City of Sacramento
City Council - 5PM Report
915 I Street Sacramento, CA 95814
www.cityofsacramento.org
File ID: 2023-00146 3/14/2023 Consent Item 4.
Department of Community Response Disbursement of HHAP Funds for Youth Sheltering File ID: 2023-00146
Location: Citywide
Recommendation: Pass a Motion: 1) authorizing the City Manager or the City Manager’s designee to execute a one-year grant agreement with Sacramento LGBT Community Center for their Shortterm Transitional Emergency Program (STEP) services for a not-to-exceed amount of $716,308; 2) authorizing the City Manager or the City Manager’s designee to execute a one-year grant agreement with Sacramento LGBT Community Center for their Transitional Living Program (TLP) services for a not-to-exceed amount of $97,624; 3) authorizing the City Manager or the City Manager’s designee to execute an 9-month grant agreement with Waking the Village for their Village Youth Family Shelter services for a not-to-exceed amount of $501,126; and 4) authorizing the City Manager or the City Manager’s designee to execute a one-year grant agreement with Wind Youth Services for their Common Ground Shelter services for a not-to-exceed amount of $471,882.
Contact: Nicholas Golling, Homeless Services Manager, (916) 808-7816, [email protected], Department of Community Response Attachments:
1-Description/Analysis
2-Sacramento LGBT Community Center (STEP) Grant Agreement 3-Sacramento LGBT Community Center (TLP) Grant Agreement 4-Waking the Village Grant Agreement
5-Wind Youth Services Grant Agreement
Additional Description/Analysis
Issue Detail:
The Department of Community Response (DCR) seeks to provide the following grants to serve at risk youth between the ages of 18 and 24:
· $716,308 in grant funding to the Sacramento LGBT Community Center to fund the Short-term Transitional Emergency Program (STEP) from January 1, 2023, through December 31, 2023;
File ID: 2023-00146 3/14/2023 Consent Item 4.
· $97,624 in grant funding to the Sacramento LGBT Community Center to fund the Transitional Living Program (TLP) from January 1, 2023, through December 31, 2023; · $501,126 in grant funding to Waking the Village for their Village Youth Family Shelter from April 1, 2023, through December 31, 2023; and
· $471,882 in grant funding to Wind Youth Services for their Common Ground Shelter services from January 1, 2023, through December 31, 2023.
The State of California has established the Homeless Housing, Assistance, and Prevention Program Round 3 (“HHAP-3”) pursuant to Chapter 6 (commencing with Section 50216) of Part 1 of Division 31 of the Health and Safety Code. (Added by Stats.2020, c. 15 (A.B. 83), § 7, eff. June 29, 2020.) HHAP-3 is a $1 billion block grant program authorized by AB 140 (Health & Saf. Code, § 50218.6, et seq.), which was signed into law by Governor Gavin Newsom on July 19, 2021. HHAP-3 is administered by the California Homeless Coordinating and Financing Council (“HCFC”) in the Business, Consumer Services and Housing Agency (“BCSHA”).
On October 12, 2021, the City submitted an application to BCSHA for HHAP-3 funds in the amount of $16,683,570. On August 5, 2022, the City received the first disbursement of HHAP-3 funding in the amount of $3,336,714. On January 4, 2023, the City received the second disbursement of HHAP-3 funding in the amount of $13,346,856.
On June 28, 2022, City Council adopted Resolution No. 2022-00787, which authorized the City Manager to sign all necessary grant agreements and related documents to receive the HHAP-3 funding, and to accept and administer $16,683,570 in grant funding.
The City disbursement of HHAP-3 funds to Grantees for Sacramento LGBT Community Center, Waking the Village and Wind Youth Services Common Ground furthers the HHAP-3 purpose of continuing to build on regional coordination developed through previous rounds of funding to reduce homelessness.
Through their programs and services, Grantees provide homeless and at ‐
risk youth between the
ages of 18 and 24 with basic safety net and survival services and a safe place to stay. Grantees provide supportive services and opportunities to youth experiencing homelessness as they pursue self
‐
determined lives of stability and independence.
The Sacramento LGBT Community Center STEP program provides 24-hour shelter in community with an average 90-day stay that includes meals, clothing, and transportation assistance for youth ages 18-24 who have been victims of crime and experiencing homelessness. Youth will receive assistance from case managers and advocates to obtain identification documents, access medical and mental health services, and navigate next steps in their transition to more permanent housing.
The Sacramento LGBT Community Center TLP program empowers youth ages 18-24 who have been victims of crime and experiencing homelessness with the support and life-skills they need to establish self-sufficiency. Youth are provided stable housing in community for up to 24-months that includes meals, clothing, transportation assistance, intensive case management, counseling,
File ID: 2023-00146 3/14/2023 Consent Item 4.
transportation, education and employment services, life skills workshops, and establishment of a support system that they can maintain after exiting the program.
Waking the Village’s Youth Family Shelter provides eight shelter units for parenting, transitional age youth and their children experiencing homelessness. Waking the Village offers parenting youth and their children a holistic program centered on youth development, the strengthening of physical and mental health, educational attainment, career development, and financial management so that they leave prepared to be leaders in their own lives and leaders in the lives of their children and community.
Wind Youth Service’s Common Ground Shelter provides services to a total of 20 youth (at any given time) experiencing homelessness who have been victims of crime. While sheltered at Common Ground, all unemployed youth will engage in the Workforce Development Hybrid Program ("Program"). The Program is comprised of dual components: Job Readiness Training ("JRT") and On the Job Training ("OJT"). JRT consist of six virtual capsules, each totaling 10 hours per week. Youth will simultaneously participate in OJT, working up to 20 hours per week.
From January 1, 2022, through December 31, 2022:
· Sacramento LGBT Community Center (STEP) served a total of 74 transitional aged youth and assisted 8 obtain permanent housing.
· Sacramento LGBT Community Center (TLP) served a total of 13 transitional aged youth and assisted 1 obtain permanent housing.
· Waking the Village served a total of 92 transitional aged youth and their young families and assisted 7 obtain permanent housing.
· Wind Youth Services served a total of 164 transitional aged youth and assisted 3 obtain permanent housing. Additionally, there were 33 enrolled in the JRT or OJT, 6 program completions, and 20 job placements.
Policy Considerations: Pursuant to Sacramento City Code section 3.04.020, agreements involving an expenditure of $250,000 or more requires City Council approval.
Economic Impacts: None.
Environmental Considerations: This report concerns administrative activities and government fiscal activities that do not constitute a “project” and is not subject to the provisions of California Environmental Quality Act (CEQA) (CEQA Section 15378(b)(2)).
Sustainability: None.
Commission/Committee Action: None.
Rationale for Recommendation: Services provided by these agreements address the ongoing need
File ID: 2023-00146 3/14/2023 Consent Item 4.
for safe supportive services for at
‐
risk youth between the ages of 18 and 24 individuals experiencing homelessness in the City.
Financial Considerations: Sufficient funding is available in the HHAP Grant Program (G02000950), the HHAP-2 Grant Program (G02000960), and the HHAP-3 Grant Program (G02000970) to execute the Agreements with Sacramento LGBT Community Center (STEP) for an amount not to exceed $716,308, Sacramento LGBT Community Center (TLP) for an amount not to exceed $97,624, Waking the Village for an amount not to exceed $501,126, and Wind Youth Services for an amount not to exceed $471,882.
Local Business Enterprise (LBE): All partners, Sacramento LGBT Community Center, Waking the Village and Wind Youth Services are local to the Sacramento region.
Homeless Housing, Assistance, and Prevention Program Rounds HHAP 2 & HHAP 3 Grant Agreement re: Sacramento LGBT Community Center (STEP) This Homeless Housing, Assistance, and Prevention Program Subrecipient Agreement (Agreement) dated January 1, 2023, for purposes of identification, is between the CITY OF SACRAMENTO, a charter city and California municipal corporation (the "City"), and Sacramento LGBT Community Center, a California non profit corporation (the "Grantee"), (collectively, the Parties).
Background
The State of California has established the Homeless Housing, Assistance, and Prevention Program (HHAP or Program or grant) pursuant to Chapter 6 (commencing with Section 50216) of Part 1 of Division 31 of the Health and Safety Code. (Added by Stats.2020, c. 15 (A.B. 83), § 7, eff. June 29, 2020.) The HHAP program provides one time flexible block grant funds to address immediate homelessness challenges by Continuums of Care and Large Cities as defined in the Law. HHAP 2 is administered by the California Homeless Coordinating and Financing Council (HCFC) in the Business, Consumer Services and Housing Agency (BCSHA). HHAP 3 is a $1 billion block grant program authorized by AB 140 (Health & Saf. Code, § 50218.6, et seq.), which was signed into law by Governor Gavin Newsom on July 19, 2021. HHAP 3 is administered by the California Homeless Coordinating and Financing Council (HCFC) in the Business, Consumer Services and Housing Agency (BCSHA).
Through their programs and services, Grantee provides homeless and at risk youth between the ages of 18 and 24 with basic safety net and survival services and a safe place to stay. Grantee provides supportive services and opportunities to youth experiencing homelessness as they pursue self determined lives of stability and independence.
Grantee is to receive HHAP 2 Funds in an amount not to exceed $125,726.00 (the "HHAP 2 Fund").
Additionally, Grantee is to receive HHAP 3 Funds in an amount not to exceed $596,916.58 (the HHAP 3 Fund).
Both HHAP funds are being granted in this Agreement for a total not to exceed amount of $716,308.00.
The Parties understand the HHAP Standard Agreement terms and conditions apply to this Agreement. Both the HHAP 2 Funds and HHAP 3 Funds Standard Agreements are attached hereto as Attachment 3 and incorporated herein by reference.
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.
2. Disbursement of Funds. The City shall disburse to the Grantee a total sum not to exceed $716,308.00 in accordance with section 3 below. The funds disbursed by the City under this agreement are referred to as HHAP 2 & HHAP 3 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 fifteen 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 Grantees activities and expenditures related to this agreement:
a) The Grantee agrees to use the HHAP 2 and HHAP 3 funds for the purposes set forth in, and in compliance with the conditions set forth in, the HHAP Standard Agreement between the City and BCSHA (hereinafter HHAP Standard Agreement) including the special conditions set forth in Exhibit D the HHAP Standard Agreement, attached hereto as Attachment 3 and incorporated herein by reference. The Grantee shall also comply with the applicable State requirements governing the use of HHAP 2 and HHAP 3 funds and in accordance with the Grantees submitted scope of work Attachment 1 and budget approved by City, Attachment 2 attached hereto as and incorporated herein by reference. Failure to comply with these conditions may result in termination of 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. If Grantee receives a refund or credit for any cost for which it received a payment of HHAP 2 or HHAP 3 funds, Grantee shall return funds in an amount equal to the refund or credit to the City by check payable to the City and delivered to the City at the address shown in section 7 (below) no later than 10 days following receipt of such refund or credit, unless otherwise agreed to, in writing, by the City. 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) If the Grantee has received other funds from the City or any other entity, Grantee shall not use the HHAP 2 or HHAP 3 funding awarded pursuant to this Agreement to pay for direct or indirect costs already covered by the other funding.
e) The Grantee shall not use the HHAP 2 or HHAP 3 funds to supplant provided by the City to the Grantee under any other MOU or Agreement. The Grantee shall include a term in every subaward and contract that prohibits the subrecipient or contractor from using the HHAP 2 or HHAP 3 funds to supplant funding provided by the City directly or indirectly to the subrecipient or contractor. f) In addition, the following terms apply to the Grantee's activities and expenditures related to this Agreement:
i. Perform the work in accordance with Federal, State and Local housing and building codes, as applicable.
ii. Maintain at least the minimum State required workers compensation for those employees who will perform the work or any part of it.
iii. Maintain, as required by law, unemployment insurance, disability insurance, and liability insurance in an amount that is reasonable to compensate any person, firm or corporation who may be injured or damaged by the Grantee or any Subgrantee in performing the Work or any part of it.
iv. All the terms of the HHAP Standard Agreement (Attachment 3) apply to this Agreement.
5. Books and Records. During the term of this Agreement and as set forth in the HHAP Standard Agreement (See Attachment 3, Exhibit C, sections 4 and 5), the Grantee shall keep appropriate books, records, and accounts in connection with the HHAP 2 and HHAP 3 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 BCSHA requirements. (See Attachment 3, Exhibit C, sections 4 5 and Exhibit D, paragraph 1.) b) The Grantee shall make its books, records, and accounts, employees, property, and equipment related to this Agreement available to the City's Accounting Manager (the "Accounting Manager"), the City Auditor, any independent auditor, and the United States Department of the Treasury Office of Inspector General ("OIG") at all reasonable times so that the Accounting Manager, City Auditor, independent auditor, or OIG 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 HHAP 2 and HHAP 3 funds. c) Upon demand by the City, given in accordance with section 7 below, the Grantee shall reimburse the City for all HHAP 2 and/or HHAP 3 funds that the Accounting Manager, City Auditor, an independent auditor, or the OIG determines were not expended in accordance with the HHAP Standard Agreement and this Agreement, or are otherwise unallowable, and result in the City's obligation to repay such improperly expended HHAP 2 or HHAP 3 funds to BCSHA. The Grantee shall reimburse the City by check payable to the City and delivered to the City at the address shown in section 7 below within 60 days after delivery to Grantee of a final determination letter and audit findings.
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 Citys 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. 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 Grantees 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.
7. 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 7 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 Sacramento
Department of Community Response
Office of Homeless Services
1000 I Street, Suite 180
Sacramento, California 95814
Attention: Nicolas Golling, Program Manager
Phone: 916 808 7816/Email: [email protected]
If to the Grantee:
Sacramento LGBT Community Center
1015 20th Street
Sacramento, CA 95811
Attention: David Heitstuman, Chief Executive Officer
Phone: 916 442 0185/Email: [email protected]
8. 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.
9. 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.
10. 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.
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 10(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) Grantees 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 Grantees 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 Grantees insurance applies separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurers 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 10 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 7. 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:
certificates [email protected]
j) 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 10. k) Any available insurance proceeds in excess of the specified minimum limits and coverages must be made available to the City.
l) The Grantees liability to the City is not in any way be limited to or affected by the amount of insurance coverage required or carried by the Grantee in connection with this agreement.
11. 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.
12. Miscellaneous.
a) 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. b) 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 12(a) is void. c) Successors and Assigns. This Agreement binds and inures to the benefit of the successors and assigns of the parties. This section 12(b) does not constitute the City's consent to any assignment of this Agreement or any interest in this HHAP 3 Grant Agreement. d) Interpretation. This Agreement is to be interpreted and applied in accordance with California law.
e) 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. f) 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.
g) 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. h) Time of Essence. Time is of the essence in performing this Agreement. i) 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 and as set forth in the HHAP Standard Agreement (Attachment 3). j) 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.
k) Tax Implications and Consequences. The City makes no representations as to the tax consequences associated with the disbursement of HHAP 3 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 HHAP 3 funds disbursed to Grantee under the terms of this Agreement.
l) 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)
CITY OF SACRAMENTO, a municipal
corporation,
GRANTEE: Sacramento LGBT Community Center ________________________________ ________________________________ Mario Lara, Assistant City Manager David Heitstuman, Chief Executive Officer Dated: __________________________ Dated: ___________________________ APPROVED AS TO FORM: _________________________________ Beau Parkhurst, Deputy City Attorney ATTEST: _________________________________ Deputy City Clerk ATTACHMENT 1 SCOPE OF WORK
Sacramento LGBT Community Center
Short Term Transitional Emergency Program (STEP)
I.OVERVIEW
Homelessness is an issue that impacts communities without regard to geographic or political boundaries and for which there is no single answer or approach. Shelters play a significant role in addressing homelessness and as such it is necessary to create a systemic approach to addressing homelessness which includes low to no barrier crisis shelters. The City of Sacramento recognizes the important role that such shelters play in helping move people of out homelessness and into permanent housing. To that end, the City has partnered to expand local shelter capacity by providing funding for the Short term Transitional Emergency Program to ensure that: Shelter operations are open 24 hours a day, 7 day a week; and Shelter programs follow a "low to no barrier" model, meaning that they impose minimal restrictions on behavior of clients while staying at the shelter; and Shelter services focus primarily on helping participants obtain permanent housing which includes but is not limited to those offered through the Sacramento Homeless Continuum of Care; and
Shelter adopts the communitywide Standards for shelter operations. Shelter accepts referrals from DCR staff Shelter participates in the Coordination Access System (CAS)
PROGRAM OPERATOR
The Short term Transitional Emergency Program (STEP) shall be operated by The Sacramento LGBT Community Center (The Center).
SERVICE LOCATION
2031 P Street
Sacramento CA, 95811
II.FUNDING
The total annual budget to operate the shelter is $716,308.00, as detailed in Attachment 2 of this grant agreement. The shelter is historically funded via two contracts:
A $350,000.00 contract with the Specialized Emergency Housing Program of the California Office of Emergency Services ("Cal OES"); and
This $366,308.00 contract with the City of Sacramento HHAP 3 funds.
Cal OES's funding portion for staffing and the operation of the Shelter was lost for 2023.
