City of Sacramento
City Council - 5PM Report
915 I Street Sacramento, CA 95814
www.cityofsacramento.org
File ID: 2022-02173 1/24/2023 Consent Item 5.
Department of Community Response Agreement with First Step Communities for Safegrounds [Published for 10-Day Review on 01/12/2023] File ID: 2022-02173
Location: Citywide
Recommendation: Pass a Motion authorizing the City Manager or the City Manager’s designee to execute a Grant Agreement with First Step Communities for an amount not-to-exceed $3,287,452 for continued operations of Safegrounds.
Contact: Mario Lara, Assistant City Manager, (916) 808 8526, [email protected], Nicholas Golling, Homeless Services Manager, (916) 808-7816, [email protected], Department of Community Response
Attachments:
1-Description/Analysis
2-First Step Communities Grant Agreement
Additional Description/Analysis
Issue Detail: In an effort to better protect the health and safety of persons experiencing unsheltered homelessness, the City’s Department of Community Response seeks to award First Step Communities (FSC) $3,287,452 to continue managing Safegrounds, the safe camping and safe parking sites at Miller Park, from January 1, 2023 through December 31, 2023.
In February 2021, the City contracted with FSC to manage a Safeground camping and parking site under the W/X Freeway near Southside Park. In April of 2021, CalTrans began work on Highway 50 which displaced people experiencing homelessness in the Southside Park area of W and X Streets and required the City to find a new location for Safeground camping and parking. The City acted quickly and extended its contract with FSC to manage Safe Ground Camping and Parking at Miller Park to avoid further displacement of unhoused residents throughout the City, and to provide safety, stability, and rehousing services in an effort to further the goal of reducing homelessness in
File ID: 2022-02173 1/24/2023 Consent Item 5.
Sacramento.
On October 19, 2021, Council approved a supplemental agreement with FSC to continue to fund the operation of Safegrounds at two sites in the City for an amount not to exceed $1,824,164. On January 11, 2022, Council adopted Resolution No. 2022-0017, continuing the local declaration of a shelter crisis.
On March 1, 2022, Council approved a supplemental agreement with FSC for an additional amount of $2,240,290, bringing the total not to exceed amount to $4,064,454 to provide operations at three Safegrounds sites through June 30, 2022 which was then extended through December 31, 2022.
In June 2022 the Safe Parking portion of the program was relocated from the overflow parking lot on Front St, to an unused portion of the paved parking lot at Miller Park. This relocation was due to dredging taking place within the marina which used the parking lot for equipment as well as dredged material.
On October 25, 2022, Council voted to shift funds from the Comprehensive Siting Plan to Permanent Supportive Housing projects. Relative high costs of developing and operating new Safeground programs caused staff to cease moving forward on the third Safeground site, while continuing with the two sites already established and operating at Miller Regional Park.
From March 1, 2021 until October 2, 2022, FSC produced the following outcomes at the Safegrounds sites:
· 918 total people served, 587 of whom self-report to suffer from a mental health disorder · 69 people moved into Permanent Housing, about 7.5%
· 252 people moved into other positive destinations, about 27% · Average length of stay was 68 days
Policy Considerations: The recommendations in this report are in accordance with 1) City Code Section 3.04.020, agreements involving an expenditure of $250,000 or more requires City Council approval; and 2) City Code Section 4.04.020 and Council Rules of Procedure (Chapter 7, Section E.2.d) mandate that unless waived by a 2/3 vote of the City Council, all labor agreements and all agreements greater than $1,000,000 shall be made available to the public at least ten (10) days prior to council action. This item was published for 10-day review on January 12, 2023, in compliance with the City Code.
Economic Impacts: None.
Environmental Considerations: The action proposed would approve an agreement for the continued management of Safegrounds, the safe camping and safe parking sites at Miller Park, from
File ID: 2022-02173 1/24/2023 Consent Item 5.
January 1, 2023 through December 31, 2023. The City considered the potential effects on the environment at the time the site was proposed and approved for operation. The City concluded that it could determine with certainty that no significant effects would result from establishing and operating Safegrounds, and that pursuant to CEQA Guidelines section 15061(b)(3) the activities were exempt from the California Environmental Quality Act (CEQA). A Notice of Exemption was filed on January 31, 2022. No further CEQA review is required.
Sustainability: None.
Commission/Committee Action: None.
Rationale for Recommendation: Services provided by this agreement address the ongoing need for safe supportive services for individuals experiencing homelessness.
Financial Considerations: Sufficient funding is available (Measure U Fund, Fund 2401) in the Homeless Housing Initiative MYOP (I02000200) to execute an Agreement with First Step Communities for Safegrounds in an amount not to exceed $3,287,452.
Local Business Enterprise (LBE): This agency is local to the Sacramento region.
