SUBRECIPIENT shall ensure that any housing-related activities funded with HHAP funds, including, but not limited to, Emergency Shelter, Rental Assistance or Rapid Rehousing, and pennanent supportive housing must be in compliance or othe1wise aligned with the Core Components of Housing First, pursuant to Welfare and Institutions Code Section 8255(b).
12 21. EMPLOYMENT PRACTICES.
A. SUBRECIPIENT and its subcontractors shall comply with all federal and state statutes and regulations in the hiring of its employees.
B. During the perfonnance of this Agreement, SUBRECIPIENT and its subcontractors shall not unlawfully disc1iminate, harass, or allow harassment against any employee or applicant for employment because of sex (gender), sexual orientation, gender identity, gender expression, race, color, ancestry, religion, creed, national origin (including language use restriction), pregnancy, physical disability (including HIV and AIDS), mental disability, medical condition ( cancer/genetic characteristics), age ( over 40), genetic information, marital status, military and veteran status, and denial of medical and family care leave or pregnancy disability leave.
SUBRECIPIENT and its subcontractors shall ensure that the evaluation and treatment of their employees and applicants for employment are free from such discrimination and harassment.
SUBRECIPIENT or its subcontractors shall comply with the provisions of the Fair Employment and Housing Act (Government Code section 12990 (a-f) et seq.) and the applicable regulations promulgated thereunder (California Code of Regulations, Title 2, section 7285 et seq.). The applicable regulations of the Fair Employment and Housing Commission implementing Government Code section 12990 ( a-f), set f011h in Chapter 5 of Division 4 of Title 2 of the California Code of Regulations, are incorporated into this Agreement by reference and made a pm1 hereof as if set f011h in full. SUB RECIPIENT and its subcontractors shall give w1itten notice of their obligations under this clause to labor organizations with which they have a collective bargaining or other agreement.
C. In the provision of benefits, SUBRECIPIENT and its subcontractors shall ce11ify and comply with Public Contract Code Section 10295.3 and not discriminate between employees with spouses and employees with domestic pm1ners or discriminate between the domestic pai1ners and spouses of those employees. For the purpose of this section, "domestic partner" means one of two persons who have filed a declaration of domestic partnership with the Secretary of State pursuant to Division 2.5 (commencing with Section 297) of the Family Code.
D. By signing this Agreement or accepting funds under this Agreement, SUBRECIPIENT and its subcontractors shall comply with Executive Order 11246 of September 24, 1965, entitled "Equal Employment Opp011unity," as amended by Depm1ment of Labor regulations (41 CFR Chapter 60).
22. CHILD SUPPORT COMPLIANC E ACT. SUBRECIPIENT recogruzes the imp011ance of child and family suppo11 obligations and shall fully comply with all applicable state and federal laws relating to child and family suppm1 enforcement, including, but not limited to, disclosure of infmmation and compliance with earnings assigrunent orders, as provided in Chapter 8 ( commencing with section 5200) of Pait 5 of Division 9 of the Family Code. Failure of the SUBRECIPIENT to comply with all federal and state repm1ing requirements for child supp011 enforcement or to comply with all lawfully served Wage and Earnings Assignments Orders and Notices of Assignment shall constitute a material breach of this Agreement. 13 23. DRUG-FREE WORKPLACE CERTIFICATION. By signing this Agreement, SUBRECIPIENT, and its subcontractors, hereby ce1iify, under penalty of pe1jury under the laws of the State of California, compliance with the requirements of the Drug-Free Workplace Act of 1990 (Government Code 8350 et seq.).
24. PERSONNEL. Upon request by CITY, SUBRECIPIENT agrees to make available to CITY a current list of personnel that are providing services under this Agreement who have contact with children or adult clients. The list shall include all staff who work full or part-time positions by title, including volunteer positions, a brief description of the functions of each position and hours each position worked, and the professional degree, if applicable and experience required for each position. SUBRECIPIENT shall conduct criminal background records checks on all individuals providing services under this Agreement. Prior to these individuals providing services to clients, SUBRECIPIENT shall have received a criminal records clearance from the State of California Depaiiment of Justice (DOJ). A signed certification of such clearance shall be retained in each individual's personnel file. The use of criminal records for the purposes of employment decisions must comply with the Office of Federal Contract Compliance Programs Directive 2013- 02 "Complying with Nondiscrimination Provisions: Criminal Record Restrictions and Discrimination Based on Race and National Origin" and California Government Code§ 12952. who:
25. SUBCONTRACTS.
A. SUBRECIPIENT shall not enter into any Subcontract with any subcontractor (1) Is presently debarred, suspended, proposed for debaiment or suspension, or declared ineligible or voluntarily excluded from covered transactions by a federal depaiiment or agency; (2) Has within a three-year period preceding this Agreement been convicted of or had a civil judgment rendered against them for the commission of fraud; a criminal offense in connection with obtaining , attempting to obtain, or perfmming a public (federal, state or local) transaction; violation of federal or state anti-tiust status; commission of embezzlement, theft, forgery, bribery; falsification or destruction of records; making false statements; or rece1vmg stolen prope1iy;
(3) Is presently indicted or othe1wise criminally or civilly charged by a government entity (federal, state or local) with commission of any of the offenses enumerated in the paragraph above; and
(4) Has within a three-year period preceding this Agreement had one or more public transactions (federal, state or local) tenninated for cause or default.
B. SUBRECIPIENT shall be fully responsible for the acts or omissions of its subcontractors and the subcontractor 's employees .
14 C. SUBRECIPIENT shall insert clauses m all Subcontracts to bind its subcontractors to the te1ms and conditions of this Agreement.
D. Nothing contained in this Agreement shall create a contractual relationship between any subcontractor or supplier of SUBRECIPIENT and CITY.
26. SUPPLANTATION. SUBRECIPIENT shall not use HHAP funds under this Agreement to supplant any existing local funds for Homeless housing, assistance, or prevention.
SUBRECIPIENT shall not claim reimbursement from CITY for any sums which have been paid by another source of revenue. SUBRECIPIENT agrees that it will not use funds received pursuant to this Agreement, either directly or indirectly, as a contribution or compensation for purposes of obtaining state funds under any state program or CITY funds under any CITY programs without prior approval of CITY.
27. NOTICES. Any notices provided for, or required, to be given hereunder shall be in writing and shall be personally served or given by mail. Any notice given by mail shall be deemed given when deposited in the United States Mail, ce1tified and postage prepaid, addressed to the patty to be served as follows:
City
City of Riverside
Housing Authority
Attn: Michelle Davis
3900 Main Street
Riverside, California 92522
Subrecipient
Path of Life Ministries
Attn: Chief Executive Officer, CEO
P.O. Box 1445
Riverside, California 92502
28. AMENDMENT. This Agreement may only be amended in w1iting by mutual agreement between CITY and SUBRECIPIENT.
29. FORCE MAJE URE. If either patty is unable to comply with any provision of this Agreement due to causes beyond its reasonable control and which could not have been reasonably anticipated, such as acts of God, acts of war, pandemics , civil disorders, or other similar acts, such patty shall not be held liable for such failure to comply.
30. GOVERNING LAW. This Agreement shall be governed by the laws of the State of California. Any legal action related to the interpretation or perfo1mance of this Agreement shall be filed only in the Superior Comt of the State of California located in Riverside, California, and the parties waive any provision of law providing for a change of venue to another location. In the event any provision in this Agreement is held by a comt of competent jurisdiction to be invalid, void, or unenforceable, the remaining provisions will neve1theless continue in full force without being impaired or invalidated in any way.
31. COUNTERPARTS. This Agreement may be signed by the Patties hereto in counterpatts, each of which shall be an original but all of which together shall constitute one and the same agreement and shall become effective when counterpa1ts have been signed by each patty and delivered to the other patty, it being understood that both patties need not sign the same 15 counterpa11. In the event that any signature is delivered by facsimile or electronic transmission, such signature shall create a valid and binding obligation of the patty executing ( or on whose behalf such signature is executed) with the same force and effect as though such facsimile or electronic signature page were on original thereof.
32. ENTIRE AGREEMENT. This Agreement, including any schedules, attachments, or exhibits, constitutes the entire agreement of the parties with respect to its subject matter and supersedes all prior and contemporaneous agreements, representations, proposals, discussions, and communications, whether oral or in writing.
33. EXHIBITS. The following exhibits attached hereto are incorporated herein to this Agreement by this reference:
Exhibit "A" - Scope of Services
Exhibit "B" - Budget
Exhibit "C" - Personnel
[SIGNATURES ON FOLLOWING PAGE.]
16 IN WITNESS WHEREOF , CITY and SUBRECIPIENT have caused this Agreement to be duly executed on the day and year first written above.