Grantor agrees to a one time additional funding contribution to supplement the shortfall, while Grantee seeks other opportunities to secure this funding for future agreements.
AGREEMENT TERM
The term of this contract will be from January 1, 2023, through December 31, 2023.
III.KEY TERMS
Case Management: A collaborative process of assessment, planning, facilitation, care coordination, evaluation and advocacy for options and services to meet individual needs.
Client Centered: Approaching the care, goals and interventions of a client based on their identified need for services.
Culturally Competent: Ability to honor, understand, and respect beliefs, lifestyles, attitudes, and behaviors demonstrated by diverse groups of people, and to diligently act on that understanding. It includes knowledge of ones own cultural values, and ability to consistently function with members of other cultural groups.
Fleeing/ Attempting to Flee Intimate Partner Violence (Domestic Violence): Any individual or family who:
I. Is fleeing, or is attempting to flee, domestic violence; II. Has no other residence; and
III. Lacks the resources or support networks to obtain other permanent housing.
Harm Reduction: An approach aimed at reducing the risks and harmful effects associated with substance use and addictive behaviors: for the person, the community and society as a whole, without requiring abstinence. A Harm Reduction approach recognizes that consumers can be at different stages of recovery and that effective interventions should be tailored to each consumers stage.
Housing First: An approach to ending homelessness that prioritizes providing permanent housing to people experiencing homelessness as quickly as possible, thus ending their homelessness, and then providing services as needed to promote housing stability and individual well being.
Literally Homeless: Individual who lacks a fixed, regular, and adequate nighttime residence, meaning:
I. Has a primary nighttime residence that is a public or private place not meant for human habitation;
II. Is living in a publicly or privately operated shelter designated to provide temporary living arrangements (including congregate shelters, transitional housing, and hotels and motels paid for by charitable organizations or by federal, state, and local government programs); or
III. Is exiting an institution where they have resided for 90 days or less and who resided in an emergency shelter or place not meant for human habitation immediately before entering that institution.
Low Barrier Practices: An approach to entry and services where a minimum number of rules are placed on people who wish to enter as a participant or engage in ongoing services. The aim is to have as few barriers as possible to allow more people access to services and to continually engage participants using best practices. This often means that shelter guests are not expected to abstain from using alcohol or other drugs, or from carrying on with street activities while staying on site, so long as they do not engage in these activities at the program site and are respectful of other guests and staff. Participants are afforded consumer choice and self determination for voluntary supportive services.
Trauma Informed Care: A strengths based framework that is grounded in an understanding of and responsiveness to the impact of trauma, while emphasizing physical, psychological, and emotional safety for providers and survivors.
IV.DESCRIPTION OF SERVICES
The Center operates the Shelter to provide services, through a housing first, low barrier approach, to a total of 12 literally homeless transition age youth (TAY). The Center provides an additional 2 beds (totaling 14) for TAY victims of crime and experiencing homelessness, which are not funded by the city.
The Shelter takes the following approach to program operations and service delivery:
1. Addressing of Community Impacts and Community Engagement Actively discourage and address excessive noise or loitering from program clients and others who may be near the site. Coordinate with other services providers, as needed to address the above issues and their impacts.
2. Case Management
Case management and supportive services should focus on housing or directly supporting the goal of housing and should reflect the short term nature of assistance toward housing placement. Critical components in the provision of case management services include the following: Low Barrier practices Housing First Harm Reduction Trauma Informed Care Client centered
Cultural Competency Case management services will be available to each program participant. To ensure the consistent delivery of case management services, STEP has written case management procedures and forms that include the following: Referral Procedures: Establish referral and follow up procedures to confirm participants connect to services to which they are referred. Documentation of referrals made, and referral confirmation must be maintained in participant files. Health and Wellness referrals: Ensure participants are linked to and assisted in accessing medical health, mental health, and any needed alcohol and other drug services. Mainstream Benefits: Establish procedures for screening participants at program entry and intake for eligibility to mainstream benefits. Assist participants with obtaining income and/or establishing benefits. This includes coordinating the completion and submission of applications for public benefits and entitlements (e.g., general assistance, SNAP, SSI/SSDI, Veteran benefits) health insurance benefits (e.g., Medi Cal, Medicare, Covered California, etc.), and other sources of financial assistance. Education/life skills, this includes workshop programming and individual assistance for educational/employment/personal preparation, participation, and improvement. Economic Justice Program (EJP): As a new initiative at The Center, all clients in STEP will participate in case management through EJP to partake in workforce development. Prevention & Early Invention (PEI): As a new initiative at The Center, all clients will meet with a PEI clinician for short term therapy, a critical component for case planning.
3. Facility Operations
STEP staff will: Ensure a safe and clean sleeping accommodations. Provide property storage with secure and controlled access on site. Provide provisions for securely storing, refrigerating, and retrieving guest medications. Grant site access 24 hours a day, seven days a week. Provide staff oversight, janitorial service, and maintenance coordination for the entire facility including sleeping areas, bathrooms and showers, client storage areas, dining space, community room, and general grounds of the program site. Provide clean blankets to each guest upon initial entry. To assure the linens are clean and remain free from pests, ensure clean bedding is readily accessible, and the laundering of bedding occurs weekly. Provide access to laundering of personal items, both upon entry and weekly throughout the duration of stay. Allow guests with pets in the Shelter. A separate Animal Care Policy will be followed by The Center.
4. Food
STEP will provide 3 daily meals as well as beverages and snacks outside of any scheduled mealtimes. Meals must be nutritionally adequate in accordance with U.S.
Department of Agriculture guidelines.
5. Security and On site Support
To ensure security and on site support, STEP will: Provide on site space for case managers and other service providers to meet with shelter clients. Coordinate site security and facilitate uniform and effective program entry and provide property searches, as appropriate. Review areas and sidewalks around the program site to ensure the site functions in accordance to the Good Neighbor practices. Require guests to remove and display possessions on a table for inspection to remove anything not allowed at the site (including weapons, illegal drugs, and alcohol) and to determine appropriate storage needs. Promote peer support and community among and between clients and staff. Provide opportunity for client feedback (spoken and written form) and suggestions as well as a written and posted Complaint and Grievance Procedures. Track and maintain general operational records including critical incidents that include any emergency response related to the site and the clients. Respond and de escalate crisis in an appropriate manner, providing emergency assistance to clients and co workers as necessary and ensuring timely conflict resolution to assist in problem solving and skill building.
6. Transportation
Transportation shall be provided to the guest through a variety of means. Bus passes and car services such as Uber and Lyft should be utilized to support access to community based services and housing searches. Accommodations must be made for disabled persons who are unable to access general means of transportation.
7. Written Policies
All written materials associated with the Shelter will be reviewed and approved by the City including:. General program policies and procedures, including client responsibilities and ADA compliance and accommodations. Formal Complaint and Grievance Procedures Written set of policies and procedures specific to shelter program denials to entry and client exits. Established Good Neighbor Policies addressing the shelter premises and the immediate surrounding neighborhood.
V.STAFFING
Director of Housing Services (.33 FTE) Responsible for supervising the daily operations of the STEP Program (Shelter), and the Transitional Living Program (TLP). They hire, train, and manage the staff responsible for providing services to clients experiencing homelessness. Supervises program staff, provides direct services, coordinates progress reports and supervises data collection.
Case Manager/Housing Navigator (1.0 FTE) Assist in all aspects of victim services, crisis intervention, victim advocacy. Provides direct services, supports data collection.
Housing Advocate (4.0 FTE) Responsible for leading, coordinating and supporting the implementation of daily programming within the Short Term Transitional Emergency Program (STEP). The Housing Advocate would support implementation of structured group programming, crisis intervention and referral services, leadership development, and employment/academic readiness services. Low barrier services are designed to reach disconnected LGBTQ+ transitional aged youth as the program is rooted in community building, trauma informed care and harm reduction models. Staff housing facility, advocate on behalf of residents, assist with system navigation.
Coordinator (1.0 FTE) Responsible for supporting the Case Managers and Housing Advocates. Additionally, works with youth to implement daily programming, crisis intervention and referral services, leadership development and employment/academic readiness services.
Facilities Coordinator & Custodian (.15 FTE) Provides janitorial services for the housing facility.
Director of Advocacy & Training (.05 FTE) Manages all outreach, education and training efforts.
Grant Finance Manager (.20 FTE) Provides direct oversight of this grant to ensure billing and budget compliance.
Deputy Chief Program Officer (.10 FTE) Provides oversight of the Centers housing continuum of care. They develop strategic partnerships with community based organizations, Sacramento Steps Forward and serve as a liaison to the Homeless Youth Task Force. Additionally, they provide a direct connection between STEP and TLP and the Centers youth respite program, Economic Justice Program, and bilingual services.
VI.ELIGIBLE PARTICIPANTS
Eligible shelter participants are: (1) any youth (between the ages of 18 24 to years of age); (2) are experiencing literal homelessness as defined by a primary nighttime residence that is a public or private place not meant for human habitation and have been a victim of a crime; and (3) as identified by a Department of Community Response neighborhood coordinator or city contracted outreach provider.
VII.PROGRAM RULES
The Shelter must incorporate as part of their program, a set of program or house rules that serves as protocols or guidelines for ensuring the safety and security of program participants, as well as program staff. Program Rules should 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).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 prevent/minimize exits from program due to Rules violations.
VIII.PROGRAM EXITS
Clear Policies and Procedures for exiting participants must be established. The Center must not exit participants that miss check in for one (1) bed night. Participants may be exited after three (3) consecutive days of unapproved absences. Shelter may re enroll participants that have been exited due to unapproved absences.
Shelter may exit participants when the following conditions are met: Participant is successfully placed into permanent housing. Participant relocates outside of Sacramento County. Reunification services are utilized, or the participant self resolves their housing crisis. Participant is deemed a safety risk to self, other clients, or the contractors staff. Participant requires a higher level of care than can be provided on site and is connected to appropriate care provider.
Participants may not be exited due to the following: Active substance use. Active health issues unless participants health issues are deemed a risk to self or others and/or require a high level of care as noted above.
IX.ACCESS
To access the shelter, youth will have to complete an online form, or contact 211 who will notify Center housing staff of a new youth interested in the shelter and will provide the youths contact information. The Centers housing staff will determine eligibility (must be 18 24 and victim of a crime) and if both requirements are met, will place the youth on the online housing waitlist (if applicable). If there is a bed available, the Centers housing staff will assist the youth with an immediate move in. If all beds are full, the youth will remain on the waitlist. When a spot becomes available, staff will reach out to youth on the waitlist to see if there is still a need and fill spots as they open. Youth will complete further paperwork upon being accepted into the shelter.
X.RECORD KEEPING AND REPORTING
The Center shall maintain client files, in accordance with the requirements of the Homeless Management and Information System (HMIS) operated by Sacramento Steps Forward. The. Centers records will be made available upon request for inspection by the City and on the development of other types of reports upon request.
The Center grants the City of Sacramento HMIS data and report access to The Center Shelter program.
Upon entry into the program, data on all clients will be entered in the HMIS, pursuant to the data standards required by Sacramento Steps Forward (the Sacramento and Sacramento County Continuum of Care). Additionally, within 72 hours of entry, all clients shall be assessed for their needs and housing options, which may include and is not limited to, an assessment through the Sacramento Homeless Continuum of Cares Coordinated Entry System as well as Pathways to Health and Home assessments.
Quarterly Progress Reports
On a quarterly basis (January 15, April 15, July 15, October 15), The Center will submit an electronic copy of the Program Progress Report, which will be made available to The Center by the City in advance of each quarterly reporting period. (Attachment 1A) HHAP Reporting
In order to comply with HHAP reporting requirements per Health and Safety Code § 50221(a) and §50221(b) The Center will make available to the City, expenditure and program level data associated with this contract. By December 1, 2023, and annually on that date thereafter until all funds have been expended, The Center shall provide this requested data to the City. In the event HHAP reporting requirements change over the course of the contract, The Center will work with the City to ensure reporting requirements are met.
X.TERMINATION AND GRIEVANCE POLICIES
The Center must maintain a written set of Termination Policies and Procedures. The Center must submit a copy of said policies and procedures as required by this agreement. The said policies and procedures must satisfy what the City requires in all contractor grievance and termination policies and procedures. These policies and procedures must be freely available to all program participants and staff. Copies of the grievance policies and procedures must be clearly marked and made available to the program participants during intake. A summary of the program grievance resolution policies and procedures must be prominently displayed in common area (s) in the facility.
XI.OUTCOMES EXPECTED
Provide 12 beds for TAY that includes daily connection to on site case management and wellness stabilization services so that 90% of youth experience a safe exit. Reduce the number of TAY experiencing unsheltered homelessness. Shorten the length of time TAY experience homelessness. Rapidly connect program participants with stable housing for long term stability. Improve benefit and resource connections and housing retention. Average of no more than 5% vacancy rate per night; and Serve 90% of total annual enrollment from literal unsheltered homelessness.
XII.PERFORMANCE METRICS
During the funding period, the following metrics will be used to evaluate: Number of unduplicated participants served. Number of participants with multiple enrollments. Number of instances of service for each youth including, but not limited to, wellness services, employment services, education services, individual case management sessions, workshops attended, Ready to Rent certificates issued, and housing connection and retention services. Number of successful connections made with community resources to access medical and dental care, wellness services, education and employment services, childcare, parenting support, government benefits, housing subsidies, legal support, and other necessary connections. Participant lengths of stay; and Participant exits to permanent housing, other successful placement, and unsheltered homelessness.
XIII.INCIDENT REPORTS
The Center staff shall provide the City with Incident Reports within 72 hours of any incident as indicated following The Center's incident reporting policies and procedures.
XIV.EVALUATION
At a minimum, the City will conduct monthly monitoring of The Center which may include, but is not limited to, evaluation of program operations, integrity of physical spaces, and engagement with Shelter guests. Outside of this monitoring, the City may at any time evaluate this program, which may include monitoring client files.
Contractor shall be given opportunities to participate in the evaluation process.
ATTACHMENT 1A
APPROVED QUARTERLY REPORTING
Sacramento LGBT Community Center
Short Term Transitional Emergency Program (STEP)
See next page for the Homeless Services Division Monthly Project Performance Report Template.
ATTACHMENT 2 BUDGET
Sacramento LGBT Community Center
Short Term Transitional Emergency Program (STEP)
XV. Maximum Payment to Sacramento LGBT Community Center through STEP City will pay The Center an amount not to exceed $716,308.00 for the services rendered through STEP during the grant agreement term January 1, 2023, to December 31, 2023.
XVI. Invoicing: Sacramento LGBT Community Center through STEP Contractor 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 and shall be based on actual costs incurred.
Budget
Eligible costs are as follows:
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.
Budget Line Item City
Contribution
One Time
Covered Funding
for Cal OES by
Additional City
Contribution
Total
Director of Housing Services (.33 FTE) $ 46,200.00 $ $ 46,200.00 Case Manager/Housing Navigator (1.0 FTE) $ $ 51,480.00 $ 51,480.00 Housing Advocate (4.0 FTE) $ $ 131,040.00 176,800.00 45,760.00 $ Coordinator (1.0 FTE) $ $ 47,840.00 47,840.00 $
Facilities Coordinator & Custodian (.15 FTE) $ $ 7,176.00 7,176.00 $ Director of Advocacy & Training (.05 FTE) $ $ 3,308.00 3,308.00 $ Grant Finance Manager (.20 FTE) $ $ 15,100.00 15,100.00 $ Deputy Chief Program Officer (.10 FTE) $ $ 9,193.00 9,193.00 $ Benefits ($370.37*4.5 FTE); ($370.37*2.33 FTE) $ $ 20,000.00 31,822.00 11,822.00 $ Payroll & WC taxes (@14%) $ 20,082.00 $ 29,912.00 $ 49,994.00 SUBTOTAL $ 175,344.00 $ 263,569.00 $ 438,913.00
STEP Facility Occupancy $ $ 126,000.00 $ 126,000.00
Food $ $ 6,121.00 44,621.00 38,500.00 $
Financial Intervention $ $ 6,000.00 8,500.00 2,500.00 $ Repairs & Maintenance $ $ 8,900.00 8,900.00 $
Program Supplies $ $ 6,200.00 6,200.00 $
Program Incentives $ $ 4,743.00 4,743.00 $
Telephone & Internet $ $ 2,808.00 2,808.00 $
Staff Development $ $ 2,400.00 2,400.00 $
Travel $ $ 2,400.00 2,400.00 $
Volunteer Expenses $ $ 60.00 60.00 $
In House Copying/Printing $ $ 1,350.00 1,350.00 $
Office Supplies $ $ 120.00 120.00 $
IT Managed Svcs., Genl Software/Maint, Database $ $ 8,424.00 8,424.00 $ Client Transportation $ $ 6,000.00 6,000.00 $
Insurance $ $ 6,750.00 6,750.00 $
Audit/Accounting $ $ 1,258.00 1,258.00 $
SUBTOTAL $ 167,000.00 $ 63,534.00 $ 230,534.00
In direct Costs (not to exceed 7%) $ 22,897.00 23,964.00 $ 46,861.00 $ TOTAL PROGRAM COSTS $ 366,308.00 $ 350,000.00 $ 716,308.00
STAFFING
OPERATIONS
ATTACHMENT 3 HHAP 2 & 3 AGREEMENTS
Homeless Housing, Assistance, and Prevention Program Round 3 (HHAP-3) Standard Agreement
Initial Disbursement Contract for Funds
AUTHORITY, PURPOSE AND SCOPE OF WORK
1) Authority
The State of California has established the Homeless Housing, Assistance, and Prevention Program Round 3 (“HHAP-3” or “Program”) pursuant to Chapter 6 (commencing with Section 50216) of Part 1 of Division 31 of the Health and Safety Code. (Amended by Stats. 2021, Ch. 111, Sec. 4. (AB 140) Effective July 19, 2021.) The Program is administered by the California Homeless Coordinating and Financing Council (“HCFC”) in the Business, Consumer Services and Housing Agency (“Agency”). HHAP-3 provides flexible block grant funds to Continuums of Care, large cities (population of 300,000+) and counties to build on the regional coordination created through previous HCFC grant funding and support local jurisdictions in their unified regional responses to reduce and end homelessness.
