Resolution No. 2024-XXX
Resolution No: 2024-XXX
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
SANTA ANA APPROVING THE ACCEPTANCE OF GRANT
FUNDS FOR CALIFORNIA VOLUNTEERS 2023
#CALIFORNIANSFORALL YOUTH SERVICE CORPS
THROUGH THE STATE OF CALIFORNIA FOR THE CITY
OF SANTA ANA YOUTH EMPLOYMENT PROJECT
WHEREAS, the California Volunteers has been delegated the responsibility by the Legislature of the St ate of California (“State”) for the administration of a grant 2023 #CaliforniansForAll Youth Service Corps (“Grant”) to the City of Santa Ana (“City”), for the City of Santa Ana Youth Employment Project (“Project”), setting up necessary procedures governing Grant distribution; and
WHEREAS, the City will enter into a contract with the State of California (“Exhibit A”) to accept the Grant funds and to implement the programs detailed in the Project, which was submitted to and accepted by the State via Request for Applications, Solicitation Number CV23-112.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SANTA ANA AS FOLLOWS:
Section 1. The City Council of the City of Santa Ana hereby:
A. Approves the acceptance of grant funds of up to a maximum amount of Two Million Dollars ($2,000,000) for the Grant Project; and B. Certifies that the City has or will have available, prior to commencement of Project work utilizing specified Grant funds, sufficient funds, including those provided by this Grant, to complete the Project; and
C. Certifies that the City has or will provide sufficient funds to operate and maintain the Project subject to reimbursement by the State through the Grant funds; and
D. Certifies that the City has reviewed, understands, and agrees to the provisions contained in the State of California – Department of General Services, Standard Agreement with OPR/CaliforniaVolunteers, Agreement No. JP2017-GF1 (“Grant Agreement”); and
E. Delegates the authority to the City Manager , or designee to conduct all negotiations, sign and submit all documents, including, but not limited to applications, agreements (including but not limited to the Grant Agreement, attached hereto as Exhibit A), amendments, and payment requests, which may be necessary for the completion of the Project scope(s), including but EXHIBIT 1
Resolution No. 2024-XXX
not limited to agreements with contractors, consultants and vendors detailed in the Grant Agreement; and
F. Agrees to comply with all applicable federal, state and local laws, ordinances, rules, regulations and guidelines.
Section 2. This Resolution shall take effect immediately upon its adoption by the City Council, and the City Clerk shall attest to and certify the vot e adopting this Resolution.
Adopted this _____day of ______________, 20_______.
________________________________
Valerie Amezcua
Mayor
APPROVED AS TO FORM:
Sonia R. Carvalho, City Attorney
By:
Andrea Garcia-Miller
Assistant City Attorney
AYES: Councilmembers
NOES: Councilmembers
ABSTAIN: Councilmembers
NOT PRESENT: Councilmembers _
CERTIFICATE OF ATTESTATION AND ORIGINALITY
I, Jennifer Hall, City Clerk, do hereby attest to and certify the attached Resolution No. 2024-XXX to be the original Resolution adopted by the City Council of the City of Santa Ana on June ___, 2024.
Date: _________________ _____________________
City Clerk
City of Santa Ana
EXHIBIT 1
2. The term of this Agreement is:
Exhibit A
EXHIBIT 1
City of Santa Ana Youth Employment Project
Funded by CaliforniaVolunteers
RFA # CV23-112
1 Point of
Contact:
Deborah Sanchez, Economic Development Specialist III/ Santa Ana Workforce Development Board Director
[email protected]
(714) 565-2621
Section 1: Program Goal
Pa
rt of the mission of the City of Santa Ana is to is to deliver efficient public services in partnership with the community to ensure a prosperous economic environment, opportunities for youth, and a high quality of life for residents.
Santa Ana youth, like youth in many communities, face various challenges in entering and navigating the workforce. These challenges can be influenced by a combination of economic, educational and social factors. High demand for jobs and limited availability of entry -level positions can make it challenging for youth to secure employment. Youth often face the challenge of needing work experience to get a job but struggle to gain experience without prior employment.