Grant Agreement re: SafegroundsThis Grant Agreement (“Agreement”) dated January 1, 2023 (“Effective Date”), for purposes of identification, is between the CITY OF SACRAMENTO, a California municipal corporation (the "City"), and First Step Communities, a California non-profit corporation (the "Grantee"). Background In the last few years, the Department of Housing and Urban Development (HUD) has established directives for a Housing First model as a top priority. The emphasis would be to place homeless people in permanent housing and to coordinate access for the services they need. The First Step Communities (FSC) organization, along with other catalysts of this work such as Sacramento Steps Forward (SSF) and theSacramento Continuum of Care (CoC), are in agreement with HUD's direction towards Housing First as the priority model. However, a troublesome gap persists in the ability to secure funding to produce sufficient and affordable permanent housing for the homeless population; The most chronically affected when it comes to accessing permanent housing programs, emergency shelters, and services are the homeless population. This vulnerable population is often unable to find the appropriate services needed. First Step Communitieswant to support those individuals. The overall mission of FSC is to provide interim housing and services to the mostvulnerable homeless population. In doing so, FSC and its collaborative partners will help this targeted group as they move through the interim services provided. First Step Communities creates interim housing and emergency shelter for people experiencing homelessness. Here they will live in safety, dignity, and receive the services needed, and take the first step away from homelessness toward self-sufficiency and permanent housing. In April of 2021, CalTrans began work on Highway 50 which displaced people experiencing homelessness in the Southside Park area of W and X Streets. The City acted quickly to contract with FCS to provide Safe Ground and Safe Parking to avoid further displacement of unhoused residents throughout the City, and to provide safety, stability, and rehousing services in effort to further the goal of reducing homelessness in Sacramento. From March 1, 2021 until October 2, 2022, FSC has produced the following results at the Safegrounds: 918 total people served, 587 of whom suffer from a mental health disorder 69 people moved into permanent housing, about 7.5% 674 people moved into temporary housing, about 73% Average length of stay of 68 days With these Background facts in mind, the City and Grantee agree as follows: 1. Term. This Agreement takes effect as of the Effective Date set forth above and will terminate effective December 31, 2023. (a) This Agreement may be extended by mutual agreement of the parties if Grantee has not spent all of the City Funds by the planned Expiration Date. Grantee may request a time extension so that the term of this Agreement expires no later than June 30, 2024. The request must be in writing and explain the reason for the extension. The City will decide, in its sole discretion, whether to grant the extension and will notify Grantee of that decision (b) Either party may terminate this Agreement early by giving the other party notice in accordance with Section 8 at least 30 calendar days before the termination date set forth in the notice. In addition, this Agreement is subject to early termination with a shorter notice period under Section 7. 2. Disbursement of Funds. The City shall disburse to the Grantee a total sum not to exceed $3,287,452.16in accordance with section 3 below. The funds disbursed by the City under this agreement are referred to as “City Funds.” In no instance will the City be liable for any payments or costs in excess of this amount, for any unauthorized or ineligible costs, or for costs incurred after December 31, 2023. 3. Reimbursement Basis. The City will make payments to the Grantee in arrears as follows: (a) Progress Payments. On a monthly basis, the Grantee shall provide the City with a written report on the progress made on the Authorized Activities (in accordance with Section 4 below) and a detailed and properly documented invoice for reimbursement that must include a detailed accounting of costs already incurred in sufficient detail for the City, in its opinion, to substantiate the costs. The City will notify the Grantee within 15 business days following receipt of its invoice and written report of any circumstances or data identified by the City that would cause withholding of approval and subsequent payment. The City may request any additional documentation it determines is needed to substantiate any request for reimbursement. The City reserves the right to withhold payment of unauthorized amounts. The City shall remit payment to Grantee within a reasonable time after invoice approval. (b) Final Payment. As a condition of receiving final payment under this agreement, the Grantee shall provide the City with (i) all of the documents described in Section 3(a), above, covering the period since the Grantee last submitted a monthly payment request, and (ii) the final completion report required under Section 5(d), below. The City may request any additional documentation it determines is needed to substantiate any request for reimbursement or that is needed to complete the closeout report. The City reserves the right to withhold payment of unauthorized amounts. The City shall remit payment to Grantee within a reasonable time after invoice and closeout report approval. 