This Standard Agreement/Initial Disbursement Contract for Funds along with all its exhibits (“Agreement”) is entered into by the Agency and a Continuum of Care, a city, or a county (“Grantee”) under the authority of, and in furtherance of the purpose of, the Program. In signing this Agreement and thereby accepting this award of funds, the Grantee agrees to comply with the terms and conditions of this Agreement, the Standard Agreement to Apply signed and submitted by the Grantee (Exhibit F), and the requirements appearing in the statutory authority for the Program cited above.
2) Purpose
The general purpose of the Program is to continue to build on regional coordination developed through previous rounds of funding of the Homelessness Emergency Aid Program (Chapter 5 (commencing with Section 50210)), the program established under this chapter, and COVID-19 funding to reduce homelessness. This funding shall:
a) Continue to build regional collaboration between continuums of care, counties, and cities in a given region, regardless of population, and ultimately be used to develop a unified regional response to homelessness.
b) Be paired strategically with other local, state, and federal funds provided to address homelessness in order to achieve maximum impact. Grantees of this funding are encouraged to reference Putting the Funding Pieces Together: Guide City of Sacramento
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to Strategic Uses of New and Recent State and Federal Funds to Prevent and End Homelessness in their planning efforts.
c) Be deployed with the goal of reducing the number of people experiencing homelessness in a given region through investing in long-term solutions, such as permanent housing.
d) Include the State as an integral partner through the provision of technical assistance, sharing of best practices, and implementing an accountability framework to guide the structure of current and future state investments.
In accordance with the authority cited above, a Standard Agreement to Apply was submitted by the Grantee for the initial disbursement of HHAP-3 funds to be allocated to the Grantee pursuant to Health and Safety Code 50220.7(a)(4)(A). 3) Definitions
The following HHAP-3 program terms are defined in accordance with Health and Safety Code section 50216, subdivisions (a) – (r):
a) “Agency” means the Business, Consumer Services, and Housing Agency. b) “Applicant” means a Continuum of Care, city, or county. c) “City” means a city or city and county that is legally incorporated to provide local government services to its population. A city can be organized either under the general laws of this state or under a charter adopted by the local voters. d) “Continuum of Care” means the same as defined by the United States Department of Housing and Urban Development at Section 578.3 of Title 24 of the Code of Federal Regulations.
e) “Coordinated Entry System” means a centralized or coordinated process developed pursuant to Section 578.7 of Title 24 of the Code of Federal Regulations, as that section read on January 10, 2019, designed to coordinate homelessness program participant intake, assessment, and provision of referrals. In order to satisfy this subdivision, a centralized or coordinated assessment system shall cover the geographic area, be easily accessed by individuals and families seeking housing or services, be well advertised, and include a comprehensive and standardized assessment tool.
f) “Council” means the Homeless Coordinating and Financing Council created pursuant to Section 8257 of the Welfare and Institutions Code. g) “Emergency shelter” has the same meaning as defined in subdivision (e) of Section 50801.
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h) “Homeless” has the same meaning as defined in Section 578.3 of Title 24 of the Code of Federal Regulations, as that section read on January 10, 2019. i) “Homeless Management Information System” means the information system designated by a Continuum of Care to comply with federal reporting requirements as defined in Section 578.3 of Title 24 of the Code of Federal Regulations. The term “Homeless Management Information System” also includes the use of a comparable database by a victim services provider or legal services provider that is permitted by the federal government under Part 576 of Title 24 of the Code of Federal Regulations.
j) “Homeless point-in-time count” means the 2019 homeless point-in-time count pursuant to Section 578.3 of Title 24 of the Code of Federal Regulations. A jurisdiction may elect to instead use their 2017 point-in-time count if they can demonstrate that a significant methodology change occurred between the 2017 and 2019 point-in-time counts that was based on an attempt to more closely align the count with HUD best practices and undertaken in consultation with HUD representatives. A jurisdiction shall submit documentation of this to the agency by the date by which HUD’s certification of the 2019 homeless point-in-time count is finalized. The agency shall review and approve or deny a request described in the previous sentence along with a jurisdiction’s application for homeless funding. k) “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. 11434a(2)). “Homeless youth” includes unaccompanied youth who are pregnant or parenting.
l) “Housing First” has the same meaning as in Section 8255 of the Welfare and Institutions Code, including all of the core components listed therein. m) “Jurisdiction” means a city, city that is also a county, county, or Continuum of Care, as defined in this section.
n) “Navigation center” means a Housing First, low-barrier, service-enriched shelter focused on moving homeless individuals and families into permanent housing that provides temporary living facilities while case managers connect individuals experiencing homelessness to income, public benefits, health services, shelter, and housing.
o) “Program” means the Homeless Housing, Assistance, and Prevention program established pursuant to this chapter.
1) “Round 1” of the program means the funding allocated under the program with moneys appropriated during the fiscal year beginning on July 1, 2019.
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2) “Round 2” of the program means the funding allocated under the program with moneys appropriated during the fiscal year beginning on July 1, 2020. 3) “Round 3” of the program means the funding allocated under the program with moneys appropriated during the fiscal year beginning on July 1, 2021. 4) “Round 4” of the program means the funding allocated under the program with moneys appropriated during the fiscal year beginning on July 1, 2022. p) “Program allocation” means the portion of program funds available to expand or develop local capacity to address immediate homelessness challenges. q) “Recipient” means a jurisdiction that receives funds from the agency for the purposes of the program.
r) “Tribe” or “tribal applicant” means a federally recognized tribal government pursuant to Section 4103 of Title 25 of the United States Code.
Additional definitions for the purposes of the HHAP-3 program:
“Obligate” means that the Grantee has placed orders, awarded contracts, received services, or entered into similar transactions that require payment using HHAP-3 funding. Grantees, and the subrecipients who receive awards from those Grantees, must obligate the funds by the statutory deadlines set forth in this Exhibit A. “Expended” means all HHAP-3 funds obligated under contract or subcontract have been fully paid and receipted, and no invoices remain outstanding. 4) Scope of Work
The Scope of Work (“Work”) for this Agreement shall include uses that are consistent with Health and Safety Code (HSC) section 50218.6, subdivision (e), and section 50220.7, subdivisions (a)(4)-(5) & (f), and any other applicable laws.
By accepting these funds, the Grantee acknowledges that this initial disbursement of funds is a portion of their total allocation under the HHAP-3 Program, to be used solely for the purposes outlined below, and that in order to receive the remaining balance of its HHAP-3 program allocation, an applicant shall submit an application to the council by June 30, 2022, that includes a local homelessness action plan and specific outcome goals in accordance with the requirements laid out in HSC § 50220.7(b).
The Grantee may expend this initial disbursement of funds to complete the local homelessness action plan, required by HSC § 50220.7(b)(3)(A), including paying for any technical assistance or contracted entities to support the completion of the homelessness action plan.
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For funds not spent on the Grantee’s homelessness action plan, priority for these initial funds shall be for systems improvement, including, but not limited to, all of the following:
A) Capacity building and workforce development for service providers within the jurisdiction, including removing barriers to contracting with culturally specific service providers and building capacity of providers to administer culturally specific services.
B) Funding existing evidence-based programs serving people experiencing homelessness.
C) Investing in data systems to meet reporting requirements or strengthen the recipient’s Homeless Management Information System.
D) Improving homeless point-in-time counts.
E) Improving coordinated entry systems to eliminate racial bias or to create a youthspecific coordinated entry system.
For any remaining funds not spent on the Grantee’s homelessness action plan or systems improvement, the Grantee shall expend funds on existing evidence-based programs serving people experiencing homelessness among eligible populations, including any of the following eligible uses:
a) Rapid rehousing, including rental subsidies and incentives to landlords, such as security deposits and holding fees.
b) Operating subsidies in new and existing affordable or supportive housing units, emergency shelters, and navigation centers. Operating subsidies may include operating reserves.
c) Street outreach to assist persons experiencing homelessness to access permanent housing and services.
d) Services coordination, which may include access to workforce, education, and training programs, or other services needed to promote housing stability in supportive housing.
e) Systems support for activities necessary to create regional partnerships and maintain a homeless services and housing delivery system, particularly for vulnerable populations including families and homeless youth. f) Delivery of permanent housing and innovative housing solutions, such as hotel and motel conversions.
g) Prevention and shelter diversion to permanent housing, including rental subsidies.
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h) New navigation centers and emergency shelters based on demonstrated need.
Demonstrated need for purposes of this paragraph shall be based on the following:
i) The number of available shelter beds in the city, county, or region served by a Continuum of Care.
ii) The number of people experiencing unsheltered homelessness in the homeless point-in-time count.
iii) Shelter vacancy rate in the summer and winter months. iv) Percentage of exits from emergency shelters to permanent housing solutions. v) A plan to connect residents to permanent housing.
vi) Any new interim sheltering funded by HHAP-3 funds must be low barrier, comply with Housing First as provided in Chapter 6.5 (commencing with Section 8255) of Division 8 of the Welfare and Institutions Code, and prioritize interventions other than congregate shelters.
i) Improvements to existing emergency shelters to lower barriers and increase privacy.
In addition to the funding use requirements described above, the Grantee’s expenditure of its entire HHAP-3 allocation must also comply with the following:
a) At least 10 percent of the funds shall be spent on services for homeless youth populations.
b) Not more than 7 percent of funds may be used for administrative costs incurred by the city, county, or continuum of care to administer its program allocation. For purposes of this Agreement, “administrative costs” does not include staff or other costs directly related to implementing activities funded by the program allocation. 5) Agency Contract Coordinator
The Agency’s Contract Coordinator for this Agreement is the Council’s Grant Director or the Grant Director’s designee. Unless otherwise instructed, any notice, report, or other communication requiring an original Grantee signature for this Agreement shall be mailed to the Agency Contract Coordinator. If there are opportunities to send information electronically, Grantee will be notified via email by the Council’s Grant Director or the Grant Director’s designee.
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The Representatives during the term of this Agreement will be:
PROGRAM GRANTEE
ENTITY: Business Consumer Services and
Housing Agency
SECTION/UNIT: Homeless Coordinating and
Financing Council (HCFC)
ADDRESS: 915 Capitol Mall Suite 350-A
Sacramento, CA, 95814
CONTRACT
COORDINATOR Victor Duron
PHONE NUMBER: (916) 510-9442
EMAIL ADDRESS: [email protected]
All requests to update the Grantee information listed within this Agreement shall be emailed to the HHAP Program’s general email box at [email protected]. The Council reserves the right to change their representative and/or contact information at any time with notice to the Grantee.
Effective Date, Term of Agreement, and Deadlines
This Agreement is effective upon approval by the Agency (indicated by the signature provided by Agency in the lower left section of page one, Standard Agreement, STD. 213), when signed by all parties.
This Agreement shall terminate on October 1, 2026, or upon delivery of the HHAP-3 final report required by HSC § 50223(b), whichever is sooner.
Grantee shall submit an application for the remainder of their HHAP-3 allocation by June 30, 2022 in compliance with HSC § 50220.7(b).
Grantee shall report on the activities funded pursuant this Agreement in the first expenditure report submitted to the Council after disbursement of the remaining funds, as required by HSC §§ 50221 and 50223.
Grantees that are cities or continuums of care shall contractually obligate no less than 50 percent of HHAP- funds by May 31, 2024. If less than 50 percent is obligated after May 31, 2024, continuums of care and cities shall not expend any remaining portion of the 50 percent of program allocations required to have been obligated unless and until both of the following occur:
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i) On or before June 30, 2024, the Grantee submits an alternative disbursement plan to HCFC that includes an explanation for the delay. ii) HCFC approves the alternative disbursement plan or provides the Grantee with guidance on the revisions needed in order to approve the alternative disbursement plan.
iii) If the funds identified in the approved alternative disbursement plan are not fully expended by December 31, 2024, the funds shall be returned to the HCFC to be allocated as bonus awards. Grantees that are counties shall contractually obligate the full allocation (100 percent) awarded to them by May 31, 2024. Any funds that are not contractually obligated by this date shall be reverted to the Continuum of Care that serves the county. Specific to Los Angeles County, funds that are not contractually obligated by this date shall be divided proportionately using the HHAP-3 funding allocation formula among the four CoC’s that serve Los Angeles County: City of Glendale CoC, City of Pasadena CoC, the City of Long Beach CoC, and the Los Angeles Homeless Services Authority.
Counties not obligating their full program allocation by May 31, 2024 are required to notify HCFC, on or before that date, of the name of the CoC(s) in which the county is served, and the amount of program funds that will be reverted to the CoC(s). By June 30, 2024, the county shall provide HCFC with evidence that the funds were transferred and submit an updated budget that clearly identifies the funds that were transferred.
Grantees that do not meet the expenditure deadlines in HSC § 50220.7(k) shall not be eligible for bonus funding.
HHAP- funds shall be expended by June 30, 2026
In accordance with Health and Safety Code section 50220.5, subdivision (l), HCFC retains the right to require a corrective action plan of grantees that are not on track to fully expend funds by the statutorily required deadline.
Any funds not expended by June 30, 2026 shall be available for round 4 of the program pursuant to HSC § 50218.7. 7) Special Conditions Agency reserves the right to add any special conditions to this Agreement it deems necessary to ensure that the goals of the Program are achieved.
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Homeless Housing, Assistance, and Prevention Program Round (HHAP- ) Standard Agreement
EXHIBIT B
BUDGET DETAIL and DISBURSEMENT PROVISIONS
Budget Detail & Changes
The Grantee agrees that HHAP-3 funds shall be expended on uses that support regional coordination and expand or develop local capacity to address immediate homelessness challenges. Such activities must be informed by a best-practices framework focused on moving people experiencing homelessness into permanent housing and supporting the efforts of those individuals and families to maintain their permanent housing.
The Grantee shall expend this initial disbursement of HHAP-3 funds on eligible activities as detailed in Health and Safety Code Section 50220.7, subdivisions (a)(4)(B), (a)(5), (e), and (f).
General Cond
All Grantees HHAPRequest for Funds
STD 213 Standard Agreement form and initialed Exhibits A through F STD 204 Payee Data Record or Government Agency Taxpayer ID Form Disbursement of Funds
HHAP-3 funds will be disbursed to the Grantee upon receipt, review and approval of the completed Standard Agreement and RFF by Agency, the Department of General Services (DGS) and the State Controller’s Office (SCO).
The RFF must include the proposed eligible uses and the amount of funds proposed for expenditure under each eligible use. This initial disbursement of HHAP-3 funds will be disbursed in one allocation via mailed check once the RFF has been received by the SCO. Checks will be mailed to the address and contact name listed on the RFF. Grantee agrees that in order to receive the remaining balance of the allocation awarded to them pursuant HSC § 50218.6(a)(1), Grantee must submit an application that meets the requirements of HSC § 50220.7(b) and this application must be approved by HCFC prior to a second disbursement of funds. Additionally, Grantee City of Sacramento
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This initial disbursement of HHAP-3 funds must be spent in accordance with HSC sections 50218.6(e) and 50220.7, subdivisions (a)(4)(B), (a)(5), (e), and (f), as described in Exhibit A, Section 4 “Scope of Work”.
5)
HHAP-3 funds shall not be used for costs associated with activities in violation of any law or for any activities not consistent with the intent of the Program and the eligible uses identified in Health and Safety Code section 50220.7, subdivisions (a)(4)(B), (a)(5), (e), and (f).
HCFC reserves the right to request additional clarifying information to determine the reasonableness and eligibility of all uses of the funds made available by this Agreement. If the Grantee or its funded subrecipients use HHAP-3 funds to pay for ineligible activities, the Grantee shall be required to reimburse these funds to Agency.
An expenditure which is not authorized by this Agreement, or by written approval of the Grant Manager or his/her designee, or which cannot be adequately documented, HCFC, at its sole and absolute discretion, shall make the final determination regarding the allowability of HHAP-3 fund expenditures.
Program funds shall not be used to supplant existing local funds for homeless housing, assistance, or prevention.
