ACTION:
____________________________
Clerk/Secretary
Department: City Manager Item No: D2
Prepared by: Sylvia Solis Daniels, Housing Program Manager Meeting Date: January 25, 2022 Approved by:
Amanda Lee, Assistant City Manager
Patrick Johnson, City Manager Agenda Location: Discussion SUBJECT: YEAR-ROUND SHELTER AND OPERATOR REQUEST FOR PROPOSALS RECOMMENDATION: Discuss Year-Round Shelter and Operator Request for Proposal, and provide direction to staff.
CORRELATION TO CITY COUNCIL GOALS: (1) Continue to Improve the Image of the City, and (2) Public Safety.
PRIOR ACTION: On October 26, 2021, discussed shelters and permanent housing options and directed staff to draft a Request for Proposal (RFP) for developers to propose a low-barrier shelter and to continue regional collaboration discussions; directed staff to come back with the draft RFP for approval (Vote: 5-0).
On September 28, 2021, received an update on the implementation of the Strategic Plan to Address Homelessness, approved staff recommendation to include Housing under the Reduce Homelessness Strategy, and directed staff to return with plans for workshops, community outreach and more information for a shelter and permanent housing discussion (Vote: 5-0).
A comprehensive list of prior actions is included as Exhibit 2.
STATEMENT ON THE SUBJECT: On March 10, 2020, the City Council adopted a Strategic Plan to Address Homelessness (Strategic Plan) that is designed to address people experiencing homelessness through programs and practices that have proven successful in other places, but are tailored to Vista. The Strategic Plan is a living document that requires ongoing development and updates based on funding sources, legislative changes, community need, and program outcomes. The Strategic Plan utilizes a three-pronged approach, blending services, resources, and enforcement to address the following primary goals: 1) Prevent Homelessness; 2) Improve Quality of Life; and 3) Reduce Homelessness.
On October 26, 2021, City Council discussed shelters and permanent housing after receiving an overview of the City’s homeless population, areas zoned for shelters, funding options, and staff recommendations.
Following the discussion, City Council directed staff to return with a draft Request for Proposal (RFP) to explore developing a shelter in Vista. The RFP draft is included as Exhibit 1. The draft RFP document includes sections that require City Council feedback to finalize the document. This agenda report provides an overview of shelter resources available to the City, and the City’s homeless population, followed by a discussion of the draft RFP.
AGENDA
REPORT
CITY COUNCIL
COMMUNITY DEVELOPMENT COMMISSION
SUCCESSOR AGENCY
BUENA SANITATION DISTRICT
JOINT POWERS FINANCING AUTHORITY
1/25/2022 D2 Page 1 of 101
Discussed Year-Round Shelter and Operator Request for Proposal. Directed staff to finalize an RFP to develop and operate a year-round shelter in Vista, which would include a minimum of 20 to 50 beds with space for pets. Vote: No vote
MEETING DATE: January 25, 2022
PAGE 2
SUBJECT: YEAR-ROUND SHELTER AND OPERATOR REQUEST FOR PROPOSALS Current Shelter Resources. The City of Vista currently has one operating shelter within City boundaries, Operation Hope, which has 45 beds specifically for families with children and single women who are experiencing homelessness. The shelter is a high -barrier provider and does not accommodate single males or any individuals with substance abuse needs.
The Strategic Plan includes an activity, Secure Shelter Beds, to offer unsheltered individuals a bed through the Alliance for Regional Solutions (Alliance) to secure up to ten low -barrier shelter beds that accommodate single persons. There are two shelters in the Alliance that receive referrals from the City's Social Worker: Haven House, run by Interfaith Community Services in Escondido, and La Posada, run by Catholic Charities in Carlsbad. The City's Social Worker offers these beds through an annual $200,000 contract with the Alliance. During the October 2020 — September 2021 period, 54 unhoused persons from Vista were placed in these shelters and utilized a total of 2,793 shelter bed nights (3,650 nights available).
The shelter bed contract had an occupancy rate of 77 percent. Below is the gender, age, and military status of the persons who have been placed in those shelters.
Gender
Age
Military Status
Female
Male
18-24
25-39
40-59
60+
Non-
Veteran
military
10 44
4 14
27 9
51 3
The funding source for the Alliance contract has been included in the City's Permanent Local Housing Allocation (PLHA) plan, which is a state allocation from Senate Bill (SB) 2.
Current Unsheltered Population Demographic Data. An overview of the City's unsheltered population, derived from data collected by the City's Social Worker, has been included to provide a general overview of the community needs to address in the RFP. The data reflects 427 persons experiencing homelessness in the City from October 2020 through September 2021. A majority (66 percent) of the unsheltered population identify as male, and a vast majority of the population (79 percent) fall between the ages of 25-59. A minority of the unsheltered population identify as a military veteran (7 percent), and a majority (65 percent) did not self -identify with a substance abuse disorder.
Substance Use
Total
Gender
Age
Military Status
Disorder
Clients
Diagnosis
Female
Male
Unknown
18-24
25-39
40-59
60+
Non-
Vet
Unknown
No
Yes
Military
427
141
282
4 49
159
180'
39 229
29 169
276
151
33%
66%
1%
8%
37%
42%
9%
54%
7%
40%
65%
35%
Reasons Shelter is Declined. From October 2020 through September 2021, as reported by the City of Vista Social Worker, the top reasons people declined shelter are as follows:
• Congregate/dorm-like living environment
• Clients have too many pets or does not have an Emotional Support Animal Letter • Clients are not able to cohabitate in the same bed as their partner • A previous negative experience at a shelter
RFP Draft. Staff evaluated and discussed RFPs with other local jurisdictions and spoke with shelter providers to better understand shelter operations and the request for proposal process conducted by other 1 /25/2022 D2 Page 2 of 101
MEETING DATE: January 25, 2022 PAGE 3
SUBJECT: YEAR-ROUND SHELTER AND OPERATOR REQUEST FOR PROPOSALS local agencies. Feedback from providers has been included in the draft RFP. Following discussion, recommendations from the City Council will be incorporated into the final RFP document.
The City's draft RFP includes sections for City Council to finalize as well as the opportunity to provide additional edits prior to publishing. The following RFP excerpts are outlined below for City Council discussion: A) Key elements from the ideal proposal, B) Shelter bed capacity, C) Funding, D) Facility and E) Schedule.
A) Key elements from the ideal proposal. See Page 2-3 of the RFP and provide direction on any of the following key elements from this section:
Summary: The City is requesting proposals from experienced homeless shelter operators to operate a low -barrier homeless shelter to help individuals experiencing homelessness or that are living in conditions not suitable for habitation. The proposed homeless shelter is intended to provide year-round services.
Proposals must include a preliminary but well-defined scope of work, schedule, and budget for proposed items as well as a list all sub -contractors. The ideal proposal is expected to include the following key elements in the proposal:
• Identify and secure a facility to operate the shelter within the boundaries of the City of Vista including evidence of how the identified location is the most suitable location for the proposed operational plan.
• Provide coordination and referral support to successfully transition clients into permanent housing. • Provide day services to allow clients to remain onsite throughout the day. • Provide case management, health, and safety services necessary to support the health, well-being and safety of those residing in the shelter including but not limited to crisis response, sanitation, security and food services.
Accommodate individuals, couples, and pets.
B) Shelter bed capacity. See page 3 of the RFP and select one of the options for the following section:
Select one option: The shelter must be located within the City of Vista boundaries offering a) a maximum capacity of 20 beds; b) a maximum capacity of 35 beds; or c) a maximum capacity of 50 beds. The shelter will be tailored to serve the needs of Vista's demographics of people experiencing homelessness as identified by the City's Social Worker.
C) Funding. See page 3 of the RFP and provide direction on any of the following key elements from this section:
The City does not have an allocated budget for the acquisition, construction of shelter, or for ongoing operations. Proposers will be required to develop a funding plan utilizing current and upcoming funding opportunities such as Homekey, private grant dollars, and other local funding sources. The funding plan should be clearly outlined in the project budget. The City will support the selected provider in submitting applications for funding. Proposers are required to identify the gap funding requested from the City for the successful implementation and ongoing operation of the shelter.
Operational Costs. It is important to note that there are a variety of funding options available for the development of a shelter; however, resources are scarce for ongoing operational costs. The annual operating costs for shelters vary depending on the level of care provided. The average cost per bed per night for shelters that provide basic case management is $67 ($24,455 per person per year). Shelters that focus on harm reduction strategies and provide specialized stabilization and supportive services for individuals experiencing homelessness with cooccurring substance use and mental health conditions is approximately $125 per bed per night ($45,625 per person per year). 1 /25/2022 D2 Page 3 of 101
MEETING DATE: January 25, 2022
PAGE 4
SUBJECT: YEAR-ROUND SHELTER AND OPERATOR REQUEST FOR PROPOSALS Operational costs will vary depending on the level of care provided, in -kind contributions, and type of structure. Staff will evaluate each proposal on its own merit and weigh heavily on the ability for the shelter to have longer term vitality. Operational funds are very scarce and putting forth a valid budget with sustainable funds will be rated highly. Below is the estimated costs to operate a year-round shelter depending on the number of beds and level of care:
Estimated Annual Operational Cost per Shelter Scenario
20 Beds
35 Beds
50 Beds
Basic Case Management
$ 489,100
$ 855,925
$ 1,222,750
Harm Reduction
$ 912,500
$ 1,596,875
$ 2,281,250
D) Facility. See page 5 of the RFP and provide direction on any of the following key elements from this section:
The provider is responsible for securing the facility and coordinating the necessary City entitlements, environmental requirements, and/or lease agreement as necessary. The provider shall be responsible for all new construction or tenant improvements, including preparing architectural, structural, and engineering drawings, obtaining building and utility permits from the City, constructing the physical improvements, and ongoing building maintenance.
The City has identified a list of City -owned properties that may be eligible properties for a shelter (Exhibit 3). All sites will require a zone change and a Special Use Permit. Each site listed does not guarantee viability for a project. A thorough analysis of each site should be conducted by proposers. Applicants interested in identifying a City -owned property would need to contact the Housing Division.
The City's Development Code permits the establishment of new emergency shelters by right in the C-2, C- 3 and M-1 zones under specified conditions. Additionally, the C-1 Zone allows for one emergency shelter within the entire zone with a special use permit, not to exceed 50 beds, where Operation Hope currently operates. Any locations outside of these zones would be required to go through a zoning amendment process. This process includes public hearings and a review by the Planning Commission and City Council.
E) Schedule. See page 7 of the RFP and provide direction on any of the following key elements from this section:
The proposed schedule for the RFP is outlined below. Staff has proposed the following timeline to ensure an ample amount of time to allow proposers to submit a proposal and a thorough timeline to process and evaluate proposals. The schedule can be revised if additional time is recommended by City Council.
Activity
Date
RPF Posted to Procure Now
Wednesday, January 26, 2022
Question Submittal through Procure Now
Monday, February 28, 2022
Responses to Questions Released
Friday, February 18, 2022
RFP Response and Proposal Due
Monday, March 21, 2022
City Council Meeting for Selection
Tuesday, April 26, 2022
Contract Inception
Wednesday, April 27, 2022
1 /25/2022 D2 Page 4 of 101
MEETING DATE: January 25, 2022 PAGE 5
SUBJECT: YEAR-ROUND SHELTER AND OPERATOR REQUEST FOR PROPOSALS Next Steps. Based on input received from City Council on the draft Year -Round Shelter and Operator Request for Proposals, staff will complete edits and submit on ProcureNow for public dissemination.
Following the submission of qualified proposals, staff will return to City Council with the recommended provider on April 26, 2022.
FISCAL IMPACT: Approval of the RFP by City Council will not have a direct fiscal impact. Staff will return to City Council to select a provider for the Year -Round Shelter and Operator and initiate a contract. This contract will create ongoing annual operating and initial capital costs that will be determined by providers and negotiated with the City in the RFP process.
EXHIBITS:
1. Year -Round Shelter and Operator Request for Proposal Draft (page 6)
2. Prior Council Actions (page 99)
3. City Owned Parcels (page 101)
1 /25/2022 D2 Page 5 of 101
Request for Proposals
Year -Round Homeless Shelter and Operator
CITY OF VISTA
C A L I F 0 R N I A
Request for Proposals
For
YEAR-ROUND HOMELESS SHELTER AND
OPERATOR
Applications Available
Applications Due Date
1 /25/2022
January 26, 2022
March 8, 2022
City of Vista
Housing Division
200 Civic Center Drive
Vista CA 92084
1 EXHIBIT 1
D2
Request for Proposals
Year -Round Homeless Shelter and Operator
Introduction
The City of Vista is a charter city, incorporated in 1963, located seven miles from the ocean in northern San Diego County. Vista is approximately 19 square miles with a population of 98,381.
The City operates its own Fire Department and contracts with the San Diego Sheriff's Department for law enforcement services. The City is an entitlement city that receives Community Development Block Grant (CDBG) funds; however, the City does not receive other federal funding sources such as HOME, HOPWA, or ESG. The Housing Authority of San Diego County administers Vista's Section 8 Housing Choice Voucher program and other rental assistance services.
The City of Vista is dedicated to providing exceptional services, to improving Vista's quality of life, and to enhancing the uniqueness of the Vista community.
Background
On March 20, 2020, City Council adopted a Strategic Plan to Address Homelessness (Strategic Plan) that is designated to address homelessness through programs and practices that have proven successful in other places but are tailored for Vista. The Strategic Plan is a living document that requires ongoing development and updates based on funding sources, legislative changes, community need, and program outcomes. The Strategic Plan utilizes a three -pronged approach, blending services, resources, and enforcement to address the following primary goals:
1) Prevent Homelessness; 2) Improve Quality of Life; and 3) Reduce Homelessness. The Strategic Plan includes seven strategic activities to address and coordinate resources for people experiencing homelessness. The Strategic Plan can be found online at www.citVofvista.com/strategicplan .
On October 26, 2021, City Council discussed shelters and permanent housing options and directed staff to proceed with a Request for Proposal for a low -barrier shelter and operator in the City of Vista.
The City currently has one operating shelter within the City boundaries, Operation Hope, which has 45 beds specifically for families with children and single women who are experiencing homelessness. The shelter is high -barrier and does not accommodate single males and/or any individuals with substance abuse needs.
The City's Social Worker has collected local data on individuals experiencing homelessness in the City of Vista from October 2020 through September 2021, and has identified 427 individuals experiencing homelessness during that time period. Sixty-six percent of the population identify as male, and thirty-three percent identify as female. A slight majority of individuals experiencing homelessness (26%) are between the ages of 40-59, closely followed by the 25-39-year-old group with 23%, there are fewer 18-24-year old's (8%) and 9% are age 60 and over. The population includes a small percentage (7%) of veterans.
Summary
The City of Vista's (City) is requesting proposals from experienced homeless shelter operators to operate up to a 50-bed low -barrier homeless shelter to help individuals experiencing homelessness or that are living in conditions not suitable for habitation. The proposed homeless shelter is intended to provide year-round services. This Request for Proposals (RFP) must include a preliminary but well-defined scope of work, schedule, and budget for proposed items as well as list all sub -contractors.
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The ideal proposal is expected to include the following key elements:
• Identify and secure a facility to operate the shelter within the boundaries of the City of Vista including evidence of how the identified location is the most suitable location for the proposed operational plan
• Provide coordination and referral support to successfully transition clients into permanent housing with a demonstrated knowledge of Housing First, Trauma -Informed Care, and Harm Reduction Practices
• Provide day services to allow clients to remain onsite throughout the day. • Provide case management, health and safety services necessary to support the health, well-being and safety of those residing in the shelter including but not limited to crisis response, sanitation, security and food services
• Accommodate individuals, couples, and pets
The City of Vista is committed to providing a secure environment where people experiencing homelessness can have shelter, heal, and get on a path towards self-sufficiency. The City of Vista intends for the shelter to have both congregate and non -congregate living quarters with the highest standards in safety, sanitation, and public services creating a positive environment both inside the facility and in the surrounding neighborhood. The City will evaluate each proposal submitted and rely on the expertise of the provider to determine the best structural setup for its clients. The City's goal is to collaborate with a shelter operator to be responsive, respectful, and supportive to both the community experiencing homelessness and the greater local business and residential community. The resulting collaboration will develop a shelter for people experiencing homelessness that will create pathways towards permanent housing, income, healthcare, and stability through continued care services.
The shelter must be located within the City of Vista boundaries offering
SELECT ONE OPTION
a) a maximum capacity of 20 beds
b) a maximum capacity of 35 beds
c) a maximum capacity of 50 beds
The shelter will be tailored to serve the needs of Vista's demographics of people experiencing homelessness as identified by the City's Social Worker.
Funding The City does not have an allocated budget for the acquisition, construction of shelter, or for ongoing operations. Proposers will be required to develop a funding plan utilizing current and upcoming funding opportunities such as Homekey, private grant dollars and other local funding sources. The funding plan should be clearly outlined in the project budget. The City will support the selected provider in submitting applications for funding. Proposers are required to identify the gap funding requested from the City for the successful implementation and ongoing operation of the shelter.
Scope of Services
The City of Vista seeks an experienced homeless services and shelter operator provider to secure a facility and manage shelter operations at the facility. The provider will assist people experiencing homelessness who meet the U.S. Department of Housing and Urban Development 3 1 /25/2022 D2 Page 8 of 101
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Year -Round Homeless Shelter and Operator
definition of homeless' with onsite services focusing on single male and female adults. Services should address the following key elements within the proposal:
1) Qualifications. Proposals will only be considered from private or public non-profit organizations which meet the following criteria:
i) A minimum of three consecutive years of providing homeless services, specifically managing, and delivering homeless shelter services
ii) Service Provider must have the current organizational experience and staff capacity to undertake a new Homeless Shelter and Services
iii) Service Provider must have a demonstrated knowledge of Housing First, Trauma - Informed Care, and Harm Reduction Practices
iv) Service Provider and/or key personnel shall hold appropriate licenses for the discipline and services as well as data information access to the Coordinated Entry System (CES), San Diego County Continuum of Care, and Homeless Management Information Systems (HMIS) prior to signing any contract for the operation of the shelter
v) Stable operating resources with the ability to fund operations through reimbursement turn -around of City funds demonstrated by a ratio analysis of organizations most recent audited financial statements
vi) Have not filed for bankruptcy under any business name over the past five years vii) Service Provider shall not be on the Office of Federal Contract Compliance Programs (OPCCP) debarred or suspended contractors list
viii) Service Provider shall be able to perform all the requirements as outlined in the Scope of Work
ix) Ability to own or lease a suitable facility, in a location that is within 1/4 mile of public transportation, has access to health and social services, complies with the City's zoning, and will complete the necessary tenant improvements to operate the shelter 2) Operations. Proposers must provide Housing First, trauma -informed care shelter, supportive services, and basic operations. Included in these services are the following required, but not limited elements:
i) 24-hour security and 24-hour basic staff to include diversion counselors, housing navigation, case management, security, janitorial services, and site management ii) ADA compliant client services and on -site basic resources to include routine operating supplies such as clothing, linens, laundry services, client storage, meal prep and dining area, common space, counseling and patient care space
iii) Full -service case management, benefit enrollment, housing navigation services to coordinate, refer and register clients into services to help support the transition from shelter into permanent supportive housing or other long-term supportive services. iv) Transportation coordination for clients onto and off of the property v) Service animal and pet accommodations for clients
3) Facility. The provider is responsible for securing the facility and coordinating the necessary City entitlements, environmental requirements and/or lease agreement as necessary. The provider shall be responsible for all new construction or tenant improvements, including preparing architectural, structural, and engineering drawings, obtaining building and utility 1 Department of Housing and Urban Development 24 CFR Parts 91, 582, and 583. Federal Register, Vol. 76, No. 233 Monday, December 5, 2011, Rules and Regulations
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permits from the City, constructing the physical improvements, and ongoing building maintenance.
The City has identified a list of City owned properties that may be eligible properties for a shelter. The list is included as Exhibit D. All sites will require a zone change and a Special Use Permit. Applicants interested in identifying a City -owned property, please contact the Housing Division at 760.639.6191. The bidder should be familiar with Vista's zoning ordinance related to shelters. (See City of Vista Development Code — Emergency Shelter 18.40.85) The City's Development Code permits the establishment of new emergency shelters by right in the C-2, C-3 and M-1 zones under specified conditions. Additionally, the C-1 Zone allows for one emergency shelter within the entire zone with a special use permit, not to exceed 50 beds.
Any locations outside of these zones would be required to go through a zoning amendment process. This process includes public hearings and a review by the Planning Commission and City Council.
4) Financial Plan. Proposers are required to include a funding plan outlining the estimated cost of acquiring or leasing the proposed facility, the cost of construction and/or improvements necessary to accommodate the shelter operations, and the funds required for on -going operations. All proposed funding sources should be identified with funding estimates and all funded components of the project identified.
5) Work Plan. Proposers are required to include a work plan within the narrative section outlining the coordination and referral resources to successfully transition clients into permanent housing, staffing plan, and proposed project operation schedule.
Evaluation Criteria
Service Providers will be evaluated based on the submission of complete and accurate proposal forms and requested narrative materials. Service Providers should demonstrate organization's experience serving persons experiencing homelessness and ability to manage an emergency shelter program. Service Providers should demonstrate their experience in providing services and operating a similar shelter program to the proposed City of Vista shelter. All proposals should include evidence of their organization's Board approval to apply for the RFP. The following scoring system will be utilized:
A.
Organizational Experience, Readiness and Program Description 20 points
B.