4. Authorized Uses. The following terms apply to the Grantee’s activities and expenditures related to this agreement:a) The Grantee may seek reimbursement solely for costs it incurs that are necessary to carry out the activities listed in Attachment 1 (“Authorized Activities”) in accordance with the budget listed in Attachment 2 (“Approved Budget”). If a term included in Attachment 1 is stated as an obligation, then the Grantee is obligated to perform the term under this agreement. b) The Grantee may seek reimbursement solely for eligible costs that it incurs between the effective date of this agreement and December 31, 2023. Grantee shall not adjust any line-item expenditure in the Authorized Budget by more than 10% without the prior written approval of the City Representative listed in Section 8 below. Grantee shall submit requests for line-item adjustments in accordance with the notice procedures in Section 8 below. c) Any costs that are determined by subsequent audit to be unallowable are subject to repayment by the Grantee to the City within 60 days unless the City approves in writing an alternative repayment plan. d) Grantee may not use the City Funds to supplant funds provided by other entities or held by Grantee prior to the Effective Date. e) This Section will survive the expiration or termination of this Agreement. 5. Books and Records. During the term of this Agreement and for three years after the termination or expiration of this agreement, the Grantee shall keep appropriate books, records, and accounts in connection with the funds and activities performed under this Agreement and is subject to the following: a)The Grantee shall maintain all records related to this agreement in accordance with generally accepted accounting practices, including the following records: (i) general ledger and subsidiary ledgers used to account for the receipt of City Funds and the disbursements of funds to meet eligible expenses; (ii) budget records for all fiscal years covered by this agreement; (iii) payroll, time records, human resource records to support costs incurred for payroll expenses related to this agreement; (iv) receipts of purchases made related to this agreement; (v) contracts and subcontracts entered into using City Funds and all documents related to such contracts; (vi) grant subaward agreements entered into using City Funds and all documents related to such awards; (vii) all documentation of reports, audits, and other monitoring of contractors, subcontractors, the Grantee, and subrecipients; (viii) all documentation supporting the performance outcomes of contracts, subcontracts, grant subaward agreements, and this agreement; (ix) all internal and external email/electronic communications related to use of City Funds; and (x) all investigative files and inquiry reports involving payment of City Funds.b) The Grantee shall make its books, records, and accounts (both those that relate to this Agreement and those that do not), employees, performance-related records, property, and equipment related to this agreement available to the City’s Accounting Manager (the “Accounting Manager”), the City Auditor, and any independent auditor at all reasonable times so that the Accounting Manager, City Auditor, or an independent auditor may determine whether the Grantee has complied with this agreement. If the City requests, the Grantee shall obtain and provide to the City, at the Grantee’s sole cost, an independent financial audit of the Grantee’s use of the City Funds.c)Upon demand by the City, given in accordance with section 8, the Grantee shall reimburse the City for all City Funds that the Accounting Manager, City Auditor, or an independent auditor determines were expended for activities other than Authorized Activities in accordance with this agreement, with reimbursement to be by check payable to the City and delivered to the City at the address shown in Section 8 below. d) Within 30 calendar days after either completion of the Authorized Services or the Expiration Date, whichever occurs first, Grantee shall provide City with a final completion report pursuant to the City’s December 8, 2020 Grant Distribution Policy. The report shall demonstrate quantitative and qualitative evidence of successful efforts benefitting the community, outline all completed grant activities as proposed in this Agreement and any executed modifications, materials provided to the public, advertisements, and photographs, where applicable. Grantee's failure to provide the final completion report or Grantee's unauthorized use of City Funds may result in the Grantee being barred from being eligible for City grant funding in future years. 6. Supervision or Discipline of Minors. The Grantee shall not employ a person, whether as an employee, contractor, or volunteer, in a position with supervisory or disciplinary authority over a minor in connection with this agreement if the person has been convicted of an offense identified in California Public Resources Code section 5164, subdivision (a)(2). To give effect to this section, the Grantee shall conduct a criminal background check on each person it employs in a position with supervisory or disciplinary authority over a minor.7. Term; Suspension; Termination. This Agreement is effective on the Effective Date and continues in effect until both parties have fully performed their respective obligations under this Contract, unless sooner terminated as provided herein. a) The City shall have the right at any time to suspend Grantee’s performance hereunder, in whole or in part, by giving a written notice of suspension to Grantee. Upon receipt of such notice, Grantee shall immediately suspend its activities under this Contract, as specified in the notice. b) The City shall have the right to terminate this Agreement at any time by giving a written notice of termination to Contractor. Upon receipt of such notice, Contractor shall immediately cease performance under this Contract as specified in the notice. If the City terminates this Contract: (1) Contractor shall, not later than five days after receipt of the notice, deliver all information prepared under this Contract to the City. (2) The City shall pay Grantee the reasonable value of Authorized Activities provided by Grantee before termination; provided, however, City shall not in any manner be liable for lost profits that might have been made by Grantee had the Agreement not been terminated or had Grantee completed performance required by this Contract. Grantee shall furnish to the City any financial information requested by the City to determine the reasonable value of the Authorized Activities provided by Grantee. The foregoing is cumulative and does not affect any right or remedy that City may have in law or equity.
