City of Sacramento
City Council - 2PM Report
915 I Street Sacramento, CA 95814
www.cityofsacramento.org
File ID: 2024-01613 10/15/2024 Consent Item 17.
Agreement: North 5th Street Navigation Center Grant Agreement with The Gathering Inn [Published for 10-day Review on 10/04/2024]
File ID: 2024-01613
Location: 700 North 5th Street, District 4, Represented by Councilmember Valenzuela Recommendation: Pass a Motion authorizing the City Manager or the City Manager’s designee to execute a grant agreement with The Gathering Inn for an amount not to exceed $1,543,593 for operation of the North 5th Street Navigation Center.
Contact: Brian Pedro, Director, (916) 808-7816, [email protected]; Jason Beckstrom, Program Specialist, (916) 808-5709, [email protected]; Department of Community Response
Attachments:
1-Description/Analysis
2-The Gathering Inn Grant Agreement
Description/Analysis
Issue Detail: 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.
The City of Sacramento has made a significant investment of resources to increase the access and availability of shelter beds, services, and permanent housing to those experiencing homelessness.
The positive impact from these investments can be seen from the latest Sacramento Point-In-Time (PIT) Count that was released in June 2024. According to the 2024 Sacramento PIT Count released by the Sacramento County Continuum of Care, the County of Sacramento had an estimated homeless population of 6,615, a 28.7% decrease from the 2022 PIT Count. Between 2022 and 2024, the number of people experiencing homelessness in shelters increased by 2.2%, from 2,614 to 2,671. In contrast, the number of unsheltered individuals decreased by 40.8%, dropping from 6,664 to 3,944.
File ID: 2024-01613 10/15/2024 Consent Item 17.
The State of California has established the Homeless Housing, Assistance, and Prevention Program Round 3 (“HHAP-3”) and Round 4 (“HHAP-4”) 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) eff. July 19, 2021.) HHAP-3 and HHAP-4 are each a $1 billion block grant program administered by the California Interagency Council on Homelessness (Cal ICH) in the Business, Consumer Services and Housing Agency (“BCSHA”). HHAP is designed to provide jurisdictions with one-time grant funding to support regional coordination and expand or develop local capacity to address their immediate homelessness challenges.
In October 2019 the City collaborated with the County to release an RFP for the operations of the North 5th Street Navigation Center (Navigation Center). After a review process, Shelter Inc. was selected and has operated the Navigation Center for the past five years.
The Navigation Center provides shelter services 24 hours a day, 7 days a week for up to 163 adult men and women. The program ensures low barriers for entry and allows for accommodations of participants with pets, partners, and personal belongings. On-site case management connects participants to stable income, public benefits, and community support services, preparing individuals to return to permanent housing. Since January 1, 2020, 1,551 people have received shelter and services at the Navigation Center. During that time 330 people have exited to positive locations, including 225 that have obtained permanent housing.
On June 20, 2024, City staff released a Request for Proposals for North 5th Street Emergency Shelter Operations and Rehousing Services. In total, the City received five responses to the RFP. After initial review, Staff deemed one proposal non-responsive for not meeting multiple requirements listed in the RFP. A review panel, including City, County, and Sacramento Steps Forward staff, scored the remaining four proposals from First Step Communities, Shelter Inc., The Gathering Inn, and Volunteers of America, and unanimously recommended The Gathering Inn’s proposal.
The City has $1,543,593 of HHAP-3 and HHAP-4 funds allocated to the Navigation Center which will fund its operations for five months. The City intends to fund the operations of the Navigation Center for one year also utilizing HHAP-5 funds. However, the HHAP-5 agreement between the City and State is not yet finalized. The California Department of Housing and Community Development (HCD) informed the City that HHAP-5 awards will be made in October and HHAP-5 contracts will be sent out within 90 days of the award.
City staff recommend entering into an agreement with The Gathering Inn for the operations of the Navigation Center for five months using available HHAP-3 and HHAP-4 funds. City staff will return to Council to extend this agreement to one year using HHAP-5 funds when the HHAP-5 agreement between the City and State is finalized.
