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Exhibit A, Attachment 4
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.
6) Effective Date, Term of Agreement, and Deadlines
a) 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.
b) 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. c) Grantee shall submit an application for the remainder of their HHAP-3 allocation by June 30, 2022 in compliance with HSC § 50220.7(b).
d) 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.
e) Grantees that are cities or continuums of care shall contractually obligate no less than 50 percent of HHAP-3 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.
f) 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.
g) Grantees that do not meet the expenditure deadlines in HSC § 50220.7(k) shall not be eligible for bonus funding.
h) HHAP-3 funds shall be expended by June 30, 2026
i) 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. j) 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 3 (HHAP-3) Standard Agreement
EXHIBIT B
BUDGET DETAIL and DISBURSEMENT PROVISIONS
1) 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).
2) General Conditions Prior to Disbursement
All Grantees must submit the following forms prior to HHAP-3 funds being released:
• Request for Funds Form (“RFF”)
• STD 213 Standard Agreement form and initialed Exhibits A through F • STD 204 Payee Data Record or Government Agency Taxpayer ID Form 3) 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 will be required to enter into a separate Standard Agreement in order to receive their remaining allocation.
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4) Expenditure of Funds
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) Ineligible Costs
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, shall be disallowed and must be reimbursed to Agency by the Grantee.
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 3 (HHAP-3) 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
This Agreement is valid and enforceable only if sufficient funds are made 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) Transfers
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) Grantee’s Application for Funds
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 working papers. iii) The Grantee is responsible for the completion of audits and all costs of preparing audits.
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 the audit finding report.
5) Inspection and Retention of Records
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
The Grantee further agrees to retain all records described in subparagraph A for a minimum period of five (5) years after the termination of this Agreement.
If any litigation, claim, negotiation, audit, monitoring, inspection or other action has been commenced before the expiration of the required record retention period, all records must be retained until completion of the action and resolution of all issues which arise from it.
6) Breach and Remedies
a) Breach of Agreement
Breach of this Agreement includes, but is not limited to, the following events:
i) Grantee’s failure to comply with the terms or conditions of this Agreement. ii) Use of, or permitting the use of, HHAP-3 funds provided under this Agreement for any ineligible activities.
iii) Any failure to comply with the deadlines set forth in this Agreement. b) Remedies for Breach of Agreement
In addition to any other remedies that may be available to Agency in law or equity for breach of this Agreement, Agency may:
i) Bar the Grantee from applying for future HHAP funds; 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 exclusive.
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d) Agency may give written notice to the Grantee to cure the breach or violation within a period of not less than 15 days.
7) Waivers
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 these provisions.
8) Nondiscrimination
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 they have a collective bargaining or other agreement.
9) Conflict of Interest
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.” Failure to comply with these 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 limited to, Government Code section 1090 and 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 agency to provide goods or services.
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) Representatives of a County: 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. 10)Drug-Free Workplace Certification
Certification of Compliance: By signing this Agreement, Grantee hereby certifies, 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:
Publish a statement notifying employees and subrecipients 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 about all of the following:
i) The dangers of drug abuse in the workplace;
ii) Grantee’s policy of maintaining a drug-free workplace; iii) Any available counseling, rehabilitation, and employee assistance program; and
iv) Penalties that may be imposed upon employees, Grantees, and subrecipients for drug abuse violations.
b) Provide, as required by Government Code section 8355, subdivision (a)(3), that every employee and/or subrecipient 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 of Grantee’s condition of employment or subcontract.
11)Child Support Compliance Act
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, if any, to:
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 worker’s 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) Agree to include all the terms of this Agreement in each subcontract. 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 to HCFC upon request. 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) HCFC reserves 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 agrees to require that all work that is determined 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)Litigation
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 of Agency, shall not affect any other provisions of this Agreement and the 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 notify HCFC immediately of any claim or action undertaken by or against it, which affects or may affect this Agreement or Agency, and shall take such action with respect to the claim or action as is consistent with the terms of this Agreement and the interests of Agency.
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Homeless Housing, Assistance, and Prevention Program Round 3 (HHAP-3) 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
22-HHAP-10037
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Initial
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.