Th
e City of Santa Ana, through its Workforce Development Board (SAWDB), intends to provide meaningful work experience to local youth, particularly those who are historically part of underrepresented groups and have difficulty finding employment.
The focus will be on low-income youth, justice involved youth and other marginalized groups. Strategically, the City will strengthen existing partnerships and establish new ones with other local government agencies and non-profit organizations that are committed to increasing youth employment, providing career guidance, mentoring, and fostering that same commitment in the youth they serve.
Wi
th this grant, youth will be provided with meaningful work experience coupled with intensive career exploration. Youth will have the opportunity to explore various careers in public service, education, food insecurity and the exploration of future-edge AI and STEM technology tools. Lastly, the project aims to address issues of food insecurity by collaborating with food recovery organizations and services to help feed those in need.
Th
e lead for this project is the SAWDB, the designated administrator and operator of workforce development programming for the City of Santa Ana and recipient of federal Workforce Innovation and Opportunity Act (WIOA) and other workforce development funding. The SAWDB is part of the city’s Community Development Agency and brings a history of working with the community and expertise in implementation and oversight of federal, state and local grants.
Exhibit A Scope of Work
EXHIBIT 1
City of Santa Ana Youth Employment Project
Funded by CaliforniaVolunteers
RFA # CV23-112
2 Section 2: Program Design
The City of Santa Ana will use the CaliforniansForAll Youth Service Corps (CA4ALL) grant to provide services to youth using in-house program staff and partnerships with Community Based Organizations (CBOs). In house program staff will include personnel from the Santa Ana WORK Center and the Santa Ana Public Library (SAPL). The focus areas will be on Food insecurity, education, public service through paid work experience, and career exploration and readiness. As a new focus for this round of funding, t he WORK Center in collaboration wi th the SAPL will provide introductions and exploration of future- edge Artificial Intelligence (AI) and STEM technology tools through a series of workshops and training to expose CA4All Fellows to the various AI and STEM career pathways.
The WORK Center has decades of implementing youth programs specifically through a “Daisy Wheel” service delivery model. The underlying philosophy of the Daisy Wheel is an “All Youth One System” concept, where resources are leveraged from a network of Youth Service Providers. The concept allows youth regardless of eligibility to receive services that walk through the door. Youth are provided seamless service and connected to one of the Center’s programs and/or to one of the partners of a Youth Service Providers Network (YSPN).
As the Navigator to the YSPN, the WORK Center provides the partners with structure and guidance on meeting the grant objectives. The WORK Center also has expertise developing and administering programs like the current CaliforniansForAll fund ed Santa Ana Youth (SAY) Employment program. For this round of funding, we will work with CBO’s like Working Wardrobes, CEO Leadership Alliance Orange County, and Dreams for Schools to provide some of the wraparound services that will include workforce workshops, p rofessional workplace attire for the follows and career exploration in some of the key focus areas mentioned above.
The WORK center staff , will provide career counseling, career exploration, case management, supportive services ( public transportation, gas cards, clothing , and assistance in locating child care), linkages with alternative career technical/secondary education, and other appropriate referrals.
The WORK Center in collaboration with the SAPL will provide introductions and exploration of future- edge AI and STEM technology tools through a s eries of workshops and training for the CA4All fellows as part of our education and career exploration focus. The SAPL , operates various successful youth engagement programs including BrainFuse, Robotics programs, and a robust teen center . Their programs provide online training courses along with engaging support to help Youth master academic concepts. The SAPL is finalizing plans to expand these programs to engage more youth through their partnership with CEO Leadership Alliance Orange County, Dreams for S chools and Human Leadership Institute and expose CA4All fellows to the expanding and relatively new career fields of AI and STEM technology.