File ID: 2024-01613 10/15/2024 Consent Item 17.
Policy Considerations: Pursuant to Sacramento City Code Section 3.04.020, any agreement involving an expenditure of $250,000 or more requires City Council approval.
City Code Section 4.04.020 and Council Rules of Procedure (Chapter 7, Section E.2.d) mandate that unless waived by a 2/3 vote of the City Council, all labor agreements and all agreements greater than $1,000,000 shall be made available to the public at least ten (10) days prior to council action. This item was published for 10-Day review on October 4, 2024, in compliance with City Code.
Economic Impacts: None.
Environmental Considerations: This report concerns activities that do not constitute a “project” under the California Environmental Quality Act (CEQA) because they do not have the potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment (CEQA Section 15378(a)).
Sustainability: None.
Commission/Committee Action: None.
Rationale for Recommendation: On June 20, 2024, the City released a Request for Proposals on PlanetBids for North 5th Street Emergency Shelter Operations and Rehousing Services. A review panel including City, County, and Sacramento Steps Forward staff unanimously recommended entering into an agreement with The Gathering Inn for the operations of the North 5th Street Navigation Center.
DCR staff have completed the RFP process and have notified the awardee. The RFP process enabled City staff to choose the top-ranked proposer who exhibits experience working with a vulnerable population of individuals experiencing homelessness, and providing ongoing rehousing, and supportive services for these individuals.
Financial Considerations: Sufficient funding is available (Operating Grants, Fund 2702) in the HHAP-3 Grant Project (G02000970) and in the HHAP-4 Grant Project (G02000980) to execute the agreement with The Gathering Inn for an amount not to exceed $1,543,593.
Local Business Enterprise (LBE): The Gathering Inn is local to the Sacramento Region and will partner with LBEs in the City of Sacramento.
Homeless Housing, Assistance, and Prevention Program Grant Agreement re: The Gathering Inn (TGI)This HHAP-3 and HHAP-4 Grant Agreement dated October 28, 2024, for purposes of identification, is between the CITY OF SACRAMENTO, a California municipal corporation (the "City"), and THE GATHERING INN, a California non-profit corporation (the "Grantee"). Background The State of California has established the Homeless Housing, Assistance, and Prevention Program Round -Safety Code. (Added by Stats.2020, c. 15 (A.B. 83), § 7, eff. June 29, 2020.) And the State of California has -6 (commencing with Section 50216) of Part 1 of Division 31 of the Health and Safety Code. (Added by Stats.2021, Ch. 111, Sec. 4 (A.B. 140) § 4, eff. July 19, 2021.) Both HHAP-3 & HHAP-4 are $1 billion block grant programs administered by the California in the Business, Consumer Services In October 2021, the City applied to BCSHA for HHAP-3 funds in the amount of $16,683,570. 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 received the first disbursement of HHAP-3 funds in August 2022 and the second disbursement in January 2023. In November 2022, the City applied for HHAP-4 funds in the amount of $24,791,417. On February 7, 2023, the City Council adopted Resolution No. 2023-designee, to accept the state allocation of $24,791,417 in grant funds and increase the HHAP-4 Grant Fund Project (G02000980) and its corresponding revenue and expenditure budget in G02000982 (Operating Grant Fund, Fund 2702). The City received the first disbursement of HHAP-4 funds in August 2023 and the second disbursement in June 2024. The City is using HHAP-3 and HHAP-4 funds to provide a subaward to the Grantee under this Agreement as set forth in the above-referenced Resolutions. The disbursement of HHAP-3 and HHAP-4 funds to Grantee furthers the HHAP-3 and HHAP-4 purpose of continuing to build regional coordination to reduce homelessness. This agreement will accommodate 163 beds for adult men and women, which includes emergency shelter operations, provision of food, and on site case management services to connect participants to stable income, public benefits, and community support services, thereby preparing individuals to return to permanent housing. With these Background facts in mind, the City and Grantee agree as follows: 1. Term. This Agreement takes effect as described in section 8 and will terminate effective March 31, 2025.The City may extend this Grant Agreement for additional terms, provided that the total Agreement term,including any such extensions, shall not exceed five years.