City of Sacramento
22-HHAP-10037
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Initial
Homeless Housing, Assistance, and Prevention Program Round 3 (HHAP-3) 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.
City of Sacramento
22-HHAP-10037
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Initial
Homeless Housing, Assistance, and Prevention Program Round 3 (HHAP-3) Standard Agreement
EXHIBIT F
STANDARD AGREEMENT TO APPLY
City of Sacramento
22-HHAP-10037
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Initial
Business, Consumer Services and Housing Agency
Gavin Newsom, Governor | Lourdes M. Castro Ramírez, Secretary HHAP-3 Agreement to Apply 1
Published 9/15/2021
Homeless Housing, Assistance, and Prevention Program Round 3 (HHAP-3) Standard Agreement to Apply
HHAP-3 funding is provided pursuant to Health & Safety Code 50220.7(a) and requires all eligible applicants to submit this Standard Agreement to Apply no later than 5:00pm on October 15, 2021. In this agreement, applicants must indicate whether they intend to apply for HHAP-3 funding jointly with an overlapping jurisdiction or apply as an individual entity. For any eligible applicant who does not submit an agreement by the deadline, HCFC may choose to re-allocate the applicants allocation to an overlapping jurisdiction1.
Eligible applicants applying jointly with an overlapping jurisdiction will designate one of the jointly applying jurisdictions as the Administrative Entity which will enter into contract with the HCFC to administer the combined allocations of the joint applicants. Applicants may only apply jointly with a Continuum of Care (CoC), large city, or county that serves an overlapping region. The Administrative Entity is required to submit a binding resolution or agreement that designates a single Administrative Entity for the combined allocations and an explanation of how the jointly applying applicants will administer the funds allocated to them pursuant to this section. This binding resolution or agreement must be signed by the authorized representatives of all applicants and must be submitted with the signed HHAP-3 Initial Disbursement Contract for Funding, separate from the Standard Agreement to Apply.
By submitting this form, you agree to participate in the HHAP-3 application process as indicated below and comply with all requirements as set forth in Health and Safety Code 50220.7.
APPLICATION SUBMISSION INFORMATION
ALL APPLICANTS:
Eligible Applicant Jurisdiction
Large City: _____________________________________ County: __________________________________ Continuum of Care: __________________________________________________ CoC Number:___________ Administrative Entity: _____________________________________________________________________________ Contact Person: _____________________________________________________ Title: ________________________________________________________________ Contact Phone Number: ____________________________
Contact Email Address: _____________________________
Individual or Joint Application Designation:
_____ _______________ will submit an individual application for HHAP-3 funding
____ _ _____ will submit a joint application for HHAP-3 funding with the following overlapping jurisdiction(s):
1 For the purposes of the HHAP program, overlapping jurisdictions are eligible applicants that are located within the same geographic area as the local CoC.
City of Sacramento
City of Sacramento
Danielle Foster
Housing Policy Manager
(916) 808-1869
dfoster@cityofsacramento.
City of Sacramento
City of Sacramento
22-HHAP-10037
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Initial
HHAP-3 Agreement to Apply 2
Published 9/15/2021
JOINT APPLICANTS ONLY:
Fund Disbursement/Contract Execution
The jointly applying jurisdictions designate the following jurisdiction as the Administrative Entity of the total combined allocations and acknowledge that the Administrative Entity will enter into legal agreement with HCFC and receive any disbursements for which the jointly applying jurisdictions may be deemed eligible.
Administrative Entity:
CoC Large City County
Name of Applicant: ______________________________________________________________________ Joint Applicants agree to the following:
1. Joint Applicants must designate a single Administrative Entity to receive the entire combined HHAP3 allocations.
2. The Administrative Entity must be a CoC, large city (if applicable), or county that serves the same region.
3. The Administrative Entity receiving allocations on behalf of joint applicants shall use the funds in the jurisdiction(s) entitled to the funds or to provide regional housing or services that serve the population living in each of the jurisdiction(s) entitled to the funds.
4. The Administrative Entity is responsible for complying with all program expenditure requirements and deadlines for the total combined allocations it is administering.