EXHIBIT 1
City of Santa Ana Youth Employment Project
Funded by CaliforniaVolunteers
RFA # CV23-112
3 The SAPL will collaborate with the WORK Center to provide workshops and training sessions that include Robotics Basics, Coding, Digital Literacies, Digital Media Arts and AI, and a Youth Leadership program to the CA4All fellows.
Fellows interested in more future- edge AI and STEM technology exploration will be connected with organizations to learn more. The aim is to empower youth through hands-on experiences and exposure to AI and STEM technology , fostering their career exploration and workforce development.
Based on current performance outcomes and feedback from the CA4All fellows , the City plans to continue its partnership with Working Wardrobes for delivery of workforce readiness services. Working Wardrobes will offer impactful workforce readiness workshops like Navigation Success in the Workplace, Harassment Prevention, Power of your Image, with th e added option of providing professional wardrobe services to equip fellows for successful entry into the workforce. After the CA4All fellows have begun their work experience they will be provided with workshops on resume writing, interview skills, job sea rch and recognizing the skills they are gaining in their work experience component and how they translate into securing and retaining employment. This collaboration allows participants to attend a tailored selection of workshops, ensuring an effective approach to their career development. The workshops aim to empower the youth by providing them with valuable skills, confidence, and the necessary tools to navigate the professional world of work successfully.
The City, t hrough the WORK Center, will develop worksites and provide paid work experiences year round in such capacities as program leaders, community center attendants, and other support staff who will actively contribute to the restoration and revitalization of Community Service programming at essential community hubs such as parks, community centers, libraries, and family resource centers. Additionally, youth will gain experience and career awareness in Planning & Building as Customer Service Clerks, Building Safety Division Aides and Co de Enforcement Aides with the goal of strengthening public service in government . The WORK Center will continue to partner with the Santa Ana Police Department to offer exposure to careers in service and community safety. CA4All fellows will gain work experience at the Police Athletic & Activity League as tutors, and support staff to other internal Police departments such as the Jail Bureau, and Forensics . This expansion into Planning & Building and the Police departments aligns with the broader goal of strengthening public service in government by exposing CA4All fellows to diverse career paths and creating awareness of the crucial roles local government provides in community.
Additionally, partnerships to provide career awareness and services around f oo d
insecurity will continue with two local area food banks - Community Action Partnership of OC and Second Harvest - both serve the region and CA4All fellows have had work experience assignments assisting in distribution, warehousing and growing fresh food.
Second Harvest runs Mercado El Sol in partnership with the El Sol Science & Arts Academy public charter school, its second school-affiliated permanent food pantry in EXHIBIT 1
City of Santa Ana Youth Employment Project
Funded by CaliforniaVolunteers
RFA # CV23-112
4 the county. Mercado El Sol carries an array of canned goods, and meat and dairy products. The site is near downtown Santa Ana and is set up to provide more than just nutritious food in the poor neighborhood it serves , it offers patrons measures of compassion and respect that will also be instilled in the CA4All fellows that are placed there.
B
y offering meaningful paid work experiences across various roles within the city and career exploration, the City is actively addressing immediate community needs while simultaneously contributing to the development of skilled individuals. These experiences contribute to the development of career pathways, guiding youth towards fulfilling and sustainable roles within the community. The programs comprehensive approach aligns with the City’s commitment to fostering a robust, interconnected, and service-oriented community. By nurturing talent and strengthening the city’s capacity in education and public services, the City ensures long -term benefits for residents, reinforcing its dedication to the holistic development of both individuals and the community at large.
This proposed CA4All program empowers the youth with practical skills, career insights, and a sense of civic responsibility while contributing to the overall well-being and vibrancy of their community. Through this program, the City is actively investing in the future workforce while simultaneously enhancing the quality and accessibility of essential community services.
The proposed start date for programming is September 1, 2024. The proposed program will be offered year-round with a summer program to accommodate CA4All fellows school schedule and additional flexibility in their availability to work during the summer months.