2. Disbursement of Funds. The City shall disburse to the Grantee a total sum not to exceed $1,543,593 inaccordance with section 4 below. The funds disbursed by the City under this agreement are referred to as - and HHAP-4 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 March 31, 2025. 3. Reimbursement Basis. a)Progress Payments. On a monthly basis, the Grantee shall provide the City with a payment request and a written report on the progress made on the Authorized Uses (in accordance with section 4 below) that must include a detailed accounting of costs already incurred in sufficient detail for the City, in its opinion, to substantiate the costs covering the period since the Grantee last submitted a monthly payment request. The City may request any additional documentation it determines is needed. The City reserves the right to withhold payment of unauthorized amounts. The City shall remit payment to Grantee within a reasonable time after receipt of a payment request and closeout report 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 receipt of a payment request and closeout report approval. 4. Authorized Uses. agreement: a) The Grantee agrees to use the HHAP-3 and HHAP-4 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 HHAP including the special conditions set forth in Exhibit D of the HHAP Standard Agreement, attached hereto as Attachment 3 & Attachment 4. The Grantee shall also comply with the applicable State requirements governing the use of HHAP-3 and HHAP-4 funds, included as Attachment 1, and with the budget approved by City, attached hereto as Attachment 2. Failure to comply with these conditions b) The Grantee may seek reimbursement solely for eligible costs that it incurs between the effective date of this agreement and the termination date established in Section 1 (Term). c) If Grantee receives a refund or credit for any cost for which it received a payment of HHAP-3 and HHAP-4 funds, Grantee shall return HHAP-3 and HHAP-4 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. d) 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 an alternative repayment plan in writing. e) If the Grantee has received other funds from the City or any other entity, Grantee shall not use the HHAP-3 and HHAP-4 funding awarded pursuant to this Agreement to pay for direct or indirect costs already covered by the other funding. f) The Grantee shall not use the HHAP-3 and HHAP-4 funds to supplant funding 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-3 and HHAP-4 funds to supplant funding provided by the City directly or indirectly to the subrecipient or contractor. g) 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, ii. Maintain at least the minimum State- 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 iv. All the terms of the HHAP Standard Agreements (Attachment 3 & Attachment 4) 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-3 and HHAP-4 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-3 and HHAP-4 funds. c)Upon demand by the City, given in accordance with section 7 below, the Grantee shall reimburse the City for all HHAP-3 and HHAP-4 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-3 and HHAP-4 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 City's December 8, 2020, Grant Distribution Policy. The report shall demonstrate quantitative and qualitative evidence of successful efforts benefitting the community, outline all completed grant activities as proposed in this Agreement and any executed modifications, materials provided to the public, advertisements, and photographs, where applicable. Grantee's failure to provide the final completion report or Grantee's unauthorized use of City Funds may result in the Grantee being barred from being eligible for City grant funding in future years. 6. Termination. The City shall have the right to terminate this grant agreement at any time by giving a written notice of termination to Grantee. Upon receipt of such notice, Grantee shall immediately cease performance under this grant agreement as specified in the notice. If the City terminates this grant agreement: (1) Grantee 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 grant agreement not been terminated or had Grantee completed performance required by this grant agreement. 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 1000 I Street, Suite 180 Sacramento, California 95814 Attention: Brian Pedro, Director Phone: 916-808-7816/Email: [email protected] If to the Grantee: The Gathering Inn 4020 Sierra College Blvd. Ste. 100 Rocklin, CA 95677 Attention: Keith Diederich, President and Chief Executive Director Phone: 916-662-5351/Email: [email protected] 8. Effective Date. This Agreement is effective on October 28, 2024, covering costs from contract start through the expiration stated in Section 1 (Term) 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. Grantee shall, at its sole cost and expense, maintain the insurance coverage described in Attachment 5 to 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(b) 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(c) does not constitute the City's consent to any assignment of this Agreement or any interest in this HHAP-3 and HHAP-4 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 isconsidered 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 & Attachment 4). 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 and HHAP-4 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 and HHAP-4 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,