General Program Overview
15 points
C.
Level and Types of Services
15 points
D.
Service Partners
5 points
E.
Client Selection and Service Delivery
15 points
F.
Participation in Coordinated Entry System & Performance Measures Measurable Objectives and Outcomes
10 points
G.
Annual Operating Budget
10 points
H.
Site Location and Readiness of Facility and proposed plan for funding the construction and operation of the facility
10 points
Total
100 Points
Submitted proposals will be reviewed based upon the following criteria:
Completeness and accuracy of the completed proposal forms, and requested narrative Applicant has demonstrated organizations experience to serve persons experiencing homelessness and to manage an emergency shelter
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• Demonstrated experience in providing services and operating a shelter of the highest standard
• Staffing approach to include methodology, client/staff ratio, required certifications, and shelter maintenance experience
• Plan for funding the lease/purchase of the facility, construction of all required improvements, and shelter operations including how funds can be best leveraged The City reserves the right to amend, withdraw, and cancel this RFP. The City also reserves the right to reject all responses to this RFP at any time prior to agreement execution. Furthermore, the City reserves the right to request additional information about any and all Proposals that in City's opinion is necessary to assure that the Company's competence, number of qualified employees, business organization, experience, and financial resources are adequate to perform the Services. All Proposals shall be reviewed to verify that the Company has met the minimum requirements as stated in this RFP. Proposals that have not followed the rules, do not meet minimum content and quality standards, and/or do not provide references will be rejected as nonresponsive. The City will act as the sole judge of the content of all proposals.
After proposals have been evaluated, the highest-ranking proposers may be invited to participate in an interview with the City. The selected Organization shall enter into exclusive negotiations with the City to formalize the Scope of Services and Compensation. If the City is unable to obtain a fair and reasonable price or cannot reach agreement regarding the terms for the Scope of Services, then the City will end negotiations with that Organization and begin negotiations with the next Organization which best meets the needs of the City, and so on until a City and the Organization reach agreement. The City intends to select the Organization that offers the best value to the City based on the criteria outlined above.
Deadline
Proposals will be accepted until 5:00 pm, Monday, March 21, 2022. To submit an application, interested applicants shall register on City's Electronic Bidding System, ProcureNow, https://secure.procurenow.com/portal/citvofvista . Once registered, applicants must download the application package while logged in under their own name and identification number to appear on the Electronic Prospective Bidders List as a "Prospective Bidder." Proposers that fail to download the application package will not appear on the Electronic Prospective Bidders List and their proposals will be considered non -responsive. If an applicant is unable to register or download the application package from ProcureNow, an applicant representative may contact ProcureNow to troubleshoot the problem.
All application documents must be uploaded using ProcureNow prior to the time of opening applications as instructed in this RFP guideline. Once file(s) have been uploaded and the Submission Status shows as "Submitted" the submission is complete. At that point applicants will receive an email confirmation from ProcureNow. Applications must be received in ProcureNow no later than 5:00 PM (on the dot) on Monday, March 21, 2022. Applications received after the above stated time and date will not be considered. Email or fax responses will not be accepted.
Any subsequent changes in the RFP from the date of issuance to the date of submittal will result in an addendum that will be provided through ProcureNow to those listed on the Electronic Prospective Bidders' List by via email.
Schedule
X
1 /25/2022 D2 Page 11 of 101
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Year -Round Homeless Shelter and Operator
Activity
Date
RPF Posted to Procure Now
Wednesday, January 26, 2022
Question Submittal through Procure Now
Monday, February 28, 2022
Responses to Questions Released
Friday, February 18, 2022
RFP Response and Proposal Due
Monday, March 21, 2022
City Council Meeting for Selection
Tuesda , A ril 26, 2022
Contract Inception
Wednesday, April 27, 2022
Proposal Instructions
All proposals must be submitted through the City's Electronic Bidding System, Procure Now, https://secure.procurenow.com/portal/cityofvista , by the due date and time. Late proposals will not be considered.
Questions related to the proposal must be submitted through Procure Now. Questions must be received by February 16, 2022. Answers will be uploaded to ProcureNow no later than 5:00 P.M.
February 18, 2022.
The City reserves the right to reject any or all proposals received, any portion of any proposal, and to waive any irregularities or informalities in proposals or the RFP process.
A completed submittal will include the following documents
1. Coverletter describing the organization, mission, history, objectives, programs and services, and any other pertinent organizational capacity information. Include statement of capacity to meet qualifications including City Insurance Requirements. (4 pages maximum)
2. Application Form (Attachment A)
3. Most recently completed Audited Financial Statements
4. Organizational Chart including key staffing for the proposed shelter
5. Narrative Description (20-page limit)
Program
a) Describe the organization's experience working with local government, business, other local providers through planning and, design implementation, and property management and operational phases.
b) Describe the organization's experience providing social service programs to individuals experiencing homelessness and operating year-round emergency shelter and/or similar programs to the proposed shelter. Attach list of Year -Round Emergency Shelter operated currently by your organization (include name of shelter, location and # of beds). Include relevant experience in San Diego County. c) Explain how the City of Vista shelter will be integrated into the larger Continuum of Care system as well as the Agency's existing mission, business, budget, funding commitments and capacity of agency to maintain and operate the Year -Round Emergency Shelter/Multi-Service Center facility.
d) Describe the organization's prior experience with "persons experiencing homelessness, including those experiencing chronic homelessness" 7 1 /25/2022 D2 Page 12 of 101
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Staffing
a) Describe the proposed staffing for the City of Vista Shelter. Provide title and description of staff to be hired and number of staff. Include all staff (including security).
Describe hiring of staff (including leveraging of staff between multiple programs) or any subcontracts or vendor agreements.
b) Provide information detailing the staffing and management plan including hiring policy, screening and acceptance procedures, staffing policies for safe and humane environment, policies for staff training (annual staff evaluation and training plan, documentation of staff training), communication, resources and referrals, mental health and addiction skills, self -care, emergency procedures (evacuation, first aid, CPR, 911 reporting), safety conduct (prevention of abuse, crisis intervention, conflict resolutions), and appropriate behavior for dignity and respect. c) Describe how the staffing and management plan is consistent with the Exhibit B Sample Center Management, Operations and Public Safety Plan. Please note that Exhibit 8 is an Operations and Management Plan for an existing emergency shelter.
This document will be amended after award of contract for operation of the City of Vista shelter. The document is to serve as a sample reference.
Administration
a) Describe your organization's financial policies and include your organization's most recently filed annual audit and financial statement (as a separate attachment, not included in narrative page count).
b) Describe your organization's policies on financial requests from clients and client possessions and fund management.
c) Describe your safety policy for the facility including facility maintenance, fire & earthquake safety, fire prevention, and inspection and maintenance schedules. d) Describe your on -site safety and security plan addressing secured entrances, on -site security personnel, alarms, cameras, lighting, loitering policy, de-escalation policy, entrance and exit procedures, client storage, weapons on site, and procedure for contacting police.
e) Describe your health policies related to possession of controlled substances, drug possession, security, use and access of prescription medications, use of over-the- counter medications, client access to emergency and medical care, first aid equipment, supplies and procedures, policies and procedures for disease prevention. f) Describe food policies related to the provision of nutritional needs of clients, meeting health department standards, provision for sanitary storage and food preparation.
Client Services
a) Describe the admission criteria and procedures including:
I. Client Rules and guidelines and identify how clients are involved II. Identification Requirements
III. Screening Requirements
IV. Bed Reservation System
.
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V. New Clients
VI. Day leave and Returning Clients
VII. Hours of Operation
b) Provide a brief summary of the type of services available for clients including:
I. Type of Service to be provided and expected outcomes to be achieved II. Indicate level and type of supportive services (both on and off site) III. Location of services
IV. Proposed source of funding for the services
V. Describe the level and frequency of case management
c) Describe transportation policies including how clients will access the shelter, staff transportation of clients, bus and client transportation services, delivery of shelter goods and community donations.
d) Describe how the facility will accommodate pet and service animals? Describe policies pertaining to the shelter of animals on or off site.
e) Describe how you will work with City's Project Manager and staff to influence the design of the Year -Round
f) Describe how clients will be connected to permanent affordable housing
6. Proposed Annual Operating Budget (not included in narrative page count) Include a detailed budget for the annual operating costs associated with the shelter and provide a capital budget for the shelter acquisition and/or construction costs. Include a budget narrative that includes:
a) Description of the financial system utilized by the proposer, including how City funds will be tracked separately from other funding sources. Identify whether your organization has sufficient funds to sustain the program for a minimum of three months until reimbursement of expenditures are received. Please submit documentation detailing your organization's reserves. Documentation may include cash and/or credit reserves. b) Identify whether your agency has a personnel policy manual with an affirmative action plan and grievance procedure. If not, explain why not. Attach a list of the Board of Directors and resumes of key staff including program manager and fiscal officer. c) Identify whether or not the agency has liability insurance coverage, in what amount, and with what insuring agency. Also identify whether or not the agency pays all payroll taxes and workers' compensation as required by Federal and State Law. Additionally, note whether or not the agency has fidelity bond coverage for principal staff who handle the agency's accounts, in what amount, and with what insuring agency. NOTE: If awarded City funds, agency must have $2,000,000 in liability coverage, automobile coverage, workers compensation coverage, and must list the City of Vista as an additional insured on their policy.
The most successful proposer will be required to enter into a contractual agreement with the City, including of insurance and indemnification requirements with the City in accordance with the 9 1 /25/2022 D2 Page 14 of 101
Request for Proposals
Year -Round Homeless Shelter and Operator
Professional Services Agreement (See Attachment C). The actual duration will be specified by the executed agreement.
All data, documents and other materials submitted in response to this RFP remain the property of the City. City reserves the right to retain all RFPs and proposals submitted and to use any idea(s) in a proposal regardless of whether that proposal is selected. Submission of a proposal indicates acceptance by the Proposer of the conditions contained in this RFP and the appendices hereto unless clearly and specifically noted in the proposal and confirmed in the contract between the City and the selected service provider.
Attachments
Exhibit A —Application Form
Exhibit B — Sample Management Plan
Exhibit C — Professional Services Agreement
Exhibit D — City Owned Properties
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EXHIBIT A
Vista Year -Round Shelter Application Worksheet
Agency Name:
Name of Executive Director:
Executive Director Phone Number:
Executive Director E-mail address:
Fax Number:
Agency Mailing Address:
Tax ID Number:
DUNS Number:
Total operating funding requested from Vista:
Total capital funding requested from Vista:
Total Project Budget:
Total Agency Budget:
Applicant Certification,
Project/Program Title:
Project/Program Contact Person (Name and
Title):
Phone Number:
E-mail address:
Project Address:
Current Ownership Status of Project Address:
Brief Description of Project/Program:
To the best of my knowledge and belief, the information contained in this application is true and correct, the document has been duly authorized by the governing body of the applicant, and the applicant will comply with all assurances, federal, state and local laws and regulations if funding is approved.
Typed Name and Title Signature
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EXHIBIT B
SAMPLE Center Management, Operations and Public Safety Plan 1 /25/2022 D2 Page 17 of 101
SAMPLE
Year -Round Emergency
Shelter and Multi -Service
Center
Management, Operations and Public Safety Plan
1 /25/2022 Pa52 of 65 Mercy HoPagen18 of rSi Inc.
SECTION I. SHELTER ADMINISTRATION
A. Program Description
1. Population Served
Year Round Emergency Shelter Program and Services
Phase I of the Year Round Emergency Shelter Program will serve 100 shelter clients while providing access to a range of programs and supportive services. At this Phase of shelter operations, there will be no Multi -Service Center as it will still be under construction. To ensure that the shelter will meet the needs of the community in serving chronic and vulnerable homeless people, clients will be admitted with minimal, "low -threshold" requirements so that chronic and vulnerable homeless people can easily enter and remain in shelter until they can find permanent housing.
Those accessing the Year Round Emergency Shelter Program will include homeless single men and single •mill
Each client will be screened for sex offender and active felony warrant status before admission (screening will take place prior to the arrival at the facility as part of the bed reservation system), as detailed in the "Admission Criteria and Procedures."
2. Program Description
The Year Round Emergency Shelter Program is designed to provide safe shelter, basic needs, and access to support to move individuals and families out of homelessness and into permanent housing opportunities.
Access to safe shelter
Phase I of the Year Round Emergency Shelter Program will accommodate overnight sleeping for 100 individuals per evening. Access to the Year Round Emergency Shelter Program is provided 24 hours a day, seven days/week, 365 days a year. In order to decrease the impact to the surrounding neighborhood, access to bed availability will be handled through a reservation system. No walk-ins for the Year Round Emergency Shelter Program or services will be permitted.
Mercy House will provide on -site staff to track daily bed inventory and communicate daily bed vacancies with service providers. Additionally, a percentage (5%-10%) of beds will be held each night, with a portion specifically for host city, to prioritize referrals from local police and/or for emergency or special situations.
Length of Stay
There is no set minimum and the maximum length of stay will be consistent with County ordinance of 180 consecutive days. Each client will have an Employment and Housing Navigator supporting their progress toward Housing Stabilization. The program is designed to provide this support until a housing option becomes available. However, at any time a client may be exited from the shelter for safety or SAMPLE SHELTER Page 2 of 65 Mercy House Living Centers, Inc.
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continual shelter violations as outlined in the "Exit and Readmission Policies". Additionally, if a client exceeds 30 days intensified housing location and exit plan strategies will be implemented. Consistent with national best practices and trends, the goal for length of stay should be 30 days or less. Mercy House will maintain a report to account for clients with lengths of stay exceeding 30 days and reasons why with accountability to Advisory Boards.
Sleeping Areas
Beds will consist of single and/or bunk beds. Each client will be assigned a bed and bedding for the length of their stay. Additional cots and mats will be available on site to accommodate overflow issues and/or special needs populations.
Space will be divided to allow for separate sleeping areas for both men and women.
Flexible sleeping space will also be provided for transgendered populations, those dealing with illness or for other special needs populations.
Meals
Breakfast, lunch, dinner and snacks will be provided for all clients in a central dining area. Mercy House will work the community to attempt to secure donated Breakfast, Lunch and Snack Items. Hot Meals will be purchased and delivered to the site in Phase I. These meals will be served to clients of the shelter by both paid staff and volunteers.
Hygiene Facilities
Hygiene facilities will be provided on -site including toilets, showers and laundry facilities. Clients will be encouraged to utilize these facilities as daily resources to them. Toiletries will be provided by Mercy House to clients as needed.
Transportation
No walk-ups will receive shelter access. New clients and returning clients will receive direct transportation to and from the shelter daily. Dates and times for daily pick-ups are outlined in the "Transportation Policies. " It is recommended that there be up to three (3) designated locations that provide ample geographic range for those seeking shelter services in Orange County as well as take into consideration community impact and safety considerations. Locations will be selected by the host city/police department and/or in collaboration with neighboring police departments. Mercy House will not drop-off/pick-up other than at agreed upon locations.
Security
Mercy House will follow policies and procedures that promote utmost safety for clients, staff, volunteers, and the community and will strive to provide an atmosphere that promotes community, stays alert for signs of conflict, and confronts behaviors before they escalate. The security plan will include a multi -faceted approach involving screening for sex offenders and felons with open warrants, SAMPLE SHELTER Page 3 of 65 Mercy House Living Centers, Inc.
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secured entrances, security searches upon entrance, confiscation of harmful contraband, trained security personnel providing around -the -clock indoor and outdoor coverage, security cameras and lighting. Other program elements that will support security efforts include no walk ups and no loitering policies.
Storage
All clients will have access to personal storage space. Each client bed will have a small storage locker or bin for personal valuables. A limited number of outdoor storage bins will be available to clients through a reservation process. Additionally, a refrigerated storage area will be available to clients with medication needs.
Employment and Housing Navigation Services
Upon entering the shelter, each client will be assigned to an Employment and Housing Navigator. The primary function of the Employment and Housing Navigator is to work side -by -side with the client to create a pathway toward permanent housing opportunities, with the ultimate goal of ending their homelessness within a 30-day timeframe. Additionally, the Employment and Housing Navigator is to provide resources and support to the client during their stay. The Employment and Housing Navigator will ensure that all clients are entered into the Coordinated Entry System, as the first line of housing engagement.
Together the Employment and Housing Navigator and the client will complete a Housing Plan, which will guide their efforts toward securing permanent housing opportunities. Meeting weekly, the Employment and Housing Navigator will document the client's progress towards actions outlined in the Housing Plan.
Daytime Program Activities
As a 24-hour Year Round Emergency Shelter Program, staff will encourage all clients to stay on -site during the day and to take advantage of the on -site services provided to them during the daytime.
Daytime program activities include but are not limited to, the following:
• Access to day -time service providers
• Life skills classes and workshops
• Indoor and outdoor recreational activities
3. Services Provided
While the completed Year Round Emergency Shelter Program should incorporate an extended combination of basic needs services as well as supportive services aimed at creating pathways into housing, Phase I of this program will offer less of these services only because of current construction.
The Phase I Year Round Emergency Shelter should include at a minimum the following baseline services (in ranked priority):
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SERVICE PROVIDED
PROVIDED BY
1 Intake/Assessment/Case Management/Housing Navigation
Mercy House
2 Crisis Evaluation
Mental Health in collaboration
w/HCABHS
3 On Site Centralized Intake
Mercy House
4 Beds on Site
Mercy House
5 Transportation Services and Assistance
Mercy House in collaboration with
transportation vendor
6 Security
Mercy House in collaboration with
3rd party security vendor
7 Meals/Food
Mercy House in collaboration with
food preparation vendor
8 Parking
Mercy House
9 Homeless Prevention/Diversion Assistance
Service Partner
10 Drug and Alcohol Treatment Referrals
Service Partner
11 Commissary/Dining Hall
Mercy House
12 211 (off site)
Service Partner
13 Employment/Job placement Referrals
Service Partner
14 Laundry
Mercy House
15 Storage (on/off)
Mercy House
16 Resource Information and Referral services (on/off site) Mercy House in collaboration with
Service Partners
4. Coordinated Entry System Integration
The Year Round Emergency Shelter Program will serve as a designated "Entry Point" of the Coordinated Entry System. Mercy House will include in its staffing plan designated staff to conduct Diversion screening and prevent those with other resources from entering the homeless shelter system.
Additional staff will be trained to complete on -site VI-SPDAT assessments. Employment and Housing Navigators will also assist Year Round Emergency Shelter Program clients obtain the necessary documentation to move forward in their housing connection process, once matched to permanent housing opportunities by the Coordinated Entry Module.
S. Target Goals/Expected Outcomes
The target goals and expected outcomes for the Year Round Emergency Shelter Program will adhere to guidelines and expectations set forth by the U.S. Department of Housing and Urban Development's HEARTH Act as well as the Orange County Ten Year Plan to End Homelessness.
The Year Round Emergency Shelter Program should not be regarded as a singular program but should provide support to the entire regional Continuum of Care (CoC) helping to move the system towards higher a level of system performance, a reduction in the number of persons who experience homelessness in our community and an increase in access to housing opportunities for chronically homeless individuals utilizing Year Round Emergency Shelter Program services.
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Indicators for measuring effective system performance should include the following key considerations:
a. Reduction in First Time Homeless -
Are fewer people experiencing homelessness for the first-time? Are only persons who have no safe, appropriate housing option being admitted to shelter? b. Overall Reduction in Number of Persons Who Experience Homelessness - Are overall rates of homelessness declining? Is street homelessness declining? Is chronic homelessness declining?
c. Reduction in the Length of Time Homeless -
Do people stay homeless for shorter periods of time? A reasonably short length of time homeless indicates system and program success in rapidly re -housing persons who are homeless. It can also indicate efficiency related to turnover of beds which is essential to meet system demand for Year Round Emergency Shelter Program. d. Successful Resolution of Housing/Homeless Crisis —
Do people resolve their housing/homeless crisis successfully by maintaining/obtaining permanent housing? Are people successfully connected to community -based supports? e. Reduction in Recidivism (subsequent return to homelessness) Are repeat occurrences of homelessness avoided or declining? Mercy House will work in cooperation with the Orange County Commission to End Homelessness and the Emergency/Transitional Shelter Implementation Group to set community benchmarks and multi- year goals to measure successful program implementation for the Year Round Shelter.
6. Program Layout
The following square footage is estimated for the conceptual design of a Phase I Year Round Emergency Shelter:
❖ Shelter Living Area: 6,190 ftz
❖ Dining/Commons/Overflow Area: Included within living areas ❖ Security Offices/Stations: Included within living areas ❖ Site Administration and Operations Offices: Included within living areas ❖ Intake and Entry Areas: Included within living areas
❖ Restroom and Shower Areas: TBA (on -site Modular)
❖ Laundry Facilities: TBA (on -site)
In addition, the conceptual site would also feature the following:
❖ Outdoor Facilities/Areas
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• Client Storage Facility: Outdoor Conex Containers
• Bike Rack Area: TBA
• Outdoor Commons: TBA
B. Admission Criteria and Procedures
1. Client Rules and Guidelines
A prospective client must be willing to participate in all aspects of their care, follow Year Round Emergency Shelter rules and maintain appropriate behavior with consideration for other clients of the shelter. All clients must review and sign a copy of the "Shelter Rules" document prior to entry. Intake staff will assist any clients who may have difficulty understanding or reviewing the rules.
2. Identification Requirements
A form of official identification is required to verify identity; however, a client will not be denied access to shelter services without one. Employment and Housing Navigators will assist clients in obtaining a California ID, providing each client with a no -cost ID voucher.