Section 3: Youth Recruitment/Development
The City and its CBO partners have established networks that will be relied upon to disseminate program information and assist in recruiting youth from the priority eligibility categories. For example, the Youth Services Provider Network through the WORK Center holds meetings on a monthly basis, which brings together community serving organizations who have a youth foc us and work with foster, homeless and justice involved individuals.
The C ity will also use various media resources including release of periodic news releases through its Public Information Officer; posting of electronic program announcements/flyers to social media including Facebook, Twitter, Instagram and program information on the City’s website.
Other outreach strategies will include posting physical program announcements/flyers at all Santa Ana library branches, recreation centers, community and family resource centers, high school and college career counseling centers, and other high- traffic EXHIBIT 1
City of Santa Ana Youth Employment Project
Funded by CaliforniaVolunteers
RFA # CV23-112
5 public spaces, distributing e- program announcements to utilities customers and housing voucher recipients; and delivering presentations to probation officers, social services agencies, guidance counselors, and other local youth-serving entities.
In order to maintain competitiveness and attract and retain youth in the program, the City is committed to offering CA4 All fellows an hourly wage of $17 to $18 depending on the level of work. The duration of the work experience will range from 200 to 700 hours. If a specific assignment requires skills and proficiency beyond entry -level expectations, a higher hourly wage will be considered. The program will offer both year-round and summer tracks, with year -round assignments spanning 6-12 months and summer assignments lasting 8-10 weeks.
Section 4: Metrics/Outcomes
The City is able to capture the baseline metrics that are outlined in the Request for Applications for the CaliforniansForAll Youth Service Corps as they are similar to those already captured and recorded for other workforce development programs that the City administers. However, the following three metrics will prove challenging as youth participants are very hard to locate and/or unwilling to respond to inquiries/surveys after they have left the program:
• Percentage of youth who report job satisfaction after one year of employment, as reported by a survey.
• Percentage of youth who report an interest in a career in public service after one year of employment, as measured by a survey.
• Percentage of youth employed in public service after one year of employment.
Section 5: Budget/Staffing/Communications
The City of Santa Ana is requesting $2,000,000 to serve 120 youth between the ages of 16 and 30 years between September 1, 2024 through December 31, 2025 and is committed to using California Volunteers developed branding for this program and participating in California Volunteers-organized trainings/curriculum, if asked.
Under the terms of the grant solicitation , the CA4All grant will allow for the City of Santa Ana to provide administrative support including fiscal and programmatic oversight, compliance review, tracking and reporting participant progress/outcomes .
Two full time Workforce Specialist’s and a part time staff will be responsible for outreach, intake, eligibility, and worksite development. S taff will manage the day -to- day aspects of the program, including, recruiting participants, ensuring their eligibility, orienting them to the program, assigning them to a worksite, supervising their work/activity, collecting time cards . Staff will provide career counseling, career exploration, case management, supportive services (public transportation, gas cards, EXHIBIT 1
City of Santa Ana Youth Employment Project
Funded by CaliforniaVolunteers
RFA # CV23-112
6 clothing, and assistance in locating child care), linkages with alternative secondary education and adult continuing education, and other appropriate referrals. Staff will also ensure participation in the various workshops offered by Working Wardrobes and SAPL. All three staff will work on direct operation and wrap- around services as needed by the Fellows and charge accordingly.
Additional staff from the SAPL will put together all artificial intelligence workshops, career exploration, and STEM technology to ensure successful execution of the new added focus for the Fellows. They will be charged to wrap around services and be working with the youth to provide the workshops.
EXHIBIT 1
Applicant:
Contact information Deborah Sanchez
[email protected]
Items Description Calculation Total Budget % Allocation Cross Check Salary and Benefits
Staff Admin support i.e. process
payroll, invoices, et
Direct charge based on
hours worked on grant 175,000.00$
Indirect Cost
Internal costs from common city
departments
Allocated based of
hours charged to grant 15,000.00$
Operating Expenses Rent, office supplies, etc.