5. The Administrative Entity must enter into a binding resolution or agreement with joint applicants to designate the Administrative Entity for the combined allocations which includes an explanation of how the jointly applying applicants will administer the funds allocated to them. This binding resolution or agreement must be signed by authorized representatives and will be included with the contract for funds.
6. The HHAP-3 joint application will clearly identify the intended use of all the funds from each jointly applying jurisdiction.
7. The HHAP-3 joint application will clearly describe in detail the collaboration between the jointly applying jurisdictions and an explanation of how the jointly applying jurisdictions will partner to meet their program goals.
8. The performance goals set in the HHAP-3 joint application will be used to determine the joint applicants eligibility for future bonus funding.
Jurisdiction Name Applicant Type (County, CoC, or City) City of Sacramento
22-HHAP-10037
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Initial
HHAP-3 Agreement to Apply 3
Published 9/15/2021
HHAP-3 APPLICATION REQUIREMENTS
Application Requirements ALL APPLICANTS:
By initialing below, the eligible applicant(s) acknowledges their intent to participate in the HHAP-3 application process as follows:
_________ the eligible applicant(s) will receive an Initial disbursement equaling no more than 20% (or 25% for jointly applying applicants) of their total allocation if this Agreement to Participate is submitted by 5:00pm on October 15, 2021 per HSC 50220.7(a)(4)(A)(ii). _________ Initial funds may be used to complete the local homeless action plan, as 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.
_________As stated in HSC § 50220.7(a)(5), priority for initial funds, above the costs of completing the homelessness action plan, 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 recipients 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. _________ To receive the remaining balance of its round 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 applicant shall engage with the council on its local plan and outcome goals before submitting a complete application, per HSC § 50220.7(b)(1). _________ For city, county, and continuum of care applicants, local homelessness action plans pursuant to HSC § 50220.7(b)(3)(A) and outcome goals pursuant to HSC § 50220.7(b)(3)(C) shall be agendized at a regular meeting of the governing body, including receiving public comment, before being submitted to the council, per HSC § 50220.7(b)(2).
_________ A complete application shall conform to the requirements laid out in HSC § 50220.7(b)(3).
City of Sacramento
22-HHAP-10037
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Initial
HHAP-3 Agreement to Apply 4
Published 9/15/2021
Instructions: Please fill out the information below, which is needed to process your HHAP Round 3 (HHAP-3) initial award disbursement:
Administrative Entity/Contracting Agency Name
Administrative Entity/Contracting Agency Business Address Contract Manager Name
Contract Manager Email Address
Contract Manager Phone Number
Award Check Mailing Address (Include Attention to: if applicable) For grantees who have previously contracted with BCSH, in order to reduce the amount of paperwork needed to process your HHAP-3 award, HCFC is offering the opportunity to use the Tax ID Form (Government Taxpayer ID Form for governmental entities or STD 204 Form for nongovernmental entities) and/or Authorized Signatory Form currently on file with HCFC for HHAP-3 award disbursements. You may revoke these authorizations by submitting an updated Tax ID Form or Authorized Signatory Form to [email protected].