Additionally, all Year Round Emergency Shelter Program clients will receive a shelter -specific identification card upon entering the shelter that will be used for readmission during the duration of their stay. Shelter ID components include a photograph, fingerprints, name and other identifying information.
3. Screening Requirements
No person validated on the sex offender registry (Megan's Law) will be allowed to access the shelter property (screening will take place prior to the arrival at the facility as part of the bed reservation system). Additionally, no felons with open warrants will be allowed to access the shelter property.
Mercy House will work cooperatively with the local police department and will utilize http://ws.ocsd.org/ArrestWarrants to screen clients for open warrants.
4. Bed Reservation System
The County of Orange Kraemer Place Homeless Shelter, operated by Mercy House, provides emergency beds for literally homeless men and women with priority for those living in the North Orange County area. All reservations are secured through North Orange County outreach and engagement agencies who will receive notification when beds become available. Once a referral is received and pre-screened clients are given a time and directions to one of several pick-up locations. A shuttle will pick them up and transport them to the shelter.
Mercy House is required to manage and update daily, a designated system for capturing bed inventory, reservations and vacancies. 5-10% of shelter beds will be held each night to allow for referrals from local police department and other emergency and/or qualified situations.
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Based on space availability in Phase I, bed vacancies may be disseminated to Coordinated Entry or other referral partners.
5. New Clients
New clients will be screened using the phone intake system and provided a reservation number, shuttle pick up time and location.
Beds will be assigned based on availability and eligibility results. As instructed, new clients should arrive at the designated shuttle pick up location, or at the shelter through their own transportation (with prior shelter approval), by 4:00 PM each night. Those who do not arrive at the designated time without communicating previous arrangements will forfeit their bed for the night.
Those who did not receive a bed during 1" bed assignments may meet the 2ND 7:00 PM shuttle at the designated location to inquire about availability and register for any unclaimed beds. Arriving at the later pickup time does not guarantee a space will be available or that the potential client will be eligible for services.
A security guard will be assigned to each shuttle pick up location with a list of eligible new clients, which have been prescreened for sex offender or active felony warrants. The shuttle will transport clients directly to the Year Round Emergency Shelter Program site.
Clients will not be allowed to loiter in the neighborhood surrounding the Year Round Emergency Shelter Program facility or the bus and/or shuttle pick up locations at any time. There will be strict enforcement of shelter client contract rules which could result in permanent exit from the facility if not followed.
Drop-off/pick-up locations are an extension of the shelter and thus any violation such as loitering constitutes a violation of the shelter rules which will be strictly enforced. Mercy House will conduct random daily checks of 1 mile diameter to shelter and drop-off/pick-up locations to enforce shelter rules and avoid loitering and homeless congregations. Upon arrival, clients will go through a security screening process and work with an Intake and Admissions Coordinator to be informed of rules and regulations of the Year Round Emergency Shelter Program, complete necessary intake paperwork and obtain a shelter ID card.
6. Day Leave and Returning Clients
Two morning shuttles will be available to clients who have a desire to leave the facility during the day for employment or personal appointments.
Clients who leave the program during the day may return via the 4:00 PM shuttle to ensure that their beds remain claimed. Those using the later, 7:00 PM shuttle will inform their Employment and Housing Navigator or shelter bed reservation staff member to ensure their bed reservation is saved.
Clients arriving later than 7:00 PM for special circumstances such as employment or discharge from the hospital, must communicate with their Employment and Housing Navigator their anticipated arrival time. No client will be allowed into the shelter after 10:00 PM unless for valid reasons approved by their Employment and Housing Navigator and/or the shelter bed reservation staff member. Failure to SAMPLE SHELTER Page 8 of 65 Mercy House Living Centers, Inc.
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communicate this could result in forfeiture of their bed reservation and subject to "Readmission Policy" protocols.
Clients who are unable to meet the two evening shuttles must arrange alternate transportation to the shelter site; no later pickups will be provided.
7. Hours of Operation
The Year Round Emergency Shelter Program is open 24 hours, 365 days per year. These hours of operation will be in effect seven days per week, every week regardless of holidays or weather. 5:00 AM Early Wake Up Call
5:00 AM-8:00 AM Breakfast served
6:00 AM First shuttle for morning drop-offs
7:00 AM Second Wake Up Call
8:00 AM-10:00 PM Commons Area Open
10:00 AM Second (final) shuttle for morning drop-offs
11:00 AM-1:00 PM Lunch served
3:00 PM-4:00 PM Snack served
4:00 PM First shuttle for evening pick- ups
6:00 PM-9:00 PM Dinner served
7:00 PM Second shuttle for evening pick- ups
10:00 PM Lights Out in Sleeping Area
C. Overflow Management
1. Coordinated Service Delivery Plan
It is anticipated that in the early stages of operation for the Year Round Emergency Shelter Program need and demand will outweigh the capacity of the 100 bed Year Round Emergency Shelter Program.
Therefore, it is imperative that a Coordinated Service Delivery Plan be implemented that includes coordination of the following diversion and redirection strategies:
a. Homeless Diversion -
Mercy House will include homeless diversion screening at intake to ensure that those with alternative resources will not be accessing the homeless system. Mercy House will either provide direct referrals or partner with an agency that can offer successful diversion assistance.
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b. Coordination with Transitional and Bridge Housing providers - Mercy House will work with service providers to locate Transitional and/or Bridge Housing vacancies.
This form of housing will be utilized by returning clients who have been matched with a housing opportunity and will soon move into permanent housing. This strategy will increase the Year Round Emergency Shelter Program bed turnover rate as clients are successfully matched to alternate housing opportunities.
c. Coordination with other Year Round Emergency Shelter Program providers - Mercy House will partner with other emergency shelter program providers to redirect overflow to any additional shelter beds that may be available in the county.
2. Overflow Policies
The Bed Reservation System is designed to prevent and minimize overflow and capacity issues for the shelter. A daily bed utilization count will ensure that the 100-bed capacity will be fulfilled each evening, as need for beds persist.
In the event of a community -wide natural disaster or in extreme weather situations deemed so by state, county, or city authority , the shelter will maintain a "no walk-up" policy.
D. Exit and Re -Admission
1. Exit and Readmission Policies
Clients will be considered to have exited the program when they voluntarily leave or are exited from the shelter for safety or continual shelter violations, or find alternate housing.
When a client exits of their own volition or is exited for shelter violations, the client may contact the admission hotline to screen for readmission eligibility after the time designated by staff (on average after 30 days).
Length of exit for safety violations will depend on the severity of the infraction.
Mercy House staff shall be balanced in their approach to program exits and readmission policies as it pertains to rules violations and infractions. Such policies should include considerations to maintain a safe and effective facility, safety for clients, volunteers, staff and the surrounding neighborhood as well as demonstrate compassion toward homeless individuals who face increasingly vulnerable situations if forced to exit from a shelter situation to places not suitable for human habitation.
It is recommended that Infractions will be subdivided in a Multi -Tiered System based on the perceived impact of the infraction. Consequences for each tier level should be fitting and just for the level of the infraction and its perceived impact on the wellbeing of stakeholders.
As an example, a Tier 1 level may include "Basic Program Guideline Infractions" such as smoking in the bathrooms, not leaving sleeping area on time in the morning, cutting in line, etc. Tier 2 may include County of Orange Page 10 of 65 Mercy House Living Centers, Inc.
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"Moderate Infractions" such as possessing marijuana or alcohol on site, client fighting (minor scuffles), disrespect toward volunteers, etc.
For disobedience of rules in Tier 1 or Tier 2 there will be increasing enforcement actions including verbal warnings and write-ups. After a compounded number of infractions in these tier levels, a client may be asked to leave and staff will determine and give them the designated time line for which they can be readmitted.
Infractions at the Tier 3 level would be are "Major Infractions" that include illegal drug use or possession, violent attacks/fights, possession of weapons, etc. Mercy House maintains a zero tolerance policy towards violence, sexual misconduct, other criminal activity, and drugs and medications used or possessed beyond the scope permitted in the "Health Polices". These behaviors, when substantiated, are punishable by immediate expulsion upon first offense and a minimum of 30 days expulsion prior to readmission.
Clients who use the facility, programs, and services in violation of a specific rule will be obliged to adhere to those consequences. The consequences may also be subject to intervention by law enforcement, and if necessary, prosecution up to the limit of the law.
2. Exit Procedures
When a client is asked to exit due to disobedience of rules, violence, or criminal activity, security will escort the person off the property and those exited will be transported to a self -directed location out of the surrounding area.
E. Employment and Housing Navigator Services Policy
Shortly upon time of admission into the shelter, each client will be assigned to an Employment and Housing Navigator. The primary function of the Employment and Housing Navigator is to work side -by - side with the client to create a pathway toward permanent housing opportunities, with the ultimate goal of ending their homelessness within a 30-day timeframe. Additionally, the Employment and Housing Navigator is to provide resources and support to the client during their stay.
The Employment and Housing Navigator will ensure that all clients have a complete assessment and are entered into the Coordinated Entry system, as the first line of housing engagement. Employment and Housing Navigators will assist Year Round Emergency Shelter Program clients in obtaining the necessary documentation to move forward in their housing connection process, once matched to permanent housing opportunities by the Coordinated Entry Module.
Together the Employment and Housing Navigator and the client will complete a Housing Plan which will guide their efforts toward securing permanent housing opportunities. Meeting weekly, the Employment and Housing Navigator will document the client's progress towards actions outlined in the Housing Plan.
Additionally, Employment and Housing Navigators will work with clients to provide any community referrals as necessary.
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1. Documentation of Employment and Housing Navigation Services and Data Security Policies Employment and Housing Navigators will keep case notes in both hard copy paper files and in the HMIS database to track every client's progress and participation in the Year Round Emergency Shelter Program. These files are also used to track the resources and referrals given, support rendered, and any infractions the client may accrue. Outcomes are recorded at exit and throughout participation in the program.
Paper files will be stored in a secure, locked location only accessible by necessary staff.
Mercy House will use HMIS as its primary database and ensure that every client completes and signs an Orange County HMIS Client Consent Form upon entry into the program. Intake Specialists and Housing and Employment Navigators will ensure collection of all HUD Data standards as required by the HMIS system.
Mercy House will have a policy restricting computer access records and client information to authorized staff. All database and HMIS access will require passwords by authorized users.
Disclosure of client information to other social service agencies may be permitted only with the client's written consent. Disclosure of records relating to clients may be released without client consent in certain circumstances as required by law.
F. Daytime Program Policies
Clients that are participating in the Year Round Emergency Shelter Program may, but are not required to, leave the facility during the day. Mercy House will make every good -faith effort to encourage all clients to stay on -site during the day and to take advantage of the on -site services provided to them during the daytime.
Two morning shuttle times will be available to clients who desire to leave the facility for work or personal appointments, one at 6:OOAM and one at 10:OOAM.
If not utilizing the morning transportation services, clients are encouraged to stay at the facility. Clients will have access to daytime services through partner organizations and will be able to meet with their assigned Employment and Housing Navigator on a weekly basis. They will also have access to activities provided by shelter staff and volunteer organizations. Clients are welcome to use the facility's recreational areas, and designated outdoor spaces.
G. Supportive Services Program Policies
1. Lead Agency Protocols
The role Mercy House is to recruit and manage a group of partner agencies specialized in providing an array of supportive services beneficial to Year Round Emergency Shelter Program clients.
Mercy House will ensure that the Emergency Shelter has flexible hours to allow clients to come before or after work, or alternatively, on the weekends
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Mercy House will also engage participation in and facilitate quarterly meetings of the Service Partner Advisory Board.
2. Requirements for Service Provider Partners
All service providers who desire to offer direct services at the Emergency Shelter will complete an interest application and will be required to enter into a formal Memorandum of Understanding (MOU) with Mercy House to participate.
Responsibilities of the Service Provider Partners will include, but are not limited to:
• Set and maintain their own appointment schedule with clients; • Provide clients with access to transportation to fulfill their scheduled appointments, if needed;
• Agree to share service output and outcome information • Communicate Service Providers reservation conflicts with Mercy House staff and management;
• Respect, maintain and keep clean Service Providers meeting Area • Respect and cooperate with Mercy House staff, other service providers and clients; • Participate in quarterly Service Partner Advisory Board meetings and provide input to the improvement of the Year Round Emergency Shelter Program.
H. Good Neighbor Policy - Community Coordination and Communication
1. Communication and Coordination with Neighborhood, Businesses and Public Mercy House is committed to communication with neighbors on an ongoing basis. As part of this commitment, prior to commencement of any services at the Year Round Emergency Shelter Program, Mercy House will facilitate a number of Community Forums, as needed. These Community Forums will provide opportunities to answer any questions members of the surrounding community might have on the operation of the Year Round Emergency Shelter Program. Mercy House will provide information to the public including operational design plans, estimated date to begin and complete construction efforts on the project and when services will begin.
A public inquiry phone number and contact information will also be posted. Community stakeholders may call this number for information about the site or to have any questions answered. The phone number will be retained as a resource for community members while the shelter is up and operational.
All community complaints and/or inquiries about the Year Round Emergency Shelter Program will be recorded and forwarded to the appropriate staff for prompt (60 minutes) investigation. Mercy House will be fully committed to an appropriate customer service response and will consider the resolution of community complaints a high priority.
Mercy House will also create and maintain a program website that will include important information for community stakeholders and clients alike. The website will include a "Frequently Asked Questions" section which will help to provide instant answers to community concerns. Additionally, the website will County of Orange Page 13 of 65 Mercy House Living Centers, Inc.
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include a digital copy of Mercy House's full "Good Neighbor Policy" and "Management and Operational Plan" to be made accessible to the public.
Visits by members of the community and tours of the facility will be available by scheduling an appointment with Mercy House Staff.
Mercy House will have program brochures available on -site as well as disseminate these resources to groups throughout the community. Information on the brochures will highlight the various services at the facility as well as criteria for admission and eligibility. Volunteer, in -kind and donation opportunities will also be listed for those who wish to support the program.
Mercy House will create a set of media guidelines and appoint a Public Relations team to handle all media requests. The Public Relations team will be charged with ensuring that the public is regularly updated on the progress and successes of the shelter program through various local media outlets.
2. Communication and Coordination with Local Police and Fire Departments Mercy House is committed to communicating and working collaboratively with local police and fire departments through all stages of program implementation - from facility design to program execution.
The intention of Mercy House is to be as self-sufficient as possible and minimize the shelter's impact on the local police and fire departments. This includes ensuring that staff and security are trained to properly manage and respond to an array of difficult situations that may occur at shelter.
Mercy House will provide an array of services and support that will be beneficial to local police and fire departments. During Phase I, these services include, but will not be limited, to:
• Security Officers stationed both on -site and at shuttle locations • Designated beds reserved each night for law enforcement referrals (including percentage set - aside for the host city)
• Staff Neighbor Patrol will monitor surrounding area to control issues of loitering, abandoned property, and other blight
• Training opportunities on mental illness, homeless sensitivity or other topics of interest to supplement existing department trainings
• Direct referral access to the Coordinated Entry system to assist local law enforcement officers to connect homeless individuals with housing opportunities • Statistical reports on number of clients served, length of stay and/or demographic information Additionally, the Operator will meet with local law enforcement from the host city and surrounding police departments. Initially, it is suggested to meet once a month when shelter opens. Law enforcement will have the ability to bring forward operator non-performance directly to the County.
3. Communications and Coordination with City, County, and Service Providers Operation of the Year Round Emergency Shelter Program will be for the public good and to move the homeless Continuum of Care system, as a whole, forward. As such successful implementation of the County of Orange Page 14 of 65 Mercy House Living Centers, Inc.
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Year Round Emergency Shelter Program will require the partnership of various stakeholders including the City, County and other Service Providers.
Mercy House is committed to working cooperatively with numerous other service providers, community, and government organizations to serve the needs of the homeless population in Orange County.
In order to effectively manage and operate a robust Multi -Service Center when construction is complete, one that provides an array of services for the shelter clients, Mercy House must demonstrate a strong history of collaboration and willingness to engage other service providers.
Additionally, Mercy House will be responsive to and provide support to the County Board of Supervisors and the City Council Members as needed, in relation to the outcomes and operation of the program.
4. Policies for Community Involvement
Mercy House will be committed to active participation in city and county -wide community events. To the extent that reasonable and feasible representatives of Mercy House will attend meetings of the local Neighborhood Association(s) and local Chamber of Commerce(s) when invited, and communicate with neighborhood and business participants.
Additionally, Mercy House may sponsor special events, such as community resource fairs, which will include the community and the neighborhood on various occasions.
5. Policies for Neighborhood Patrol
A Mercy House staff led Neighborhood Patrol will assemble daily to patrola % -mile around the shelter perimeter. The role of this patrol group is to collect litter, promote cleanliness, engage with neighbors, and enhance safety and cleanliness of the immediate vicinity.
Additionally, they will prevent and control issues of loitering, unauthorized parking of client vehicles in the neighborhood, abandoned property, shopping carts and other blight. A log will be kept of the weekly patrols. The following actions will be completed by the Neighborhood Patrol:
• Litter and trash items on and immediately adjacent to the facility will be removed from the area and properly disposed of
• Clients found loitering will be issued a warning. Violations of this rule may cause a client to be exited from the facility
• Unauthorized parking of client vehicles in the neighborhood are subject to towing • Mercy House will contact city designated shopping cart retrieval program to collect all shopping carts found that do not contain items of personal property • Mercy House will follow city codes for removing personal property found in surroundingarea • Mercy House will work with law enforcement to have staff conduct outreach and engagement activities to homeless in surrounding community such as parks, river bottoms, etc County of Orange Page 15 of 65 Mercy House Living Centers, Inc.
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I. Shelter Advisory Boards
Shelter Advisory Boards will be established and maintained to provide review of the operations of the Year Round Emergency Shelter Program, enhance community relations, and bring information of any strengths and concerns from the neighborhood, local businesses, city and county entities, service provider partners and shelter clients about the operation of the Year Round Emergency Shelter Program.
1. Composition of Boards
The Shelter Advisory Boards will be three distinct Boards representing different stakeholders and interests. The composition of these three boards will include:
Community Advisory Board
• Representative(s) appointed by the Orange County Board of Supervisors • Representative(s) appointed by the local City Council • Representative(s) appointed by the local Chief of Police • Representative(s) appointed by the local Neighborhood Association (if applicable) • Representative(s) appointed from the local business association or Chamber of Commerce • Representative(s) appointed by the local school district • Representative(s) appointed by the Commission to End Homelessness Client Advisory Board (no membership limits)
• Open invitation to current shelter clients and graduates Service Partner Advisory Board (no membership limits)
• Open invitation to all Year -Round Shelter Service Provider partners
2. Meeting Schedule
All three Shelter Advisory Boards will meet quarterly (at minimum).
Ad Hoc meetings as necessary —a way for any member to agendize issue or rules to be able to call a special meeting.
3. Accountability and Grievance Process and Policies
In addition to providing input to the operation of the Year Round Emergency Shelter Program, the Shelter Advisory Boards are also tasked with the on -going review of the Mercy House's ability to effectively administer its Operational Plan and Good Neighbor Policies. In the event that a Shelter Advisory Board finds concerns over the Mercy House's implementation of the program, the following processes and policies will be enacted to allow the Mercy House to make corrective actions toward such grievances:
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1) Once a grievance has been filed, Mercy House and Advisory Board will create, at the meeting in which the grievance is filed, an action -plan to resolve the issues by the next regularly scheduled Advisory Board meeting;
2) At the next meeting, the action plan's outcomes will be reviewed to determine if the issue has been resolved;
3) If the issue has not been resolved, but the Mercy House has provided evidence of a good faith effort to follow the course of actions outlined on the plan, they will be given an additional 90- days to enact an alternative plan;
4) If the issue has not been resolved and the Mercy House has not demonstrated or provided evidence of following the course of actions outlined in the plan, a formal complaint will be sent to the County for investigation and possible termination of the contract with Mercy House. The County shall have a plan for operation of the shelter if Mercy House is terminated by the County, including failure to enforce plan components such as Good Neighbor Policy, bed reservation requirements, no walk-up policy, etc. The plan may include selecting the next eligible operator from the original operator RFP and/or entering into a sole source with a new operator, based on approval of the Board of Supervisors.
Additionally, law enforcement will have the ability to bring forward operator non-performance directly to the County.
J. Safety Policies
1. Facility Maintenance
Mercy House will keep a schedule for regular facility maintenance and cleaning. Mercy House will contract with a janitorial service to provide daily cleaning services for all areas utilized by clients and weekly for office space.
Shelter Staff will rotate regular maintenance duties and inspections for minor repairs and replacements.
Maintenance and cleaning forms are used to track completion of each task and reviewed monthly.
Mercy House will be responsible for staff training and performance in these duties.
The outside grounds will be incorporated into the maintenance schedule and rotation including cleaning of parking lot, watering of plants, maintenance and cleaning of sidewalks and patio areas, and checking of outside lights and furnishings. Graffiti will be reported to Program Manager for removal within 24 hours.
Any need for repairs will be reported promptly by staff to the Program Manager. Minor repairs may be completed by staff as trained. Major repairs are reported to the Program Manager of the Shelter.
Difficult repairs will be sent out to an approved list of vendors for bids, approval, and completion.
Mercy House will be committed to maintaining a pest free environment throughout the premises. As such, no food will be allowed in the sleeping areas of the facility. Trash bags will be emptied daily in all areas. Inspection of client spaces and lockers will be conducted for any items that would attract pests.