REQUESTED FOR APPROVAL BY:
GRANTEE: The Gathering Inn
Keith Diederich, President and CEO
Dated:
Brian Pedro, Director
Dated: September 28, 2024
APPROVED AS TO FORM:
Arvinder Kaur, Deputy City Attorney
APPROVED BY:
Mario Lara, Assistant City Manager
ATTEST:
City Clerk
ATTACHMENT 1AGOOD NEIGHBOR POLICY THE GATHERING INN Purpose: Providing services, temporary shelter, and permanent housing for our neighbors experiencing homelessness requires a collaborative effort. Local governments, the business community, neighbors, and non-profits need to create a safe and healthy environment for clients and also protect the rights of those living or working near the shelter/program site. This Good Neighbor Policy is designed to recognize the need for communication, understanding, and mutual respect to foster positive relationships and pro-actively prevent issues that a shelter site may encounter when operating out of a location adjacent to residences and/or businesses. This Policy is applicable to the shelter operator, shelter staff, partner entities, clients, and visitors and will be developed with community input. It is the goal and objective of this Good Neighbor Policy to provide a mechanism to gather input from all collaborative agencies and organizations, to facilitate the timely exchange of ideas and issues, to work toward proactive solutions, and ensure all parties have a full voice to ensure collective success. Periodic status/progress reporting will be made to all appropriate entities regarding the implementation of this shelter program. Those involved in homelessness-related services and sites recognize the important role that the neighborhood at large can play in helping its clients achieve their goals. As a responsible and accountable neighbor, a program operator can enter into a signed agreement with community stakeholders and public entities to ensure that the goals of the program can be met while at the same time actively minimizing and preventing potential impacts to the neighborhood. Importantly, in working with the community, the program operator can make a positive impact on the neighborhood surrounding the program site, and contribute to an ongoing effort by the residents and business community to improve their neighborhood through crime prevention, community unity, the promotion of ethical action, de-stigmatization, and community education. Program Description: The Gathering Inn will be operating the North 5th Shelter located at 700 North 5th Street, Sacramento, CA 95811. The program will provide shelter services 24 hours a day, 7 days a week for up to 163 persons at a time. The program will ensure low barriers to entry and service participation for referred individuals and allow for accommodations of participants with pets, partners, and personal belongings. Stable exits to permanent housing and transitional housing will be the primary objective and on-site case management will begin immediately to connect program participants to stable income, public benefits, and community based supportive services. North 5th is operated by the following staffing positions: -Chief Program Officer -Program Director -Site Managers (2) -Case Managers (8) -Older Adult Specialist -Mental Health Clinician -SUD Counselor-Housing Specialist-Monitors (17) -Manager of Engagement and Stewardship -Chief Philanthropy Officer Statement of Inherent Rights: The Policy is based on the assumption of certain basic rights. Facility operators, facility staff, partner entities, clients, visitors, businesses, and neighbors have a right to: Be treated with respect and dignity; Personal safety; Safe and quiet enjoyment of their properties and public spaces; Receive services to meet their needs; and Other as added by the community members Mutual Goals of the Good Neighbor Policy: Parties entering into this Policy share a common desire to: Create a peaceful, safe, clean, and beautiful neighborhood and community; Support diversity and inclusion; Respect others and their property; Share respectful, open and honest communication; Help each other address concerns and solve problems; Maintain a peaceful, safe, and clean neighborhood and community; Offer public service for the benefit of the neighborhood and community; Be an active partner that works to help sustain the overall surroundings and economic environment of the immediate neighborhood; and Other goals as determined during the community engagement process. Communication: Communication with all parties to the agreement is critical to the success of the site location and assistance to those experiencing homelessness and the neighboring residents and businesses. Contact List. The program will maintain a current phone and email list of agencies that will include all key personnel associated with the program. In addition, an emergency contact list will be maintained and distributed to include a 24-hour hotline. Incident Log. The program will maintain an incident log and record any incidents, issues or complaints that arise from its operation. Citizen complaints are logged and forwarded to program management for prompt investigation and resolution.