8. Notices. Any notice, request, report, or demand under this Agreement must be in writing and will be considered properly given and effective only when mailed or delivered in the manner provided by this section 8 to the persons identified below or their successors. A mailed notice, application, request, report, or demand will be effective or will be considered to have been given on the third calendar day after it is deposited in the United States Mail (certified mail and return receipt requested), addressed as set forth below, with postage prepaid. A notice, application, request, report, or demand sent in any other manner will be effective or will be considered properly given when actually delivered. Any party may change its address for these purposes by giving written notice of the change to the other party in the manner provided in this section. If to the City: City of SacramentoDepartment of Community Response Office of Homeless Services 1000 I Street, Suite 180 Sacramento, California 95814 Attention: Nicholas Golling, Program ManagerIf to the Grantee:First Step CommunitiesP.O. Box 188228Sacramento, CA 95818 Attention: Stephen Watters 9. Effective Date. This Agreement is effective on the date that all parties have signed it, as indicated by the dates in the signature blocks below and covering costs from contract start through the expiration stated above.10. Indemnity. The Grantee shall defend, hold harmless and indemnify the City, its officers and employees, and each and every one of them, from and against any and all third-party actions, damages, costs, liabilities, claims, demands, losses, judgments, penalties, costs and expenses of every type and description, including, but not limited to, any fees and/or costs reasonably incurred by the City's staff attorneys or outside attorneys and any fees and expenses incurred in enforcing this provision (collectively, "Liabilities"), including Liabilities arising from personal injury or death, damage to personal, real or intellectual property or the environment, contractual or other economic damages, or regulatory penalties, arising out of or in any way related to this Agreement, whether or not (i) such Liabilities are caused in part by a party indemnified hereunder or (ii) such Liabilities are litigated, settled or reduced to judgment, except that the foregoing indemnity does not apply to liability for any damage or expense for death or bodily injury to persons or damage to property to the extent arising from the sole negligence or willful misconduct of the City, its agents, servants, or independent contractors who are directly responsible to City, except when such agents, servants, or independent contractors are under the direct supervision and control of the Grantee. The Grantee shall also defend, hold harmless and indemnify the City, its officers and employers, and each and every one of them, from and against any Liabilities related to the enforcement of Section 5(c) of this Agreement resulting from actions brought by any party.11. Insurance. During the term of this agreement, the Grantee shall maintain insurance coverage as follows:a) Commercial General Liability Insurance providing coverage at least as broad as ISO CGL Form 00 01 on an occurrence basis for bodily injury, including death, of one or more persons, property damage, and personal injury, arising out of activities performed by or on behalf of the Grantee, its subcontractors, products and completed operations of Grantee, its subcontractors, and premises owned, leased, or used by the Grantee, its subcontractors, with limits of not less than one million dollars ($1,000,000) per occurrence. The policy must provide contractual liability and products and completed operations coverage for the term of the policy. The policy must not include an exclusion for sexual abuse, physical abuse, or molestation (except for third party abuse, specifically guest on guest sexual and physical abuse).b) Workers’ Compensation Insurance with statutory limits and Employers' Liability Insurance with limits of not less than one million dollars ($1,000,000). The Workers' Compensation policy shall include a waiver of subrogation in favor of the City.c) The minimum limits of insurance required by section 11(a) may be satisfied by a combination of primary and umbrella or excess insurance coverage; provided that any umbrella or excess insurance must contain, or be endorsed to contain, a provision that it applies on a primary basis for the benefit of the City, and any insurance or self-insurance maintained by the City, its officials, employees, or volunteers is in excess of such umbrella or excess coverage and does not contribute with it. d) The City, its officials, employees, and volunteers must be covered by policy terms or endorsement as additional insureds as respects general liability arising out of: activities performed by or on behalf of Grantee and its subcontractors; products and completed operations of Grantee and its subcontractors; and premises owned, leased, or used by Grantee and its subcontractors.e) The policies must contain, or be endorsed to contain, the following provisions: 1) Grantee’s insurance coverage, including excess insurance, is primary insurance as respects the City, its officials, employees, and volunteers. Any insurance or self-insurance maintained by the City, its officials, employees, or volunteers is in excess of Grantee’s insurance and does not contribute with it. 2) Any failure to comply with reporting provisions of the policies does not affect coverage provided to the City, its officials, employees, or volunteers. 3) Coverage must state that Grantee’s insurance applies separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer’s liability. f) The Grantee shall provide the City with 30 days’ written notice of cancellation or material change in the policy language or terms. g) Insurance must be placed with insurers with a Bests’ rating of not less than A:VI. Self-insured retentions, policy terms, or other variations that do not comply with the requirements of this section 11 must be declared to and approved by the City in writing prior to execution of this agreement. h) The Grantee shall furnish the City with certificates evidencing the insurance required. The certificates must be forwarded to the City representative named in section 8. Copies of policies must be delivered to the City on demand. Certificates of insurance must be signed by an authorized representative of the insurance carrier.i) For all insurance policy renewals during the term of this agreement, the Grantee shall send insurance certificates reflecting the policy renewals directly to: City of Sacramento c/o EXIGIS LLC P.O. Box 947 Murrieta, CA 92564 Insurance certificates also may be faxed to (888) 355-3599, or e-mailed to: [email protected]) The City may withdraw its offer of contract or terminate this agreement if the certificates of insurance required have not been provided prior to execution of this agreement. The City may withhold payments to the Grantee or terminate the agreement if the insurance is canceled or the Grantee otherwise ceases to be insured as required by this section 11. k) Any available insurance proceeds in excess of the specified minimum limits and coverages must be made available to the City. l) The Grantee’s liability to the City is not in any way limited to or affected by the amount of insurance coverage required or carried by the Grantee in connection with this agreement. 12. Conflicts of Interest. The Grantee, its officers, directors, employees, agents, and subcontractors shall not have or acquire any interest, directly or indirectly, that creates an actual or apparent conflict with the interests of the City or that in any way hinders the Grantee's performance under this Agreement. 13. Compliance with all Laws, Requirements, and Orders. The Grantee shall comply with all applicable laws, regulations, orders of public officials, and requirements in connection with this agreement, including all non-discrimination and equal opportunity laws to ensure that Grantee does not deny benefits or services or otherwise discriminate on the basis of race, color, national origin (including limited English proficiency), disability, age, or sex (including sexual orientation and gender identity).