All staff will receive appropriate training for the identification of common pests as well as prevention County of Orange Page 17 of 65 Mercy House Living Centers, Inc.
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and control measures. A Pest Control company will be contracted by Mercy House and will come regularly to spray for bugs, check for infestation of pests, and perform other pest prevention or extermination treatments that will be seen on their visits or reported by staff.
2. Fire and Earthquake Safety
Evacuation Plan for Ambulatory and Non -Ambulatory Residents Shelter staff will be trained in protecting the safety of everyone in the facility. Staff will respond quickly and safely when an emergency, incident, or natural disaster occurs. Evacuation Routes and Exits will be posted in each major area of facility. An evacuation point outside will be designated.
In case of the need for evacuation, the present site leader during the emergency will notify all staff and clients to evacuate, call 911, and direct evacuation plan. Staff will be assigned to oversee the evacuation of clients in each work area. Staff will check client areas, assigns assistance to non -ambulatory and disabled persons, and leads clients to safety through the nearest safe evacuation exit. Staff will assemble clients outside at designated evacuation point, read bed list for attendance and search for any missing clients as safety conditions allow.
In case of fire these additional protocols will be completed:
• The Program Manager or lead staff member will pull the nearest fire alarm if it is not already sounding; the Fire Department monitors the alarm and will respond immediately. • While evacuating clients, staff will attempt to close all door, if safe to do so. • Before exiting a room, the Program Manager or lead staff member will touch back of hand to the door to determine if the door is cool, then open it a crack, smell for smoke, and if deemed safe, open the door and leave the building to the evacuation meeting point. • If the door is hot, it is not opened and staff will lead clients to leave via the nearest safeexit. • Staff will locate and use appropriate fire extinguishers if safe to do so. • When the Fire Department arrives, a staff person will speak to the officer in charge and give the officer a set of staff keys.
• Staff will contact the Program Manager or his/her delegate as soon as possible, if not on site. • Staff will report incident and procedure in Incident Report and staff shift notes as directed in shelter policy.
• Staff will report incident and procedure to the local fire authority, in accordance with kept Fire Watch Guidelines.
If the weather is inclement and if the evacuation will not be short, staff will:
• Contact the Program Manager to identify evacuation locations and disaster team if assistance is needed for client shelter, meals or services.
• Contact other Homeless Providers for services as needed.
For a false alarm or other short-term evacuation, staff will direct occupants back into the building once the Fire Department has authorized an "all -clear."
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3. Fire Prevention Procedures
The Year Round Emergency Shelter Program will be approved by the Fire Department for all fire codes, sprinklers, alarms, and exits prior to service implementation. Emergency lighting will be installed both inside the facility and outside on the grounds for safety and in compliance with all codes.
No smoking will be allowed inside or outside the building within 20 feet of doors. A smoking section will be designated and a sign posted in the enclosed patio area.
4. Fire Drills and Documentation
Fire drills will be conducted at least quarterly. Documentation of fire drills will be kept for three years in Shelter Management Files.
5. Fire Inspections and Extinguishers
The most recent annual fire inspection will be posted in a designated area of the Year Round Emergency Shelter Program facility and will be included in the Shelter Management files. Fire extinguishers will be hung in each area of the building as shown in facility plans and in evacuation plan. Fire extinguishers will be inspected and maintained per city and county requirements. A certificate of the last most recent City of Anaheim inspection will be posted in a visible designated area.
6. Earthquake Safety
Earthquake drills will be conducted quarterly by staff. The evacuation route and procedures may be the same as for other hazards. A client tally and search will be conducted once evacuation is conducted.
In case of an actual earthquake that causes damage to facility or grounds, the OC Property Department will be called to inspect the facility as soon as safety permits. Clients will be evacuated from building and transported to other shelter as needed.
K. Security Plan
Mercy House will follow policies and procedures that promote utmost safety for clients, staff, volunteers, and the community and will strive to provide an atmosphere that promotes community, stays alert for signs of conflict, and confronts behaviors before they escalate.
1. Eligibility Screening
No person validated on the sex offender registry (Megan's Law) will be allowed to access the shelter property. Additionally, no felons with open warrants will be allowed to access the shelter property. The Shelter Operation will work cooperatively with the local police department and will utilize http://ws.ocsd.org/ArrestWarrants to screen clients for open warrants.
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2. Secured Entrances
All clients will be required to enter the shelter in a coordinated, peaceful fashion. All clients will present identification upon entry. Clients without valid California identification cards will be given supportive services to secure a valid identification card. Clients will also receive a shelter -specific ID to use for admission into the shelter during the duration of their stay.
All clients and their belongings will be checked by security personnel, utilizing security wands each time they enter and exit from the shelter and all contraband will be seized. Contraband items include but are not limited to: weapons, explosives, flammable or volatile substances, illegal drugs, controlled substances or drug paraphernalia, bio-hazardous items or environmentally harmful goods.
Clients will sign -in upon entrance, and sign out upon exit from the premises.
3. On -site Security Personnel
Mercy House will provide a sufficient number of trained security to ensure the safety of clients and the surrounding neighborhood, 24 hours a day.
• Security will be on site at all times, and will conduct security rounds of the facility as necessary. • Security staff will be stationed both inside and outside the shelter to ensure maximum coverage. • Security staff will be accessible and visible to clients, and survey facility for any potential concerns.
• Program and Security staff will have communication with each other via portable electronic equipment.
• Security staff will be contracted through a third party vendor. Security guards will carry non- lethal weapons such as mace, batons and handcuffs. Vendor will ensure that all security staff will be regularly trained.
• Security staff will receive "Homeless Sensitivity Training" through Mercy House's resources.
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Staff
Security
6:00:00 AM:
5 3
7:00:00 AM:
4 3
8:00:00 AM:
4 3
9:00:00 AM:
5 3
10:00:00 AM:
6 3
11:00:00 AM:
6 3
12:00:00 PM:
6 3
1:00:00 PM:
5 3
2:00:00 PM:
8 3
3:00:00 PM:
6 3
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4:00:00 PM:
7 3*
5:00:00 PM:
9 4
6:00:00 PM:
11 4
7:00:00 PM:
9 4*
8:00:00 PM:
8 4
9:00:00 PM:
5 4
10:00:00 PM:
3 2
11:00:00 PM:
3 2
12:00:00 AM:
3 2
1:00:00 AM:
3 2
2:00:00 AM:
3 2
3:00:00 AM:
3 2
4:00:00 AM:
3 2
5:00:00 AM:
3 2
* 2 Security Guards are off -site at shuttle locations during these times * Excludes the Program Manager who has a flexible schedule Dailv Recommended Ooerational Staff to Securitv Ratios
Shift Coverage
Time
Staffing Levels
Security Levels
Morning Coverage
6:OOAM-1:OOPM
4-6 staff
3 Security Guards
Afternoon Coverage
1:OOPM - 10:OOPM
5-11 staff
4 Security Guards
Night/Sleeping Coverage
10:OOPM-6:OOAM
3 staff
2 Security Guards
4. Security Equipment
Portable communication devices will be worn by staff. Staff will also have access to panic buttons which will silently summon police to the facility during emergency situations.
S. Security Lighting
Security lighting will be used both inside and outside the facility to highlight entrances and parking lot. A staff person will escort any persons to parking lot or security gate after sunset.
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6. Loitering Policy
Clients will not be allowed to loiter in the surrounding neighborhood. Violations of this rule may cause a client to be exited from the facility. Mercy House's Good Neighbor Policy will include regular checks of surrounding area to prevent and control loitering issues.
7. De-escalating Conflicts
All employees will receive training in communication techniques that de-escalate confrontations.
8. Entrance and Exit Procedures
All staff and clients will enter and exit through one main entrance and security check point. A portable communication device will be worn by staff for control of entrance and activity inside the building. All areas of the building will be locked when not in use. The building will be zoned so that clients will only have access to the areas which they need.
All clients will present identification upon entry and their person and belongings will be searched by security. They will sign in upon entrance and sign out upon exit from the premises.
Clients will enter the property by shuttle. Clients will be escorted from the designated parking lot area shuttle drop off area to the shelter entrance.
9. Policy regarding storage of client's possessions
All clients will have access to limited personal storage space. Each client bed will have a small storage bin for personal valuables.
A limited number of outdoor storage bins will be available to clients through a reservation process. A client who qualifies and requests their personal effects to be stored in these outdoor bins must sign a "Storage Bin Agreement" form which states that staff is not responsible for any items that are lost, stolen, or damaged. A client may store personal property in their assigned bin, to its maximum capacity.
A client storage log will be signed at each visit to the storage area. The storage area may be accessed, with staff supervision and only during assigned hours during the day.
All items will be stored for the length of the client's stay at the shelter. The right to store items may be revoked based on violation of rules and/or the management's discretion. Once a client has exited the shelter program, any personal effects may be stored for up to 7 days; after which, the property will be donated or disposed of. Clients who have exited from the shelter program must contact staff to set an appointment to collect their personal belongings.
In the event the client cannot come to retrieve their own property, they may name a proxy of their choosing to pick up their effects by filling out an Authorization for Release of Personal Property form.
The client will be responsible for asking their designated contact person to retrieve property, if needed.
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No contraband items may be stored in the shelter. Contraband items include but are not limited to:
weapons, explosives, flammable or volatile substances, illegal drugs, controlled substances or drug paraphernalia, bio-hazardous items or environmentally harmful goods.
10. Policy pertaining to authorized/unauthorized search of clients' property by staff The Shelter staff will have the right to inspect all storage areas to ensure compliance with contraband policies. Staff has the right to designate a period of time when a client will be ineligible for re-entry to facility, if contraband is found. Length of ineligible time will be documented according to the "Exit and Readmission Policies".
When inspecting a client's possessions without them present, two staff persons will be responsible for the search. An Authorization Form will be signed by the client at time of entrance into facility when they place items into the storage area. When items are found in the client's possession that are not suitable for storage, clients can choose to have staff dispose of the item or client may store property off site premises at their own cost.
11. Policy on Possession of Weapons On -Site
No weapons or objects which can be used as weapons will be brought into the shelter. All of a client's belongings that they are carrying on -site will be searched upon entry and inspected for weapons and items that could be used as such. Anyone found with a weapon or dangerous material that can be used as a weapon will be asked to immediately leave the premises and neighborhood of the facility. Sharp objects such as tools or scissors will be stored in locked storage areas and not taken into shelter living areas.
All kitchen knives and sharp objects, hazardous materials, and cleaning equipment that could be used as a weapon will be kept in locked areas with only staff accessibility.
12. Procedure for Contacting Police
It is the intention Mercy House to act as self -sufficiently as possible and minimize the shelter's impact on the local police department. This includes ensuring that staff and security will be trained to properly manage and respond to an array of difficult situations that may occur at shelter.
In establishing a procedure for contacting police, Mercy House will work cooperatively with the local police department to establish shelter policies and procedures on how and when to contact police for conflict resolution, trespassing, theft, unruly behaviors, loitering around property, mental health evaluation, and emergencies.
Upon consensus, a 911 protocol will be established and followed. All staff members will be trained in these procedures. 911 may be called for any medical emergencies, violent behaviors that endanger others, and suicidal ideation.
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L. Health Policies
1. Housekeeping Policy
Mercy House understands and commits to maintaining hygienic, sanitary environments for the well- being of clients, volunteers and staff. We will maintain written, standardized housekeeping procedures.
Each procedure will be designed for safety of staff and clients and for a consistent, high standard of housekeeping. Staff will be provided with training in these procedures, will be monitored in performance of the procedures, and evaluated in their effective use of them. Training may include education on any hazardous materials with which staff may come into contact when carrying out their assigned work tasks. The complete list of procedures will be included in a Shelter Policy and Procedures Manual and made available to all employees.
Outside janitorial staff will be contracted to assist in the maintenance and cleaning of the facility.
Thorough daily cleaning of all client areas including living quarters, dining areas, and common areas will be done using institution strength anti -bacterial products. Bathrooms, showers, and eating areas will be given priority attention. The dining areas will be cleaned according to strict health standards after each meal. Office space will be cleaned weekly by the contracted janitorial staff and as needed by Shelter staff and partner organizations using the space.
To prevent cross -contamination, clients will be required to store personal toiletries in plastic sealable bags on their beds when not in use. Clients will be assigned a set of linens at intake for their use while in the shelter. The client will be responsible for making and maintaining their bed each morning. Staff will wash bed linens weekly in hot water with bleach unless special circumstances require more regular cleaning.
All staff will practice universal precautions in handling of laundry, cleaning of facility, and general self — health care. Specifically:
• Staff will wear appropriate protective garments (i.e. gloves) while completing tasks; • Staff will use recommended disinfecting cleaning products for each area of facility; • Staff will practice required hand -washing procedures; • All client clothes will be washed upon initial intake and weekly thereafter; • All laundry will be handled according to safety and washing procedures; • Staff and volunteers will follow a set of Program Rules and Regulations for working when they are sick/contagious.
The outside grounds will be included in the housekeeping standards and schedule. The facility's outside spaces, parking lot, and green areas will be cleaned daily from debris and litter. Chairs and tables will be washed according to inside standards. Minor repairs of the facility and grounds will be completed by the Shelter staff. Any major repairs or work requiring specialized training will be completed by approved vendors.
The Service Partner agencies must adhere to housekeeping procedures as outlined in their MOU agreement. Service Provider Partners will be expected to respect and keep their areas clean after usage.
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2. Service Animal Policies
Clients will be permitted to bring service animals to the shelter. Only registered animals that have proof of current vaccinations in Orange County will be allowed at the facility. Service animals will be permitted to stay in the shelter and living areas. In order to qualify as a service animal, a client must produce an official letter from a licensed physician stating that the animal is needed to help the disabled individual perform some of the functions and tasks that an individual with a disability cannot perform for him or herself.
The health and well-being of all service animals brought into the shelter will be the responsibility of their owner. Clients must feed and clean up after their animals, Shelter staff will not provide food. Clients who are unable to care for or feed for their pets or cannot control them while at the shelter will be asked to remove the animals from the facility.
3. Possession and Use of Controlled Substances
Mercy House has a strict policy prohibiting the possession or use of alcohol or controlled substances at the Year Round Emergency Shelter Program premises by employees, residents, clients, and general public.
It will be the intent of Mercy House to promote a safe, healthy and productive environment for everyone. Staff recognizes that the illegal and/or excessive use of drugs and alcohol, or the inappropriate use of prescribed drugs is not conducive to a safe living environment. It will be the objective Mercy House to have an environment that is free from the influence of controlled substances and alcohol at all times on premises. The unlawful purchase, possession, transfer, manufacturing, distribution, dispensation or use of any illegal drug is inconsistent with the objective of operating in a safe and efficient manner and will be strictly prohibited and is contrary to the Year Round Emergency Shelter Program's mission.
4. Policy for Drug Possession
Staff will have the right to refuse entrance to any client who is noticeably under the influence, exhibiting behavior that is inappropriate due to influence, or otherwise cannot follow the rules and expected behaviors of a client while participating in shelter activities. If alcohol, illegal substances, or paraphernalia are found in client's possession after they have completed entry paperwork and necessary security screenings, that client may be asked to exit the facility at the discretion of staff. They may be given a time frame of their next eligible readmission date. The illegal drug or alcohol will be disposed of and documented by two staff following written protocol in a Policy and Procedures Manual.
5. Security, Use and Access of Prescription Medications If a client has medications that must be administered throughout the evening/night or will be damaged by extreme heat or cold, they may retrieve them from a designated staff person. If a medication needs to be refrigerated, the medication will be packaged and labeled with person's name, bed number, and name of medication and placed inside a designated locked refrigerator.
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A client who qualifies and requests their medications to be stored in a locked area must sign an Agreement Form and will have access to the medications as soon as possible by their request to the staff on duty. The client will be responsible for requesting and taking their own medications within limits of how they are prescribed. Only the person whose name is on the medications will be able to retrieve them.
6. Client Use of Over -The -Counter Medications
Use and storage of over-the-counter medications follow the same policy and procedures of prescription medications.
7. Client Access to Emergency and Medical Care
Clients may have access to medical care at any time. Client should communicate to staff member on duty their need for medical care, if possible. Medical support may be accessed through local hospitals and visiting medical care providers if they are on -site.
If a client requires first aid items, they may access them from a shelter staff member at the service desk.
The staff member may assist the client in first aid care with client's permission, as he/she will be trained, and using universal precautions.
In case of a seizure, staff will be trained in appropriate safety precautions and will call support from 911 if seizure persists or causes bodily harm. If a client needs emergency or serious medical care, the staff on duty will call 911 and follow 911 procedures. In case of an injury, staff will not move the client. They will contact other staff, call 911, and if appropriate, check breathing and pulse and begin CPR if needed. One staff member or trained volunteer will attempt to keep the client comfortable and keep other clients away from immediate scene, while another staff member will wait for medical personnel, give medical personnel information about client, and direct them to client.
The Program Manager will be called as soon as possible. After client emergency or incident has been controlled, the lead staff member will complete an Incident Report form which will be sent to the Program Manager and higher -level staff as needed.
8. First Aid Equipment, Supplies and Procedures
Mercy House Staff will have first aid supplies available at all times. The first aid kit will be inspected monthly, updated as items expire, and re -stocked after each use. Staff members will be trained annually in universal precautions, first aid care, seizure, or Mental Health crisis. Any incident occurring at the Year Round Emergency Shelter Program requiring first aid will be documented in the daily report and an Incident Report will be prepared and sent to Program Manager and other higher -level staff as necessary.
9. Policies & Procedures for Disease Prevention
Mercy House will have protocols for prevention and treatment of certain diseases and conditions such as seizures, diabetic episodes, mental health episodes, lice, bed bugs, influenza, and other County of Orange Page 26 of 65 Mercy House Living Centers, Inc.
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communicable and contagious diseases. Universal precautions will be maintained at all times in handling of fluids, client clothing, laundry, and in all cleaning of premises.
When an accident or injury to an employee or client occurs or when there has been damage to Shelter property, staff will follow a set protocol, which includes:
• Immediately contacting Supervisor about the situation • Dealing with any injuries
• Securing the accident scene by obtaining names, addresses, and phone numbers of witnesses if possible, taking photos if possible, and noting any unusual circumstances • Recording all necessary information to complete a formal report • Not accepting any responsibility on behalf of Mercy House • Reporting all accidents or injuries within 24 hours to insurance carrier If a client shows symptoms of a contagious disease or other public health concern that might threaten another person, the client will be sent to the emergency room of a local hospital for diagnosis and treatment. If a client leaves due to disease, the bedding and client's clothes will be washed, bed cleaned, and bedding replaced on bed. Clothes and belongings will be stored in designated area and held for the maximum amount of time permitted. The Shelter will operate to conform to best health practices and concerns.
Universal precautions will be used for all handling of client possessions. Staff will follow hand washing techniques recommended by OC Health Department.
All staff will be tested for TB as required by OSHA standards and written in our Policy and Procedures handbook. If a client shows symptoms of tuberculosis, the client will be sent for medical diagnosis and asked to receive a TB test. All clients will be offered TB testing through the Medical Services on site as a community health benefit.
M. Food Policies
1. Provision of Nutritional Needs of Clients
Mercy House will provide a breakfast, lunch and hot dinner to each client every day. A 3rd party food provider will deliver meals. The on -site staff will work with the 3rd party provider to ensure that meals will be nutritious and balanced.
We will include as part of our in -kind donation strategies, opportunities for food donations and partnerships with local food banks. We will also work with community and church partners and existing community meal service programs to offer opportunities to feed the homeless individuals at the shelter.
Tables will be set up for meals in the dining area of the Shelter at the scheduled meal times.
Food will be served at designated times of operation for registered shelter clients only.
2. Meeting the Health Department Standards
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Mercy House and its Food Coordinator will meet all OC Health Department standards. Inspections will be completed by the Health Department and any changes will be made if indicated.
3. Provisions for the Sanitary Storage and Preparation of Food The Phase I Year Round Emergency Shelter Program will have limited space for storage of dry foods, refrigerated foods, frozen foods, and supplies. Separate refrigerator/ freezer space should be available for client medications. Mercy House will provide extra refrigeration and freezer appliances as needed to supplement safe storage of food, if space is available.
All storage areas will be cleaned on a planned schedule and outdated food will be disposed of. There will be a rotation schedule for storage and use of food in freezer, refrigerator, and dry goods pantry that maximizes use of food so that it does not become outdated.
N. Transportation Policies
The policies for travel to and from the Year Round Emergency Shelter Program will be designed to support client needs and minimize potential impact on the adjacent residential neighborhood and businesses.
The following transportation measures will be implemented:
1. Transportation Flow On and Off Property
Mercy House will create a plan for safe and effective flow of traffic on and off the property based on the schematics of the shelter grounds and surrounding neighborhood. Considerations should include provisions for pedestrian, bicycle, personal transportation and shuttle services.
2. Pedestrian Traffic
The shelter will operate by bed reservation only and no walk-ins will be accepted. The clients will be expected to utilize the transportation options that will be provided to them by Mercy House.
No walk-up policy will be posted and disseminated throughout the community.
Any individual that does walk-up will receive information on how to make a bed reservation and be provided transportation to a self -directed location out of the surrounding area to return only when the established reservation protocol has been followed.
3. Bicycle Traffic and Parking
A bicycle rack will be provided in a secured outdoor area. Bike locks will be encouraged but are the responsibility of the client to obtain. Bus and shuttle transportation vehicles will be designed to transport bicycles to mitigate foot traffic to the facility.