Reimbursements are not permitted in HHAP-3 for any expenditures prior to the date of execution of this Agreement.
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Homeless Housing, Assistance, and Prevention Program Round (HHAP- ) Standard Agreement
EXHIBIT C
GENERAL TERMS AND CONDITIONS
1) Termination and Sufficiency of Funds
a) Termination of Agreement
Agency may terminate this Agreement at any time for cause by giving a minimum of 14 days’ notice of termination, in writing, to the Grantee. Cause shall consist of violations of any conditions of this Agreement, any breach of contract as described in paragraph 6 of this Exhibit C; violation of any federal or state laws; or withdrawal of Agency’s expenditure authority. Upon termination of this Agreement, unless otherwise approved in writing by Agency, any unexpended funds received by the Grantee shall be returned to Agency within 30 days of Agency’s notice of termination.
b) Sufficiency of Funds
available to Agency by legislative appropriation. In addition, this Agreement is subject to any additional restrictions, limitations or conditions, or statutes, regulations or any other laws, whether federal or those of the State of California, or of any agency, department, or any political subdivision of the federal or State of California governments, which may affect the provisions, terms or funding of this Agreement in any manner.
2)
Grantee may not transfer or assign by subcontract or novation, or by any other means, the rights, duties, or performance of this Agreement or any part thereof, except as allowed within Exhibit C Section 12 (Special Conditions – Grantees/Sub Grantee) or with the prior written approval of HCFC and a formal amendment to this Agreement to affect such subcontract or novation.
3)
Pursuant to HSC § 50220.7(a)(1), Grantee is required to submit to HCFC an application for the remainder of their HHAP-3 allocation to support regional coordination and expand or develop local capacity to address its immediate homelessness challenges.
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4) Reporting/Audits
a) Reporting Requirements
i) Activities funded under this Agreement shall be reported on in the first expenditure report submitted to HCFC following the disbursement of the remaining funds. If the Grantee fails to provide such documentation, HCFC may recapture any portion of the amount authorized by this Agreement with a 14-day written notification.
ii) Grantee is also required to comply with the reporting requirements in HSC § 50221 and 50223, as applicable
b) Auditing
Agency reserves the right to perform or cause to be performed a financial audit.
At Agency request, the Grantee shall provide, at its own expense, a financial audit prepared by a certified public accountant. HHAP-3 administrative funds may be used to fund this expense. Should an audit be required, the Grantee shall adhere to the following conditions:
i) The audit shall be performed by an independent certified public accountant. ii) The Grantee shall notify Agency of the auditor's name and address immediately after the selection has been made. The contract for the audit shall allow access by Agency to the independent auditor's iii) The Grantee is responsible for the completion of audits and all costs of iv) If there are audit findings, the Grantee must submit a detailed response acceptable to Agency for each audit finding within 90 days from the date of 5)
a) Record Inspection
HCFC or its designee shall have the right to review, obtain, and copy all records and supporting documentation pertaining to performance under this Agreement.
The Grantee agrees to provide HCFC, or its designee, with any relevant information requested. The Grantee agrees to give HCFC or its designee access to its premises, upon reasonable notice and during normal business hours, for the purpose of interviewing employees who might reasonably have information related to such records, and of inspecting and copying such books, records, accounts, and other materials that may be relevant to
an investigation of compliance with the Homeless Housing, Assistance, and Prevention Program laws, the HHAP-3 program guidance document published on the website, and this Agreement.
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In accordance with Health and Safety Code section 50220.7, subdivision (m), if upon inspection of records HCFC identifies noncompliance with grant requirements. HCFC retains the right to impose a corrective action plan on the Grantee.
b) Record Retention
subparagraph A for
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.
6)
a) Breach of Agreement
Breach of this Agreement includes, but is not limited to, the following events:
i)
ii) Use of, or permitting the use of, HHAP-3 funds provided under this Agreement for any ineligible activities.
iii) Any failure to
b) Remedies for Breach of Agreement
In addition to any other remedies that may be available to Agency in law or equity i) Bar the Grantee from applying for future HHAP
ii) Revoke any other existing HHAP-3 award(s) to the Grantee; iii) Require the return of any unexpended HHAP-3 funds disbursed under this Agreement;
iv) Require repayment of HHAP-3 funds disbursed and expended under this Agreement;
v) Require the immediate return to Agency of all funds derived from the use of HHAP-3 funds
vi) Seek, in a court of competent jurisdiction, an order for specific performance of the defaulted obligation or participation in the technical assistance in accordance with HHAP-3 requirements.
c) All remedies available to Agency are cumulative and not City of Sacramento
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d) Agency may give written notice to the Grantee to cure the breach or 7)
No waiver of any breach of this Agreement shall be held to be a waiver of any prior or subsequent breach. The failure of Agency to enforce at any time the provisions of this Agreement, or to require at any time, performance by the Grantee of these provisions, shall in no way be construed to be a waiver of such provisions nor to affect the validity of this Agreement or the right of Agency to enforce 8)
During the performance of this Agreement, Grantee and its subrecipients shall not unlawfully discriminate, 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. Grantees and Sub grantees shall ensure that the evaluation and treatment of their employees and applicants for employment are free from such discrimination and harassment.
Grantee and its subrecipients shall comply with the provisions of California’s laws against discriminatory practices relating to specific groups: the California Fair Employment and Housing Act (FEHA) (Gov. Code, § 12900 et seq.); the regulations promulgated thereunder (Cal. Code Regs., tit. 2, § 11000 et seq.); and the provisions of Article 9.5, Chapter 1, Part 1, Division 3, Title 2 of the Government Code (Gov. Code, §§ 11135 - 11139.5). Grantee and its subrecipients shall give written notice of their obligations under this clause to labor organizations with which 9) Conflict
All Grantees are subject to state and federal conflict of interest laws. For instance, Health and Safety Code section 50220.5, subdivision (i) states, “ For purposes of Section 1090 of the Government Code, a representative of a county serving on a board, committee, or body with the primary purpose of administering funds or making funding recommendations for applications pursuant to this chapter shall have no financial interest in any contract, program, or project voted on by the board, committee, or body on the basis of the receipt of compensation for holding public office or public employment as a representative of the county.” hese laws, including business and financial disclosure
provisions, will result in the application being rejected and any subsequent contract being declared void. Other legal action may also be taken. Additional applicable City of Sacramento
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statutes include, but are not limi Public
Contract Code sections 10410 and 10411.
a) Current State Employees: No State officer or employee shall engage in any employment, activity, or enterprise from which the officer or employee receives compensation or has a financial interest, and which is sponsored or funded by any State agency, unless the employment, activity, or enterprise is required as a condition of regular State employment. No State officer or employee shall contract on his or her own behalf as an independent Grantee with any State b) Former State Employees: For the two-year period from the date he or she left State employment, no former State officer or employee may enter into a contract in which he or she engaged in any of the negotiations, transactions, planning, arrangements, or any part of the decision-making process relevant to the contract while employed in any capacity by any State agency. For the twelvemonth period from the date he or she left State employment, no former State officer or employee may enter into a contract with any State agency if he or she was employed by that State agency in a policy-making position in the same general subject area as the proposed contract within the twelve-month period prior to his or her leaving State service.
c) Employees of the Grantee: Employees of the Grantee shall comply with all applicable provisions of law pertaining to conflicts of interest, including but not limited to any applicable conflict of interest provisions of the Political Reform Act of 1974 (Gov. Code, § 81000 et seq.).
d)
committee, or body with the primary purpose of administering funds or making funding recommendations
financial interest in any contract, program, or project voted on by the board, committee, or body on the basis of the receipt of compensation for holding public office or public employment as a representative of the county. 10) DrugCertification o
under penalty of perjury under the laws of State of California, that it and its subrecipients will comply with the requirements of the Drug-Free Workplace Act of 1990 (Gov. Code, § 8350 et seq.) and have or will provide a drug-free workplace by taking the following actions:
that unlawful
manufacture distribution, dispensation, possession, or use of a controlled substance is prohibited and specifying actions to be taken against employees, Grantees, or subrecipients for violations, as required by Government Code section 8355, subdivision (a)(1).
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a) Establish a Drug-Free Awareness Program, as required by Government Code section 8355, subdivision (a)(2) to inform employees, Grantees, or subrecipients
i)
ii) taining a drugiii) ssistance program;
and
iv) Penalties that may be imposed upon employees, Grantees, and subrecipients
b) Provide, as required by (a)(3), that
that works under this Agreement:
i) Will receive a copy of Grantee’s drug-free policy statement, and ii) Will agree to abide by terms
subcontract.
11)
For any Contract Agreement in excess of $100,000, the Grantee acknowledges in accordance with Public Contract Code 7110, that:
a) The Grantee recognizes the importance of child and family support obligations and shall fully comply with all applicable state and federal laws relating to child and family support enforcement, including, but not limited to, disclosure of information and compliance with earnings assignment orders, as provided in Chapter 8 (commencing with section 5200) of Part 5 of Division 9 of the Family Code; and
b) The Grantee, to the best of its knowledge is fully complying with the earnings assignment orders of all employees and is providing the names of all new employees to the New Hire Registry maintained by the California Employment Development Department.
12) Special Conditions – Grantees/Subgrantee
The Grantee agrees to comply with all conditions of this Agreement including the Special Conditions set forth in Exhibit D. These conditions shall be met to the satisfaction of Agency prior to disbursement of funds. The Grantee shall ensure that all Subgrantees are made aware of and agree to comply with all the conditions of City of Sacramento
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this Agreement and the applicable State requirements governing the use of HHAP-3 funds. Failure to comply with these conditions may result in termination of this Agreement.
a) The Agreement between the Grantee and any Subgrantee shall require the Grantee and its Subgrantees
i) Perform the work in accordance with Federal, State and Local housing and ii) Maintain at least the minimum State-required worker’s compensation for those
iii) Maintain, as required by law, unemployment insurance, disability insurance, and liability insurance in an amount that is reasonable to compensate any person, firm or corporation who may be injured or damaged by the Grantee or any Subgrantee in performi
iv)
13) Compliance with State and Federal Laws, Rules, Guidelines and Regulations The Grantee agrees to comply with all state and federal laws, rules and regulations that pertain to construction, health and safety, labor, fair employment practices, environmental protection, equal opportunity, fair housing, and all other matters applicable and/or related to the HHAP-3 program, the Grantee, its subrecipients, and all eligible activities.
Grantee shall also be responsible for obtaining any and all permits, licenses, and approvals required for performing any activities under this Agreement, including those necessary to perform design, construction, or operation and maintenance of the activities. Grantee shall be responsible for observing and complying with any applicable federal, state, and local laws, rules or regulations affecting any such work, specifically those including, but not limited to, environmental protection, procurement, and safety laws, rules, regulations, and ordinances. Grantee shall provide copies of permits and approvals
14) Inspections
a) Grantee shall inspect any work performed hereunder to ensure that the work is being and has been performed in accordance with the applicable federal, state and/or local requirements, and this Agreement.
b) es the right to inspect any work performed hereunder to ensure that the work is being and has been performed in accordance with the applicable federal, state and/or local requirements, and this Agreement.
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c) Grantee etermined based on such
inspections not to conform to the applicable requirements be corrected and to withhold payments to the subrecipient until it is corrected. 15)
a) If any provision of this Agreement, or an underlying obligation, is held invalid by a court of competent jurisdiction, such invalidity, at the sole discretion remainder of this Agreement shall remain in full force and effect. Therefore, the provisions of this Agreement are and shall be deemed severable. b) The Grantee shall of any claim or action undertaken by such action with respect to the claim or action as is consistent with the terms of City of Sacramento
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Homeless Housing, Assistance, and Prevention Program Round (HHAP- ) Standard Agreement
EXHIBIT D
SPECIAL TERMS AND CONDITIONS
1) All proceeds from any interest-bearing account established by the Grantee for the deposit of HHAP-3 funds, along with any interest-bearing accounts opened by subrecipients to the Grantee for the deposit of HHAP-3 funds, must be used for HHAP-3-eligible activities and reported on as required by Agency 2) Per Health and Safety Code Section 50220.7 (g), any housing-related activities funded with HHAP-3 funds, including but not limited to emergency shelter (per HSC § 50220.7(e)(8)(F)), rapid-rehousing, rental assistance, transitional housing and permanent supportive housing, must be in compliance or otherwise aligned with the core components of Housing First, as described in Welfare and Institutions Code section 8255, subdivision (b). Individuals and families assisted with these funds must not be required to receive treatment or perform any other prerequisite activities as a condition for receiving shelter, housing, or other services for which these funds are used. In addition, HHAP-3 funding shall be used to adopt a Housing First approach within the entire local homelessness response system, including outreach and emergency shelter, short-term interventions like rapid rehousing, and longer-term interventions like supportive housing. 3) Grantee shall utilize its local Homeless Management Information System (HMIS) to track HHAP-3-funded projects, services, and clients served. Grantee will ensure that HMIS data are collected in accordance with applicable laws and in such a way as to identify individual projects, services, and clients that are supported by HHAP-3 funding (e.g., by creating appropriate HHAP-3-specific funding sources and project codes in HMIS).
4) Grantee shall participate in and provide data elements, including, but not limited to, health information, in a manner consistent with federal law, to the statewide Homeless Management Information System (known as the Homeless Data Integration System or “HDIS”), in accordance with their existing Data Use Agreement entered into with the Council, if any, and as required by Health and Safety Code section 50220.6. Any health information provided to, or maintained within, the statewide Homeless Management Information System shall not be subject to public inspection or disclosure under the California Public Records Act (Chapter 3.5 (commencing with Section 6250) of Division 7 of Title 1 of the Government Code). For purposes of this paragraph, “health information” means “protected health information,” as defined in Part 160.103 of Title 45 of the Code of Federal Regulations, and “medical information,” as defined in subdivision (j) of Section 56.05 of the Civil Code. The Council may, as required by operational necessity, amend or modify required data elements, disclosure formats, or disclosure frequency. Additionally, the Council, at its discretion, may provide City of Sacramento
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Grantee with aggregate reports and analytics of the data Grantee submits to HDIS in support of the Purpose of this Agreement and the existing Data Use Agreement. 5) Grantee agrees to accept technical assistance as directed by HCFC or by a contracted technical assistance provider acting on behalf of HCFC and report to HCFC on programmatic changes the grantee will make as a result of the technical assistance and in support of their grant goals.
6) Grantee agrees to demonstrate a commitment to racial equity and, per Section 50222 (a)(2)(B), the grantee shall use data provided through HDIS to analyze racial disproportionality in homeless populations and, in partnership with HCFC, establish clear metrics and performance monitoring for achieving equity in provision of services and outcomes for Black, Native, and Indigenous, Latinx, Asian, Pacific Islanders and other People of Color who are disproportionately impacted by homelessness and COVID-19.
7) Grantee should establish a mechanism for people with lived experience of homelessness to have meaningful and purposeful opportunities to inform and shape all levels of planning and implementation, including through opportunities to hire people with lived experience.
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Homeless Housing, Assistance, and Prevention Program Round (HHAP- ) Standard Agreement
EXHIBIT E
STATE OF CALIFORNIA GENERAL TERMS AND CONDITIONS
This exhibit is incorporated by reference and made part of this agreement. The General Terms and Conditions (GTC 04/2017) can be viewed at the following link:
https://www.dgs.ca.gov/-/media/Divisions/OLS/Resources/GTC-April-2017- FINALapril2017.pdf?la=en&hash=3A64979F777D5B9D35309433EE81969FD69052D2 In the interpretation of this Agreement, any inconsistencies between the State of California General Terms and Conditions (GTC - 04/2017) and the terms of this Agreement and its exhibits/attachments shall be resolved in favor of this Agreement and its exhibits/attachments.
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Homeless Housing, Assistance, and Prevention Program Round 3 (HHAP-3) Standard Agreement
EXHIBIT F
STANDARD AGREEMENT TO APPLY
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ATTACHMENT 1A
APPROVED QUARTERLY REPORTING
Sacramento LGBT Community Center
Transitional Living Program (TLP)
See next page for the Homeless Services Division Quarterly Project Performance Report Template.
Homeless Housing, Assistance, and Prevention Program Rounds HHAP 1 and HHAP 3 Grant Agreement re: Waking the Village (WTV)
This Homeless Housing, Assistance, and Prevention Program Subrecipient Agreement (Agreement) dated February 10, 2023, for purposes of identification, is between the CITY OF SACRAMENTO, a charter city and California municipal corporation (the "City"), and Waking the Village, a California non profit corporation (the "Grantee"), (collectively, the Parties).
Background
The State of California has established the Homeless Housing, Assistance, and Prevention Program (HHAP or Program or grant) pursuant to Chapter 6 (commencing with Section 50216) of Part 1 of Division 31 of the Health and Safety Code. (Added by Stats.2020, c. 15 (A.B. 83), § 7, eff. June 29, 2020.) The HHAP program provides one time flexible block grant funds to address immediate homelessness challenges by Continuums of Care and Large Cities as defined in the Law. HHAP 2 is administered by the California Homeless Coordinating and Financing Council (HCFC) in the Business, Consumer Services and Housing Agency (BCSHA). HHAP 3 is a $1 billion block grant program authorized by AB 140 (Health & Saf. Code, § 50218.6, et seq.), which was signed into law by Governor Gavin Newsom on July 19, 2021. HHAP 3 is administered by the California Homeless Coordinating and Financing Council (HCFC) in the Business, Consumer Services and Housing Agency (BCSHA).