14. Miscellaneous.a) Assignment. The Grantee may not assign or otherwise transfer this Agreement or any interest in it without the City's written consent, which the City may grant or deny in its sole discretion.An assignment or other transfer made contrary to this section 14(a) is void.b)Successors and Assigns. This Agreement binds and inures to the benefit of the successors and assigns of the parties. c)Interpretation. This Agreement is to be interpreted and applied in accordance with Californialaw.d)Waiver of Breach. A party's failure to insist on strict performance of this Agreement or to exercise any right or remedy upon the other party's breach of this Agreement will not constitute a waiver of the performance, right, or remedy. A party's waiver of the other party's breach of any term or provision in this Agreement is not a continuing waiver or a waiver of any subsequent breach of the same or any other term or provision. A waiver is binding only if set forth in writing and signed by the waiving party. e)Severability. If a court with jurisdiction rules that any nonmaterial part of this Agreement is invalid, unenforceable, or contrary to law or public policy, then the rest of this Agreement remains valid and fully enforceable. f) Counterparts. The parties may sign this Agreement in counterparts, each of which is considered an original, but all of which constitute the same Agreement. Facsimiles, pdfs, and photocopies of signature pages of the Agreement have the same binding effect as originals.g) Time of Essence.Time is of the essence in performing this Agreement. h)Compliance with all Laws, Requirements, and Orders. The Grantee shall comply with all applicable laws, regulations, orders of public officials, and requirements in connection with this agreement, including all non-discrimination and equal opportunity laws to ensure that Grantee does not deny benefits or services or otherwise discriminate on the basis of race, color, national origin (including limited English proficiency), disability, age, or sex (including sexual orientation and gender identity). i)Authority to Sign. The person signing this Agreement on Grantee's behalf represents that he or she is authorized to do so and that no further action beyond his or her signature is required to bind Grantee to this Agreement. City shall have no obligations whatsoever under this Agreement, unless and until this Agreement is executed by the City Manager or the City Manager's authorized designee. j)Tax Implications and Consequences. The City makes no representations as to the tax consequences associated with the disbursement of City Funds related to this Agreement, and any determination related to this issue is the sole responsibility of the Grantee. Grantee acknowledges consulting with its own tax advisors or tax attorneys regarding this transaction or having had an opportunity to do so prior to signing this Agreement. Grantee acknowledges the City cannot provide advice regarding the tax consequences or implications of the City Funds disbursed to Grantee under the terms of this Agreement. k) Integration and Modification. This Agreement sets forth the parties' entire understanding regarding the matters set forth above and is intended to be their final, complete, and exclusive expression of those matters. It supersedes all prior or contemporaneous agreements, representations, and negotiations-written, oral, express, or implied and may be modified only by another written Agreement signed by both parties. (Signature Page Follows) 1 CITY OF SACRAMENTO, a municipal corporation, GRANTEE: NAME ________________________________ ________________________________ Mario Lara, Assistant City Manager Stephen Watters, Executive DirectorDated: __________________________ Dated: ___________________________ APPROVED AS TO FORM: _________________________________City Attorney ATTEST: _________________________________ City Clerk 2 Attachment 1- Authorized Activities First Step Communities dba Safegrounds I.OVERVIEW In an effort to better protect the health and safety of persons experiencing unsheltered homelessness, the City’s Department of Community Response shall award First Step Communities (FSC) “Safegrounds,” a California nonprofit corporation, $3,287,452.16 to continue managing and operating the following respite center locations from January 1, 2023 through December 31, 2023: Safe camping at Miller Park with 60 tents for 60 targeted clients and a maximum capacity of 100 clients. Safe parking safe ground at Miller Park with safe vehicle parking for up to 50 clients. II. ResponsibilitiesFSC shall assume the following responsibilities: Hire or reassign the following staff to oversee the two safe ground locations: o 0.33 Executive Director o 0.33 Chief Operating Officer o 1 FTE Program Director to provide general oversight o 0.33 Employee Recruitment Coordinator (HR) o 0.33 IT Specialist o 0.33 Director of Services o 2 FTE Shelter Supervisor to manage shelter staff o 8.4 FTE Shift Lead Shelter Staff to setup the sites, complete guest intake, serve as overnight monitors, and clean up the site upon guest departure o 16.8 FTE Shift Support Staff to setup the sites, complete guest intake, serve as overnight monitors, and clean up the site upon guest departure o 4 FTE Case Managers to establish rapport with guests and facilitate referrals to community resources including entering individuals into the region’s Homeless Management Information System (HMIS) and completing Vulnerability Index-Service Prioritization Decision Assistance Tool (VI-SPDAT) assessments to ensure linkage to the region’s Coordinated Entry System (CES) Operate the safe ground locations daily from Sunday to Saturday with 24/7 staff coverage Coordinate the provision of two meals