Dispute Resolution. The Program will establish procedures for resolving disputes andcomplaints on an expedited basis and such disputes and complaints will be given high priority. Frequency of Meetings. The operator will be committed to meeting with neighbors on a quarterly basis. Client Agreements. The client agreements provided, read, and signed by all clients entering the program should include a summary of the provisions of the Good Neighbor Policy, stressing the commitment to the public partnership aspect of the Program and the importance of following these guidelines at all times. Emphasize orientation on client behavior, abiding by the Good Neighbor Policy onsite and off-site. Client violators of the Good Neighbor Policy are given additional orientation on the provisions of the policy. Repeat violators will be excluded from the program. Community Involvement. As a member of the community, the shelter and its operator will encourage staff and residents to be involved in the community. This includes attending local Neighborhood and Business Association Meetings and participating in neighborhood functions and activities. Meetings with City Representatives. The operator will meet with City representatives quarterly to discuss complaints and disputes. Issue Resolution: The Policy is predicated on the assumption that the program operators, program staff, and partner entities will: Participate in collaborative problem solving around issues that arise in the area of the facility; Use and promote direct, respectful, and civil communication; Encourage a sense of safety, welcome, and investment in the neighborhood; Report crime and suspicious activities in the neighborhood to the Police Department; and Jointly and directly resolve problems as quickly as possible with the first line of communication accomplished as one-on-one dialogue via in- person conversation, a telephone call, or an email with the parties involved before escalating to a higher level. If the steps above do not resolve the issues, community complaints about the facility can be submitted to the Department of Community Response with a defined point of contact. The City is committed to an expeditious response and will consider resolution of community complaints a high priority. The City will respond to the complaining party with an update on the status of their complaint within four business days of receiving the complaint. Operations: Emergency Contacts. The program operator shall establish procedures for informing community members about names and phone numbers of an emergency contact in a manner visible from the exterior of the property.
Client Intake Rules. Provide transportation to access program 24/7. Provide clean blankets and access to laundry facilities to launder personal items upon entry. Accommodate guests with pets. Gather health, education, and employment history and screen for eligibility for mainstream benefits. Review program policies and procedures and Complaint and Grievance procedures. Adequate Signage. The facility operator shall install and maintain adequate signage that directs clients and visitors to administrative office or site supervisor. On-Site Only. The facility operator shall ensure that all operations take place on-site and that no operator, partner entity, or client activities occur in the public right-of-way. Cleanliness. The facility operator shall ensure that the site is inspected and maintained daily to be free and clear of litter. Outdoor Storage. Outdoor storage is not permitted. Storage must be contained in an orderly fashion on site premises. Obstructions. Sidewalks, entryways, driveways immediately adjacent to and surrounding the site shall be unobstructed. Distribution Locations. The distribution of food, clothing, or other similar services by the facility operator or partner entities shall take place on-site. Graffiti. Facility operator will submit a work order with the County of Sacramento for graffiti removal within 72 hours of any graffiti appearing on the walls. Parking. Staff members and service providers of the facility shall park on-site or in designated areas. Loitering is prohibited. In consultation with all collaborative agencies and area residents, operator will develop loiter guidelines for management at each site that will be included in the project documentation manual. Sanitation. Staff, partner entities, clients, and visitors shall not litter or dispose of items that would generate litter in the neighborhood. The facility operator shall provide sufficient waste receptacles. The