Through their programs and services, Grantee provides homeless and at risk youth between the ages of 18 and 24 with basic safety net and survival services and a safe place to stay. Grantee provides supportive services and opportunities to youth experiencing homelessness as they pursue self determined lives of stability and independence.
Grantee is to receive HHAP 1 Funds in an amount not to exceed $22,340.14 (the "HHAP 1 Fund"), and HHAP 3 Funds in an amount not to exceed $478,785.86 (the HHAP 3 Fund). All HHAP funds are being granted in this Agreement for a total not to exceed amount of $501,126.00.
The Parties understand the HHAP Standard Agreement terms and conditions apply to this Agreement.
All HHAP Funds Standard Agreements are attached hereto as Attachment 3 and incorporated herein by reference.
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.
2. Disbursement of Funds. The City shall disburse to the Grantee a total sum not to exceed $501,126.00 in accordance with section 3 below. The funds disbursed by the City under this agreement are referred to as HHAP 1 and HHAP 3 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 fifteen 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 Grantees activities and expenditures related to this agreement:
a) The Grantee agrees to use the HHAP 1 and HHAP 3 funds for the purposes set forth in, and in compliance with the conditions set forth in, the HHAP Standard Agreement between the City and BCSHA (hereinafter HHAP Standard Agreement) including the special conditions set forth in Exhibit D the HHAP Standard Agreement, attached hereto as Attachment 3 and incorporated herein by reference. The Grantee shall also comply with the applicable State requirements governing the use of HHAP 1 and HHAP 3 funds and in accordance with the Grantees submitted scope of work Attachment 1 and budget approved by City, Attachment 2 attached hereto as and incorporated herein by reference. Failure to comply with these conditions may result in termination of 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. If Grantee receives a refund or credit for any cost for which it received a payment of HHAP 1 and HHAP 3 funds, Grantee shall return HHAP funds in an amount equal to the refund or credit to the City by check payable to the City and delivered to the City at the address shown in section 7 (below) no later than 10 days following receipt of such refund or credit, unless otherwise agreed to, in writing, by the City. 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) If the Grantee has received other funds from the City or any other entity, Grantee shall not use the HHAP 1 or HHAP 3 funding awarded pursuant to this Agreement to pay for direct or indirect costs already covered by the other funding.
e) The Grantee shall not use the HHAP 1 or HHAP 3 funds to supplant provided by the City to the Grantee under any other MOU or Agreement. The Grantee shall include a term in every subaward and contract that prohibits the subrecipient or contractor from using the HHAP 1 or HHAP 3 funds to supplant funding provided by the City directly or indirectly to the subrecipient or contractor. f) In addition, the following terms apply to the Grantee's activities and expenditures related to this Agreement:
i. Perform the work in accordance with Federal, State and Local housing and building codes, as applicable.
ii. Maintain at least the minimum State required workers compensation for those employees who will perform the work or any part of it.
iii. Maintain, as required by law, unemployment insurance, disability insurance, and liability insurance in an amount that is reasonable to compensate any person, firm or corporation who may be injured or damaged by the Grantee or any Subgrantee in performing the Work or any part of it.
iv. All the terms of the HHAP Standard Agreement (Attachment 3) apply to this Agreement.
5. Books and Records. During the term of this Agreement and as set forth in the HHAP Standard Agreement (See Attachment 3, Exhibit C, sections 4 and 5), the Grantee shall keep appropriate books, records, and accounts in connection with the HHAP 1 and HHAP 3 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 BCSHA requirements. (See Attachment 3, Exhibit C, sections 4 5 and Exhibit D, paragraph 1.) b) The Grantee shall make its books, records, and accounts, employees, property, and equipment related to this Agreement available to the City's Accounting Manager (the "Accounting Manager"), the City Auditor, any independent auditor, and the United States Department of the Treasury Office of Inspector General ("OIG") at all reasonable times so that the Accounting Manager, City Auditor, independent auditor, or OIG 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 HHAP 1 and HHAP 3 funds. c) Upon demand by the City, given in accordance with section 7 below, the Grantee shall reimburse the City for all HHAP 1 or HHAP 3 funds that the Accounting Manager, City Auditor, an independent auditor, or the OIG determines were not expended in accordance with the HHAP Standard Agreement and this Agreement, or are otherwise unallowable, and result in the City's obligation to repay such improperly expended HHAP 1 or HHAP 3 funds to BCSHA. The Grantee shall reimburse the City by check payable to the City and delivered to the City at the address shown in section 7 below within 60 days after delivery to Grantee of a final determination letter and audit findings. 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 Citys 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. 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 Grantees 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.
7. 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 7 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 Sacramento
Department of Community Response
Office of Homeless Services
1000 I Street, Suite 180
Sacramento, California 95814
Attention: Nicolas Golling, Program Manager
Phone: 916 808 7816/Email: [email protected]
If to the Grantee:
Waking the Village
P.O. Box 160085
Sacramento, California 95816
Attention: Bridget Alexander, Director
Phone: 916 743 1778/Email: [email protected]
8. 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.
9. 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.
10. 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.
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 10(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) Grantees 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 Grantees 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 Grantees insurance applies separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurers 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 10 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 7. 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:
certificates [email protected]
j) 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 10. k) Any available insurance proceeds in excess of the specified minimum limits and coverages must be made available to the City.
l) The Grantees liability to the City is not in any way be limited to or affected by the amount of insurance coverage required or carried by the Grantee in connection with this agreement.
11. 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.
12. Miscellaneous.
a) 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. b) 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 12(a) is void. c) Successors and Assigns. This Agreement binds and inures to the benefit of the successors and assigns of the parties. This section 12(b) does not constitute the City's consent to any assignment of this Agreement or any interest in this HHAP 3 Grant Agreement. d) Interpretation. This Agreement is to be interpreted and applied in accordance with California law.
e) 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. f) 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.
g) 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. h) Time of Essence. Time is of the essence in performing this Agreement. i) 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 and as set forth in the HHAP Standard Agreement (Attachment 3). j) 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.
k) Tax Implications and Consequences. The City makes no representations as to the tax consequences associated with the disbursement of HHAP 3 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 HHAP 3 funds disbursed to Grantee under the terms of this Agreement.
l) 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)
CITY OF SACRAMENTO, a municipal
corporation,
GRANTEE: Waking the Village, a California
nonprofit public benefit corporation
________________________________ ________________________________ Mario Lara, Assistant City Manager Bridget Alexander, Director Dated: __________________________ Dated: ___________________________ APPROVED AS TO FORM: _________________________________ Beau Parkhurst, Deputy City Attorney ATTEST: _________________________________ Deputy City Clerk ATTACHMENT 1 SCOPE OF WORK
Waking the Village (The Village)
HHAP 1 and HHAP 3 Funds Subrecipient Grant Agreement
I.OVERVIEW
Homelessness is an issue that impacts communities without regard to geographic or political boundaries and for which there is no single answer or approach. Shelters play a significant role in addressing homelessness and as such it is necessary to create a systemic approach to addressing homelessness which includes low to no barrier crisis shelters. The City of Sacramento recognizes the important role that emergency shelters play in helping move people of out homelessness and into permanent housing. To that end, the City has partnered to expand local shelter capacity by providing funding for Waking the Villages Youth Family Shelter (The Village) to:
Shelter operations are open 24 hours a day, 7 day a week; and Shelter program follows the "low barrier" model, meaning that they impose minimal restrictions on behavior of clients while staying at the shelter; and Shelter services focus primarily on helping participants obtain permanent housing which includes but is not limited to those offered through the Sacramento Homeless Continuum of Care.
Expand the local shelter capacity for parenting youth experiencing homelessness.
PROGRAM OPERATOR
The Village Youth Family Shelter (Shelter) shall be operated by Waking the Village (The Village/WTV).
LOCATION
The Village Youth Family Shelter is a scattered site shelter. Our administrative office is located at 5265 H Street, Sacramento, CA 95819. Our mailing address is PO Box 160085, Sacramento, CA 95816.
II.FUNDING
The total budget to operate the shelter is not to exceed $501,126.00, as detailed in Attachment 2 Approved Budget of this grant agreement.
AGREEMENT TERM
The term of this grant agreement will be from April 1, 2023, through December 31, 2023.
III.KEY TERMS
Case Management: A collaborative process of assessment, planning, facilitation, care coordination, evaluation and advocacy for options and services to meet individual needs.
Client Centered: Approaching the care, goals and interventions of a client based on their identified need for services.
Culturally Competent: Ability to honor, understand, and respect beliefs, lifestyles, attitudes, and behaviors demonstrated by diverse groups of people, and to diligently act on that understanding. It includes knowledge of ones own cultural values, and ability to consistently function with members of other cultural groups.
Fleeing/ Attempting to Flee Intimate Partner Violence (Domestic Violence): Any individual or family who:
(i) Is fleeing, or is attempting to flee, domestic violence; (ii) Has no other residence; and
(iii) Lacks the resources or support networks to obtain other permanent housing Harm Reduction: An approach aimed at reducing the risks and harmful effects associated with substance use and addictive behaviors: for the person, the community and society as a whole, without requiring abstinence. A Harm Reduction approach recognizes that consumers can be at different stages of recovery and that effective interventions should be tailored to each consumers stage.
Housing First: An approach to ending homelessness that prioritizes providing permanent housing to people experiencing homelessness as quickly as possible, thus ending their homelessness, and then providing services as needed to promote housing stability and individual well being.
Literally Homeless: Individual who lacks a fixed, regular, and adequate nighttime residence, meaning:
(i) Has a primary nighttime residence that is a public or private place not meant for human habitation;
(ii) Is living in a publicly or privately operated shelter designated to provide temporary living arrangements (including congregate shelters, transitional housing, and hotels and motels paid for by charitable organizations or by federal, state, and local government programs); or (iii) Is exiting an institution where they have resided for 90 days or less and who resided in an emergency shelter or place not meant for human habitation immediately before entering that institution.
Low Barrier Practices: An approach to entry and services where a minimum number of rules are placed on people who wish to enter as a participant or engage in ongoing services. The aim is to have as few barriers as possible to allow more people access to services and to continually engage participants using best practices. This often means that shelter guests are not expected to abstain from using alcohol or other drugs, or from carrying on with street activities while staying on site, so long as they do not engage in these activities at the program site and are respectful of other guests and staff. Participants are afforded consumer choice and self determination for voluntary supportive services.
Trauma Informed Care: A strengths based framework that is grounded in an understanding of and responsiveness to the impact of trauma, while emphasizing physical, psychological, and emotional safety for providers and survivors.
IV.DESCRIPTION OF SERVICES
Waking the Village's (The Village) mission is to offer housing and support so that Sacramento County's unhoused, parenting, or pregnant youth and their children can get busy living rather than surviving The Village operates the shelter to provide capacity for 8 shelter units for parenting, transition age youth and their children experiencing homelessness. The Village shall provide a support system of multiple resources and specialized services to assist youth in resolving their homelessness.
The Shelter takes the following approach to program operations and service delivery:
I. Addressing of Community Impacts and Community Engagement Actively discourage and address excessive noise or loitering from program clients and others who may be near the site. Coordinate with other services providers, as needed to address the above issues and their impacts. Coordinate through the City regarding all levels of community engagement including but not limited to, materials depicting the Shelter, tours and community meetings, and media inquiries. All community engagement activities must be approved by City staff in writing.
II. Case Management
Case management and supportive services should focus on housing or directly supporting the goal of housing and should reflect the short term nature of assistance toward housing placement. Critical components in the provision of case management services include the following: Low Barrier practices Housing First Harm Reduction Trauma Informed Care Client Centered
Culturally competent
Case management services available to each program participant. To ensure the consistent delivery of case management services, the Youth Family Shelter has written case management procedures and forms that include the following: Referral Procedures: Establish referral and follow up procedures to confirm participants connect to services to which they are referred. Documentation of referrals made, and referral confirmation must be maintained in participant files. Health and Wellness referrals: Ensure participants are linked to and assisted in accessing medical health, mental health, and any needed alcohol and other drug services. Mainstream Benefits: Establish procedures for screening participants at program entry and intake for eligibility to mainstream benefits. Assist participants with obtaining income and/or establishing benefits. This includes coordinating the completion and submission of applications for public benefits and entitlements (e.g., general assistance, SNAP, SSI/SSDI, Veteran benefits) health insurance benefits (e.g., Medi Cal, Medicare, Covered California, etc.), and other sources of financial assistance. Education/life skills. Employment Development/Placement Programs. Assessing employment history and goals and assisting participants to engage in services that will prepare the individual to obtain employment.
III. Facility Operations Ensure a safe and clean sleeping accommodations Provide property storage with secure and controlled access on site. Provisions for securely storing, refrigerating, and retrieving guest medications, Grant site access 24 hours a day, seven days a week. Provide staff oversight, ensure site cleanliness, and maintain coordination for the entire facility including sleeping areas, bathrooms and showers, client storage areas, dining space, community room, and general grounds of the program site. Clean blankets available to each guest upon initial entry. To assure the linens are clean and remain free from pests, clean bedding is provided more often when requested, the laundering of bedding is required to be done at a minimum of once per week. Provide access to laundering of personal items, both upon entry and throughout the duration of stay. Guests with pets with receive support in housing their pets during their shelter stay and connecting to next step housing that will allow pets. Youth with certified service animals will be accommodated and the shelter will abide the Citys animal care policy.
IV. Food
Provide daily meals as well as beverages and snacks outside of any scheduled mealtimes. Meals must be nutritionally adequate in accordance with U.S. Department of Agriculture guidelines.
V. Security and On site Support On site space for case managers and other service providers to meet with shelter clients. Coordinate site security and facilitate uniform and effective program entry and provide property searches, as appropriate. Review of the areas/sidewalks around the program site and functions related to the Good Neighbor practices. To prevent weapons, illegal drugs, or alcohol from being brought in, guests will be asked to remove and display possessions on a table for inspection to eliminate anything not allowed and to determine appropriate storage needs. Promotion of peer support and community among and between clients and staff. Opportunity for client feedback (spoken and written form) and suggestions as well as a written and posted Complaint and Grievance Procedures. Track and maintain general operational records including critical incidents that include any emergency response related to the site and the clients. Respond and de escalate crisis in an appropriate manner, providing emergency assistance to clients and co workers as necessary and ensuring timely conflict resolution to assist in problem solving and skill building
VI. Transportation
Transportation shall be provided to the guest through a variety of means. Bus passes and car services such as Uber and Lyft should be utilized to support access to community based services and housing searches. Accommodations must be made for disabled persons who are unable to access general means of transportation.
VII. Written Policies General program policies and procedures, including client responsibilities and ADA compliance and accommodations. Formal Complaint and Grievance Procedures Written set of policies and procedures specific to shelter program denials to entry and client exits. Established Good Neighbor Policies addressing the shelter premises and the immediate surrounding neighborhood.
V.STAFFING
Family Shelter Program Director Oversees staffing, program quality, data collection, and maintenance of family shelter program. Ensures shelters program leads to next step housing and connection to best fit services for each client.
Youth Development Director The Youth Development Directors are responsible for providing direct, supportive, and individually tailored services to 18 24 year old youth experiencing homelessness. In addition to offering individual case management and resource connections, Youth Development Directors lead a vibrant daily program to engage youth in wellness, education, employment, and housing stabilization skill building.
House Director House Directors partner with youth to build a warm home culture that nurtures all residents through healthy rhythms and the development of responsive relationships. House Directors live on site ensuring safety, meals, and engaged parenting.
Outreach and Integration Director Acts as a community outreach worker to connect youth experiencing homelessness to best fit resources and shelter. Ensures support to youth on the wait list as well as providing a warm hand off to shelter staff as youth transition from the streets or homelessness into shelter. Supports CAS integration.
Data Specialist Oversees timely and accurate entry of data and client detail into HMIS as well as into WTV data systems. Uses data to create monthly, quarterly, semi annual, and annual reports to Board of Directors, City of Sacramento, and other funding sources for the shelter. Supports integration of shelter wait list into Coordinated Access System.
VI.ELIGIBLE PARTICIPANTS
Eligible shelter participants are: (1) any youth (between the ages of 18 24 to years of age); (2) are experiencing literal homelessness as defined by a primary nighttime residence that is a public or private place not meant for human habitation and have been a victim of a crime; and as identified by a Department of Community Response neighborhood coordinator or city contracted outreach provider.
VII.PROGRAM RULES
The Village must incorporate as part of their program, a set of program or house rules that serves as protocols or guidelines for ensuring the safety and security of program participants, as well as program staff.
Program Rules should 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).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 prevent/minimize exits from program due to Rules violations.
VIII.PROGRAM EXITS
Clear Policies and Procedures for exiting participants must be established. The Village must not exit participants that miss check in for one (1) bed night. Participants may be exited after three (3) consecutive days of unapproved absences. Shelter may re enroll participants that have been exited due to unapproved absences.