per day, coffee, and snacks, as well as basic needs supplies such as tents, blankets, and hygiene products for guests Maintain restrooms and propane tanks used to heat water in the City provided shower trailers Agree to an open information exchange between First Step Communities and the Department of Community Response to ensure optimal outcomes Seek other resources and services in kind to support program participants As directed, be an active participant in the Coordinated Access System (CAS) III. Record Keeping and Reporting Requirements FCS shall enter data about the program and maintain client files, in accordance with the requirements of the Sacramento Homeless Continuum of Care’s Homeless Management and Information System (HMIS). Program records will be made available upon request for inspection by the City and FCS shall grant the City direct HMIS data access for this program. To track project status FCS shall submit Weekly Safegrounds Status Report including the following: Total Number of clients at Safegrounds Miller Park o Riverfront Safe Camping total o Riverfront Safe Parking total 3 Total number of clients active in Case Management (HMIS) Total number of open tents Total number of positive exits (clients moved indoors) including their exit destination. Total number of clients moved indoors since Riverfront opening Summary of incidents that occurred Safe camping and safe parking updates and issues To track project performance FSC shall complete and submit the Homeless Services Division Monthly Project Performance Report (Attachment A to Attachment 1) by the 15thof every month. No later than January 15, 2024, FSC shall submit a cumulative report to the Department of Community Response Director summarizing the provision of all services. IV.PROJECT RULESThe program must incorporate as part of their program, a set of program or house rules that serves as protocols or guidelines for ensuring the health, safety, and security of program participants, as well as program staff. • Program Rules shall address safety and security concerns, and any agency policy and procedure for search and seizure of property (search, confiscation, and securing of weapons and other contraband). • Program Rules must be made available to City staff upon request. • Program Rules will be subject to review and approval by the City. • Program Rules must be client-centered to minimize barriers to accessing services and prevents/minimizes exits from program due to rule violations. • All clients admitted must have a willingness and capacity to participate in program services. V.PROJECT EXITSClear Policies and Procedures for exiting participants from Safegrounds must be established. Immediate program exits occur for a variety of specific reason that place other participants at risk including: Violence or violent threats to other participants or staff members Drug sales inside the Safegrounds location Destruction of property Participants may be accepted back into the program with conditions that they participate in case management services. Each program exit is evaluated on a case-by-case basis and contingent upon the participants demonstrated desire to make positive steps out of homelessness. VI.ACCESS Entry into the Program is limited to two routes: Direct referral from the City’s Department of Community Response Outreach team Coordinated referral process from one of the FSC authorized contractors VII. EXPECTED OUTCOMESBy January 15, 2024, FCS shall submit a cumulative report summarizing achievement towards the following expected outcomes: Program shall remain at or near capacity at any given time Program shall result in increased placements to positive destinations for people experiencing unsheltered homelessness in the City 4 100% of participants will be offered 2 nutritious meals each day, coffee, and snacks, as well as basic needs supplies such as tents, blankets, and hygiene products Program shall operate daily from Sunday to Saturday with 24/7 staff coverage Resources and services received in kind to support program participants VIII.INCIDENT REPORTS Upon the occurrence of any reportable event(s) identified below, First Step Communities shall provide the specified information to the City. A telephone report shall be made within one (1) day, followed by a written report within seven (7) days. A reportable event is defined as the occurrence of any of the following: Death of any client from any cause. • Any facility-related injury of any client which requires medical treatment. • All cases of communicable disease reportable under Section 2502 of Title 17, California Code of Regulations. These cases shall be reported to the local health officer in addition to the State of California, Department of Health Care Services, and the City. • Poisonings. • Catastrophes such as flooding, tornado, earthquake, or any other natural disaster. • A fire or explosion in or on the premises. Specific Information to provide: • Client's name, age, sex, and date of admission. • Date, time, location, and nature of event. • Attending physician's name, findings, and treatment, if any. IX.MONITORING At a minimum, the City will conduct annual monitoring of the program which may include, but is not limited to, evaluation of program operations, integrity of physical spaces, and engagement with participants. In addition to annual monitoring, the City may at any time evaluate this program, which may include monitoring client files. FSC shall be given opportunities to participate in the evaluation process. 