Allocated based of
hours charged to
grant 10,000.00$
Total 200,000.00$ 10.0%
I - B. Direct Operating Costs (Must not exceed 30% of Total Award when combined with Section I-A. Administration) Items Description Calculation Total Budget % Allocation Cross Check Salary and Benefits
Staff to recruit, determine
elig.,case manage
Direct charge based on
hours worked on grant 230,000.00$
Indirect Cost
Internal costs from common city
departments
Allocated based of
hours charged to grant 23,958.00$
Operating Expenses Rent, office supplies, etc.
Allocated based on
direct use or allocation
method 74,920.00$
Total 328,878.00$ 26.44%
# Requested Hourly Salary # of Hours Total Budget % Allocation Cross Check 120 $17-$18 200-700 1,000,000.00$
-$
120.00 1,000,000.00$ 50.00%
Items Description Calculation Total Budget
FICA for Fellows MEDI Based on hrs worked 14,500.00$
Worker's Compensation WC SCIF Fee Structure 41,800.00$
Health Care
Retirement SS Alt Cost Based on hrs worked 40,322.00$
Total 96,622.00$
Items Description Calculation Total Budget % Allocation Cross Check Contractual Services
Workforce workshops, career
exploration and AI workshops 185,000.00$
Incentives
gift cards for meeting program
milestones and outcomes
based on # enrolled
and incentive policy 12,000.00$
Support Services
transportation, Prof. Wardrobes
and tools and uniforms needed
for worksite
based on # enrolled
and need 50,000.00$
Staff Time
Direct charge based on
hours worked on Wrap-
Around Services 127,500.00$
Total 374,500.00$ 18.7%
Total Budget Request 2,000,000.00$
Total # of Fellows 120
Partner Status (Proposed or Secured) Contractual Amount Working Wardrobes Secured 150,000.00$
CEO Leadership Alliance Orange Coun Proposed 25,000.00$ Dreams for Schools Proposed 10,000.00$
Santa Ana Public Library Secured 76,000.00$
Total 261,000.00$
List of Partners
IV. Program Wrap-Around Services (Not to Exceed 40% of Total Award) III. CaliforniansForAll Youth Workforce Fellows - Other Fellow Costs CaliforniansForAll Youth Service Corps
City of Santa Ana
II. Youth Service Corps Fellow Wages (must be at least 50% of grant amount) I - A. Administration (Must Not Exceed 10% of Total Award) Exhibit B Budget Detail
EXHIBIT 1
City of Santa Ana
JP2017-GF1
EXHIBIT C
Budget Payment Provisions
California Volunteers,
Youth Service Corps
City of Santa Ana
BUDGET PAYMENT PROVISIONS
1. Invoicing and Payment
a) For services satisfactorily rendered, and upon receipt and approval of the invoices, the State agrees to compensate the Contractor for actual expenditures incurred in accordance with the rates specified herein, which is attached hereto and made a part of this Agreement.
b) Invoices shall include the Agreement Number and shall be submitted via PDF to [email protected].
2. Budget Contingency Clause
a) It is mutually agreed that if the Budget Act of the current year and/or any subsequent years covered under this Agreement does not appropriate sufficient funds for the program, this Agreement shall be of no further force and effect. In this event, the State shall have no liability to pay any funds whatsoever to the Contractor or to furnish any other considerations under this Agreement and the Contractor shall not be obligated to perform any provisions of this Agreement.
b) If funding for any fiscal year is reduced or deleted by the Budget Act for purposes of this program, the State shall have the option to either cancel this Agreement with no liability occurring to the State or offer an agreement amendment to Contractor to reflect the reduced amount.
3. Prompt Payment Clause
Payment will be made in accordance with, and within the time specified in, Government Code Chapter 4.5, commencing with Section 927.
EXHIBIT 1
City of Santa Ana
JP2017-GF1
Exhibit D
California Volunteers - Reporting (Metrics, Deadlines and Process), Invoicing, Service Events and/or Member Convenings, Programmatic and Fiscal Document Retention
Youth Service Corps Program
All Youth Service Corps Program grantees will be responsible for providing periodic and timely reports on outcomes and outputs associated with the funding received from this program.