Shelter may exit participants when the following conditions are met: Participant is successfully placed into permanent housing. Participant relocates outside of Sacramento County. Reunification services are utilized or the participant self resolves their housing crisis. Participant is deemed a safety risk to self, other clients, or the contractors staff. Participant requires a higher level of care than can be provided on site and is connected to
appropriate care provider.
Participants may not be exited due to the following: Active substance use. Active health issues unless participants health issues are deemed a risk to self or others and/or require a high level of care as noted above.
ACCESS
Youth can access the shelter by calling Waking the Villages direct line, by submitting an online request for services available at our website, or by texting, calling, or visiting our Prevention and Intervention team.
The Village or WTV P&I team will determine eligibility. If the youth is eligible, they will travel to the youth to complete a VI SPDAT assessment, enter them into HMIS, and ensure their name is added to the by name list of youth experiencing homelessness that is reviewed at twice a month case conferencing to make shelter and service connections. If a unit is available in the Youth Family Program, the youth will connect immediately with the Village staff to move in. Staff will support the gathering of all necessary documents in the first week of entry.
If a unit is not available, the P&I team will continue to work with the youth to stabilize housing until a unit becomes available. Throughout the wait for shelter, WTVs P&I and Village staff will work closely to ensure the youth joins the shelter immediately after a bed becomes available.
If youth are not eligible, they will continue to work with the WTV P&I team for warm hand offs to best fit housing providers, entry into HMIS and coordinated entry, and advocacy at youth case conferencing.
X.RECORD KEEPING AND REPORTING
The Village shall maintain client files, in accordance with the requirements of the Homeless Management and Information System (HMIS) operated by Sacramento Steps Forward. The. Villages records will be made available upon request for inspection by the City and on the development of other types of reports upon request.
The Village grants the City of Sacramento HMIS data and report access to The Village Shelter program.
Upon entry into the program, data on all clients will be entered in the HMIS, pursuant to the data standards required by SSF. Additionally, within 72 hours of entry, all clients shall be assessed for their needs and housing options, which may include and is not limited to, an assessment through the Sacramento Homeless Continuum of Cares Coordinated Entry System as well as Pathways to Health and Home assessments.
Quarterly Progress Reports
On a quarterly basis (January 15, April 15, July 15, October 15), The Village will submit an electronic copy of the Program Progress Report, which will be made available to The Village by the City in advance of each quarterly reporting period. (Attachment 1A) HHAP Reporting
In order to comply with HHAP reporting requirements per HSC §S0221(a) and HSC §S0221(b) The Village will make available to the City, expenditure and program level data associated with this contract. By December 1, 2023, and annually on that date thereafter until all funds have been expended, The Village shall provide this requested data to the City. In the event HHAP reporting requirements change over the course of the contract, The Village will work with the City to ensure reporting requirements are met.
X.TERMINATION AND GRIEVANCE POLICIES
The Village must maintain a written set of Termination Policies and Procedures. WTV must submit a copy of said policies and procedures as required by this agreement. The said policies and procedures must satisfy what the City requires in all contractor grievance and termination policies and procedures.
These policies and procedures must be freely available to all program participants and staff.
Copies of the grievance policies and procedures must be clearly marked and made available to the program participants during intake. A summary of the program grievance resolution policies and procedures must be prominently displayed in common area (s) in the facility.
XI.OUTCOMES EXPECTED
Provide 8 units for pregnant and parenting TAY (and all their children) that includes daily connection to on site case management and wellness stabilization services so that 90% of youth experience a safe exit.
Swiftly connect unsheltered youth and their children to the Youth Family Shelter by leveraging WTVs outreach and prevention and intervention programs so that we maintain an occupancy rate of 90% or higher over the 18 month contract term.
In the 11 month grant term, rehouse 46 unduplicated youth and children through connection to next step, best fit housing by engaging with youth daily to expedite completion of needed housing documents and tasks as well as to develop an accurate assessment of each youths housing and support needs through intake, case conferencing, and needs assessment processes so that best housing fit results in 80% of rehoused youth remaining permanently housed in the 12 months following exit.
In the 11 month grant term, connect 80% of youth in the shelter to wellness services, 50% to employment and/or education programs, 90% to parenting supports, and 60% to childcare so that each youth improves long term housing stability through improved wellness and economic opportunities.
Ensure that transitions from shelter to next step housing do not derail housing stability and youth progress by facilitating warm hand offs between Waking the Village staff and the staff of next step housing and support service programs and by providing three months of aftercare so that 80% of youth living in shelter retain housing and support service connection for 12 months after program exit.
Provide intensive support in housing searches for youth with vouchers and rental subsidies so that youth in the shelter connect to apartments accepting subsidies and vouchers within 90 days of receipt of subsidy or voucher.
When shelter space is not available, provide intervention to prevent homelessness or identify short term and immediate crisis housing to shelter eligible youth by providing case management and/or crisis funding to address immediate needs for safety and shelter.
XII.PERFORMANCE METRICS
During the funding period, the following metrics will be used to evaluate: Number of unduplicated participants served. Number of participants with multiple enrollments. Number of instances of service for each youth including, but not limited to, wellness services, employment services, education services, individual case management sessions, workshops attended, Ready to Rent certificates issued, and housing connection and retention services. Number of successful connections made with community resources to access medical and dental care, wellness services, education and employment services, childcare, parenting support, government benefits, housing subsidies, legal support, and other necessary connections. Participant lengths of stay; and Participant exits to permanent housing, other successful placement, and unsheltered homelessness.
XIII.INCIDENT REPORTS
The Village staff shall provide the City with Incident Reports within 72 hours of any incident as indicated following The Village's incident reporting policies and procedures.
XIV.EVALUATION
At a minimum, the City will conduct monthly virtual monitoring of The Village which may include, but is not limited to, evaluation of program operations, integrity of physical spaces, and engagement with shelter guests. Outside of this monitoring, the City may at any time evaluate this program, which may include monitoring client files.
Grantee shall be given opportunities to participate in the evaluation process.
ATTACHMENT 1A
APPROVED QUARTERLY REPORTING
Waking the Village (The Village)
HHAP 1 and HHAP 3 Funds Subrecipient Grant Agreement
See next page for the Homeless Services Division Quarterly Project Performance Report Template 1 Office of Homeless Services Quarterly
Project Performance Report
Agency name Prepared by
Program name Program contact
Reporting period Phone Email
Contract number Units/beds funded
In an effort to show the investments by the City of Sacramento in homeless services and shelter programming, please only report on households served through the contract number displayed above.
Program description:
Program objectives:
Population Served (check all that apply):
Children (0 17 years) Seniors (65 years and older) Families, only Transition Aged Youth (18 24 years) LGBTQ+ Women, only
Adults (19 64 years) Persons with pets Other, please specify:
Program Census: Households served
Persons served
New Households enrolled
Average length of stay (in days)
Average utilization rate
Household exits to permanent housing
Section 2 Program Overview
Section 1 Contractor Information
2 Summary of Services Provided
Category 1 Count Category 2 Count
General health and wellness Re housing support
Mainstream benefits Income
Behavioral health or AOD Employment
Education Life documents
General case management Other
Section 3a Participant Information (Adults Only Household) Age Count
18 24 years
25 34 years
35 44 years
45 54 years
55 61 years
62+ years
Race Count
White
Black or African American
Asian
American Indian or Alaska Native
Multiple races
Other
No data collected
Gender Identity Count
Male
Female
Transgender Male
Transgender Female
Non binary
No data collected
Ethnicity Count
Non Hispanic/Latino
Hispanic/Latino
No data collected
Active Substance Dependency Count
Alcohol abuse
Drug abuse
Both alcohol and drug abuse
No data collected
Health and Wellness Count
Mental Health Condition
Physical Health Condition
Disabling Condition
Reason for Homelessness Count
Economic
Social
Medical
Other
Prior Living Situation Count
Unsheltered
Sheltered
Temporary housing
Permanent housing
No data collected
Households with pets Count
Cats
Dogs
Other
Chronically Homeless Count
Yes
No
No data collected
3 Summary of Services Provided
Category 1 Count Category 2 Count
General health and wellness Re housing support
Mainstream benefits Income
Behavioral health or AOD Employment
Education Life documents
General case management Other
Section 3b Participant Information (Households with minor dependents) Age of Adults Count
18 24 years
25 34 years
35 44 years
45 54 years
55 61 years
Gender Identity Adult Minor
Male
Female
Transgender Male
Transgender Female
Non binary
No data collected
Age of Minors Count
Under 5 years
5 12 years
13 17 years
No data collected
Race Adult Minor
White
Black or African American
Asian
American Indian or Alaska Native
Multiple races
Other
Substance Dependency (Adults) Count
Alcohol abuse
Drug abuse
Both alcohol and drug abuse
No data collected
Ethnicity Adult Minor
Non Hispanic/Latino
Hispanic/Latino
Head of Household Count No data collected
Single adult
More than one adult Health and Wellness Adult Minor
Mental health condition
Physical health condition
Disabling condition
Prior Living Situation Count
Unsheltered
Sheltered
Temporary housing
Permanent housing
No data collected
Reason for Homelessness Count
Economic
Social
Medical
Households with pets Count Other
Cats
Dogs
Other
4 Use this section to report any other important information about your program.
Note: Include additional attachments/ pages as needed. You may submit corresponding photos, media articles, etc. Please state that you authorize the City to use and publish photos.
For this reporting period, provide a summary of the programs impact on the community and target population.
Please share a moving or telling story about one of your clients to illustrate the work, services, or activities of 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
5 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 the form, the file should be saved and emailed to @cityofsacramento.org. Please contact Nick Golling, Program Manager at (916) 808 7816 or [email protected] should you have any questions or require assistance completing the reporting form.
Reporting Field Instructions
Program Name Name of the program the City is currently funding.
Organization/Agency Name Name of your agency or organization.
Program contact Name of person responsible for program implementation.
Email Email of person completing reporting form.
Phone Phone number of person completing reporting form.
Program Description A brief overview of the program activities funded under the contract by the 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 finding employment, etc.).
Population Served Check the population(s) the program serves. You may check all that apply.
LGBTQ+ Lesbian, Gay, Bisexual, Transgender, Queer, Asexual. This acronym is often 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 of sexual orientation.
Other Any population served not specifically named in the population served section.
Program Census Program census captures the number of individuals and households overtime as well as newly enrolled in your program. The census will also capture average time of stays in your program.
Households Served Households served is inclusive of families and individual households served in your program during the time of your contract through the reporting period end date.
Persons Served Persons served is inclusive of all individuals who are served through your contracted program, throughout the time of your contract through reporting period end date. For this field, you would count every member of the household.
New Households enrolled Report 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 the reporting period, you will only enter the 3 households.
Average length of stay This information can be obtained through HMIS APR Report (Section Quarterly Reporting Instructions
6 Q22B). 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 the number of people served.
Average utilization rate This information can be obtained through HMIS. If your program is not currently 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.
Households exited to permanent housing 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 as possible.
Participant Information (Adult Only
Households)
A count of adults broken down by age and demographic information. Only adults in the program during the reporting period should be counted.
Participant Information (Households with
minor 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 Identity A persons perception of having a particular gender, which may or may not correspond with their birth sex.
Male Individuals identifying as male
Female Individuals identifying as female
Transgender Male An individual identifying as male who was assigned female at birth Transgender Female An individual identifying as female who was assigned male at birth Non binary An individual who does not identify as male or female Health and Wellness Counts in this category are for individuals who report an impairment.
Individuals can be counted in multiple categories.
Mental Health Condition Disorders that affect a persons mood, thinking, and behavior.
Physical Health Condition A health problem that requires ongoing management.
Disabling Condition A condition that prevents a person from self performance of personal care tasks without assistance.
Reason for Homelessness Counts into the categories below as reasons for an individuals or households homelessness.
Economic Homelessness due to economic reasons include employment status, eviction from housing, or financial reasons.
Social Social reasons for homelessness include domestic violence, kicked out by family or friends, and substance use problems.
Medical Medical reasons for homelessness include physical medical issues and mental health illnesses.
Households with pets The count of adult and/ or family households that enter with pets. This is not a count of pets who have entered the shelter.
Race A persons self identification with one or more social groups. People can identify as multiple races, and if they report as such only count them in the multiple races column.
White A person having origins in Europe, the Middle East, or North Africa Black or African American A person having origins in Africa Asian A person having origins in Southeast Asia
American Indian or Alaska Native A person having origins in North and South America 7 Ethnicity Ethnicity categories in relation to the Spanish origin of a person. People of Hispanic/ Latino culture or origin can also identify with a race in the section above.
Chronically Homeless Chronic homelessness is defined as four episodes of homelessness that add up to 12 months, or at least 1 year of continual homelessness.
Prior Living Situation Where people were staying prior to program enrollment.
Unsheltered People whose primary nighttime location is a public or private place not designed for, or ordinarily used as, a regular sleeping accommodation. For example, cars, camping, or in a park.
Sheltered Staying in a public or privately operated shelter Temporary Housing Housing that provides temporary living arrangements. For example, staying in a hotel or with friends/ family (couch surfing) that is not meant to be permanent.
Permanent Housing Housing without a designated length of stay.
Summary of Services Provided A count of relevant services provided to participants of the shelter.
General health and wellness Services that contribute to the general well being of the individual. This can include access to grooming services or self care.
Mainstream benefits Assistance with access to benefits like CalFresh, Medi Cal, CalWORKs Behavioral Health or AOD Mental health, alcohol, or drug treatment services Education Assistance with education benefits, such as enrollment in community college, a trade or technical program, assistance with applying for financial aid.
General case management The number of people your program has engaged with, this can be through creating goals, providing check ins, etc.
Re housing support Assistance obtaining housing, including assistance searching of housing, completing applications, etc.
Income Assistance with applying for SSI, SSDI, or other sources of income Employment Assistance 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 Additional assistance provided not previously mentioned.
ATTACHMENT 2 BUDGET
Waking the Village (The Village)
HHAP 1 and HHAP 3 Funds Subrecipient Grant Agreement
XV. Maximum Payment to Waking the Village (The Village) City will pay The Village an amount not to exceed $501,126.00 for the services rendered during the grant agreement term April 1, 2023, to December 31, 2023.
XVI. Invoicing: Waking the Village (The Village)
Contractor 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 and shall be based on actual costs incurred.
Budget
Eligible costs are as follows:
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.
Budget Line Item City
Contribution
Other
Contribution Total
1.0 FTE Program Director @ $31/hr FTE $48,360.00 $ $ 48,360.00
2.0 FTE Youth Development Dir @ $25/hr $78,000.00 $ $ 78,000.00
1.0 FTE House Director @ $22hr @ 35hr wk $25,740.00 $ $ 25,740.00
1.0 FTE Outreach &Integration Director $22hr $34,320.00 $ $ 34,320.00 .75 Data Specialist @ $31hr $36,270.00 $ $ 36,270.00
Payroll & WC Tax (13%) $28,950.00 $ $ 28,950.00
Benefits ($450 mo x 5.5 staff x 12 months) $23,288.00 $ $ 23,288.00 SUBTOTAL $ 274,928.00 $ $ 274,928.00
Shelter Occupancy ($4800 x 9 months) $43,200.00 $ $ 43,200.00 Furnishings & Maintenance $18,000.00 $ $ 18,000.00
Program Supplies $50,000.00 $ $ 50,000.00
Telecommunications $1,800.00 $ $ 1,800.00
Utilities $6,300.00 $ $ 6,300.00
Technology: Staff & Client Computers $8,000.00 $ $ 8,000.00 Transportation $18,614.00 $ $ 18,614.00
Direct Participant Support $25,000.00 $ $ 25,000.00
Food $22,500.00 $ $ 22,500.00
SUBTOTAL $ 193,414.00 $ $ 193,414.00
In direct Costs (not to exceed 7%) $32,784.00 $ 32,784.00 $ TOTAL PROGRAM COSTS $ 501,126.00 $ $ 501,126.00
STAFFING
OPERATIONS
ATTACHMENT 3 HHAP 1 and HHAP 3 AGREEMENTS
Homeless Housing, Assistance, and Prevention Program Round 3 (HHAP-3) Standard Agreement
Initial Disbursement Contract for Funds
AUTHORITY, PURPOSE AND SCOPE OF WORK
1) Authority
The State of California has established the Homeless Housing, Assistance, and Prevention Program Round 3 (“HHAP-3” or “Program”) pursuant to Chapter 6 (commencing with Section 50216) of Part 1 of Division 31 of the Health and Safety Code. (Amended by Stats. 2021, Ch. 111, Sec. 4. (AB 140) Effective July 19, 2021.) The Program is administered by the California Homeless Coordinating and Financing Council (“HCFC”) in the Business, Consumer Services and Housing Agency (“Agency”). HHAP-3 provides flexible block grant funds to Continuums of Care, large cities (population of 300,000+) and counties to build on the regional coordination created through previous HCFC grant funding and support local jurisdictions in their unified regional responses to reduce and end homelessness.