5 Attachment A to Attachment 1See next page for the Homeless Services Division Monthly Project Performance Report Template 6 Office of Homeless Services MonthlyProject Performance ReportAgencynamePreparedbyProgramnameProgramcontactReportingperiodPhoneEmailContractnumberUnits/bedsfundedIn an effort to show the investments by the City of Sacramento in homeless services and shelterprogramming, please only report on households served through the contract number displayedabove.Program description:Program objectives:Population Served(check all t hatapply):Children (0-17 years)Seniors (65 years and older)Families, onlyTransition Aged Youth (18-24 years)LGBTQ+Women, onlyAdults (19-64 years)Persons with petsOther, please specify:ProgramCensus:HouseholdsservedPersons servedNew Households enrolledAverage length of stay (in days)Average utilization rateHouseholdexitstopermanenthousing Section 2 – Program OverviewSection 1 – Contractor Information 7Summary of Services ProvidedCategory1CountCategory2CountGeneralhealthandwellnessRe-housingsupportMainstreambenefitsIncomeBehavioralhealthor AODEmploymentEducationLifedocumentsGeneralcase managementOther Section 3a – Participant Information (Adults Only Household)AgeCount18-24years25-34years35-44 years45-54years55-61years62+ yearsRaceCountWhiteBlackor AfricanAmericanAsianAmericanIndian orAlaskaNativeMultipleracesOtherNodatacollectedGenderIdentityCountMaleFemaleTransgenderMaleTransgenderFemaleNon-binaryNodatacollectedEthnicityCountNon-Hispanic/LatinoHispanic/LatinoNodatacollectedActiveSubstanceDependencyCountAlcoholabuseDrugabuseBothalcoholanddrugabuseNodatacollectedHealthandWellnessCountMentalHealthConditionPhysicalHealthConditionDisablingConditionReasonforHomelessnessCountEconomicSocialMedicalOtherPriorLivingSituationCountUnshelteredShelteredTemporaryhousingPermanenthousingNodatacollectedHouseholdswith petsCountCatsDogsOtherChronicallyHomelessCountYesNoNodatacollected 8Summary of Services ProvidedCategory1CountCategory2CountGeneralhealthandwellnessRe-housingsupportMainstreambenefitsIncomeBehavioralhealthor AODEmploymentEducationLifedocumentsGeneralcase managementOther Section 3b – Participant Information (Households with minor dependents)Ageof AdultsCount18-24years25-34years35-44 years45-54years55-61yearsGenderIdentityAdultMinorMaleFemaleTransgenderMaleTransgenderFemaleNon-binaryNodatacollectedAgeof MinorsCountUnder5years5-12years13-17yearsNodatacollectedRaceAdultMinorWhiteBlackor AfricanAmericanAsianAmericanIndian orAlaskaNativeMultipleracesOtherSubstanceDependency(Adults)CountAlcoholabuseDrugabuseBothalcoholanddrugabuseNodatacollectedEthnicityAdultMinorNon-Hispanic/LatinoHispanic/LatinoNodatacollectedHeadof HouseholdCountSingleadultMorethanoneadultHealthandWellnessAdultMinorMentalhealthconditionPhysicalhealthconditionDisablingconditionPriorLivingSituationCountUnshelteredShelteredTemporaryhousingPermanenthousingNodatacollectedReasonforHomelessnessCountEconomicSocialMedicalOtherHouseholdswith petsCountCatsDogsOther 9 Use this section to report any other important information about your program.Note: Include additional attachments/ pages as needed. You may submit corresponding photos, mediaarticles, etc. Please state that you authorize the City to use and publish photos.For this reporting period, provide a summary of the program’s impact on the community and targetpopulation.Pleaseshare a movingortelling story aboutoneof your clientstoillustratethework, services,oractivitiesof your program. Describe any challenges encountered during this reporting period.Please share additional information not listed in the above sections.
Section 4 – Narratives and Program Highlights
10 The reporting template is provided in a format that allows providers to enter program information directly into an Adobe Acrobat file. After you have entered your program information on theform, the file should be saved and emailed [email protected] contactNick Golling, Program Manager at (916) 808-7816 or [email protected] should youhave any questions or require assistance completing the reporting form.Reporting FieldInstructionsProgram NameName ofthe program theCity iscurrently funding. Organization/AgencyNameNameofyouragency ororganization.Programcontact Name ofperson responsiblefor program implementation.EmailEmailofpersoncompletingreportingform.PhonePhonenumberofpersoncompleting reporting form.Program Description A brief overview of the program activities funded under the contract bythe City.Program Objectives Specific statements describing what should be achieved in the shorter- term as a result of the program (e.g. providing case management services to homeless individuals, enrolling individuals in health insurance, assisting clients with findingemployment, etc.). Population ServedCheck the population(s) the program serves. You may check all that apply.LGBTQ+Lesbian, Gay, Bisexual, Transgender, Queer, Asexual. This acronym isoften expanded to inclusively represent identities which include intersex and questioning people. Families, only A household made up of one or more adults, regardless of sexual orientation, marital status, or gender identity, presenting with minor child(ren) or dependent adult(s). Women, only Adult individuals, 18 and over, identifying as women, regardless ofsexual orientation.Other Any population served not specifically named in the population servedsection. ProgramCensusProgram census captures the number of individuals andhouseholds overtime as well as newly enrolled in your program. The census will also capture average time of stays in your program.HouseholdsServedHouseholds served is inclusive of families and individual households served in your program during the time of your contract through thereporting period end date. PersonsServed Persons served is inclusive of all individuals who are servedthrough your contracted program, throughout the time of yourcontract through reporting period end date. For this field, you would count every member of the household.