Select one:
The information on the Tax ID Form used for the HHAP-2 award disbursement is accurate, and I am authorizing HCFC to use the previously submitted form for the HHAP-3 initial award disbursement
I have included a new Tax ID Form for the initial HHAP-3 award disbursement Select one:
The information on the most recent Authorized Signatory Form on file with HCFC is accurate, and I am authorizing HCFC to use the form on file for HHAP-3 I have included a new authorized signatory form for HHAP-3
CERTIFICATION
I certify that the signature below is authorized to sign for all applicable documents for the HHAP-3 grant on behalf of the Eligible Applicant Jurisdiction listed above. __________________________________________________________________________________________________ Name and Title of Authorized Representative
__________________________________________________________________________________________________ Signature of Authorized Representative Date
CERTIFICATION
I certify that the signature below is authorized to sign for all applicable documents for the HHAP-3 grant on behalf of the Eligible Applicant Jurisdiction listed above. __________________________________________________________________________________________________ Name and Title of Authorized Representative
__________________________________________________________________________________________________ Signature of Authorized Representative Date
ALL APPLICANTS:
City of Sacramento
915 I Street, Sacramento, CA 95814
Danielle Foster
[email protected]
(916) 808-1869
Attn: Danielle Foster- Office of Innovation & Economic Development 915 I Street, 4th Floor, Sacramento, CA 95814
Chris Conlin, Assistant City Manager
City of Sacramento
22-HHAP-10037
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Initial
Exhibit A, Attachment 5
Brian Pedro (Jun 11, 2024 16:36 PDT)
Brian Pedro
Arvinder Kaur (Jun 11, 2024 16:11 PDT)
Hiten Patel (Jun 11, 2024 19:38 PDT)
CONTRACT
ROUTING SHEET
Contract Expiration Date (if applicable): _________
$ Amount (Not to Exceed): ______________________ Adjusted $ Amount (+/-): _____________________ Other Party: ______________________________________________________________________________ Project Title: _____________________________________________________________________________ Project #: ____________________________________ Bid/RFQ/RFP #: ___________________________ City Council Approval: if YES, Council File ID#: __________ Contract Processing Contacts
Department: ______________________________
Contract Coordinator: _______________________
Project Manager: ___________________________
(PDLO
BBBBBBBBBBBBBBBBBBBBBBBB______
Department Review and Routing
(Signature) (Date)
(Signature) (Date)
(Signature) (Date)
$FFRXQWLQJ
6XSHUYLVRU
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(Signature) (Date)
Special Instruction/Comments (i.e. recording requested, other agency signatures required, etc.) _______________________________________________________________________________________ ------------------FOR CLERK & IT DEPARTMENTS ONLY – DO NOT WRITE BELOW THIS LINE------------------ &&5HY
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Contract Cover/Routing Form: Must Accompany ALL Contracts; however, it is NOT part of the contract.
General Information (Required)
Original Contract # (supplements only): 2023-1185 ________ Supplement/Addendum #: 01 ___________________ Assessor’s Parcel Number(s): ________________________________________________________________ Contract Effective Date: _______ _06/26/2024_
02/28/2025
$ 1,875,096.00 $ 437,264.00
Step Up on Second Street
Step Up Support Services
I02000257
2024-01076
Jason Beckstrom
Madolyn Ruberg [email protected]
YES
City Manager
SUPPLEMENTAL CONTRACT
(Rev. 11-1-19)
Project Title and Job Number: Step Up Support Services I02000257 Date: 06/25/2024 Purchase Order #: 73483 Supplemental Contract No.: 01
The City of Sacramento ("City") and Step Up on Second Street_("Contractor"), as parties to that certain NonProfessional Services Agreement designated as Contract Number 2023-1185, including any and all prior supplemental contracts modifying the contract (the contract and all supplemental contracts are hereafter collectively referred to as the "Contract"), hereby supplement and modify the Contract as follows:
1. The Time of Performance as set forth in Section 3 of Exhibit A is hereby extended for an additional 8-month term from June 30, 2024 through February 28, 2025.
2. As of June 26, 2024, the Scope of Services specified as Attachment 1 to Exhibit A—Scope of Work is replaced by Attachment 2 to Exhibit A—Scope of Work, and the following attachments are added to the Agreement:
Attachment 3 to Exhibit A—City Motel Shelter Program Participant Guidelines and Attachment 4 to Exhibit A—City Motel Shelter Program Protocol.
3. As of June 26, 2024, the revised Project Budget attached hereto as Attachment 2 to Exhibit B replaces Attachment 1 to Exhibit B—Budget.
4. The following is added as section 2(a) to Exhibit A (Scope of Services):
The Contractor agrees to use the HHAP-4 funds for the purposes set forth in, and in compliance with the conditions set forth in, the HHAP-4 Standard Agreement between the City and the Business Consumer Services and Housing Agency, including the special conditions set forth in Exhibit D of the HHAP-4 Standard Agreement. The HHAP-4 Standard Agreement is attached hereto as Attachment 5 to Exhibit A. All proceeds from any interest-bearing account established by the Contractor for the deposit of HHAP funds must be used for HHAP eligible activities and reported on as required by the City and the State. The Contractor shall also comply with the applicable State requirements governing the use of HHAP-4 funds and in accordance with the Contractor’s submitted scope of work and budget approved by the City. Failure to comply with these conditions may result in termination of this Agreement.