This Standard Agreement/Initial Disbursement Contract for Funds along with all its exhibits (“Agreement”) is entered into by the Agency and a Continuum of Care, a city, or a county (“Grantee”) under the authority of, and in furtherance of the purpose of, the Program. In signing this Agreement and thereby accepting this award of funds, the Grantee agrees to comply with the terms and conditions of this Agreement, the Standard Agreement to Apply signed and submitted by the Grantee (Exhibit F), and the requirements appearing in the statutory authority for the Program cited above.
2) Purpose
The general purpose of the Program is to continue to build on regional coordination developed through previous rounds of funding of the Homelessness Emergency Aid Program (Chapter 5 (commencing with Section 50210)), the program established under this chapter, and COVID-19 funding to reduce homelessness. This funding shall:
a) Continue to build regional collaboration between continuums of care, counties, and cities in a given region, regardless of population, and ultimately be used to develop a unified regional response to homelessness.
b) Be paired strategically with other local, state, and federal funds provided to address homelessness in order to achieve maximum impact. Grantees of this funding are encouraged to reference Putting the Funding Pieces Together: Guide City of Sacramento
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to Strategic Uses of New and Recent State and Federal Funds to Prevent and End Homelessness in their planning efforts.
c) Be deployed with the goal of reducing the number of people experiencing homelessness in a given region through investing in long-term solutions, such as permanent housing.
d) Include the State as an integral partner through the provision of technical assistance, sharing of best practices, and implementing an accountability framework to guide the structure of current and future state investments.
In accordance with the authority cited above, a Standard Agreement to Apply was submitted by the Grantee for the initial disbursement of HHAP-3 funds to be allocated to the Grantee pursuant to Health and Safety Code 50220.7(a)(4)(A). 3) Definitions
The following HHAP-3 program terms are defined in accordance with Health and Safety Code section 50216, subdivisions (a) – (r):
a) “Agency” means the Business, Consumer Services, and Housing Agency. b) “Applicant” means a Continuum of Care, city, or county. c) “City” means a city or city and county that is legally incorporated to provide local government services to its population. A city can be organized either under the general laws of this state or under a charter adopted by the local voters. d) “Continuum of Care” means the same as defined by the United States Department of Housing and Urban Development at Section 578.3 of Title 24 of the Code of Federal Regulations.
e) “Coordinated Entry System” means a centralized or coordinated process developed pursuant to Section 578.7 of Title 24 of the Code of Federal Regulations, as that section read on January 10, 2019, designed to coordinate homelessness program participant intake, assessment, and provision of referrals. In order to satisfy this subdivision, a centralized or coordinated assessment system shall cover the geographic area, be easily accessed by individuals and families seeking housing or services, be well advertised, and include a comprehensive and standardized assessment tool.
f) “Council” means the Homeless Coordinating and Financing Council created pursuant to Section 8257 of the Welfare and Institutions Code. g) “Emergency shelter” has the same meaning as defined in subdivision (e) of Section 50801.
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h) “Homeless” has the same meaning as defined in Section 578.3 of Title 24 of the Code of Federal Regulations, as that section read on January 10, 2019. i) “Homeless Management Information System” means the information system designated by a Continuum of Care to comply with federal reporting requirements as defined in Section 578.3 of Title 24 of the Code of Federal Regulations. The term “Homeless Management Information System” also includes the use of a comparable database by a victim services provider or legal services provider that is permitted by the federal government under Part 576 of Title 24 of the Code of Federal Regulations.
j) “Homeless point-in-time count” means the 2019 homeless point-in-time count pursuant to Section 578.3 of Title 24 of the Code of Federal Regulations. A jurisdiction may elect to instead use their 2017 point-in-time count if they can demonstrate that a significant methodology change occurred between the 2017 and 2019 point-in-time counts that was based on an attempt to more closely align the count with HUD best practices and undertaken in consultation with HUD representatives. A jurisdiction shall submit documentation of this to the agency by the date by which HUD’s certification of the 2019 homeless point-in-time count is finalized. The agency shall review and approve or deny a request described in the previous sentence along with a jurisdiction’s application for homeless funding. k) “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. 11434a(2)). “Homeless youth” includes unaccompanied youth who are pregnant or parenting.
l) “Housing First” has the same meaning as in Section 8255 of the Welfare and Institutions Code, including all of the core components listed therein. m) “Jurisdiction” means a city, city that is also a county, county, or Continuum of Care, as defined in this section.
n) “Navigation center” means a Housing First, low-barrier, service-enriched shelter focused on moving homeless individuals and families into permanent housing that provides temporary living facilities while case managers connect individuals experiencing homelessness to income, public benefits, health services, shelter, and housing.
o) “Program” means the Homeless Housing, Assistance, and Prevention program established pursuant to this chapter.
1) “Round 1” of the program means the funding allocated under the program with moneys appropriated during the fiscal year beginning on July 1, 2019.
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2) “Round 2” of the program means the funding allocated under the program with moneys appropriated during the fiscal year beginning on July 1, 2020. 3) “Round 3” of the program means the funding allocated under the program with moneys appropriated during the fiscal year beginning on July 1, 2021. 4) “Round 4” of the program means the funding allocated under the program with moneys appropriated during the fiscal year beginning on July 1, 2022. p) “Program allocation” means the portion of program funds available to expand or develop local capacity to address immediate homelessness challenges. q) “Recipient” means a jurisdiction that receives funds from the agency for the purposes of the program.
r) “Tribe” or “tribal applicant” means a federally recognized tribal government pursuant to Section 4103 of Title 25 of the United States Code.
Additional definitions for the purposes of the HHAP-3 program:
“Obligate” means that the Grantee has placed orders, awarded contracts, received services, or entered into similar transactions that require payment using HHAP-3 funding. Grantees, and the subrecipients who receive awards from those Grantees, must obligate the funds by the statutory deadlines set forth in this Exhibit A. “Expended” means all HHAP-3 funds obligated under contract or subcontract have been fully paid and receipted, and no invoices remain outstanding. 4) Scope of Work
The Scope of Work (“Work”) for this Agreement shall include uses that are consistent with Health and Safety Code (HSC) section 50218.6, subdivision (e), and section 50220.7, subdivisions (a)(4)-(5) & (f), and any other applicable laws.
By accepting these funds, the Grantee acknowledges that this initial disbursement of funds is a portion of their total allocation under the HHAP-3 Program, to be used solely for the purposes outlined below, and that in order to receive the remaining balance of its HHAP-3 program allocation, an applicant shall submit an application to the council by June 30, 2022, that includes a local homelessness action plan and specific outcome goals in accordance with the requirements laid out in HSC § 50220.7(b).
The Grantee may expend this initial disbursement of funds to complete the local homelessness action plan, required by HSC § 50220.7(b)(3)(A), including paying for any technical assistance or contracted entities to support the completion of the homelessness action plan.
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For funds not spent on the Grantee’s homelessness action plan, priority for these initial funds shall be for systems improvement, including, but not limited to, all of the following:
A) Capacity building and workforce development for service providers within the jurisdiction, including removing barriers to contracting with culturally specific service providers and building capacity of providers to administer culturally specific services.
B) Funding existing evidence-based programs serving people experiencing homelessness.
C) Investing in data systems to meet reporting requirements or strengthen the recipient’s Homeless Management Information System.
D) Improving homeless point-in-time counts.
E) Improving coordinated entry systems to eliminate racial bias or to create a youthspecific coordinated entry system.
For any remaining funds not spent on the Grantee’s homelessness action plan or systems improvement, the Grantee shall expend funds on existing evidence-based programs serving people experiencing homelessness among eligible populations, including any of the following eligible uses:
a) Rapid rehousing, including rental subsidies and incentives to landlords, such as security deposits and holding fees.
b) Operating subsidies in new and existing affordable or supportive housing units, emergency shelters, and navigation centers. Operating subsidies may include operating reserves.
c) Street outreach to assist persons experiencing homelessness to access permanent housing and services.
d) Services coordination, which may include access to workforce, education, and training programs, or other services needed to promote housing stability in supportive housing.
e) Systems support for activities necessary to create regional partnerships and maintain a homeless services and housing delivery system, particularly for vulnerable populations including families and homeless youth. f) Delivery of permanent housing and innovative housing solutions, such as hotel and motel conversions.
g) Prevention and shelter diversion to permanent housing, including rental subsidies.
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h) New navigation centers and emergency shelters based on demonstrated need.
Demonstrated need for purposes of this paragraph shall be based on the following:
i) The number of available shelter beds in the city, county, or region served by a Continuum of Care.
ii) The number of people experiencing unsheltered homelessness in the homeless point-in-time count.
iii) Shelter vacancy rate in the summer and winter months. iv) Percentage of exits from emergency shelters to permanent housing solutions. v) A plan to connect residents to permanent housing.
vi) Any new interim sheltering funded by HHAP-3 funds must be low barrier, comply with Housing First as provided in Chapter 6.5 (commencing with Section 8255) of Division 8 of the Welfare and Institutions Code, and prioritize interventions other than congregate shelters.
i) Improvements to existing emergency shelters to lower barriers and increase privacy.
In addition to the funding use requirements described above, the Grantee’s expenditure of its entire HHAP-3 allocation must also comply with the following:
a) At least 10 percent of the funds shall be spent on services for homeless youth populations.
b) Not more than 7 percent of funds may be used for administrative costs incurred by the city, county, or continuum of care to administer its program allocation. For purposes of this Agreement, “administrative costs” does not include staff or other costs directly related to implementing activities funded by the program allocation. 5) Agency Contract Coordinator
The Agency’s Contract Coordinator for this Agreement is the Council’s Grant Director or the Grant Director’s designee. Unless otherwise instructed, any notice, report, or other communication requiring an original Grantee signature for this Agreement shall be mailed to the Agency Contract Coordinator. If there are opportunities to send information electronically, Grantee will be notified via email by the Council’s Grant Director or the Grant Director’s designee.
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The Representatives during the term of this Agreement will be:
PROGRAM GRANTEE
ENTITY: Business Consumer Services and
Housing Agency
SECTION/UNIT: Homeless Coordinating and
Financing Council (HCFC)
ADDRESS: 915 Capitol Mall Suite 350-A
Sacramento, CA, 95814
CONTRACT
COORDINATOR Victor Duron
PHONE NUMBER: (916) 510-9442
EMAIL ADDRESS: [email protected]
All requests to update the Grantee information listed within this Agreement shall be emailed to the HHAP Program’s general email box at [email protected]. The Council reserves the right to change their representative and/or contact information at any time with notice to the Grantee.
Effective Date, Term of Agreement, and Deadlines
This Agreement is effective upon approval by the Agency (indicated by the signature provided by Agency in the lower left section of page one, Standard Agreement, STD. 213), when signed by all parties.
This Agreement shall terminate on October 1, 2026, or upon delivery of the HHAP-3 final report required by HSC § 50223(b), whichever is sooner.
Grantee shall submit an application for the remainder of their HHAP-3 allocation by June 30, 2022 in compliance with HSC § 50220.7(b).
Grantee shall report on the activities funded pursuant this Agreement in the first expenditure report submitted to the Council after disbursement of the remaining funds, as required by HSC §§ 50221 and 50223.
Grantees that are cities or continuums of care shall contractually obligate no less than 50 percent of HHAP- funds by May 31, 2024. If less than 50 percent is obligated after May 31, 2024, continuums of care and cities shall not expend any remaining portion of the 50 percent of program allocations required to have been obligated unless and until both of the following occur:
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i) On or before June 30, 2024, the Grantee submits an alternative disbursement plan to HCFC that includes an explanation for the delay. ii) HCFC approves the alternative disbursement plan or provides the Grantee with guidance on the revisions needed in order to approve the alternative disbursement plan.
iii) If the funds identified in the approved alternative disbursement plan are not fully expended by December 31, 2024, the funds shall be returned to the HCFC to be allocated as bonus awards. Grantees that are counties shall contractually obligate the full allocation (100 percent) awarded to them by May 31, 2024. Any funds that are not contractually obligated by this date shall be reverted to the Continuum of Care that serves the county. Specific to Los Angeles County, funds that are not contractually obligated by this date shall be divided proportionately using the HHAP-3 funding allocation formula among the four CoC’s that serve Los Angeles County: City of Glendale CoC, City of Pasadena CoC, the City of Long Beach CoC, and the Los Angeles Homeless Services Authority.
Counties not obligating their full program allocation by May 31, 2024 are required to notify HCFC, on or before that date, of the name of the CoC(s) in which the county is served, and the amount of program funds that will be reverted to the CoC(s). By June 30, 2024, the county shall provide HCFC with evidence that the funds were transferred and submit an updated budget that clearly identifies the funds that were transferred.
Grantees that do not meet the expenditure deadlines in HSC § 50220.7(k) shall not be eligible for bonus funding.
HHAP- funds shall be expended by June 30, 2026
In accordance with Health and Safety Code section 50220.5, subdivision (l), HCFC retains the right to require a corrective action plan of grantees that are not on track to fully expend funds by the statutorily required deadline.
Any funds not expended by June 30, 2026 shall be available for round 4 of the program pursuant to HSC § 50218.7. 7) Special Conditions Agency reserves the right to add any special conditions to this Agreement it deems necessary to ensure that the goals of the Program are achieved.
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Homeless Housing, Assistance, and Prevention Program Round (HHAP- ) Standard Agreement
EXHIBIT B
BUDGET DETAIL and DISBURSEMENT PROVISIONS
Budget Detail & Changes
The Grantee agrees that HHAP-3 funds shall be expended on uses that support regional coordination and expand or develop local capacity to address immediate homelessness challenges. Such activities must be informed by a best-practices framework focused on moving people experiencing homelessness into permanent housing and supporting the efforts of those individuals and families to maintain their permanent housing.
The Grantee shall expend this initial disbursement of HHAP-3 funds on eligible activities as detailed in Health and Safety Code Section 50220.7, subdivisions (a)(4)(B), (a)(5), (e), and (f).
General Cond
All Grantees HHAPRequest for Funds
STD 213 Standard Agreement form and initialed Exhibits A through F STD 204 Payee Data Record or Government Agency Taxpayer ID Form Disbursement of Funds
HHAP-3 funds will be disbursed to the Grantee upon receipt, review and approval of the completed Standard Agreement and RFF by Agency, the Department of General Services (DGS) and the State Controller’s Office (SCO).
The RFF must include the proposed eligible uses and the amount of funds proposed for expenditure under each eligible use. This initial disbursement of HHAP-3 funds will be disbursed in one allocation via mailed check once the RFF has been received by the SCO. Checks will be mailed to the address and contact name listed on the RFF. Grantee agrees that in order to receive the remaining balance of the allocation awarded to them pursuant HSC § 50218.6(a)(1), Grantee must submit an application that meets the requirements of HSC § 50220.7(b) and this application must be approved by HCFC prior to a second disbursement of funds. Additionally, Grantee City of Sacramento
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4)
This initial disbursement of HHAP-3 funds must be spent in accordance with HSC sections 50218.6(e) and 50220.7, subdivisions (a)(4)(B), (a)(5), (e), and (f), as described in Exhibit A, Section 4 “Scope of Work”.
5)
HHAP-3 funds shall not be used for costs associated with activities in violation of any law or for any activities not consistent with the intent of the Program and the eligible uses identified in Health and Safety Code section 50220.7, subdivisions (a)(4)(B), (a)(5), (e), and (f).
HCFC reserves the right to request additional clarifying information to determine the reasonableness and eligibility of all uses of the funds made available by this Agreement. If the Grantee or its funded subrecipients use HHAP-3 funds to pay for ineligible activities, the Grantee shall be required to reimburse these funds to Agency.
An expenditure which is not authorized by this Agreement, or by written approval of the Grant Manager or his/her designee, or which cannot be adequately documented, HCFC, at its sole and absolute discretion, shall make the final determination regarding the allowability of HHAP-3 fund expenditures.
Program funds shall not be used to supplant existing local funds for homeless housing, assistance, or prevention.
Reimbursements are not permitted in HHAP-3 for any expenditures prior to the date of execution of this Agreement.
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Homeless Housing, Assistance, and Prevention Program Round (HHAP- ) Standard Agreement
EXHIBIT C
GENERAL TERMS AND CONDITIONS
1) Termination and Sufficiency of Funds
a) Termination of Agreement
Agency may terminate this Agreement at any time for cause by giving a minimum of 14 days’ notice of termination, in writing, to the Grantee. Cause shall consist of violations of any conditions of this Agreement, any breach of contract as described in paragraph 6 of this Exhibit C; violation of any federal or state laws; or withdrawal of Agency’s expenditure authority. Upon termination of this Agreement, unless otherwise approved in writing by Agency, any unexpended funds received by the Grantee shall be returned to Agency within 30 days of Agency’s notice of termination.
b) Sufficiency of Funds
available to Agency by legislative appropriation. In addition, this Agreement is subject to any additional restrictions, limitations or conditions, or statutes, regulations or any other laws, whether federal or those of the State of California, or of any agency, department, or any political subdivision of the federal or State of California governments, which may affect the provisions, terms or funding of this Agreement in any manner.