waste receptacles shall be emptied with sufficient regularity to ensure that the facility and the public right-of-way is free and clear of litter and is maintained in a hygienic manner. Noise. Noise will be kept under control. Amplified sounds shall not be audible from the property line. Excessive noise will be actively monitored and prohibited. Smoking. Smoking is prohibited on the public right- of-way. Smoking shall occur within a designated location away from neighboring properties. Client Support: On-site support for clients includes: Case management Supportive services focusing on housing Safe and clean sleeping accommodations 3 meals per day Showers, hygiene, and laundry on site Life skills building Health and wellness accessibility SUD Counseling Services Mental Health Clinician Support Education and employment workshops Prevention and early intervention counseling Health and Safety and/or Code of Conduct: Rules for Safe and Healthy Conditions. The program operator shall establish procedures for maintaining safe and healthy conditions at and around the program site and for clients entering the shelters to receive information, both written and verbal, regarding safety, health and security rules and regulations. Such rules will also be provided to neighborhood businesses, residents, and community partners. All clients sign an agreement to abide by these rules and regulations. The following are rules to consider including in the agreement. No Violence or Criminal Activity. No violence or criminal activity of any type is tolerated in or around property. Criminal activity will be cause for exclusion from the shelters. Client Vehicles. The license numbers of all client vehicles driven to the facility will be recorded during the sign-in process, and program operator staff will include these vehicles in their exterior patrols to ensure vehicle security and guard against nuisance situations for homes and businesses in the area. Rules Regarding Entry. Staff, partner entities, clients, and visitors may be searched before entry into the facility is allowed. Operators set standards for intake. Defined Dates: The Good Neighbor Policy will begin upon the effective date of this grant agreement and remain in effect until the closure of the program site or when all parties to the Policy agree that the Policy should be discontinued. Terms of Amendment: This policy may be amended by consensus of all parties to the Policy and will undergo review at least annually, or on an as needed basis to ensure success of the Policy. Legal Status of the Policy: All parties to this Policy understand that this Policy is NOT a legally binding contract and is not intended to be by the parties.
Signatures: This Good Neighbor Policy contains all the terms and conditions agreed upon by the parties and will only be modified by the named parties. 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 t hat apply): Children (0-17 years)Seniors (65 years and older) Families, onlyTransition Aged Youth (18-24 years) LGBTQ+Women, onlyAdults (19-64 years)Persons with petsOther, please specify: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 3aParticipant Information (Adults Only Household)AgeCount18-24 years 25-34 years 35-44 years 45-54 years 55-61 years 62+ years RaceCountWhite 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 Nodata 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 3bParticipant 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 Nodata 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 Nodata collected Ethnicity Adult Minor Non-Hispanic/Latino Hispanic/Latino No data collected Head of Household Count 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 Nodata collected Reason for Homelessness Count Economic Social Medical Other Households with pets Count 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 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 4Narratives 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 [email protected]. Please contact Jason Beckstrom, Program Specialist at (916) 808-5709 or [email protected] or email Michele Kashiwagi to [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 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 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 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 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 -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 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, 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.