5. The Agreement is amended to add the attached HHAP-4 Standard Agreement as Attachment 5 to Exhibit A.
6. In consideration of the additional and/or revised services described in sections 1 and 2, above, the maximum notto-exceed amount that is specified in Exhibit B of the Contract for payment of Contractor's fees and expenses, is increased by $437,264, and the Contract’s maximum not-to-exceed amount is amended as follows:
Agreement's original not-to-exceed amount: $1,437,832.00 Net change by previous supplemental contracts: $0.00
Not-to-exceed amount prior to this supplemental contract: $1,437,832.00 Increase by this supplemental contract: $437,264.00
New not-to exceed amount including all supplemental contracts: $1,875,096.00
7. Contractor agrees that the amount of increase in the not-to-exceed amount specified in section 6, above, shall constitute full compensation for the additional and/or revised services specified in sections 1 and 2, above, and shall fully compensate Contractor for any and all direct and indirect costs that may be incurred by Contractor in connection with such additional and/or revised services, including costs associated with any changes and/or delays in schedules or in the delivery of other services by Contractor.
8. Contractor warrants and represents that the person or persons executing this supplemental contract on behalf of Contractor has or have been duly authorized by Contractor to sign this supplemental contract and bind Contractor to the terms hereof.
9. Except as specifically revised herein, all terms and conditions of the Contract shall remain in full force and effect, and Contractor shall perform all of the services, duties, obligations, and conditions required under the Contract, as (Rev. 11-1-19)
SUPPLEMENTAL CONTRACT
supplemented and modified by this supplemental contract. [SIGNATURES ON FOLLOWING PAGE]
SUPPLEMENTAL CONTRACT
(Rev. 11-1-19)
Approval Recommended By: Approved As To Form By:
Brian Pedro, DCR Director City Attorney
Approved By: Attest:
____________________________________
City Clerk Contractor
Approved By:
Mario Lara, Assistant City Manager
City of Sacramento
Brian Pedro (Jun 13, 2024 07:16 PDT) Arvinder Kaur (Jun 12, 2024 14:12 PDT) Brian Pedro
Attachment 2 to Exhibit A
Support & Rehousing Services for City Motel Shelter Program Scope of Work
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 out of homelessness and into permanent housing. To that end, the City shall contract with Step Up on Second Street, Inc. (Step Up) to operate the City’s Motel Shelter Program.
In an effort to permanently house families temporarily sheltered in the City's Motel Shelter Program, Step Up will provide essential support and rehousing services. Specifically, Step Up will utilize a Housing First model to rapidly move chronically homeless individuals into permanent housing and provide move-in support and other services to ensure individuals remain stably housed.
1. 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 one's own cultural values, and ability to consistently function with members of other cultural groups.
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 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 consumer's 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.
2. Staffing
Step Up staffing shall consist of the following:
• 0.35 FTE Executive Management Oversight by Step Up's Vice President/Sr. Director • 0.65 FTE Executive Management Oversight by Step Up's Director/Assist. Director • 1 FTE Management Oversight by Step Up's Program Manager/Lead o Provide direct staff and daily operational oversight of the City’s Motel Program. • 8 FTE Service Coordinator I - Generalist will:
o Provide Housing Coordination and Navigation Services to approximately 570 unduplicated individuals experiencing chronic homelessness within the City’s Motel Program including assisting clients with obtaining the proper documentation to move successfully into housing, not limited to but including assistance with getting an identification card, social security card or other documents needed to move forward with housing sustainability. SCI Generalist will also provide necessary linkage to mental health and medical services as needed.
• 3 FTE Service Coordinator I- Care Coordinator will:
o Provide comprehensive case management support, referrals to mainstream benefits, education and employment support, linkage, and housing retention supportive services for up to a year after housed.