Reporting Metrics
Grantees will be required to report the following metrics on a quarterly and annual basis to California Volunteers in a format and method to be specified by California Volunteers. These metrics are subject to change, depending on the California Department of Finance’s review and approval:
Additionally, California Volunteers requires cities to report the following data, where feasible, on a quarterly and annual basis to California Volunteers in a format and method to be specified by California Volunteers. • Number of youth participating in Youth Service Corps
• Number of Youth completing Youth Service Corps
• Number of youth employed in each focus area
• Number of youth participating in summer employment program (if applicable)
• Average wage and hours worked of participants across program • Information/data/member stories as requested for annual report • Participant information, including Personally Identifiable Information, as requested by California Volunteers, including, but not limited to: Name, Address, Phone Number, Email Address, Program Completion Status.
Grantees agree to make member contact information available to California Volunteers to use in program communications on a schedule to be provided by California Volunteers
• Number of youth employed in program who were previously unemployed • Number of participants who enroll in higher education or gain employment following program end
• Number of youth employed in program who remain in college or stable employment
• Number of youth employed after completion of program
• Number of youth who report job satisfaction after completion of program • Number of youth who report an interest in a career in public service after one year of employment
EXHIBIT 1
City of Santa Ana
JP2017-GF1
Exhibit D
California Volunteers - Reporting (Metrics, Deadlines and Process), Invoicing, Service Events and/or Member Convenings, Programmatic and Fiscal Document Retention
• Number of youth employed in public service after completion of program • Job training evaluations
Reporting Deadlines:
Report Reporting Period Partner Reports Due
1 (if applicable) Award Date – June 30, 2024, 2024 July 15, 2024 2 (if applicable) July 1 – September 30, 2024 October 15, 2024 3 October 1 – December 31, 2024 January 15, 2025
4 January 1 – March 31, 2025 April 15, 2025
5 April 1 – June 30, 2025 July 15, 2025
6 July 1 – September 30, 2025 October 15, 2025
7 October 1 – December 31, 2025 January 15, 2026
California Volunteers will update this reporting timeline with additional reporting periods, upon receipt of updated reporting timelines established by the California Department of Finance. Reporting metrics may be updated, depending on updated guidance from the California Department of Finance.
Reporting Process:
California Volunteers will be providing a comprehensive reporting template for grantees upon execution of a contract. Additionally, this reporting template and process may be updated during the period of the contract. At the time when the reporting process is updated, California Volunteers will roll out communication regarding this process and provide updates to grantees.
Invoicing:
This grant is a cost-reimbursement grant. As such, grantees will be required to submit periodic and timely invoices to California Volunteers for expenses already incurred for processing and payment. Grantees have the discretion to invoice monthly or quarterly.
Invoicing Deadlines:
EXHIBIT 1
City of Santa Ana
JP2017-GF1
Exhibit D
California Volunteers - Reporting (Metrics, Deadlines and Process), Invoicing, Service Events and/or Member Convenings, Programmatic and Fiscal Document Retention
Grantees have the discretion to invoice monthly or quarterly. If monthly, invoices should be submitted by the 15th of the following month. If quarterly, invoices should be submitted no later than the due date identified in the reporting deadlines above.
Service Events and/or Member Convenings:
Grantee agrees to host at least two service events and/or member convenings per calendar year at the direction of California Volunteers.
Programmatic and Fiscal Document Retention
In line with State requirements regarding record retention, grantees are required to maintain all documentation, programmatic and fiscal, pertaining to this contract for a period of five years after the close out the contract and the payment of the final invoice. The grantee is required to maintain books, records, documents, and other evidence pertaining to the reimbursable costs and hold them available for audit and inspection by the State for the five years following the close out of the contract and payment of the final invoice. These retention requirements pertain to all contracts associated with this program, regardless of funding source.
EXHIBIT 1