Monthly Reporting Instructions
11 NewHouseholds enrolledReport on both family and individual households enrolled specifically from the start and end of the reporting period. For example, if you have served 5 households total, but 3 households entered during thereporting period, youwill only enterthe 3households.Averagelength of stayThisinformation canbeobtained throughHMIS APRReport(SectionQ22B). To calculate the average length of stay, combine the number of “stayers” and “leavers” and divide by the combined number of family units and individuals served. To calculate this number manually, take the combined total number of days in the program for family units and individuals and divide by thenumber ofpeople served. AverageutilizationrateThis information can be obtained through HMIS. If your program is notcurrently in HMIS, to calculate the utilization rate you will divide the number of days beds in your program were filled by the number of days during the reporting period. Householdsexitedto permanenthousing Households exited is inclusive of family and individual households. Permanent housing can be either subsidized or unsubsidized housing without a designated length of stay in which formerly homeless persons live as independently aspossible.Participant Information (Adult OnlyHouseholds) A count of adults broken down by age and demographic information. Only adults in the program during the reporting periodshouldbe counted. Participant Information (Households withminor dependents) A count of adults and minor dependents who enter your program together. Only adults and minors in the program during the reporting period should be counted. Gender IdentityA person’s perception of having a particular gender, which may or may notcorrespond with their birth sex. Male Individualsidentifying asmaleFemaleIndividualsidentifying asfemaleTransgender MaleAn individualidentifying as malewhowas assignedfemaleat birthTransgender FemaleAn individualidentifyingas female who was assignedmaleat birthNon-binary An individualwho does notidentifyas maleor femaleHealthandWellnessCounts in this category are for individuals who report an impairment. Individuals can be counted in multiple categories.Mental Health ConditionDisordersthataffect aperson’s mood,thinking, andbehavior. PhysicalHealthConditionAhealthproblem that requiresongoingmanagement.Disabling Condition A condition that prevents a person from self-performance of personal care tasks without assistance. ReasonforHomelessnessCounts into the categories below as reasons for an individual’s orhousehold’s homelessness.Economic Homelessness due to economic reasons include employment status,eviction from housing, or financial reasons.SocialSocial reasons for homelessness include domestic violence, kicked out byfamily or friends, and substance use problems.MedicalMedicalreasonsfor homelessnessinclude physical medical issues and mental health illnesses. Householdswithpets The count of adult and/ or family households that enter with pets. This isnot a count of pets who have entered the shelter. 12 Race A person’s self-identification with one or more social groups. People can identify as multiple races, and if they report as such only count them in themultiple races column.WhiteAperson havingorigins inEurope, the Middle East,orNorthAfricaBlack orAfricanAmerican Aperson havingoriginsinAfricaAsianAperson havingoriginsinSoutheast Asia AmericanIndian orAlaskaNative Aperson havingoriginsinNorthand South America
Ethnicity Ethnicity categories in relation to the “Spanish origin’ of a person. Peopleof Hispanic/ Latino culture or origin can also identify with a race in the section above.Chronically Homeless Chronichomelessnessisdefinedasfourepisodesofhomelessness that add up to 12 months, or at least 1 year of continual homelessness. PriorLivingSituationWherepeoplewerestayingpriortoprogramenrollment.UnshelteredPeople whose primary nighttime location is a public or private place not designed for, or ordinarily used as, a regular sleeping accommodation. Forexample, cars, camping, or in a park.ShelteredStayinginapublicorprivatelyoperatedshelterTemporaryHousingHousing that provides temporary living arrangements. For example, staying in a hotel or with friends/ family (“couch surfing”) that is notmeant to be permanent.PermanentHousing Housing without adesignatedlength of stay.SummaryofServicesProvidedAcountofrelevantservicesprovidedtoparticipantsoftheshelter.General healthand wellnessServices that contribute to the general well-being of the individual. Thiscan include access to grooming services or self-care.Mainstreambenefits Assistancewithaccesstobenefits like CalFresh, Medi-Cal,CalWORKsBehavioral Health or AOD Mental health, alcohol, or drug treatment servicesEducation Assistance with education benefits, such as enrollment in community college, a trade or technical program, assistance with applying for financial aid. General casemanagementThe number of people your program has engaged with, this can be through creating goals, providing check-ins, etc.Re-housingsupportAssistance obtaining housing, including assistance searching of housing,completing applications, etc.Income Assistance with applying for SSI, SSDI, or other sources of income EmploymentAssistance with maintaining or obtaining employment. This can include resume assistance, application assistance, rides to and from interviews,etc. Life documents Assistance obtaining identification, drivers licenses, social security cards,birth certificate, etc.Other Additionalassistanceprovided not previously mentioned.
Attachment 2- Approved Budget First Step Communities dba Safegrounds Maximum Payment to First Step Communities City will pay First Steps Communities an amount not to exceed $3,287,452.16 for the services rendered during the contract term January 1, 2023, to December 31, 2023. Invoicing: First Steps Communities First Steps Communities shall submit invoices monthly by the fifteenth (15th) of each month via email to [email protected] and [email protected]. Invoices shall be prepared in accordance with Section 3 of the grant agreement. Invoices shall be detailed out in accordance with the line items in the budget below.
BudgetEligible costs are as follows: Budget Line ItemTotalSTAFFING0.33 Executive Director $ 39,600.00 0.33 Chief Operating Officer $ 30,000.00 1 FTE Program Director $ 68,544.00 0.33 Employee Recruitment Coordinator (HR) $ 22,848.00 .033 IT Specialist $ 18,166.68 0.33 Director of Services $ 24,222.24 2 FTE Shelter Supervisor $ 114,048.00 8.4 FTE Shift Lead Shelter Staff $ 404,064.00 16.8 FTE Shift Support Staff $ 779,328.00 4 FTC Case Managers $ 219,648.00 FSC Benefits $ 519,380.68 Overtime $ 10,800.00 SUBTOTAL$ 2,250,649.60 OPERATIONSInsurance $ 296,500.00 Consultant - Stipends $ 7,560.00 Food - VOA Delivered (200 meals/day) $ 336,960.00 Program Supplies $ 30,770.00 Facilities (Restroom Rental/Service 3x/week) $ 43,386.60 Phones & Internet (No hot spo)t - HMIS, Mileage $ 6,000.00 Transportation $ 16,766.67 Administrative Expense $ 298,859.29 TOTALS $ 3,287,452.16 Only program activities detailed in the budget will be eligible for reimbursement. The City requires sufficient backup documentation to be included when submitting invoices. All backup documentation must be organized and labeled according to eligible costs outlined above.