• 2 FTE Service Coordinator I- Housing Specialist will:
o Provide rehousing services to individuals sheltered at one of the City’s Motel Program locations with the goal of permanently housing as many individuals as practicable. o Take the lead on housing search, unit identifications and location and lease up placement. o Search for housing options aligned to the capacity and choices of the members and communicate program efforts to property managers to match potential program individual to appropriate housing options.
o Coordinate lease signings with property managers and member. o Provide move-in support and other services, as specified below, to both the member and landlords/property managers to ensure clients remain stably housed o Conduct landlord/property management outreach and engagement to identify and secure housing units in the community.
3. City Motel Program Operations
Step Up shall participate in the Continuum of Care’s (COC’s) Coordinated Access System (CAS). CAS shall provide all City Motel Program referrals, which solely includes families. Step Up shall enter the City Motel Program into the region’s Homeless Management Information System (HMIS) and/or linked confidential database and comply with all applicable Sacramento Continuum of Care (CoC) policies and procedures.
A) Staffing
a. Step Up will have staff at each motel, at a minimum, Monday-Friday from 8am to 5pm.
b. Step Up staff’s main responsibilities will include (but are not limited to):
i. conduct intake meetings with new participants in the City Motel Shelter Program
ii. provide case management services to program participants iii. ensure program participants are in compliance with the City Motel Shelter Program Rules (see Exhibit A, Attachment 3) and the Program Protocols (see Exhibit A, Attachment 4)
iv. Provide referrals to outside agencies as needed (e.g. childcare, domestic violence, mental health, school districts, various benefits) v. Provide rehousing service, location and assistance
vi. Provide retention services once client is housed
B) Intake
a. When a client first meets with their case manager at intake they will go over the City Motel Shelter Program Rules, City Motel Shelter Program Protocols, and motel rules. b. Clients and Case manager will complete intake paperwork, Release of Information, and discuss if the individual(s) has documentation such as identification, social security cards, income and vouchers if applicable. Case managers will assist clients in getting documents and 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.
C) Case Management
a. Clients will meet with their case manager to develop an individualized service plan (ISP) to work towards goals, short term as well as long term housing goals. Case managers will work with clients to learn good neighbor skills as well as independent living skills and life skills preparing clients to be successful in their own housing.
Critical components in the provision of case management services include the following:
i. Low Barrier practices
ii. Housing first
iii. Harm reduction
iv. Trauma informed care
v. Client-centered
vi. Culturally affirming
D) Step Up will provide the services described herein at each motel participating in the City’s Motel Shelter Program. In the event that the motels participating in the program should change, Step Up will assist in moving program participants from a formerly participating motel shelter site to a motel site actively participating in the City’s Motel Shelter Program.
4. Rehousing Support
A) Path to housing
a. Step Up housing specialists and the housing navigation team will provide and identify a path to housing and help clients move-in to housing and establish good neighbor practices including new tenant housing applications, interviews, and lease signing which will be facilitated by Step Up housing specialists. The specialists will engage with landlords and property management representatives to show alignment, support, and commitment to program participant success.
b. When program participants move into housing, Step Up housing specialists will review the property amenities, restrictions on visitors and pets, where belongings may be stored, and other standards of good program participation, including individual rights and responsibilities, with program participants. Step Up staff will help the program participant obtain any appliances, furniture and household essentials needed for move-in, teach them how to establish good housekeeping practices and proper disposal of trash, income budgeting, independent living skills and tools as well as give them referrals for resources they may need.
c. The main purpose of this program is to build landlord relationships, community partnerships, and to identify permanent housing opportunities for individuals experiencing homelessness that are participating in the City’s Motel Program.
B) Landlord Incentives
a. Step Up will incentivize landlords and property managers through:
• additional security deposit
• utility deposits
• other financial support or incentives such as prepaid rent, as needed. b. Step Up will also incentivize housing for formerly homeless individuals through payment for damages caused by program participants as needed.
Step Up will provide initial and ongoing support to program participants and address any issues raised by landlords and property managers and will ensure support for landlords and property managers as may be needed during the initial stabilization period and first year of the program participant’s tenancy in housing. The Housing Specialist or the Case Manager will continue to follow up with landlords and property managers as needed and provide mediation assistance if any issues or concerns arise.