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4. Shuttle Transportation Services
Access to the shelter will be provided by shuttle transportation services. Mercy House will work cooperatively with city and county officials, OCTA and other stakeholders to provide the most cost- effective means for providing transportation to and from the shelter.
It is recommended that there be up to three (3) designated pick up locations that provide ample geographic range for qualified clients seeking shelter services. Locations will be selected by the host city/police department and/or in collaboration with neighboring police departments. Mercy House will not drop-off/pick-up other than at agreed upon locations.
Daily shuttles (public if bus routes allow for drop off at site or private if this is required by location of the site) will be provided to transport all screened clients to the Shelter Site. Security staff will be at each location to ensure only prescreened clients with bed reservations receive transportation to the shelter.
Security staff will also conduct random daily checks of 1 mile diameter to shelter and drop-off/pick-up locations to enforce shelter rules and avoid loitering and homeless congregations.
To avoid, long term loitering at the shuttle pick up areas, clients may arrive at the Shuttle Stop fifteen (15) minutes before the shuttle departure time.
Drop-off/pick-up locations are an extension of the shelter and thus any violation such as loitering constitutes a violation of the shelter rules which will be strictly enforced.
The shuttles will provide a pick-up at 4:00 PM, transporting new and returning clients. Prospective new clients must be present at designated pickup locations at 4:00 pm or risk forfeiting their bed.
A second shuttle will provide pickups at 7:00 PM, transporting new clients on the daily waiting list and/or returning clients.
In the case of special circumstances, and only if arrangements have been communicated by the client to their Employment and Housing Navigator and/or bed reservation staff the prior evening, returning clients who are unable to return to the shelter at the designated time and utilize the second shuttle may use alternate public transportation to return to the Year Round Emergency Shelter Program.
Each morning, two shuttle services will be provided for clients who desire to leave the shelter for employment and other personal appointments. Scheduled times will be at 6:00 AM and 10:00 AM.
5. Personal Vehicle Transportation and Parking
The Shelter parking lot will be available to Shelter staff. Volunteers, vendors, and community visitors may also park their vehicles in Year Round Emergency Shelter Program lot while at the facility.
Vehicles eligible to park in the Year Round Emergency Shelter lot will be listed on the Vehicle Parking Form by license plate and client name. Vehicles in lot overnight must be registered on this log each night. Security staff will include the parking lot during security rotations.
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Mercy House also has the right to tow any vehicle found parked in undesignated areas outside the shelter in the surrounding neighborhoods.
6. Staff Transportation of Clients
Shelter staff members will not be permitted to transport clients under any circumstances in their personal vehicles. Only designated staff in shelter owned/operated or contracted vehicles may transport clients.
7. Delivery of Shelter Goods and Community Donations
Deliveries for shelter goods and community donations will be dropped off in a designated area. The planned location for these designated drop-offs will take into consideration pedestrian, bike and other vehicle traffic routes to minimize safety risks and impact to the shelter site and surrounding area.
It is anticipated that delivery of goods from contracted vendors will occur approximately 3xs weekly. The delivery of community donations by private donors will occur approximately 3xs daily during designated donation drop-off times. We anticipate that no trucks larger than 26' will be entering the property.
All deliveries of goods and/or donations will occur between the hours of 10AM-4PM.
O. Financial Policies
1. Financial Requests from Clients
Financial requests from clients must be requested and received through their Employment and Housing Navigator and/or through Service Provider Partners if one is on -site. Clients will sign a designated log when they receive the requested item (bus pass, clothing/food voucher, etc.). All bus passes and/or vouchers must be kept in a locked safe in a locked office or closet at all times when not in use.
Mercy House and/or any Service Provider partners may offer these financial assistance opportunities to clients, when available and must establish priority levels and/or other fair means for distribution.
Neither Mercy House nor any of our Service Provider partners will not be obligated to fulfill financial requests that they receive from clients.
2. Client Possessions and Funds
The Shelter staff will handle no client monies. Clients with funds that they keep while at the Shelter will be responsible for their security and safety. It will be encouraged by staff for clients not to have funds on site, and to store wallet, electronic devices, and any cash in appropriate locked storage. Mercy House will have a policy of not being responsible for lost or stolen items that is included in a Policy and Procedures Manual, listed in the signed Rules agreement, and read nightly when rules will be reviewed beforeintake.
Clients will not be permitted to give cash to staff at any time, for any reason.
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3. Annual Outside Audit
Contained in Operator Agreement with the County.
4. Financial Reports Review
Contained in Operator Agreement with the County.
P. Legal Policies
1. Policy for Compliance with Local Laws
Mercy House will follow all OC Health Department and Fire Code requirements, and has staff trained for food handling, CPR, fire drills and other disaster evacuation procedures. All of our employees will work cooperatively with local law enforcement to communicate any breaking of laws by clientele while on its premises. Additionally, Shelter staff and management will cooperate with law enforcement agencies on investigations for persons wanted for crimes as much as is possible while maintaining policies on client confidentiality.
2. Policy for Compliance with Labor Laws
Mercy House will comply with all required labor laws. OSHA training and reviews will be done during staff meetings on a quarterly basis. OSHA flyers will be posted in administrative offices.
Our pay wages will be at or above minimum wage. Employee breaks, meals, and overtime will be monitored legally and compensated as needed. Mercy House will be contracted with a company to examine any work injuries. The proper incident reports, Workmen's Compensation forms, and requirements will be completed.
Q. Non -Discrimination Policies
Mercy House will adhere to a policy of non-discrimination, which will be stated in its Policies and Procedures Manual. No form of discrimination will be allowed in the provision of client care based on age, race, color, religion, sex, sexual orientation or gender identity and expression, marital status, geographic, national or ethnic origin, HIV status, disability, or veteran status.
1. Policy for Compliance with Americans with Disabilities Act Mercy House will comply with appropriate standards of The Americans with Disabilities Act (ADA). Staff will be trained about and will be cognizant of any physical disability upon entrance of the client and will assist as needed to conquer any barriers from the structure of the building. Staff will receive training to work appropriately with persons with disabilities. All persons will be treated with dignity, value, and worth.
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2. Gender -Specific Programming Policy
Persons accessing the Year Round Emergency Shelter Program services will be identified by the gender identification for which they choose. Staff will provide beds to persons of gender identity, expression and sexual orientation with due regard to privacy and client rights. Bathrooms and showers will be constructed with equal privacy for all clients, regardless of sexual orientation, expression, or identity. All programs and services will be available with the dignity of all clients as highest priority.
3. Sexual Harassment Policy
All clients, volunteers, and employees should be able to coexist at the Year Round Emergency Shelter Program in a trauma informed care environment, free from sexual harassment and inappropriate sexual behavior.
The Shelter will have a zero tolerance policy for sexual harassment and inappropriate behavior of a sexual nature. No sexual harassment will be tolerated by anyone on the facility grounds - including by staff, volunteers, or clients. Clients, staff, and volunteers will be notified if, within the sole discretion of Mercy House's Management, any of their remarks, advances, gestures, or attire constitutes sexual harassment toward any person in the Year Round Emergency Shelter facility.
Anyone who believes he or she has been the subject of any such behavior will be urged to report it to the staff or supervisor immediately. A report will be completed and taken to appropriate staff or supervisor for resolution. Reported incidents will be investigated on a confidential basis. Provisions will be instituted to guard the safety and emotional health of persons who have been victims of a reported incident. After proper review, a person found to have engaged in sexual harassment or inappropriate behavior of a sexual nature will be subject to disciplinary action including possible immediate exit from program or termination from employment.
4. Policy Regarding Sex Offenders
Mercy House will maintain strict requirements for the safety of children and vulnerable adults. Staff and volunteers will be trained in sex abuse definitions, sex offender policies, child abuse, and vulnerable adult abuse. All employees must review this training yearly and be certified to have passed its standards.
Mercy House will follow federal law requirements in reporting sex offenders. All clients will be screened for sex offenses through the National Megan's Law database. Screening will be conducted at the time of reservation; no potential participants with a registered sex offense will be allowed on the bus/shuttle or admitted as clients.
R. Confidentiality Policies
1. Personal Confidentiality
People seek help from emergency shelters at a difficult time in their lives. Their need for service and the help that can be given is determined through sharing of factual and personal information. For this to be County of Orange Page 32 of 65 Mercy House Living Centers, Inc.
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effective, every client must be able to trust that every staff member and volunteer hold confidential the shared information.
Therefore, Mercy House and its staff will keep strict confidentiality practices as written in Confidentiality Policy. These practices include:
1) Fact of Participation: The fact that an individual is or has been a participant in the Year Round Emergency Shelter program should not be disclosed except as may be specifically defined.
Inquiries by visit, telephone or letter regarding a participant in the program should be answered with the statement that information as to whether a particular person is or has been in residence cannot be divulged; that if in fact the individual is in residence, they will be advised of the inquiry, and that, at their discretion, they will or will not communicate with the inquirer. 2) Disclosure to Other Agencies: Disclosure of client information to other social service agencies, whether on a referral to or from the agency, generally may be permitted only with the person's written consent. Information is to be withheld where enjoined by law and where by contract Mercy House has agreed to maintain the confidentiality of client records (as under the Privacy Act.)
Disclosure of information relating to program participants should not be made to employers, credit agencies, unions or other similar organizations, except at the request, and with the consent of the participant.
3) Information to the Client: In some situations it may be required by law to disclose to the participant information contained in his/her own case record. Information disclosed should be limited to that which is included in the formal case record. The formal case record should contain factual information, not counselor notes and observations. Information provided by other agencies should not be shared.
4) Law Enforcement Agencies: All requests for information regarding clients originating from law enforcement agents, should be referred to Mercy House's acting Legal Department. Before any action is taken on any legal request, a staff member or program manager should contact their Legal Department as there are boundaries in place to determine the sharing of information with law enforcement personnel according to its policies on client confidentiality (as stated in the Mercy House's Policy Manual) and applicable law.
When an arrest warrant or a search warrant has been issued by a court after a showing of probable cause, if such a warrant is presented to the facility relating to a client in the residence, staff will cooperate with the law enforcement agency in making the arrest or the search, preferably in a manner which will involve the least disruption of the program at the facility. 5) Written Consent: If there is any doubt as to whether client information should be disclosed, the consent of the client should be first obtained, except as otherwise required by law. The consent County of Orange Page 33 of 65 Mercy House Living Centers, Inc.
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will be in writing on a Release of Information form and should identify the information to be disclosed, the person or agency to whom it will be disclosed, and the purpose of the disclosure, and the period of time during which authorization is granted. 6) Abuse Reporting: Mercy House and its staff will comply with all state and municipal laws requiring reporting to governmental agencies of instances of child abuse, domestic violence and elder abuse. Staff will report any suspicion or evidence of child abuse or vulnerable adult abuse according to law's requirements. All staff persons at the shelter will be mandatory reporters. An incident report will also be completed and submitted to the Program Manager and any higher - level staff as needed. All staff will be trained at time of hire to spot signs of abuse and to properly document and report it. Training will be repeated annually. 7) Harm to Self or Others: If a client at the shelter program shares with a staff person a viable threat to do harm to self or another, the terms of confidentiality can be revoked, as in the case of suicidal or homicidal admittance.
2. Database Confidentiality Policies
Only trained Intake staff, Employment and Housing Navigators, and management staff will be authorized to access the HMIS Database. Each staff person will have a separate password for entry. Staff is only to use computers that are authorized and HMIS compliant. No persons without a username and password set up by Mercy House's IT department should have access to staff -only computers.
3. Exceptions to the Confidentiality Policy
All clients will be informed that when the law requires Management to disclose client -related information, such as to prevent danger to self or others or to report child and elderly/vulnerable adult abuse, Staff will do so.
S. Grievance Policies
The grievance procedure will be applicable for any conflicts or disagreements between clients and clients and clients and staff. For example, the grievance process may be employed to address disruptive behavior or appeal incorrect formal action. However, in no way does the grievance procedure suspend the rules or consequences established in the Shelter Rules signed upon entering the program. Clients will have the right to file a grievance without the fear of harmful repercussions from staff or other residents.
1. Receiving and Posting
The Grievance Procedure should be clearly posted in the Policy and Procedure Manual and available at the shelter facility. A client will be given a copy of the grievance procedure when a conflict has occurred that cannot be resolved satisfactorily between the client and a staff person or another client, or the client has a complaint about an event that occurred at the Shelter involving that client. The Grievance Policy Form will be read by the client and signed.
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2. Meeting with Staff
Once received, staff will decide at the earliest regular staff meeting which grievances warrant a meeting.
If needed, a formal grievance meeting will be called, headed by the Program Manager or their assistant.
Prior to this meeting, the client defendant will be given a copy of the grievance so he/she may prepare to respond to the grievance.
At the grievance meeting, the plaintiff will begin stating his/her case. The defendant will then respond.
All present will be allowed to ask questions of either the plaintiff or defendant. The burden of proof rests with the plaintiff. All decisions will be binding and after the formal grievance procedure has been completed, staff and residents will be expected to regard the matter as settled and in the past.
If a client expresses a concern or makes a complaint concerning their involuntary discharge, he/she may take the following steps:
• The client may request to discuss the matter with the Program Manager, who will make a decision on any corrective action required within the boundaries of his/her authority. When appropriate the Manager will notify higher -level staff. • If the client is still unsatisfied with the outcome, he may submit a request for intervention to the Mercy House Executive Director, who will acknowledge receipt within a reasonable time frame.
The Executive Director will take any corrective action required within 10 days and inform the client, in writing, of the resolution.
• Clients have the right to ask assistance of another person to speak on their behalf, or to helpfill out a grievance form.
• Client grievances will be reported in monthly program reports. The Executive Director or other Mercy House executive staff member entity review all grievances quarterly and/or annually, providing a level of review that does not involve the client about whom the complaint was made or the person who reached the decision.
• Grievances and resolutions should be documented in client file and incident reports
3. Whistleblower Policy
Clients should have several ways in which they may share a grievance — verbally or written, anonymous or through a third party. A suggestion and grievance box will be available in the common area and will be checked weekly by staff.
Confidentiality will be strictly kept between the person making the complaint and the Program Manager which will withhold information internally to the extent prudent where a complaint involves a staff member or volunteer. The Grievance Procedure will be clearly posted in the Policy and Procedure Manual and available at the facility.
SECTION II. STAFFING AND MANAGEMENT PLAN
A. Staff Policies
1. Hiring Policy
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Mercy House is an equal opportunity employer. A copy of its applicable Equal Opportunity and Affirmative Action Policy will be available in the Employee Handbook and through the Human Resources department of the Administrative Offices.
All staff positions and newly hired staff will be approved by the Program Manager and Directors and will be thoroughly vetted through a new hire process as outlined below.
2. Screening Procedure
Position openings will be posted on various employment networking websites. Potential applicants will be screened through a two-step interview process.
The first interview will be scheduled with the Orange County Program Director of Year Round Emergency Shelter Program, Services, and Outreach as well as the Program Manager of Year Round Emergency Shelter Program and Services. If deemed eligible, the applicant will conduct an interview with the Executive Director and Operations Director of the agency.
3. Acceptance Procedure
A completed application packet and staff letter of recommendation will be sent to the head of the Human Resources Department who conducts a thorough background check. Every potential applicant will be screened for active warrants, violent felony convictions, sexual offenses which require registration, and legal ability to work. Staff who will be in direct contact with clients will also be required to complete Tuberculosis screening as well as training for mandated reporting policies. The applicant must successfully complete all screening requirements before they will be able to begin working directly with clients.
Upon hire, the new employee will sign a job agreement form and will be provided a job description informational sheet for their records. They will also attend a general orientation program led by the Head of the Human Resources Department. This orientation will cover important topics, such as but not limited to, sexual harassment policies, and appropriate interactions with co-workers, volunteers, and clients. Training places a heavy emphasis on appropriate conduct between staff and clients will be expected to adhere to these practices when interacting with clients. Program Managers complete a more lengthy program -specific orientation process.
4. Staffing Policies for Safe Humane Environment
The Year Round Emergency Shelter Program will be staffed to provide the safest, most dignified environment for all clients. All staff will be easily identifiable and will be required to wear Mercy House - Approved shirts as well as name tags while on site.
It is recommended that a total of 4 full- time staff and up to 33 part-time staff at the Year Round Emergency Shelter Program. Staff will be scheduled to optimize safety of staff, volunteers and clients and to provide optimal coverage during hours of high volume.
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The Orange County Program Director of Year Round Emergency Shelter Program, Services, and Outreach will be responsible for the performance of all Year Round Emergency Shelter Program, Services, and Outreach Activities in Orange County. Their primary responsibilities include program management, development, and community relations, which includes supervising the Program Manager of the Year Round Emergency Shelter Program. They will oversee scheduling and coordination of all Shelter sites and services, implement new services, manage the budget, and assist in various aspects of staff's duties.
All Shelter operations and staff will be supervised by the full time Program Manager of Year Round Emergency Shelter Program and Services. The Manager will be a full time, salaried position with an Associate's Degree and at least 2 years of direct life experience working with long-term homeless, low income, and diverse populations. The Program Manager will be responsible for coordinating program services for the Year Round Emergency Shelter Program. Primary responsibilities include supervising support staff. This position may require the transportation of supplies. This position will report directly to the Orange County Program Director of Year Round Emergency Shelter Program, Services, and Outreach.
The Emergency Services Site Leader will be responsible for overseeing services and activities in the Year Round Emergency Shelter Program. They will oversee all shelter activities including logistics and client intake, oversee distribution of services, and assist in coordination of volunteers and supportive services.
They will provide support to staff during designated shifts and will assign tasks, oversee administrative duties that support program services. The Site Leader reports directly to the Year Round Emergency Shelter Program and Services Program Manager, reporting any staff or shelter issues as needed.
The Emergency Services Program Logistics Support Coordinator will be responsible for providing supportive services and logistical support to the Year Round Emergency Shelter Program during designated shifts. This position will require a flexible work schedule including weekend, morning, evening, and holiday shifts to provide optimal coverage during Shelter hours. This position will report directly to the Year Round Emergency Shelter Program and Services Program Manager. This position will assist with shelter setup and maintenance, general cleanliness and safety of facility, assisting and receiving orders from vendors, posting and updating signs and service calendars, and more as needed.
The Year Round Emergency Shelter Program Volunteer and Coordinator Concierge will be responsible for coordinating volunteer services for the Year Round Emergency Shelter Program. The volunteer coordinator will work directly with volunteers, conducts orientation, training and provides support to volunteers at the shelter.
The Employment and Housing Navigator position will require an Associate's Degree and at least 2 years of direct life experience working with long-term homeless, low income, and diverse populations and have working knowledge of mental health and addiction issues. The Employment and Housing Navigator will provide assistance to Shelter clients and conducts an individual assessment of needs, followed by provision of targeted services focused on returning individuals to permanent housing as quickly as County of Orange
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possible. The Employment and Housing Navigators will conduct the VI-SPDAT assessment, determine eligibility, enters assessment into Central Intake System for prioritization and linkage to housing provider, helps clients obtain necessary documents, and provides individuals with employment guidance and community resources. When clients are referred to other programs, the Employment and Housing Navigator provides a warm hand-off to the service provider.
The Year Round Emergency Shelter Program Intake Coordinator will be responsible for the reservations, intake, and data input and reporting for the Year Round Emergency Shelter Program. The intake coordinator assists clients and manages the HMIS and data reporting requirements. They will be responsible for managing the client reservation process, conducting diversion interviews, and ensure that HMIS data is complete.
The Year Round Emergency Shelter Program Food Coordinator will be responsible for coordinating and overseeing the preparation of meals for the Year Round Emergency Shelter. They will be responsible for planning the weekly menu and the cooking schedule, determining the amount of food and supplies as required for daily menus, following safety code, and adhering to strict health, safety, and sanitation standards.
The Emergency Services Overnight Coordinator will be a part time position that covers overnight shifts at the Year Round Emergency Shelter Program. They resolve conflicts and file incident reports as necessary, report violations and general events in the daily log. They also oversee the cleaning crew and conduct property checks. The Overnight Coordinator provides general support for clients, ensuring their safety during the night.
Volunteers will assist with daily ongoing operations of the shelter as needed. Volunteers will be needed 7 days per week to help both in the evening up to 8 volunteers (5-8pm , morning hours up to 4 volunteer (5-10am) and mid -day hours up to 10 volunteers (11-4). Volunteers will be assisting with set- up, clean-up, preparing and serving meals, intake, laundry, daytime activities, reservation calls, administrative duties and donations.
Volunteers will be assigned to duties that are appropriate for their age and activity level. It is important that volunteers be reliable and that staff treat them as a vital component of shelter operations.
All the positions requirements and descriptions will be available in the Shelter Operator's Human Resources Department and will be also made readily available to all staff. Please see attached job descriptions.
Recommended Daily Staffing
Overnight Logistics Coordinator
11:00 p.m.
- 7:00 a.m.
Overnight Logistics Coordinator
11:00 p.m.
- 7:00 a.m.
Overnight Logistics Coordinator
11:00 p.m.
- 7:00 a.m.
Morning Logistics Coordinator
5:00 a.m. -
1:00 p.m.
Morning Logistics Coordinator
5:00 a.m. -
1:00 p.m.
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Volunteer Coordinator/Concierge
7:00 a.m. -
3:00 p.m.
Site Leader
7:00 a.m. -
3:00 p.m.
Employ/ Housing Navigator
9:00 a.m. -
5:00 p.m.
Employ/ Housing Navigator
1:00 P.M. - 9:00 P.M.