COMPONENT CITY REQUESTOTHER FUNDING SOURCE(In-Kind)TOTALSr. Director of Programs (.25 FTE) $ 17,000.00 $ 17,000.00 Chief Philanthropy Officer (.1 FTE) $ 5,031.25 $ 5,031.25 Manager of Engagement & Stewardship (.2 FTE) $ 5,836.67 $ 5,836.67 Program Director (1 FTE) $ 42,000.00 $ 42,000.00 Site Manager (2 FTE) $ 65,000.00 $ 65,000.00 Case Manager (8 FTE) $ 200,000.00 $ 200,000.00 Housing Specialist (1 FTE) $ 25,000.00 $ 25,000.00 Older Adult Specialist (1FTE) $ 25,000.00 $ 25,000.00 SUD Counselor (1 FTE) $ 25,000.00 $ 25,000.00 Monitor (17 FTE) $ 365,000.00 $ 365,000.00 Staffing Contingency $ 16,000.00 $ 16,000.00 Mental Health Clinician (.25 FTE) $ 32,000.00 $ 32,000.00 Volunteers $ 21,666.67 $ 21,666.67 Taxes & Benefits $ 155,610.00 $ 155,610.00 SUBTOTAL $ 967,610.00 $ 32,534.58 $ 1,000,144.58 Guest Food $ 305,000.00 $ 305,000.00 Guest Supplies $ 30,000.00 $ 30,000.00 Mileage/Guest Transportation $ 8,000.00 $ 8,000.00 Hygiene Products $ 20,375.00 $ 20,375.00 Clothing $ 15,625.00 $ 15,625.00 Linens $ 12,500.00 $ 12,500.00 Pet Supplies $ 4,000.00 $ 4,000.00 Facility Lease $ 12,500.00 $ 12,500.00 Equipment Lease $ 1,500.00 $ 1,500.00 Office Supplies $ 5,000.00 $ 5,000.00 Equipment $ 8,000.00 $ 8,000.00 Technology $ 8,000.00 $ 8,000.00 Janitorial Supplies $ 9,000.00 $ 2,083.33 $ 11,083.33 Pest Control $ 3,000.00 $ 3,000.00 UtilitiesTrashFacilities Maintenance/ImprovementsCommunications/Internet $ 10,000.00 $ 10,000.00 Staff Training, Uniforms, Background $ 10,000.00 $ 10,000.00 Legal & Professional $ 5,000.00 $ 5,000.00 Insurance $ 25,000.00 $ 25,000.00 SUBTOTAL $ 440,000.00 $ 54,583.33 $ 494,583.33 Renter Assistance $ 20,000.00 $ 20,000.00 One-Time Housing Costs $ 15,000.00 $ 15,000.00 Moving Costs $ 8,333.33 $ 8,333.33 SUBTOTAL $ 35,000.00 $ 8,333.33 $ 43,333.33 In-direct Costs (not to exceed 7%) $ 100,983.00 $ 100,983.00 TOTAL PROGRAM COSTS $ 1,543,593.00 $ 95,451.25 $ 1,639,044.25
STAFFINGOPERATIONS
REHOUSING SERVICES
Attachment Budget
ATTACHMENT INSURANCE 1. Insurance Requirements. During the entire term of this Agreement, Grantee shallmaintain the insurance coverage described in the Insurance Terms below. Fullcompensation for all premiums that Grantee is required to pay for the insurancecoverage described herein shall be included in the compensation specified under thisAgreement. No additional compensation will be provided for Grantee's insurancepremiums. Any available insurance proceeds in excess of the specified minimum limitsand coverages shall be available to the City.Grantee's liability to the City is not in any way limited to or affected by the amount ofinsurance coverage required or carried by the Grantee in connection with thisAgreement.2. General Liability Minimum Scope and Limits of Insurance Coverage. CommercialGeneral Liability Insurance is required providing coverage at least as broad as ISO CGLForm 00 01 on an occurrence basis for bodily injury, including death, of one or morepersons, property damage, and personal injury, arising out of activities performed byor on behalf of the Grantee and subcontractors, products and completed operationsof Grantee and subcontractors, and premises owned, leased, or used by Grantee andsubcontractors, with limits of not less than one million dollars ($1,000,000) peroccurrence. The policy shall provide contractual liability and products and completedoperations coverage for the term of the policy.The City, its officials, employees and volunteers shall 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 subcontractors; products and completed operations of Grantee and subcontractors; and premises owned, leased, or used by Grantee and subcontractors. 3. Automobile Liability Minimum Scope and Limits of Insurance Coverage. (Check theapplicable provision.)_X_ Automobile Liability Insurance is required providing coverage at least as broad as ISO Form CA 00 01 for bodily injury, including death, of one or more persons, property damage and personal injury, with limits of not less than one million dollars ($1,000,000) per occurrence. The policy shall provide coverage for owned, non-owned and/or hired autos as appropriate to the operations of the Grantee. The City, its officials, employees and volunteers shall be covered by policy terms or endorsement as additional insureds as respects auto liability. ___ No automobile liability insurance is required, and by signing this Agreement, Grantee certifies as follows: Grantee certifies that a motor vehicle will not be used in the performance of any work or services under this agreement. If, however, Grantee does