5. Reporting Requirements
A) Step Up shall submit a monthly report to DCR on the following metrics:
• Number of landlord/property owner outreach contacts/engagements made; • Number of housing units identified;
• Number of housing units secured;
• Number of individuals permanently housed;
• Number of individuals who remain stably housed;
• Number of chronically homeless individuals permanently housed; and • Number of chronically homeless individuals who remain stably housed.
B) No later than July 15, 2025, Step Up shall submit a cumulative report to the Department of Community Response Director summarizing the provision of all services and the related outcomes based on the metrics above. Step Up shall report all criminal conduct to the Sacramento Police Department.
Revised 5.1.2024
Exhibit A, Attachment 3
City Motel Shelter Program Participant Guidelines
Welcome to the City Motel Shelter Program! We understand that this may be a difficult period in your life, and we are glad that you are with us. The goal of the City Motel Shelter Program is to help participants identify and remove their barriers to housing, and then move forward to the next appropriate step. For this program to function best for all involved, we must have guidelines established to provide the safety and structure necessary to generate lasting positive outcomes.
The City of Sacramento funded City Motel Shelter Program is a voluntary program intended to provide temporary Non-Congregate Shelter to families experiencing homelessness within the City. Voluntary participation in this program is contingent upon observance of the following guidelines at any
hotel/motel location associated with the program. Failure to observe the following guidelines may result in dismissal from the program location.
All Program participants are expected to follow these guidelines:
1. Participants may not, possess or store weapons, or possess, store, or use any illegal drugs (including marijuana) or alcohol on motel property or inside motel rooms.
2. Participants must respect the property, program participants, motel staff, and Support Partner staff.
3. Participants may not cause any loud noises, music, or disruptive behavior.
4. Participants may not cause any damage to the motel property, the rooms, or anything in the rooms such as furniture, appliances, etc.
5. Participants may not steal any property from the motel such as televisions, minifridges, microwaves, furniture, towels, sheets, etc.
6. Unregistered guests are not allowed in hotel/motel rooms or on motel property.
Only current City Motel Program participants may use motel rooms and only program staff, motel staff, or support service providers’ registered guests (approved by the Support Partner) can visit clients at the motel sites.
7. Minors are the responsibility of their parent or legal guardian. At no point may minors be left unattended in any space on the property. Only parents or legal guardians may stay in a room with minors.
8. Additional individuals or pets may not be entered into the program after the initial referral unless specifically approved by the Support Partner.
9. Hotel/motel pet policy must be followed. If hotel/motel allows pets, only one pet is allowed per room. Pets are the responsibility of the owner. Owners must clean up after their pet, and the pet may not cause any damage.
Revised 5.1.2024
10. Participants may not enter other participants’ rooms or access private/staff only areas of the facility.
11. Participants may not smoke in the room, use candles, or create any other fire hazards.
12. Participants may not remove smoke detectors in the rooms or alter the electrical outlets.
If the smoke detector is malfunctioning or if the room needs maintenance, please contact the front desk or Support Partner staff.
13. Participants may bring one air fryer, one crockpot, and/or one rice cooker. Participants may not have any other cooking appliances in the rooms (such as hot plates, deep fryers, toaster ovens, etc.)
14. Participants may receive meal/grocery delivery services. Delivery instructions shall be based on location per Support Partner staff.
15. Participants will meet with Support Partner case management staff regularly (as determined by the service provider) to receive necessary resources and services to obtain transitional/permanent housing.
16. Program participants must vacate their room and remove all belongings weekly to allow motel Staff/Support Partner Staff to clean the room, to check the room for damages, and to monitor the amount of belongings that participants bring into the space.
17. Program participants are allowed two suitcases (or storage containers) up to 3’x2’x1’per adult and one suitcase (or storage container) 3’x2’x1’per child for personal belongings. All personal belongings must be limited to the allowed number of suitcases or storage containers. If participants personal belongings do not fit in the allowed number of suitcases or storage containers, then the participant must reduce their personal belongings to fit in the allowed number of suitcases or storage containers.