Employ/ Housing Navigator
6:00 p.m. -
10:00 p.m.
Employ/ Housing Navigator
6:00 p.m. -
10:00 p.m.
Site Leader
5:00 p.m. -
11:00 p.m.
Volunteer Coordinator
4:00 p.m. -
9:00 p.m.
Intake Coordinator
2:00 p.m. -
8:00 p.m.
Intake and Data
2:00 p.m. -
8:00 p.m.
Intake and Data
2:00 p.m. -
8:00 p.m.
Reservation and Data
10:00 a.m.
- 3:00 p.m.
Food Coordinator / Cook
3:00 p.m. -
8:00 p.m.
Overnight Logistics Coordinator
5:00 p.m. -
11:00 p.m.
Overnight Logistics Coordinator
5:00 p.m. -
11:00 p.m.
*Program Manager will have a flexible schedule offering day and/or night support throughout the week as needed
B. Policies for Staff Training
All Year Round Emergency Shelter Program staff will be trained when hired in emergency evacuation, first aid procedures, mandated reporting policies, crisis intervention, and CPR procedures. This training will be repeated and updated annually and as needed. Staff may receive additional training on different topics as opportunities arise and are needed.
Each staff member also receives on -going in-service training in crisis management. Staff will also trained in Strength Based Approaches and positive communication skills. Each staff member will be required to attend annual training to update and improve their knowledge. Documentation of training will be kept in each employee's file by the Program Manager and is provided to the Head of Human Resources for filing, when appropriate.
Security staff will be provided sensitivity training to better equip them to work with homeless clients, and those in crisis.
1. Emergency Procedures - Evacuation, First Aid, and CPR, 911 Reporting Year Round Emergency Shelter Program staff will be trained in fire, earthquake, and chemical spill evacuation procedures when hired and annually. Evacuation drills with all staff and clients will be held and recorded quarterly. Evacuation protocols will be recorded at the Service Desk for reference.
Evacuation maps will be posted throughout the facility. All staff will be trained in first aid and CPR procedures annually. 911 reporting will be taught in orientation and reviewed annually. CPR certificates will be kept in staff files. Universal precautions will be followed.
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2. Safety Conduct - Prevention of Abuse, Crisis Intervention, Conflict Resolution Mercy House will have a required training program in prevention of child abuse, vulnerable adult abuse, child abuse reporting, and sexual harassment titled. Each staff will complete this training program annually. Certificates of completion will be recorded in Human Resource files.
Year Round Emergency Shelter Program staff will complete a course in conflict resolution and crisis intervention upon hire and annually. Documentation of completion will be recorded in staff file.
3. Appropriate Behavior for Dignity and Respect
Operations, Program, Administrative and Management staff will be trained in a Strengths Based Perspective model of client care. They will be trained regularly, including at time of hire, on the best methods of working with, treating, and responding to clients who have had difficult and traumatic life experiences. Each staff member will be expected to put these models to use in every interaction they have with clients and potential clients. Staff members will be offered training regularly and expected to participate actively. Notice of completion will be recorded in staff files, and each staff member should have access to this information in the readily -available staff handbook.
4. Communication
Shelter staff will undergo classes in communication skills — such as handling phone calls, confidentiality policies, crisis management and de-escalation of conflict. The communication skills will be reinforced through practice and reviewed at regular staff meetings as warranted. Courses covering topics such as communication skills with mentally ill persons, receptionist skills, communication with difficult people, and conflict resolution will be completed. This training should be done at least monthly and will provide more often, and individually, as needed.
S. Resources and Referrals
Operations, Program, and Employment and Housing Navigator Staff will be oriented to resources, homeless services, and organizations for collaboration and referral. They will also be highly trained staff to connect clients to the Coordinated Entry System, as a system designated Entry Point. Staff representatives will attend the Homeless Provider Forum, Case Management Forum, and Implementation Committees for the Ten Year Plan to End Homelessness in Orange County. Resource lists will be updated monthly and kept on -site.
Protocols for offering and accepting referrals from other agencies will be in place, reviewed by staff, updated, and kept in manual on -site.
6. Mental Health and Addiction Skills
All Program staff will attend mental health training events which include naming of symptoms, co- occurring diseases, de-escalation techniques, and safety protocols. This training will be done at time of hire and annually, or as necessary. Client speakers present workshops on various aspects of mental County of Orange Page 40 of 65 Mercy House Living Centers, Inc.
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health diagnoses, symptoms, and care. Staff will be trained in symptoms of drug abuse, and referrals for treatment. Recovery programs will be encouraged and off -site referrals will be made as appropriate.
Though sobriety will be not a requirement to stay in the shelter or participate in services, clients will be expected to be able to practice self -care, follow all rules and regulations, and behave appropriately and respectfully toward staff, volunteer, and other clients. Drug use while at the shelter will be prohibited and will result in immediate exit from the program.
7. Self - Care
Regular staff meetings will be held for all staff. Part of the purpose of these meetings will be communication and processing of stressors while working in the difficult environment of a large scale Year Round Emergency Shelter Program. Staff will be welcome to participate in team -building activities throughout the year, including holiday parties, and events with co-workers.
All staff will be trained in effective communication with coworkers and in proper techniques to address coworker harassment and stressors and will be made aware of the importance in practicing self -care.
Staff will be informed of an open-door policy with supervisors and the Head of the Human Resources department.
8. Annual Staff Evaluation and TrainingPlan
All staff will be evaluated by their direct supervisor at 90 days from their hire date and at semi-annual intervals. The evaluation form will be stored in the employee file held at the Human Resource office.
9. Documentation of Staff Training
Attendance of and participation in staff training will be recorded in each staff file by the Program Manager of Emergency and Shelter Services. Training required by all staff members will be also recorded in the Human Resources file to ensure each member's knowledge and information will be up-to-date.
C. Volunteer Policies
1. Selection, Screening, and Background Checks
The Year Round Emergency Shelter Program Volunteer Coordinator will actively recruit through a variety of sources, including schools, church groups, and community programs. Volunteer Coordinators will hold regular Volunteer Recruitment events in order to increase the number of volunteers that serve at the Year Round Emergency Shelter Program.
Individuals as well as groups will be invited to volunteer at the shelter. It is recommended that children 13 and older will be able to volunteer, however they must be accompanied by an adult or legal guardian and both adults and guardians must be registered to volunteer on the day they appear.
All potential volunteers will be screened for sex offenses and criminal background checks before being confirmed for volunteer duty.
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2. Orientation and Training
Mercy House will include a Volunteer Coordinator position(s) in its staffing plan to support volunteer coordination efforts at the shelter. The Volunteer Coordinator will handle scheduling, orientation and training of the volunteers.
Before beginning service, volunteers will be provided an Application and Agreement that includes information about volunteer duties, appropriate conduct with clients, staff, and other volunteers. Each volunteer will be required to sign this Agreement before they will be assigned a duty at the shelter.
Volunteers who do not agree with the requirements or refuse to sign will not be assigned a duty and will not be able to volunteer at the shelter.
Volunteers will sign up for an open position, time and date using online volunteer scheduling software.
Volunteer Coordinators will call and confirm volunteer's date and time and to provide them with the location of the shelter and any necessary important information.
Volunteers will be trained on -site at tasks by the Volunteer Coordinator on duty. Any tasks that require a trained staff member will be supervised by that staff member to ensure accuracy and cleanliness.
Volunteers will be given opportunities to attend community forums and events to receive more training about community resources and network with other community agencies.
Volunteers will be expected to adhere to a strict code of ethics and standards. Those found in violation of this code will be removed from the facility and may be limited in future volunteer opportunities.
The volunteer code of ethics includes the following:
a. Each volunteer must maintain a firm commitment to professional conduct Volunteers of the Year Round Emergency Shelter Program will be expected to maintain the highest level of moral, ethical, and professional conduct while at the site. Volunteers will not engage in verbal abuse, inappropriate jokes and stories, and or any type of inappropriate interaction with Year Round Emergency Shelter Program staff or clients.
b. Limiting Relationships with Clients
Volunteers will be prohibited from developing dual relationships with any clients they meet through their volunteer involvement at the Year Round Emergency Shelter Program. Examples of dual relationships include (but will be not limited to) a volunteer entering into a business, romantic, or sexual relationship with a client. Soliciting clients for their business will be strictly prohibited. Volunteers will be not allowed to be named as having authority to make decisions for a client under any type of power of attorney or other legal procedure.
c. Food and OtherSubstances
Volunteers will not consume any food items or drinks supplied by the Year Round Emergency Shelter Program while volunteering. Food and drinks will be purchased solely for the consumption of the County of Orange Page 42 of 65 Mercy House Living Centers, Inc.
OC Community Resources First Amendment FY 2016-18 Contract PS Contract #16-22-0037-PS 1 /25/2022 D2 Page 59 of 101
homeless clients. Volunteers must also commit to not consuming any type of illicit drugs on the property while volunteering. Volunteers who appear to be under the influence of any substance that impedes their ability to perform their duties safely and efficiently may be turned away. d. Discrimination
Volunteers will not discriminate against any client. They will not judge an individual based on their race, disability, religious preference, sexual orientation, color, age, veteran status, citizenship, ancestry, national origin or gender.
e. Volunteer Boundaries
Volunteers will be not permitted to loan or give money to clients, should not meet with clients outside of the Year Round Emergency Shelter Program without permission from program staff, and will be not allowed to drive clients in their vehicles.
f. Commitment
The Year Round Emergency Shelter Program will be reliant upon the work of volunteers. This commitment should be taken seriously. If a volunteer misses a shift without removing themselves from the schedule and giving notice, the volunteer may be limited or restricted from volunteering.
3. Identifiable Lines of Authority
Volunteers will be informed of identifiable lines of authority in their Application Packet.
Volunteers will defer to the Volunteer Coordinator on duty to give resources, referrals, and handle situations beyond their responsibility and volunteer agreement.
Volunteers will also have access to the Program Manager or lead staff member on site, for questions and grievances.
All volunteers will be provided with a name tag identifying them as such.
4. Descriptions of VolunteerTasks
The Year Round Emergency Shelter Program Volunteer Coordinators will ensure all volunteers will be provided with a task and description of any duties they might perform. Tasks and duties include, but will be not limited to:
M Assisting the Intake Specialist in registering and signing in clients at time of entry IN Setting up and breaking down tables for dinners and breakfasts M Distributing donations and hygiene items
M Organizing and setting up donations of clothing
IN Helping direct lines to donations and food
0 Serving meals, setting up snacks and drinks for clients County of Orange Page 43 of 65 Mercy House Living Centers, Inc.
OC Community Resources First Amendment FY 2016-18 Contract PS Contract #16-22-0037-PS 1 /25/2022 D2 Page 60 of 101
SECTION V. ATTACHMENTS
A. Job Descriptions
B. Shelter Client Rules
C. Volunteer Policies
County of Orange
OC Community Resources
1 /25/2022
First Amendment FY 2016-18 Contract PS Contract #16-22-0037-PS D2
County of Orange
OC Community Resources
1 /25/2022
ATTACHMENT A
JOB DESCRIPTIONS
First Amendment FY 2016-18 Contract PS Contract #16-22-0037-PS D2
Orange County Program Director of Year Round Emergency Shelter Program, Services and Outreach
Job Description
Introduction: O.C. Program Director of Year Round Emergency Shelter Program, Services, and Outreach is responsible for the performance of all Year Round Emergency Shelter Program, Services and Outreach Activities in Orange County. Primary responsibilities include program management, program development, and community relations. This includes supervising the Year Round Emergency Shelter Program Manager. This position requires a flexible schedule especially during the winter months (weekend, morning, evening and holiday shifts). This position may at times require transportation of supplies to shelter locations. The O.C. Program Directors report directly to the Operations Director.
Qualifications: Associate's Degree and at least 2 years of direct life experience working with long- term homeless, low income, and diverse populations and have a working knowledge of mental health and addiction issues. Possess a high level of tolerance and understanding for individuals who present for services with urgent multiple case management and health needs. Ability to perform crisis intervention as needed; clearly communicate information and instructions verbally and in written form; maintain a positive, professional and safe environment while on duty; and establish and maintain effective working relationships with others. Valid CA driver's license, proof of insurance and reliable vehicle is required.
Program Management and Development
Goal: Oversee the development and implementation of all program services for our Year Round Emergency Shelter Program to ensure quality delivery of services. 0 Maintain performance of existing shelterservices
0 Oversee the scheduling and coordination of all Shelter Sites 0 Ensure strong communication between Staff and Partner agencies 0 Oversee coordination of shelter activities and distribution of services 0 Provide monthly reports to the Operations Director
0 Develop new partnerships with other agencies in order to enhance our current services 0 Oversee implementation of newservices
0 Implement new services/year round, permanent facility 0 Manage Budget
• Oversee Purchases, Vendor Bids and MOU's
Staff Management
Goal: Manage Identified Staff facilitating optimal performance. 0 Manage and supervise Shelter Program Managers
• Assist in various aspects of staff'sduties
0 Provide support and guidance when necessary
0 Provide support for crisis/conflict intervention
0 Coordinate trainings and orientations when needed
0 Conduct Meetings monthly
0 Meet with identified staff individually when necessary 0 Review and evaluate performances
0 Conduct midyear and annual review
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OC Community Resources First Amendment FY 2016-18 Contract PS Contract #16-22-0037-PS 1 /25/2022 D2 Page 63 of 101
Outreach Services
Goal: Provide leadership in critical support in the development and implementation of Outreach Services
0 Brainstorm, research and assist in the development our outreach strategy 0 Oversee implementation of our outreach services including the Anaheim Check in Center and Costa Mesa Outreach Program.
0 Assist with Front Door Calls when necessary
Community Relations
Goal: Positively advance agencies reputation in the broader community. 0 Maintain active involvement with neighbors and program partners 0 Maintain active involvement with community service organizations Miscellaneous
0 Provide creative input to the Executive and Operations Directors 0 Participate in networking functions
0 Attend appropriate training workshop as needed
0 Attend appropriate house and staff meetings
0 Complete ad hoc projects as appointed by Supervisor
County of Orange Page 47 of 65 Mercy House Living Centers, Inc.
OC Community Resources First Amendment FY 2016-18 Contract PS Contract #16-22-0037-PS 1 /25/2022 D2 Page 64 of 101
Program Manager - Year Round Emergency Shelter Program and Services Job Description
Introduction: This Program Manager is responsible for coordinating program services for the Year Round Emergency Shelter Program and Multi -Purpose Center. This position requires dependability, responsibility, organizational skills; and strong written and verbal communication skills. Primary responsibilities include program management, program development, and outreach and community relations and reports to the O.C. Program Director of Year Round Emergency Shelter Program, Services, and Outreach Programs. This position includes supervising support staff and requires a flexible schedule (weekend, morning, evening and holiday shifts). This position may require the transportation of supplies. Fluency in Spanish is a significant value.
Qualifications: Associate's Degree and at least 2 years of direct life experience working with long- term homeless, low income, and diverse populations and have a working knowledge of mental health and addictions issues. Possess a high level of tolerance and understanding for individuals who present for services with urgent multiple case management and health needs. Ability to perform crisis intervention as needed; clearly communicate information and instructions verbally and in written form; maintain a positive, professional and safe environment while on duty; and establish and maintain effective working relationships with others. Valid CA driver's license, proof of insurance and reliable vehicle is required.
Year Round Emergency Shelter Program
Goal: Ensure that the Shelter and Multi -Purpose Center run smoothly and that we maintain accurate data and strong communication with community partners. 0 Oversee Client Services
0 Coordinate calendar and services provided by partner agencies 0 Support all aspects of operations including direct client services when necessary Ed Oversee the collection and distribution of donations 17 Assist with monitoring facility security and maintenance IN Ensure enforcement of our good neighbor policies
17 Assist with securing necessary resources
0 Oversee collection, input and distribution of intakes / summary sheets / reports IN Provide support with community resources and referrals 17 Develop new partnerships with other agencies in order to enhance our current services IN Manage program budget
17 Facilitate Resident Advisory Council and Partnership Meetings.
Management
0 Goal: Manage Identified Program Staff, Interns and Volunteers facilitating optimal performance.
0 Manage and supervise support staff in all of their duties • Assist in various aspects of staff'sduties
• Assist in coordinating and managing on -site volunteers 0 Assist in coordinating and managing special group events and holiday events Ed Provide crisis/conflict intervention
0 Coordinate trainings and orientations when needed
IN Conduct 90 day, midyear, and annual reviews
County of Orange Page 48 of 65 Mercy House Living Centers, Inc.
OC Community Resources First Amendment FY 2016-18 Contract PS Contract #16-22-0037-PS 1 /25/2022 D2 Page 65 of 101
Community Relations
0 Goal: Positively advance Agencies reputation in the broader community. 0 Maintain active involvement with neighbors and program partners 0 Maintain active involvement with community service organizations Miscellaneous
0 Must participate in networking functions and community meetings. 0 Attend staff meetings and training workshops as needed 0 Assist with general duties (stocking supplies, copies, fax, phone calls, etc.) • Enhance job performance by applying up-to-date professional knowledge gained by attending seminars and conferences and reviewing professional publications. 0 Perform ad hoc projects as appointed by Supervisor
County of Orange
OC Community Resources
1 /25/2022
First Amendment FY 2016-18 Contract PS Contract #16-22-0037-PS D2
Emergency Services Site Leader
Job Description
Introduction: The Emergency Services Site Leader is responsible for overseeing services and activities at the Year Round Emergency Shelter Program. Dependability, responsibility, and the ability to communicate effectively and respectfully are mandatory skills. Ability to work effectively with a diverse population; plan, organize and prioritize duties; maintain a positive, professional and safe environment while on duty; and establish and maintain effective working relationships with others This position requires a flexible work schedule including some weekend, morning and evening and holiday shifts. This position reports directly to the Year Round Emergency Shelter Program Manager. Fluency in Spanish is a significant value.
Qualifications: Possess a high level of tolerance and understanding for individuals who present for services with urgent multiple case management and health needs. Ability to perform crisis intervention as needed; clearly communicate information and instructions verbally and in written form; maintain a positive, professional and safe environment while on duty; and establish and maintain effective working relationships with others. Associate's Degree preferred but not required.
Shelter
0 Assist in the implementation of all shelter activities to ensure quality delivery of services. 0 Oversee all shelter activities including logistics and client intakes 0 Oversee distribution of services and all program services while on duty 0 Assist in the coordination of volunteers and support services 0 Oversee the organization of supplies and facilities needs Management
0 Goal: Support Identified Program Staff facilitating optimal performance. 0 Support shelter staff during designated shifts
• Assist in various aspects of staff'sduties
IN Assist in coordinating and managing special group events and holiday events 0 Provide crisis/conflict intervention
0 Communicate any staff or shelter issues to Program Manager.
Administration
0 Goal: Oversee administrative duties that support program services. 0 Coordinate supply and service needs
0 Assist with securing necessary resources
0 Assist with record keeping and reporting
Miscellaneous
0 Attend staff meetings and training workshops as needed 0 Assist with general duties (stocking supplies, copies, fax, phone calls, etc.) • Enhance job performance by applying up-to-date professional knowledge gained by attending seminars and conferences and reviewing professional publications. 0 Perform ad hoc projects as appointed by Supervisor
County of Orange
OC Community Resources
1 /25/2022
First Amendment FY 2016-18 Contract PS Contract #16-22-0037-PS D2
Year Round Emergency Shelter Program Intake Coordinator Job Description
Introduction: The Year Round Emergency Shelter Program Intake Coordinator is responsible for the reservations, intake, and data input and reporting for the Year Round Emergency Shelter Program.
The objective of this position is to help clients access our Year Round Emergency Shelter Program and to manage our HMIS data and reporting requirements. This position requires a flexible work schedule including some weekend, morning and evening shifts. Detail -oriented and computer proficient in Microsoft Word and Excel required. Dependability, responsibility, and the ability to communicate effectively and respectfully are mandatory skills. Fluency in Spanish is a significant value. This position reports to the Year Round Emergency Shelter Program and Services Program Manager.
Qualifications: Strong computer and data processing skills. Ability to work effectively with a diverse population; plan, organize and prioritize duties; clearly communicate information and instructions verbally and in written form; maintain a positive, professional and safe environment while on duty; and establish and maintain effective working relationships with others Possess a high level of tolerance and understanding for individuals who present for services with urgent multiple case management and health needs. Associate's Degree preferred but not required.
Year Round Emergency Shelter Program Services
0 Manage client reservation process
0 Conduct diversion interviews
0 Manage intake process
0 Maintain intake area and ensure daily forms and supplies are stocked and ready prior to shelter opening
• Supervise on -site reservation and intakevolunteers
• Collect client sign -in sheets and intake packets, counting and verifying signatures and enter client information on Daily SummarySheet
Program Data Entry and Reporting
0 Ensure HMIS intake forms are completed by clients and data is entered into the HMIS. 0 HMIS data quality management.
0 Responsible for entering all Bed Nights and Services into data base on a daily basis. 0 Scan and file intake packets and other pertinent documents daily. 0 Generate monthly, quarterly, and annual reports.
Miscellaneous
0 Participate in networkingfunctions
0 Attend staff meetings
0 Attend training workshops as needed
• Enhance job performance by applying up-to-date professional and technical knowledge gained by attending seminars and conferences and reviewing professional publications. 0 Perform ad hoc projects as appointed bySupervisor
County of Orange Page 51 of 65 Mercy House Living Centers, Inc.