transport items under this Agreement, or this Agreement is amended to require any employees of Grantee to use a vehicle to perform services under the Agreement, Grantee understands that it must maintain and provide evidence of Automobile Liability Insurance providing coverage at least as broad as ISO Form CA 00 01 for bodily injury, including death, of one or more persons, property damage and personal injury, with limits of not less than one million dollars ($1,000,000) per occurrence. The policy shall provide coverage for owned, non-owned and/or hired autos as appropriate to the operations of the Grantee 4. Excess Insurance. The minimum limits of insurance required above may be satisfied by a combination of primary and umbrella or excess insurance coverage, provided that any umbrella or excess insurance contains, or is endorsed to contain, a provision that it will apply on a primary basis for the benefit of the City, and any insurance or self-insurance maintained by City, its officials, employees, or volunteers will be in excess of Grantee's umbrella or excess coverage and will not contribute to it. 5. (Check the applicable provision.) _X_ Compensation Insurance is required 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. ___ No work or services will be performed on or at CITY facilities or CITY Property, therefore required. ___ Agreement, Grantee certifies as follows: Grantee certifies that its business has no employees, and that it does not employ anyone, and is therefore exempt from the legal requirements to provide Workers' Compensation insurance. If, however, Grantee hires any employee during the term of this Agreement, Grantee
6. Professional Liability Minimum Scope and Limits of Insurance Coverage. ProfessionalLiability Insurance providing coverage on a claims-made basis for errors and omissions,or malpractice with limits of not less than one million dollars ($1,000,000):Is _____ Is not __X__ [check one] required for this Agreement. If required, such coverage must be continued for at least ____ year(s) following the completion of all Services under this Agreement. The retroactive date must be prior to the date this Agreement is approved or any Services are performed. Other Insurance Provisions. The policies must contain, or be endorsed to contain, thefollowing provisions:Grantee's insurance coverage, including excess insurance, shall be primaryinsurance as respects the City, its officials, employees and volunteers. Any insurance or self-insurance maintained by the City, its officials, employees or volunteers will be in excess of Grantee's insurance and will not contribute withit.Any failure to comply with reporting provisions of the policies will not affectcoverage provided to the City, its officials, employees or volunteers.Coverage shall state that Grantee's insurance applies separately to each insuredagainst whom claim is made or suit is brought, except with respect to the limitsof the insurer's liability.Grantee shall provide the City with 30 days written notice of cancellation or material change in the policy language or terms.Acceptability of Insurance. Insurance must be placed with insurers with a Bests' ratingof not less than A:VI. Self-insured retentions, policy terms or other variations that do notcomply with the requirements of this Attachment must be declared to and approvedby the City in writing before execution of this Agreement.Verification of Coverage.Grantee shall furnish City with certificates and required endorsements evidencingthe insurance required. Certificates of insurance must be signed by an authorizedrepresentative of the insurance carrier. Copies of policies shall be delivered to theCity Representative on demand.Grantee shall send all insurance certificates and endorsements, including policy renewals, during the term of this Agreement directly to: City of Sacramento c/o Exigis LLC PO Box 947 Murrieta, CA 92564 C. Certificate Holder must be listed as:City ofSacramentoc/o Exigis LLCPO Box 947Murrieta, CA 92564D. The City may withdraw its offer of Agreement or cancel this Agreement if thecertificates of insurance and endorsements required have not been providedbefore execution of this Agreement. The City may withhold payments to Granteeand/or cancel the Agreement if the insurance is canceled or Grantee otherwiseceases to be insured as required herein.10. Subcontractor Insurance Coverage. Grantee shall require and verify that all subcontractorsmaintain insurance coverage that meets the minimum scope and limits of insurancecoverage specified in this Attachment .