18. Participants may not leave their room vacant for more than 48 hours or two nights in a row, unless authorized by Support Partner staff.
19. Participants must keep their rooms clean. All trash shall be placed in proper trash receptacles and rooms shall be maintained with good housekeeping.
By participating in this program, I agree to work with City of Sacramento, Step Up on Second Street, County of Sacramento, and any other referral agencies to enter my information into the Homeless Management Information System (HMIS) and connect me to support services.
By signing below, I agree to follow the Program Participant Guidelines above. I understand that failure to observe these guidelines may result in dismissal from the City Motel Shelter Program.
Name (Print):
Signature: Date:
Exhibit A, Attachment 4
City Motel Shelter Program Protocol
WEEKLY ROOM CLEANINGS AND INSPECTIONS
Motel Staff will clean motel rooms weekly. During weekly cleanings Support Partner staff will inspect each room weekly for damage, cleanliness, and to ensure personal belongings are kept to the allowable amount. Program Staff will provide 24-hour notice before conducting weekly cleanings and inspections. Weekly cleanings and inspections may be done with or without the participant present. Staff will knock on the door and if there is no response, will open the door for cleaning and inspection.
VIOLATION WARNINGS
Violations of City Motel Shelter Program Participant Guidelines will result in the following:
1- A verbal warning detailing what guideline was violated, how it was violated, and problemsolving methods to resolve the violation and/or to ensure it doesn’t occur again. 2- A written warning posted to the program participants’ room door detailing what guideline was violated, how it was violated, and problem-solving methods to resolve the violation and/or to ensure it doesn’t occur again. Written warnings will include notice to address violation within 24 hours.
Guest Name (print):
Guest Signature:
Staff Signature:
Staff Organization:
Date:
Exhibit A, Attachment 5
Exhibit B, Attachment 2 - Budget
ITEM FY 2023/24 BUDGET FY 2024/25 BUDGET
ADDED AND ADJUSTED TOTAL BUDGET
STAFFING
2.0 FTE Admin Management Oversight $ 175,836.67 60,976.37 $ 236,813.04
8.0 FTE Service Coordinator 1 - Generalist $ 349,333.33 241,938.32 $ 591,271.65
2.0 FTE Service Coordiantor 1- Housing Specialist $ 87,333.33 21,866.87 $ 109,200.20
3.0 FTE Service Coordinator 1 - Care Coordinator $ 134,750.00 124,212.89 $ 258,962.89 - $ -
Benefits $ 202,261.67 15,467.55 $ 217,729.22
STAFFING SUBTOTAL $ 949,515.00 $ 464,462.00 $ 1,413,977.00 Client Service Costs
Rental Assistance- Landlord Rents $ 150,000.00 2,000.00 $ 152,000.00 Bus Pass, Uber, Transportation $ 25,000.00 (22,500.00) $ 2,500.00 Move in Kit, Furniture, Household Goods $ 20,000.00 12,800.00 $ 32,800.00 Client General Costs $ 14,000.00 (5,100.00) $ 8,900.00
CLIENT SERVICES SUBTOTAL $ 209,000.00 $ (12,800.00) 196,200.00 Operations
Occupancy $ 50,500.00 9,600.00 $ 60,100.00
Start up Costs $ - 2.00 $ 2.00
Facility Maintenance $ 2,000.00 (1,800.00) $ 200.00
Equipment $ 20,000.00 (13,800.00) $ 6,200.00
Communication $ 25,000.00 (15,000.00) $ 10,000.00
Office Supplies $ 15,105.00 (3,500.00) $ 11,605.00
Travel/Transportation $ 18,000.00 (6,400.00) $ 11,600.00 Technology $ 8,000.00 4,200.00 $ 12,200.00
Direct Participant Support $ - $ -
Staff Training and Development $ 10,000.00 1,300.00 $ 11,300.00 OPERATIONS SUBTOTAL $ 148,605.00 $ (25,398.00) 123,207.00 Indirect Costs 10% $ 130,712.00 $ 11,000.00 $ 141,712.00 TOTAL PROGRAM COSTS $ 1,437,832.00 437,264.00 1,875,096.00