OC Community Resources First Amendment FY 2016-18 Contract PS Contract #16-22-0037-PS 1 /25/2022 D2 Page 68 of 101
Employment and Housing Navigator
Job Description
Introduction: The Employment and Housing Navigator provides assistance to individuals that are literally homeless. This assistance includes an individualized assessment of needs, followed by provision of targeted services focused on returning individuals to permanent housing as quickly as possible. The Navigator will conduct an assessment, determine eligibility, enter assessment into Central Entry System for prioritization and linkage to housing provider, help client obtain documents required for housing placement, provide individuals with employment guidance and community resources.
Qualifications: Associate's Degree and at least 2 years of direct life experience working with long- term homeless, low income, and diverse populations and have a working knowledge of mental health and addiction issues. Possess a high level of tolerance and understanding for individuals who present for services with urgent multiple case management and health needs. Ability to perform crisis intervention as needed; clearly communicate information and instructions verbally and in written form; maintain a positive, professional and safe environment while on duty; and establish and maintain effective working relationships with others. Valid CA driver's license, proof of insurance and reliable vehicle is required.
Supportive Services
0 Provide assessment for client within seven days of entering shelter. 0 Determine eligibility and enter assessment into Central Entry System for prioritization and linkage to housing provider
0 Assist client with obtaining documents required for housing placement 0 While client is at the shelter provide employment linkage, benefits establishment, linkage to community providers for substance abuse, primary and mental health care, and all other services needed to assist clients in reaching their stabilization goals 0 While client is at the shelter provide strengths based case management and service coordination designed to assist clients in obtaining and maintaining stable housing 0 Conduct crisis and risk assessments in consultation with supervisor and case management team
• Provide crisis intervention services focused on enhancing the client's' ability to independently problem solve, utilize effective coping skills, and manage and self -coordinate own care
0 Provide warm hand off to selected housing provider ensuring a smooth transition from the shelter into housing.
Documentation
0 Maintain documentation standards as set forth by the program contract and program policies
0 Complete progress notes on every meeting withclient
0 Input accurate and complete data into HMIS and update snapshots to reflect client progress 0 Maintain confidential hard copy case files with all relevant documentation in the appropriate section
County of Orange
OC Community Resources
1 /25/2022
First Amendment FY 2016-18 Contract PS Contract #16-22-0037-PS D2
Emergency Services Food Coordinator
Job Description
Introduction: The Food Coordinator is responsible for coordinating and overseeing the preparation of meals for the Year Round Emergency Shelter Program. This position reports directly to the Year Round Emergency Shelter Program and Services Program Manager. Dependability, responsibility, and the ability to communicate effectively and respectfully are mandatory skills. Fluency in Spanish is a significant value.
Qualifications: High school graduate or equivalent education is preferred. Preference is given to persons with education in quantity cooking; Minimum one (1) year food service experience is desired. Have general knowledge of quantity food preparation and portioned serving. Must have verbal and writing abilities necessary to communicate and work effectively with various levels of staff and residents. Must have a willingness to perform routine and repetitive tasks with frequent interruptions and have an awareness of the requirement for careful handling and the economy of serving. Ability to read, understand, and follow recipe directions.
Food Services
0 Prepare weekly menu
0 Plan and initiate cooking schedule for food preparation to meet meal schedule. 0 Determine amount and type of food and supplies as required for daily menus. 0 Acquire necessary ingredients through donations or vendor 0 Assist with general cleanliness and safety of kitchen and dining area 0 Follow defined safety codes while performing all duties. 0 Maintain sanitation, health, and safety standards in work areas. 0 Assist with receiving and verifying orders from vendors, completing tally sheets 0 Manage meal preparations and oversee assistant cooks and volunteers 0 Prepare, season, cook and serve for assigned meal; ensure appropriate portioned servings according to portion control standards.
0 Taste and smell prepared food to determine quality and palatability. 0 Monitor temperature of hot and cold foods through food preparation and service to ensure that established temperature goals are met prior to steam table transfer 0 and maintained throughout
0 Supervise kitchen staff.
• Be knowledgeable of Federal, State, and facility's rules, regulations, policies and procedures.
Miscellaneous
IN Attend Staff Meetings and educational programs.
0 Complete ad hoc projects as appointed by Supervisor
County of Orange
OC Community Resources
1 /25/2022
First Amendment FY 2016-18 Contract PS Contract #16-22-0037-PS D2
Year Round Emergency Shelter Program Volunteer and Coordinator/Multi-Service Center Concierge
Job Description
Introduction: The Volunteer Coordinator is responsible for coordinating volunteer services for the Year Round Emergency Shelter Program. This position also provides support for the Multi Service Center. This position requires a flexible work schedule including some weekend, morning and evening shifts. Dependability, responsibility, and the ability to communicate effectively and respectfully are mandatory skills for this position. Fluency in Spanish is a significant value.
Qualifications: Strong computer and data processing skills. Ability to work effectively with a diverse population; plan, organize and prioritize duties; clearly communicate information and instructions verbally and in written form; maintain a positive, professional and safe environment while on duty; and establish and maintain effective working relationships with others Associate's Degree preferred but not required.
Volunteer Coordination
Goal: Maintain volunteer retention and satisfaction for the Year Round Emergency Shelter Program by ensuring that the volunteer services program is running in an organized manner to promote efficiency and order.
• Set up facility for volunteer activities
• Greetvolunteers
• Ensure that volunteers are easily recognizable while volunteering • Work with staff to assign volunteers to tasks that are vital to the success of the Shelter Program.
• Train volunteers to perform requiredtasks
• Ensure that all volunteers are effectively performing assigned tasks, staying on task and behaving appropriately
• Check in with volunteers on a regular basis to ensure volunteer satisfaction and resolve any conflicts that mayarise
• Assist with obtaining vol unteerfeedback
• Assist with volunteer recognition efforts
• Assist with program activities, as needed
Multi Service Center Coordination
• Open up facility for partneragencies
• Recruit and encourage participation by outside service providers • Oversee Multi Service Center service provider room reservation schedule • Ensure day-to-day operational functions of the Multi -Service Center • Troubleshoot facility or equipment issues
County of Orange
OC Community Resources
1 /25/2022
First Amendment FY 2016-18 Contract PS Contract #16-22-0037-PS D2
Administration
• Ensure that all volunteers have filled out necessary paperwork before they begin their volunteer service
• Ensure that all volunteers sign -in and out for each shift • Responsible for making sure all volunteer hours and logged and entered into the data system
• Help to facilitate Service Provider Advisory Board Meetings, as needed • Assist with general duties (stocking supplies, copies, fax, phone calls, etc.) • Enhance job performance by applying up-to-date professional knowledge gained by attending seminars and conferences and reviewing professional publications. • Perform ad hoc projects as appointed bySupervisor.
County of Orange
OC Community Resources
1 /25/2022
Page SS of 65 Mercy House Living Centers, Inc.
First Amendment FY 2016-18 Contract PS Contract #16-22-0037-PS D2
Year Round Emergency Shelter Program Volunteer Coordinator Job Description
Introduction: The Volunteer Coordinator works in conjunction with the Volunteer and Multi -Service Center Coordinator and is responsible for coordinating volunteer services for the Year Round Emergency Shelter Program. This position also provides support for the Multi Service Center. This position requires a flexible work schedule including some weekend, morning and evening shifts.
Dependability, responsibility, and the ability to communicate effectively and respectfully are mandatory skills for this position. Fluency in Spanish is a significant value.
Qualifications: Strong computer and data processing skills. Ability to work effectively with a diverse population; plan, organize and prioritize duties; clearly communicate information and instructions verbally and in written form; maintain a positive, professional and safe environment while on duty; and establish and maintain effective working relationships with others Associate's Degree preferred but not required.
Volunteer Coordination
Goal: Maintain volunteer retention and satisfaction for the Year Round Emergency Shelter Program by ensuring that the volunteer services program is running in an organized manner to promote efficiency and order.
• Set up facility for vol unteeractivities
• Greetvolunteers
• Ensure that volunteers are easily recognizable while volunteering • Work with staff to assign volunteers to tasks that are vital to the success of the Shelter Program.
• Train volunteers to perform requiredtasks
• Ensure that all volunteers are effectively performing assigned tasks, staying on task and behaving appropriately
• Check in with volunteers on a regular basis to ensure volunteer satisfaction and resolve any conflicts that mayarise
• Assist with obtaining volunteerfeedback
• Assist with volunteer recognition efforts
• Assist with program activities, as needed
Administration
• Ensure that all volunteers have filled out necessary paperwork before they begin their volunteer service
• Ensure that all volunteers sign -in and out for each shift • Responsible for making sure all volunteer hours and logged and entered into the data system.
Miscellaneous
• Attend staff meetings and training workshops asneeded • Assist with general duties (stocking supplies, copies, fax, phone calls, etc.) • Enhance job performance by applying up-to-date professional knowledge gained byattending seminars and conferences and reviewing professional publications. • Perform ad hoc projects as appointed bySupervisor.
County of Orange Page 56 of 65 Mercy House Living Centers, Inc.
OC Community Resources First Amendment FY 2016-18 Contract PS Contract #16-22-0037-PS 1 /25/2022 D2 Page 73 of 101
Emergency Services Program Logistics Support Coordinator Job Description
Introduction: The Logistics Program Coordinator is responsible for providing supportive services and logistical support to the Year Round Emergency Shelter Program during designated shifts. This position requires a flexible work schedule including some weekend, morning and evening and holiday shifts. This position reports directly to the Year Round Emergency Shelter Program and Services Program Manager. Dependability, responsibility, and the ability to communicate effectively and respectfully are mandatory skills. Fluency in Spanish is a significant value.
Qualifications: Possess a high level of tolerance and understanding for individuals who present for services with urgent multiple case management and health needs. Ability to perform crisis intervention as needed; clearly communicate information and instructions verbally and in written form; maintain a positive, professional and safe environment while on duty; and establish and maintain effective working relationships with others.
Shelter Support
• Assist in the implementation of all shelter activities to ensure quality delivery of services. • Assist with shelter setup and maintenance
• Assist with general cleanliness and safety of facility including emptying trash cans and cleaning -up spills.
• Assist with receiving and verifying orders from vendor's, completing tally sheets • Post and update signs and service calendars
• Audio Equipment set up and monitoring
• Assist in the organization of supplies and facilities needs Administration
Goal: Oversee administrative duties that support program services. • Assist with keeping detailed daily summarysheets
• Assist with record keeping and reporting
Miscellaneous
• Assist with client services and program activities if necessary • Complete ad hoc projects as appointed by Supervisor
County of Orange
OC Community Resources
1 /25/2022
First Amendment FY 2016-18 Contract PS Contract #16-22-0037-PS D2
Emergency Services Overnight Coordinator
Job Description
Introduction: The Overnight Coordinator is a part time position that covers overnight shifts at the Year Round Emergency Shelter Program. Dependability, responsibility, and the ability to communicate effectively and respectfully are mandatory skills. The position's primary responsibilities include security and program support. This position would include overnight shifts including weekends and holidays. The Overnight Coordinator reports directly to the Year Round Emergency Shelter Program and Services Program Manager.
Qualifications: Possess a high level of tolerance and understanding for individuals who present for services with urgent multiple case management and health needs. Ability to perform crisis intervention as needed; clearly communicate information and instructions verbally and in written form; maintain a positive, professional and safe environment while on duty; and establish and maintain effective working relationships with others.
Security
Goal: Maintain safety and serenity of residents protecting against external and internal disruptions. • Provide staff presence during assigned shifts
• Resolve any conflicts and file incident reports when necessary • Report violations and general events in dailylog
• Provide necessary emergency support / follow emergency procedures • Oversee cleaning crew
• Conduct property checks
• Communicate potential concerns with Security Staff to ensure staff and client safety.
Program
Goal: Assist Program Manager with program functions and activities. • Provide general support forclients
• Observe and report concerns
• Provide support for on-sitevolunteers
• Supervise evening and morning activities
• Organize morning coffee and food
County of Orange
OC Community Resources
1 /25/2022
First Amendment FY 2016-18 Contract PS Contract #16-22-0037-PS D2
County of Orange
OC Community Resources
1 /25/2022
ATTACHMENT B
SHELTER CLIENT RULES
First Amendment FY 2016-18 Contract PS Contract #16-22-0037-PS D2
EMERGENCYSHELTER
CLIENT RULES
Welcome to the emergency shelter program. The Shelter Staff and Volunteers are working very hard to make your stay safe and comfortable. As a client of the program, you must agree in writing to follow these rules at all times:
1. Sign -in at the Shelter begins at 5:00 PM and ends at 8:00 PM. Clients will NOT be allowed entry into the Sleeping Area before 6:00 PM. Clients will NOT be allowed entry into the Sleeping Area after 8:00 PM. Clients may not leave the Sleeping Area after signing in for any reason. If you leave, you will forfeit your bed. No exceptions. (This policy includes but is not limited to going outside to retrieve personal belongings, cigarettes, etc.)
2. Priority will be given to clients who take the shuttle bus to and from the Shelter each day.
3. Alcohol and drugs are NOT permitted in or around the Shelter Property and they will be confiscated if found. At the discretion of the Site Leader or Management, you may be excluded from the program for that night, or possibly terminated for the remainder of the season.
4. No weapons or objects that may be perceived as weapons are permitted. If found, they will be tagged by security and kept until you leave. Anyone with a concealed weapon will be immediately excluded from the program.
5. We reserve the right to search all applicants for weapons (or items that could be used as weapons), alcohol, and illegal drugs.
6. All prescription medication must be checked in with security upon entering the shelter building in its original container. No medicinal marijuana will be checked -in without a valid Medicinal Use Card and must be 8 oz. or less.
7. Photo ID's are required of all registered clients. Shelter Staff will take photos and thumbprints to produce program ID's for clients, and for security reasons, if necessary. By entering this program, you give your consent tothis.
8. All Clients must complete and Intake and check in as well as complete all appropriate paperwork with Shelter Staff.
9. Showers are strongly recommended for all shelter clients. Showers may be required if lack of personal hygiene becomes a risk to the health & safety of the population. Only 1 towel will be given for showers. Clients MUST sign to receive one, and sign to return one.
10. No smoking inside the shelter. There is a designated smoking area outside the shelter. Smoking is only permitted in the designated area while staff or security is present. E-Cigarettes and Vaporizers will not be allowed at the shelter.
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11. Lights go out at or around 10:00 PM. Clients must remain at their beds after lights out.
12. The early wakeup call is at 5:00 AM. Coffee and breakfast is provided to clients between 5 and 8 AM. Clients are expected to be out of bed by 9:00am unless special arrangements have been made due to overnight work or illness. No one is allowed in the Sleeping Area from 9:00 AM to 6:00 PM.
13. In public areas, shirts, pants are mandatory for men and women at all times; socks and shoes are strongly encouraged.
14. The evening meal is served from 6:00 PM to 9:00 PM. Please clean up around your area after you eat, and wear shoes when in the meal line. Should you have a spill, please notify staff immediately.
15. A Cell Phone charging Station will be available for clients to use during designated hours.
Clients are NOT allowed to use ANY unauthorized electrical outlets for any reason.
16. Any undesignated parking either on or off the property is subject to being towed at the owner's expense.
17. A limited amount of storage is available for each client. Shopping carts, excessive luggage/bags, etc. will not be allowed in theshelter.
18. No children under 18 years of age will be admitted into the shelter unless a verifiable parent or guardian is present. If a client is an emancipated youth, official documentation proving emancipation must be presented at time of intake.
19. There is a women's section and a men's section for sleeping. Women are not allowed in the men's section, and men are not allowed in women's section. A family section is available for families with minor aged children. Clients without a dependent minor aged child(ren) are not allowed in the family'ssection.
20. Only the Site Leader or Manager on duty can expel / prevent any clients from staying at the shelter. Any conflicts between clients should be brought to the attention of the staff immediately. If you are asked to leave and you do not, it is a trespass on County property.
21. Clients can only reserve beds for themselves. Do not put any of your items on another bed to reserve a space.
22. Donations will be handed out in an orderly fashion by the staff & volunteers. Clients will not interfere with donations being brought in or the distribution of donations.
23. The Shelter Program operates as clients of the city in which it is located. As a result, all clients are expected to be Good Neighbors and have an obligation to comply with all state and local laws County of Orange Page 61 of 65 Mercy House Living Centers, Inc.
OC Community Resources First Amendment FY 2016-18 Contract PS Contract #16-22-0037-PS 1 /25/2022 D2 Page 78 of 101
and/or ordinances and shelter rules and behave in a courteous manner at all times. Complaints from residents, business owners, or public officials may result in warnings to the clients and expulsion from the Shelter program.
24. Any threats or acts of violence such as loud and disruptive behaviors, threats, fighting, etc. towards staff, volunteers, security or other clients will result in immediate expulsion.
25. Neither Shelter, nor any of its vendor/partners are in any way responsible or liable for lost, stolen, or damaged items that clients bring onto premises. IT IS THE CLIENTS' RESPONSIBILITY TO
TAKE ALL PERSONAL BELONGINGS WITH THEM UPON EXITING THE PROGRAM, AND TO CLAIM THEIR ITEMS FROM THE SECURITY CHECK -IN WHEN THEY LEAVE THE PROPERTY. ANY ITEMS LEFT BEHIND MAY BE DISCARDED.
26. Cash is never to be given to Staff, Volunteers or Interns at ANY time.
As a result of signing this form, 1 have read and do understand that neither Shelter, any of its volunteers, service providers, Security, or any of the vendors providing services for the Year Round Emergency Shelter Program will be responsible for any loss, theft, or damage to personal property including, but not limited to, Bicycles, Carts, Luggage, Cell Phones and other items that are brought onto the program property. 1 understand that program rules may change as necessary and that 1 am required to abide by any amended rules and protocols as they are created. 1 have read the above and agree to follow the Shelter rules.
Name (please print):
Signature:
County of Orange
OC Community Resources
1 /25/2022
Date:
First Amendment FY 2016-18 Contract PS Contract #16-22-0037-PS D2
County of Orange
OC Community Resources
1 /25/2022
ATTACHMENT C
VOLUNTEER POLICIES
First Amendment FY 2016-18 Contract PS Contract #16-22-0037-PS D2
Emergency Shelter Volunteer Policies
1. Each volunteer must maintain a firm commitment to professional conduct Volunteers of the Emergency Shelter are expected to maintain the highest level of moral, ethical, and professional conduct while at the site. Volunteers will not engage in verbal abuse, inappropriate jokes and stories, and or any type of inappropriate interaction with Emergency Shelter staff or clients.
2. Relationships with Clients
Volunteers are prohibited from developing dual relationships with any clients they meet through their volunteer involvement at the Emergency Shelter. Examples of dual relationships include (but are not limited to) a volunteer entering into a business, romantic, or sexual relationship with a client. Soliciting clients for your business is strictly prohibited. Volunteers are not allowed to be named as having authority to make decisions for a client under any type of power of attorney or other legal procedure.
3. Food and Other Substances
Volunteers will not consume any food items or drinks supplied by the Emergency Shelter while volunteering. Food and drinks are purchased solely for the consumption of the homeless clients.
Volunteers must also commit to not consuming any type of illicit drugs on the property while volunteering. Volunteers who appear to be under the influence of any substance that impedes their ability to perform their duties safely and efficiently may be turned away.
4. Discrimination
Volunteers will not discriminate against any client. They will not judge an individual based on their race, disability, religious preference, sexual orientation, color, age, veteran status, citizenship, ancestry, national origin or gender.
5. Volunteer Boundaries
Volunteers are not permitted to loan or give money to clients, should not meet with clients outside of the Emergency Shelter without permission from program staff, and are not allowed to drive clients in their vehicles.
6. Commitment
The Emergency Shelter is reliant upon the work of volunteers. This commitment should be taken seriously. If a volunteer misses a shift without removing themselves from the schedule and giving notice, the volunteer may be limited or restricted from volunteering.
County of Orange Page 64 of 65 Mercy House Living Centers, Inc.
OC Community Resources First Amendment FY 2016-18 Contract PS Contract #16-22-0037-PS 1 /25/2022 D2 Page 81 of 101
CONTRACT FOR PROFESSIONAL SERVICES
TYPE OF SERVICES
THIS "CONTRACT" is entered into by and between the "Parties" as of ("Contract Date").
1.0 THE "PARTIES"
The "City":
CITY OF VISTA, a chartered municipal
corporation
200 Civic Center Drive
Vista, CA 92084
Working Contact: workingname
Billing Contact: billingname
2.0 BASIC TERMS
The "Contractor"
NAMEX, statusx
Address1
Address2
Contact: contactname
2.1 The "Services" to be performed by Contractor are set forth in the Request for Proposals attached as Exhibit A.
2.2 The "Required License" for the Services is: type.
2.3 Contractor, an entity holding the Required License, desires to enter into this "Contract" with City for the Services.
2.4 The "Project" for which the Services are required is described in Exhibit A.
2.5 Contractor has submitted to City a Proposal to perform the Services dated proposaldate ("Exhibit B").
2.6 The "Contract Ceiling Price" is: pricex
2.7 Any references in Exhibit A or Exhibit B to "Consultant" shall mean Contractor for the purposes of this Contract.
3.0 CONTRACT TERM
3.1 This Contract shall take effect as of the Contract Date.
3.2 This Contract shall be in effect for xx calendar months ("Term") from the Contract Date. The Term may be extended at the City's option for an additional yy months, in increments of City's choice, for a maximum Term of zz months from the Contract Date.