2)
Grantee may not transfer or assign by subcontract or novation, or by any other means, the rights, duties, or performance of this Agreement or any part thereof, except as allowed within Exhibit C Section 12 (Special Conditions – Grantees/Sub Grantee) or with the prior written approval of HCFC and a formal amendment to this Agreement to affect such subcontract or novation.
3)
Pursuant to HSC § 50220.7(a)(1), Grantee is required to submit to HCFC an application for the remainder of their HHAP-3 allocation to support regional coordination and expand or develop local capacity to address its immediate homelessness challenges.
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4) Reporting/Audits
a) Reporting Requirements
i) Activities funded under this Agreement shall be reported on in the first expenditure report submitted to HCFC following the disbursement of the remaining funds. If the Grantee fails to provide such documentation, HCFC may recapture any portion of the amount authorized by this Agreement with a 14-day written notification.
ii) Grantee is also required to comply with the reporting requirements in HSC § 50221 and 50223, as applicable
b) Auditing
Agency reserves the right to perform or cause to be performed a financial audit.
At Agency request, the Grantee shall provide, at its own expense, a financial audit prepared by a certified public accountant. HHAP-3 administrative funds may be used to fund this expense. Should an audit be required, the Grantee shall adhere to the following conditions:
i) The audit shall be performed by an independent certified public accountant. ii) The Grantee shall notify Agency of the auditor's name and address immediately after the selection has been made. The contract for the audit shall allow access by Agency to the independent auditor's iii) The Grantee is responsible for the completion of audits and all costs of iv) If there are audit findings, the Grantee must submit a detailed response acceptable to Agency for each audit finding within 90 days from the date of 5)
a) Record Inspection
HCFC or its designee shall have the right to review, obtain, and copy all records and supporting documentation pertaining to performance under this Agreement.
The Grantee agrees to provide HCFC, or its designee, with any relevant information requested. The Grantee agrees to give HCFC or its designee access to its premises, upon reasonable notice and during normal business hours, for the purpose of interviewing employees who might reasonably have information related to such records, and of inspecting and copying such books, records, accounts, and other materials that may be relevant to
an investigation of compliance with the Homeless Housing, Assistance, and Prevention Program laws, the HHAP-3 program guidance document published on the website, and this Agreement.
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In accordance with Health and Safety Code section 50220.7, subdivision (m), if upon inspection of records HCFC identifies noncompliance with grant requirements. HCFC retains the right to impose a corrective action plan on the Grantee.
b) Record Retention
subparagraph A for
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.
6)
a) Breach of Agreement
Breach of this Agreement includes, but is not limited to, the following events:
i)
ii) Use of, or permitting the use of, HHAP-3 funds provided under this Agreement for any ineligible activities.
iii) Any failure to
b) Remedies for Breach of Agreement
In addition to any other remedies that may be available to Agency in law or equity i) Bar the Grantee from applying for future HHAP
ii) Revoke any other existing HHAP-3 award(s) to the Grantee; iii) Require the return of any unexpended HHAP-3 funds disbursed under this Agreement;
iv) Require repayment of HHAP-3 funds disbursed and expended under this Agreement;
v) Require the immediate return to Agency of all funds derived from the use of HHAP-3 funds
vi) Seek, in a court of competent jurisdiction, an order for specific performance of the defaulted obligation or participation in the technical assistance in accordance with HHAP-3 requirements.
c) All remedies available to Agency are cumulative and not City of Sacramento
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d) Agency may give written notice to the Grantee to cure the breach or 7)
No waiver of any breach of this Agreement shall be held to be a waiver of any prior or subsequent breach. The failure of Agency to enforce at any time the provisions of this Agreement, or to require at any time, performance by the Grantee of these provisions, shall in no way be construed to be a waiver of such provisions nor to affect the validity of this Agreement or the right of Agency to enforce 8)
During the performance of this Agreement, Grantee and its subrecipients shall not unlawfully discriminate, 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. Grantees and Sub grantees shall ensure that the evaluation and treatment of their employees and applicants for employment are free from such discrimination and harassment.
Grantee and its subrecipients shall comply with the provisions of California’s laws against discriminatory practices relating to specific groups: the California Fair Employment and Housing Act (FEHA) (Gov. Code, § 12900 et seq.); the regulations promulgated thereunder (Cal. Code Regs., tit. 2, § 11000 et seq.); and the provisions of Article 9.5, Chapter 1, Part 1, Division 3, Title 2 of the Government Code (Gov. Code, §§ 11135 - 11139.5). Grantee and its subrecipients shall give written notice of their obligations under this clause to labor organizations with which 9) Conflict
All Grantees are subject to state and federal conflict of interest laws. For instance, Health and Safety Code section 50220.5, subdivision (i) states, “ For purposes of Section 1090 of the Government Code, a representative of a county serving on a board, committee, or body with the primary purpose of administering funds or making funding recommendations for applications pursuant to this chapter shall have no financial interest in any contract, program, or project voted on by the board, committee, or body on the basis of the receipt of compensation for holding public office or public employment as a representative of the county.” hese laws, including business and financial disclosure
provisions, will result in the application being rejected and any subsequent contract being declared void. Other legal action may also be taken. Additional applicable City of Sacramento
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statutes include, but are not limi Public
Contract Code sections 10410 and 10411.
a) Current State Employees: No State officer or employee shall engage in any employment, activity, or enterprise from which the officer or employee receives compensation or has a financial interest, and which is sponsored or funded by any State agency, unless the employment, activity, or enterprise is required as a condition of regular State employment. No State officer or employee shall contract on his or her own behalf as an independent Grantee with any State b) Former State Employees: For the two-year period from the date he or she left State employment, no former State officer or employee may enter into a contract in which he or she engaged in any of the negotiations, transactions, planning, arrangements, or any part of the decision-making process relevant to the contract while employed in any capacity by any State agency. For the twelvemonth period from the date he or she left State employment, no former State officer or employee may enter into a contract with any State agency if he or she was employed by that State agency in a policy-making position in the same general subject area as the proposed contract within the twelve-month period prior to his or her leaving State service.
c) Employees of the Grantee: Employees of the Grantee shall comply with all applicable provisions of law pertaining to conflicts of interest, including but not limited to any applicable conflict of interest provisions of the Political Reform Act of 1974 (Gov. Code, § 81000 et seq.).
d)
committee, or body with the primary purpose of administering funds or making funding recommendations
financial interest in any contract, program, or project voted on by the board, committee, or body on the basis of the receipt of compensation for holding public office or public employment as a representative of the county. 10)DrugCertification o
under penalty of perjury under the laws of State of California, that it and its subrecipients will comply with the requirements of the Drug-Free Workplace Act of 1990 (Gov. Code, § 8350 et seq.) and have or will provide a drug-free workplace by taking the following actions:
that unlawful
manufacture distribution, dispensation, possession, or use of a controlled substance is prohibited and specifying actions to be taken against employees, Grantees, or subrecipients for violations, as required by Government Code section 8355, subdivision (a)(1).
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a) Establish a Drug-Free Awareness Program, as required by Government Code section 8355, subdivision (a)(2) to inform employees, Grantees, or subrecipients
i)
ii) taining a drugiii) ssistance program;
and
iv) Penalties that may be imposed upon employees, Grantees, and subrecipients
b) Provide, as required by (a)(3), that
that works under this Agreement:
i) Will receive a copy of Grantee’s drug-free policy statement, and ii) Will agree to abide by terms
subcontract.
11)
For any Contract Agreement in excess of $100,000, the Grantee acknowledges in accordance with Public Contract Code 7110, that:
a) The Grantee recognizes the importance of child and family support obligations and shall fully comply with all applicable state and federal laws relating to child and family support enforcement, including, but not limited to, disclosure of information and compliance with earnings assignment orders, as provided in Chapter 8 (commencing with section 5200) of Part 5 of Division 9 of the Family Code; and
b) The Grantee, to the best of its knowledge is fully complying with the earnings assignment orders of all employees and is providing the names of all new employees to the New Hire Registry maintained by the California Employment Development Department.
12)Special Conditions – Grantees/Subgrantee
The Grantee agrees to comply with all conditions of this Agreement including the Special Conditions set forth in Exhibit D. These conditions shall be met to the satisfaction of Agency prior to disbursement of funds. The Grantee shall ensure that all Subgrantees are made aware of and agree to comply with all the conditions of City of Sacramento
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this Agreement and the applicable State requirements governing the use of HHAP-3 funds. Failure to comply with these conditions may result in termination of this Agreement.
a) The Agreement between the Grantee and any Subgrantee shall require the Grantee and its Subgrantees
i) Perform the work in accordance with Federal, State and Local housing and ii) Maintain at least the minimum State-required worker’s compensation for those
iii) Maintain, as required by law, unemployment insurance, disability insurance, and liability insurance in an amount that is reasonable to compensate any person, firm or corporation who may be injured or damaged by the Grantee or any Subgrantee in performi
iv)
13)Compliance with State and Federal Laws, Rules, Guidelines and Regulations The Grantee agrees to comply with all state and federal laws, rules and regulations that pertain to construction, health and safety, labor, fair employment practices, environmental protection, equal opportunity, fair housing, and all other matters applicable and/or related to the HHAP-3 program, the Grantee, its subrecipients, and all eligible activities.
Grantee shall also be responsible for obtaining any and all permits, licenses, and approvals required for performing any activities under this Agreement, including those necessary to perform design, construction, or operation and maintenance of the activities. Grantee shall be responsible for observing and complying with any applicable federal, state, and local laws, rules or regulations affecting any such work, specifically those including, but not limited to, environmental protection, procurement, and safety laws, rules, regulations, and ordinances. Grantee shall provide copies of permits and approvals
14)Inspections
a) Grantee shall inspect any work performed hereunder to ensure that the work is being and has been performed in accordance with the applicable federal, state and/or local requirements, and this Agreement.
b) es the right to inspect any work performed hereunder to ensure that the work is being and has been performed in accordance with the applicable federal, state and/or local requirements, and this Agreement.
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c) Grantee etermined based on such
inspections not to conform to the applicable requirements be corrected and to withhold payments to the subrecipient until it is corrected. 15)
a) If any provision of this Agreement, or an underlying obligation, is held invalid by a court of competent jurisdiction, such invalidity, at the sole discretion remainder of this Agreement shall remain in full force and effect. Therefore, the provisions of this Agreement are and shall be deemed severable. b) The Grantee shall of any claim or action undertaken by such action with respect to the claim or action as is consistent with the terms of City of Sacramento
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Homeless Housing, Assistance, and Prevention Program Round (HHAP- ) Standard Agreement
EXHIBIT D
SPECIAL TERMS AND CONDITIONS
1) All proceeds from any interest-bearing account established by the Grantee for the deposit of HHAP-3 funds, along with any interest-bearing accounts opened by subrecipients to the Grantee for the deposit of HHAP-3 funds, must be used for HHAP-3-eligible activities and reported on as required by Agency 2) Per Health and Safety Code Section 50220.7 (g), any housing-related activities funded with HHAP-3 funds, including but not limited to emergency shelter (per HSC § 50220.7(e)(8)(F)), rapid-rehousing, rental assistance, transitional housing and permanent supportive housing, must be in compliance or otherwise aligned with the core components of Housing First, as described in Welfare and Institutions Code section 8255, subdivision (b). Individuals and families assisted with these funds must not be required to receive treatment or perform any other prerequisite activities as a condition for receiving shelter, housing, or other services for which these funds are used. In addition, HHAP-3 funding shall be used to adopt a Housing First approach within the entire local homelessness response system, including outreach and emergency shelter, short-term interventions like rapid rehousing, and longer-term interventions like supportive housing. 3) Grantee shall utilize its local Homeless Management Information System (HMIS) to track HHAP-3-funded projects, services, and clients served. Grantee will ensure that HMIS data are collected in accordance with applicable laws and in such a way as to identify individual projects, services, and clients that are supported by HHAP-3 funding (e.g., by creating appropriate HHAP-3-specific funding sources and project codes in HMIS).
4) Grantee shall participate in and provide data elements, including, but not limited to, health information, in a manner consistent with federal law, to the statewide Homeless Management Information System (known as the Homeless Data Integration System or “HDIS”), in accordance with their existing Data Use Agreement entered into with the Council, if any, and as required by Health and Safety Code section 50220.6. Any health information provided to, or maintained within, the statewide Homeless Management Information System shall not be subject to public inspection or disclosure under the California Public Records Act (Chapter 3.5 (commencing with Section 6250) of Division 7 of Title 1 of the Government Code). For purposes of this paragraph, “health information” means “protected health information,” as defined in Part 160.103 of Title 45 of the Code of Federal Regulations, and “medical information,” as defined in subdivision (j) of Section 56.05 of the Civil Code. The Council may, as required by operational necessity, amend or modify required data elements, disclosure formats, or disclosure frequency. Additionally, the Council, at its discretion, may provide City of Sacramento
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Grantee with aggregate reports and analytics of the data Grantee submits to HDIS in support of the Purpose of this Agreement and the existing Data Use Agreement. 5) Grantee agrees to accept technical assistance as directed by HCFC or by a contracted technical assistance provider acting on behalf of HCFC and report to HCFC on programmatic changes the grantee will make as a result of the technical assistance and in support of their grant goals.
6) Grantee agrees to demonstrate a commitment to racial equity and, per Section 50222 (a)(2)(B), the grantee shall use data provided through HDIS to analyze racial disproportionality in homeless populations and, in partnership with HCFC, establish clear metrics and performance monitoring for achieving equity in provision of services and outcomes for Black, Native, and Indigenous, Latinx, Asian, Pacific Islanders and other People of Color who are disproportionately impacted by homelessness and COVID-19.
7) Grantee should establish a mechanism for people with lived experience of homelessness to have meaningful and purposeful opportunities to inform and shape all levels of planning and implementation, including through opportunities to hire people with lived experience.
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Homeless Housing, Assistance, and Prevention Program Round (HHAP- ) Standard Agreement
EXHIBIT E
STATE OF CALIFORNIA GENERAL TERMS AND CONDITIONS
This exhibit is incorporated by reference and made part of this agreement. The General Terms and Conditions (GTC 04/2017) can be viewed at the following link:
https://www.dgs.ca.gov/-/media/Divisions/OLS/Resources/GTC-April-2017- FINALapril2017.pdf?la=en&hash=3A64979F777D5B9D35309433EE81969FD69052D2 In the interpretation of this Agreement, any inconsistencies between the State of California General Terms and Conditions (GTC - 04/2017) and the terms of this Agreement and its exhibits/attachments shall be resolved in favor of this Agreement and its exhibits/attachments.
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Homeless Housing, Assistance, and Prevention Program Round 3 (HHAP-3) Standard Agreement
EXHIBIT F
STANDARD AGREEMENT TO APPLY
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Homeless Housing, Assistance, and Prevention Program Round 3 (HHAP‐3) Grant Agreement re: Wind Youth Services
This HHAP‐3 Grant Agreement (“Agreement”) dated January 1, 2023, for purposes of identification, is between the CITY OF SACRAMENTO, a charter city and California municipal corporation (the "City"), and Wind Youth Services, a California non‐profit corporation (the "Grantee"), (collectively, the “Parties”).
Background
The State of California has established the Homeless Housing, Assistance, and Prevention Program Round 3 (“HHAP‐3”) pursuant to Chapter 6 (commencing with Section 50216) of Part 1 of Division 31 of the Health and Safety Code. (Added by Stats.2020, c. 15 (A.B. 83), § 7, eff. June 29, 2020.) HHAP‐3 is a $1 billion block grant program authorized by AB 140 (Health & Saf. Code, § 50218.6, et seq.), which was signed into law by Governor Gavin Newsom on July 19, 2021. HHAP‐3 is administered by the California Homeless Coordinating and Financing Council (“HCFC”) in the Business, Consumer Services and Housing Agency (“BCSHA”).
On October 12, 2021, the City submitted an application to BCSHA for HHAP‐3 funds in the amount of $16,683,570. On August 5, 2022, the City received the first disbursement of HHAP‐3 funding in the amount of $3,336,714.04. On January 4, 2023, the City received the second disbursement of HHAP‐3 funding in the amount of $13,346,856.14.
On June 28, 2022, City Council adopted Resolution 2022‐00787, which authorized the City Manager to sign all necessary grant agreements and related documentsto receive the HHAP3 funding, and to accept and administer $16,683,570 in grant funding.
The City is using funds from the HHAP‐3 received from BCSHA to provide a subaward to the Grantee under this Agreement in further support of Grantee as set forth in the above‐referenced Resolutions. The disbursement of HHAP‐3 funds to Grantee for Wind Youth Services Common Ground furthers the HHAP‐3 purpose of continuing to build on regional coordination developed through previous rounds of funding to reduce homelessness.
Through their programs and services, Grantee provides homeless and at‐risk youth between the ages of 18 and 24 with basic safety net and survival services and a safe place to stay. Grantee provides supportive services and opportunities to youth experiencing homelessness as they pursue self‐determined lives of stability and independence.
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.
2. Disbursement of Funds. The City shall disburse to the Grantee a total sum not to exceed $471,881.20 in accordance with section 3 below. The funds disbursed by the City under this agreement are referred to as “HHAP‐3 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.