CITY OF RJVERSIDE ,
a California charter city and municipal
corporation
By: - ------ ------- -City Manager
ATTESTED TO:
By: _________ __ _
City Clerk
CERTIFIED AS TO AVAILABrLITY OF FUNDS:
By: l~ iUr Chief Financial Officer
APPROVED AS TO FORM:
Assistant City Attorney
23-1 064 SDW 8/17/23
17 PATH OF LIFE MINCSTRIES,
a California non-profit corporation
By ~~ Print Name:= ~644
Title: C£
(Signature of Board Chair , President , or
Vice President)
and
By: ---- ------ ---
Print Name: - ----- ----
Tit I e: ----- ---- ----
(Signature of Secretary , Assistant
Secretary , CFO , Treasurer , or Assistant
Treasurer)
EXHIBIT "A"
SCOPE OF SERVICES
HOMELESS HOUSING, ASSISTANCE AND PREVENTION (HHAP) GRANT
RIVERSIDE EMERGENCY SHELTER PROGRAM
- 8 DEDICATED BEDS
Grant funds will be used to purchase 8 dedicated at the emergency shelter beds for one year for the City's Homeless Street Outreach staff to fill for transitional youth between the ages of 18-24.
Path of Life Ministries (POLM) agrees to the following:
• Assign a liaison between the City of Riverside (City) and POLM. • Average length of stay should be no more than 60 days. HUD's ideal length of stay in an emergency shelter is 30 days or less, but 90 days is the maximum. • Ensure that residents and non-residents complete a daily sign-in sheet and intake fonn developed by POLM. The sign-in sheet shall include at least their names (printed and signatures) and only the guest's last four (4) digits of their social security number if available, for security purposes. All documents must be completed legibly.
• Provide a clean and safe area for sleeping. Overcrowding must be avoided. • Provide hot water, clean towels, and toilet paper.
• Ensure that no drugs, alcohol, or weapons are allowed on the premises at any time. • Adhere to state and local health and safety regulations on the preparation and handling of meals and maintenance of kitchen facilities. • Provide three (3) meals (breakfast, lunch and hot dinner) per day to the residents of the shelters. Meals must be complete and nutritionally adequate and provided on site in an area specifically designated for meal consumption where adequate space for comfortable seating for dining is available to each customer. • Maintain the shelter in a good and clean manner and in compliance with the City property maintenance requirements and Conditional Use Permit at all times.
Loitering shall not be permitted at any time on POLM shelter property. • Conduct Vulnerability Index-Service Prioritization and Decision Assistance Tool (VI- SPDA T) in the Clarity - Coordinated Entry System ( or any subsequent Assessment systems adopted by the Continuum of Care) to detennine the best housing intervention for clients.
• Enter each client into the Homeless Management Infonnation System (HMIS) by completing the HMIS Data Collection From - Project Entry. • Exit each client from HMIS by completing the HMIS Data Collection Form - Project Exit.
• Provide case management services to shelter guests on a weekly basis at a minimum, that lead to pennanent housing . The benclnnark to rapidly move homeless households from a shelter bed to pennanent housing is 40%.
Participation in a case management plan shall be a condition for admission for the following shelter services:
o For shelter guests, compliance with an agreed upon case management plan is required for continued residency at the shelter. o Perfonn an intake and an assessment of guests' needs and assign each guest to a case manager who shall, together with the guest, develop specific, comprehensive, and individualized service plans leading to self-sufficiency.
Additionally, the case manager shall refer the customer to all necessaiy supportive services that are not provided on-site.
• Provide and/or coordinate with other agencies that provide the following services that include but are not limited to:
o Benefits advocacy.
o Life skills counseling and life skills h·aining.
o Education resources.
o Personal care and hygiene supplies and showers.
o Physical ai1d mental health treatment. Guests will be refen-ed to the RUHS and/or local medical clinics for evaluation and treatments. o Refenals to substance abuse counseling.
o Job readiness and job seai·ch.
o Referrals to other suppo1iive service providers .
• Allow participants to receive mail at the shelter.
• Coordinate with public and private entities providing homeless supp01i services. • Provide customers with information and assistance as necessary to obtain other Federal, State, local and private assistance available for such homeless individuals.
• Coordinate with residents of the surrounding neighborhood to mitigate their concerns regarding the impact of the shelters on the neighborhood to greatest extent possible.
• Paiiicipate in program-effectiveness study should one be conducted.
Follow all standards set forth in the Conditional Use Permit for the shelter program.
EXHIBIT "B"
BUDGET
SUBRECIPIENT shall submit monthly claims to be reimbursed by CITY, in an amount not to exceed Two Hundred Thirty-Three Thousand Six Hundred Dollars ($233,600). Grant Funds shall be spent according to the line item budget below:
Category Cost
Purchase of 8 beds for one year at $233,600
the Riverside Emergency Shelter ($80
bed-night rate including all services)
TOTAL $233,600
EXHIBIT "C"
PERSONNEL
None specified