3.3 City may terminate this Contract upon 30-days' written notice to Contractor. In such event, or upon request of City, Contractor shall assemble all City documents in the Contractor's possession, put them in order for proper filing and closing, and deliver the documents to City. In the event of termination, Contractor shall be paid for work performed to the termination date. City shall make the final determination as to the portion of tasks completed and the compensation to be paid.
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4.0 SCOPE
Contractor shall perform all Services including, but not limited to, the furnishing of all tools, equipment, materials, software, and supplies, and for furnishing all transportation, services, including fuel, power and water, essential communications, and the performance of all labor, work or other operations, as may be required from time to time, in accordance with Exhibit A and Exhibit B. In the event of a conflict between the provisions of Exhibit A and Exhibit B, the provisions of Exhibit A shall control.
5.0 COMPENSATION
5.1 City shall pay Contractor for the Services to be performed as set forth in Exhibit B.
5.2 An invoice for payment shall be submitted in a form satisfactory to City. At a minimum, the invoice shall include: the purchase order number, the work order number, a description of the work performed, and a total amount.
5.3 Changes in, additions to, or deductions from the Services, including increases or decreases in any item or portion of the Services, shall be set forth in a written change order executed by City and by the Contractor which shall specify:
5.3.1 The changes, additions, and deductions to be made.
5.3.2 The increase or decrease in compensation due the Contractor, if any.
5.3.3 Adjustment in the time of completion, if any.
5.4 Contract Ceiling Price
5.4.1 In no event shall City be liable for paying more than the Contract Ceiling Price for Contractor's services rendered under this contract.
5.4.2 If it becomes foreseeable that Contractor will need to perform services such that the cumulative total of costs to City will exceed the maximum permitted by this Contract, any such cost overrun will be handled pursuant to the change order procedure in Vista Municipal Code Chapter 3.08. City and Contractor recognize that City lacks authority to exceed the cost ceiling without the express authorization of the City Council. If the maximum cost to City for this Contract is exceeded unexpectedly, payment shall be made as mutually agreeable and disputes shall be handled pursuant to this Contract, but work shall cease as soon as is reasonably feasible once the cost ceiling plus allowable change orders, if any, is exceeded.
5.5 Except as provided in Exhibit B, Contractor shall not be reimbursed for any expenses incurred in rendering services under this Contract.
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6.0 CONTRACT DOCUMENTS
The Contract comprises the following documents including all additions, deletions, modifications and appendices and all addenda setting forth any modifications or interpretations of any these documents: Documents required under Exhibits A—E.
7.0 TIME FOR COMPLETION AND COMMENCEMENT OF SERVICES
All Services under the Contract must be completed in compliance with the schedule in Exhibit A.
8.0 STANDARD OF PERFORMANCE
8.1 Contractor represents and warrants that it has the training, qualifications, experience and facilities necessary to properly perform the Services required under this Contract in a thorough, competent and professional manner. At all times Contractor shall faithfully, competently and to the best of its ability, experience and talent, perform all services described herein. In meeting its obligations under this Contract, Contractor shall employ, at a minimum, generally accepted standards and practices utilized by persons engaged in providing services similar to those required of Contractor under this Contract.
8.2 Contractor shall keep itself informed of and comply with all applicable federal, state and local laws, statutes, codes, ordinances, regulations, and rules in effect during the Term of this Contract. Contractor shall obtain any and all licenses, permits and authorizations necessary to perform the services set forth in this Contract, including any business licenses required by City. Neither City, nor any elected or appointed boards, officers, officials, employees or agents of City, shall be liable, at law or in equity, as a result of any failure of Contractor to comply with this Section.
9.0 CONTRACTOR'S STATUS; CONTRACTOR'S EMPLOYEES
9.1 Contractor shall perform the services provided for herein in Contractor's own way as an independent contractor and in pursuit of Contractor's independent calling. Contractor is not to be considered an employee of City, nor shall any employees of Contractor be considered employees of City, for any purpose. Contractor shall be under the direction and control of City staff only as to the results to be accomplished. This Contract is not intended to create the relationship of partnership, joint venture, or association between City and Contractor.
9.2 Contractor represents and warrants that all professional services required under this Contract shall be provided by a person or persons duly licensed by the State of California to provide those types of services.
9.3 Neither Contractor, nor any of Contractor's officers, employees or agents, shall obtain any rights to retirement, health care or any other benefits which may otherwise accrue to City's employees. Contractor expressly waives any claim Contractor may have to any such rights.
9.4 Contractor is aware of the requirements of the Immigration Reform and Control Act of 1986 and shall comply with those requirements, including, but not limited to, verifying the eligibility for employment of all of Contractor's officers, employees, agents and subcontractors that are included in this Contract.
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9.5 The payment made to Contractor pursuant to this Contract shall be the full and complete compensation to which Contractor and Contractor's officers, employees, agents, and subcontractors are entitled for performance of any work under this contract. Neither Contractor nor Contractor's officers or employees are entitled to any salary or wages, or retirement, health, leave or other fringe benefits applicable to employees of the City. City will not make any federal or state tax withholdings on behalf of Contractor. City shall not be required to pay any workers' compensation insurance on behalf of Contractor.
9.6 Contractor agrees to defend and indemnify City for any obligation, claim, suit or demand for tax, retirement contribution including any contribution to the Public Employees Retirement System (PERS), social security, salary or wages, overtime payment, or workers' compensation payment which City may be required to make on behalf of Contractor or any employee of Contractor, or any employee of Contractor construed to be an employee of City, for work done under this contract. This is a continuing obligation that survives the termination of this Contract.
10.0 CIVIL RIGHTS
10.1 Contractor agrees to comply with Title VII of the Civil Rights Act of 1964, as amended, the California Fair Employment Practices Act, the Americans with Disabilities Act of 1990, any other applicable federal and state laws and regulations hereinafter enacted.
10.2 Contractor shall not knowingly deny an opportunity or benefit, discriminate against or harass, any employee or applicant for employment on account of the person's race, color, ethnicity, national origin, ancestry, religion, creed, veteran status, physical disability, mental disability, medical condition, marital status, sex, sexual orientation, age, or other status protected from workplace discrimination by state or federal law.
10.3 Contractor shall not knowingly give preferential treatment to any applicant for employment on the basis of race, color, ethnicity, national origin, ancestry, religion, creed, physical disability, mental disability, medical condition, marital status, sex, or sexual orientation.
10.4 This section shall be interpreted in a manner that is consistent with the California and United States Constitutions and applicable state and federal statutes governing workplace discrimination. The terms used in this section shall have the same meaning as defined in state statutes governing the same subject matter.
10.5 Nothing in this section shall be interpreted as prohibiting bona fide occupational qualifications consistent with applicable state and federal law and reasonably necessary to the normal operation of Contractor. Nothing in this section shall be interpreted as prohibiting regulations and policies to prevent nepotism or conflicts of interest.
10.6 Nothing in this Section shall be interpreted as prohibiting action taken to establish or maintain eligibility for any federal program, where ineligibility would result in a loss of federal funds to City.
10.7 To the fullest extent permitted by law and without limitation by the other provisions of this Contract relating to indemnification and insurance, Contractor shall also indemnify, defend and hold harmless City, and its directors, officers, employees and agents from and against all liability (including without limitation all claims, damages, penalties, fines, and judgments, associated investigation and administrative expenses, and defense costs, Professional Services (Non -Construction) (RFP)(NPW) 4 of 9 NAMEX [51960-21 00051960 3
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including but not limited to reasonable attorneys' fees, court costs, and costs of alternative dispute resolution) resulting from any claim of discrimination or harassment, including but not limited to sexual harassment, arising from the conduct of the Contractor or any of the Contractor's officers, employees, agents, licensees, or subcontractors. In the event of a discrimination or harassment complaint against any employee, agent, licensee or subcontractors of Contractor or its subcontractors, Contractor shall take immediate and appropriate action in response to such complaint, including, but not limited to termination or appropriate discipline of any responsible employee, agent, licensee or subcontractors. The provisions of this Section survive completion of the services or termination of the Contract.
11.0 CONTROL OF SERVICES
Each Party shall appoint a representative who shall have the authority to represent and act for that Party ("Representative"). Any written or verbal directions or requests of City's Representative delivered to the Contractor's Representative shall have the same force and effect as if delivered to the Contractor. The Contractor's Representative shall have the authority to sign any change order, coordinate the work of all subcontractors and make other decisions pertaining to the Contract.
12.0 ASSIGNMENT AND SUBCONSULTING
12.1 Neither this Contract nor any interest herein may be transferred, assigned, conveyed, hypothecated or encumbered voluntarily or by operation of law, whether for the benefit of creditors or otherwise, without the prior written approval of the City. Transfers restricted hereunder shall include the transfer to any person or group of persons acting in concert of more than twenty-five (25%) of the present ownership and/or control of Contractor, taking all transfers into account on a cumulative basis. In the event of any such unapproved transfer, including any bankruptcy proceeding, this Contract shall be void. No approved transfer shall release the Contractor or any surety of Contractor of any liability hereunder without the express consent of City.
12.2 Contractor shall be fully responsible to the City for any acts and omissions of Contractor's subcontractor, including persons either directly or indirectly employed by subcontractor, in the event Contractor subcontracts any of the work to be performed under this contract. Contractor's responsibility under this paragraph shall be identical to Contractor's liability for acts and omissions of Contractor and employees of the Contractor. Nothing contained in this Contract shall create any contractual relationship between City and any subcontractor of Contractor, but Contractor shall bind every subcontractor and every subcontractor of a subcontractor by the terms of this contract applicable to Contractor's work, unless such change, omission, or addition is approved in advance in writing by the City Manager or the City Manager's designee. All subcontractors are subject to the prior written review and approval of the City Manager or the City Manager's designee.
13.0 LICENSES
If a license of any kind, which term is intended to include evidence of registration, is required of Contractor, its employees, agents, or subcontractors by federal, state or local law, Contractor warrants that such license has been obtained, is valid and in good standing, and that any required bond has been posted in accordance with all applicable laws and regulations.
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14.0 FINANCIAL RECORDS
14.1 Contractor shall maintain any and all documents, ledgers, books of account, invoices, vouchers, canceled checks, or records demonstrating or relating to Contractor's performance of services pursuant to this Contract or evidencing or relating to expenditures and disbursements charged to City pursuant to this Contract. Any and all such documents or records shall be maintained in accordance with generally accepted accounting principles and shall be sufficiently complete and detailed so as to permit an accurate evaluation of the services provided by Contractor pursuant to this Contract. Any and all such documents or records shall be maintained for three years from the date of execution of this Contract and to the extent required by laws relating to audits of public agencies and their expenditures. It is expressly understood and agreed that the provisions of this Section will survive termination of this Contract.
14.2 Any and all records or documents required to be maintained pursuant to this Section shall be made available for inspection, audit and copying, at any time during regular business hours, upon request by City or its designated representative. Copies of such documents or records shall be provided directly to the City for inspection, audit and copying when it is practical to do so; otherwise, unless an alternative is mutually agreed upon, such documents and records shall be made available at Contractor's address indicated for receipt of notices in this Contract or the primary location from which services are rendered, whichever is closer.
15.0 OWNERSHIP OF DOCUMENTS
Upon delivery, the work product, including without limitation, all original reports, writings, recordings, drawings, files, and detailed calculations developed under this contract are the property of City. Contractor agrees that all copyrights which arise from creation of the work pursuant to this contract shall be vested in City and waives and relinquishes all claims to copyright or other intellectual property rights in favor of City. City acknowledges that its use of the work product is limited to the purposes contemplated by the scope of Services and that Contractor makes no representation of the suitability of the work product for use in or application to circumstances not contemplated by the scope of Services.
16.0 CONFIDENTIALITY
16.1 Contractor shall treat all information obtained from City in the performance of this Contract as confidential and proprietary to City. Contractor shall treat all records and work product prepared or maintained by Contractor in the performance of this Contract as confidential.
16.2 Contractor agrees that it will not use any information obtained as a consequence of the performance of work for any purpose other than fulfillment of Contractor's scope of Services. Contractor will not disclose any information prepared for City, or obtained from City or obtained as a consequence of the performance of work to any person other than City, or its own employees, agents or subcontractors who have a need for the information for the performance of Services under this Contract unless such disclosure is specifically authorized in writing by City.
16.3 Contractor's obligations under this paragraph shall survive the termination of this Contract.
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17.0 CONFLICT OF INTEREST REQUIREMENT
Contractor agrees that, to the extent applicable, it shall comply with and be bound by all laws and regulations deriving from the relationship of the Contractor to the City, including the Political Reform Act (Government Codes Section 87100 et seq.) Chapters 2.32 or 2.33 of the Vista Municipal Code, the Community Redevelopment Act (Health & Safety Code 33000 et seq.) and all regulations promulgated thereunder (collectively "Conflict Laws"). As a condition precedent to the formation of this Contract, Contractor warrants and covenants that it is adequately informed regarding the obligations and duties imposed by the Conflict Laws and that to the best of Contractor's knowledge and belief, there exists no conflict of interest (under the laws) that would disqualify the Contractor from participation in any decisions arising out of the performance of this Contract. Prior to commencement of any work in the performance of this Contract, Contractor shall comply with any applicable requirements of Chapter 2.32 of the Vista Municipal Code, including any requirement to file a financial disclosure statement with the City Clerk.
Contractor further agrees that no employee, agent or subcontractor for Contractor shall perform any work for the City pursuant to this Contract which will violate the Conflict Laws.
18.0 PROHIBITION OF FINANCIAL INTEREST BY CITY OFFICIAL Contractor warrants and covenants to City that no City Official has or will have any current or future financial interest in this Contract as of the date approved, nor shall Contractor promise, offer, or enter into any written, oral or implied Contract, to provide any financial interest or remuneration of any kind or manner to any City official with respect to this Contract. For purposes of this Section, the term "City Official" shall mean and include any elected or appointed officer of City, any employee of City, or any spouse or financial dependent of a City official or employee. A violation of this provision shall render this Contract null and void and Contractor shall be subject to restitution of all fees or money paid or earned under this Contract.
19.0 DUTY OF INDEMNIFICATION
19.1 To the fullest extent permitted by law, Contractor shall (1) immediately defend and (2) indemnify City, and its directors, officers, and employees from and against all liabilities regardless of nature or type that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of Contractor, or its employees, agents, or subcontractors.
Liabilities subject to the duties to defend and indemnify include, without limitation, all claims, losses, damages, penalties, fines, and judgments; associated investigation and administrative expenses; defense costs, including but not limited to reasonable attorneys' fees; court costs; and costs of alternative dispute resolution ("Duty of Indemnification"). Contractor's obligations to both defend and indemnify apply unless it is finally adjudicated that the liability or liabilities, in whole or in part, do not arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of Contractor or its employees, agents, or subcontractors. Defense counsel shall be approved by City.
19.2 The review, acceptance or approval of Contractor's work or work product by any indemnified party shall not affect, relieve or reduce Contractor's indemnification or defense obligations. This Section survives completion of the services or the termination of this contract.
The provisions of this Section are not limited by and do not affect the provisions of this contract relating to insurance.
19.3 Contractor's costs of defense shall not exceed Contractor's proportionate percentage of fault as adjudicated by a court of law, as required by California Civil Code section 2782.8.
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20.0 INSURANCE AND BONDS
Contractor shall comply with the insurance provisions set forth in Exhibit C.
21.0 SERVICE OF NOTICE
21.1 Any notice, which either Party may desire to give to the other Party, must be in writing and may be given by personal delivery to the Party's Representative or by overnight courier service to the Party's address set forth in Section 1.0. Notice may also be given by mailing it by registered or certified mail, return receipt requested, to the other Party at the address set forth in Section 1.0. Any notice given by mail will be deemed given 48 hours after such notice is deposited in the United States mail, addressed as provided with postage fully prepaid.
21.2 A Party may change its address by giving notice as provided above, and the changed address shall thereafter be deemed to be the address set forth in Section 1.0.
22.0 SPECIAL PROVISIONS
This Contract is subject to, and Contractor shall comply with, the special provisions referenced in Exhibit E, if any.
23.0 EXHIBITS
All documents referenced as exhibits in this Contract, or referenced in an exhibit to this Contract, are incorporated herein.
24.0 APPLICABLE LAW, VENUE
This Contract shall be construed and enforced under the laws of the State of California. If any action is commenced by any Party to this Contract, such action shall be filed in a court of competent jurisdiction within the County of San Diego, California.
25.0 MODIFICATIONS
This Contract contains the entire agreement, between the Parties and supersedes all prior negotiations, discussions, obligations and rights of the Parties in respect of each other regarding the subject matter of this Contract. There is no other written or oral understanding between the Parties. No modification, amendment or alteration of this Contract shall be valid unless it is in writing and signed by all Parties.
[Continued on page 9.1
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26.0 EXECUTION
IN WITNESS WHEREOF; the Parties hereto have executed this Contract as of the Contract Date.
"City"
CITY OF VISTA, a chartered municipal
corporation
By:
PATRICK JOHNSON, CITY MANAGER
JUDYRITTER, MAYOR
ATTEST:
KATHY VALDEZ, CITY CLERK
By:
APPROVED AS TO FORM:
DAROLD PIEPER, CITY ATTORNEY
By:
RISK MANAGEMENT REVIEW:
DOLORES GASCON, RISK MANAGER
By:
"Contractor"
NAMEX, statusx
M
Name/Title
in
Name/Title
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EXHIBIT A
REQUEST FOR PROPOSALS
000519603 Exhibit A
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EXHIBIT B
CONTRACTOR'S PROPOSAL
000519603 Exhibit B
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EXHIBIT C
INSURANCE REQUIREMENTS
Contractor shall procure and maintain for the duration of the contract, [and for x years thereafter,] insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by the Contractor, his agents, representatives, employees, or subcontractors. Nothing in these provisions shall limit Contractor's Duty of Indemnification.
MINIMUM SCOPE AND LIMIT OF INSURANCE
Coverage shall be at least as broad as:
Commercial General Liability ("CGL"): Insurance Services Office Form CG 00 01 covering CGL on an "occurrence" basis, including products, completed operations, property damage, bodily injury, and personal & advertising injury with limits no less than $2,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this Project/location or the general aggregate limit shall be twice the required occurrence limit.
2. Automobile Liability: Insurance Services Office Form Number CA 0001 covering Code 1 (any auto), with limits no less than $2,000,000 per accident for bodily injury and property damage.
3. Workers' Compensation insurance as required by the State of California, with Statutory Limits, and Employers' Liability insurance with a limit of no less than $1,000,000 per accident for bodily injury or disease.
Contractor shall also provide the additional coverages checked below and at least as broad as:
4. ® Professional Liability, with limits no less than $1,000,000 per occurrence or claim, and $2,000,000 policy aggregate.
If the Contractor maintains higher limits than the minimums shown above, City requires and shall be entitled to coverage for the higher limits maintained by the Contractor. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to City.
Deductibles and Self -Insured Retentions
Any deductibles or self -insured retentions must be declared to and approved by City. At the option of City, either: the Contractor shall cause the insurer shall reduce or eliminate such deductibles or self -insured retentions as respects City, its officers, officials, employees, and volunteers; or the Contractor shall provide a financial guarantee satisfactory to City guaranteeing payment of losses and related investigations, claim administration, and defense expenses.
Other Insurance Provisions
The insurance policies are to contain, or be endorsed to contain, the following provisions:
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The City, its officers, officials, employees, and volunteers are to be covered as additional insureds on the CGL policy with respect to liability arising out of with respect to liability arising out of work or operations performed by or on behalf of the Contractor including materials, parts, or equipment furnished in connection with such work or operations and automobiles owned, leased, hired, or borrowed by or on behalf of the Contractor. General liability coverage can be provided in the form of an endorsement to the Contractor's insurance (at least as broad as ISO Form CG 20 10, CG 11 85 or both CG 20 10 and CG 20 37 forms if later revisions used), unless otherwise approved in advance by City.
2. For any claims related to this Project, the Contractor's insurance coverage shall be primary insurance as respects City, its officers, officials, employees, and volunteers.
Any insurance or self-insurance maintained by City, its officers, officials, employees, and volunteers shall be excess of the Contractor's insurance and shall not contribute with it.
3. Each insurance policy required by this clause shall provide that coverage shall not be canceled, except with notice to City.
Claims Made Policies
If any coverage required is written on a claims -made coverage form:
1. The retroactive date must be shown, and this date must be before the execution date of the contract or the beginning of contract work.
2. Insurance must be maintained and evidence of insurance must be provided for at least five (5) years after completion of contract work.
3. If coverage is canceled or non -renewed, and not replaced with another claims -made policy form with a retroactive date prior to the contract effective, or start of work date, the Contractor must purchase extended reporting period coverage for a minimum of five (5) years after completion of contract work.
4. A copy of the claims reporting requirements must be submitted to City for review.
Acceptability of Insurers
Insurance is to be placed with insurers with a current A.M. Best rating of no less than A: VII, unless otherwise acceptable to City.
Waiver of Subrogation
Contractor hereby agrees to waive rights of subrogation which any insurer of Contractor may acquire from Contractor by virtue of the payment of any loss. Contractor agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation. The Workers' Compensation policy shall be endorsed with a waiver of subrogation in favor of City for all work performed by the Contractor, its employees, agents and subcontractors.
Verification of Coverage
Contractor shall furnish City with original certificates and amendatory endorsements, or copies of the applicable insurance language, effecting coverage required by this contract. All certificates and endorsements are to be received and approved by City before work 000519603 Exhibit C, Page 2 of 3
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commences. However, failure to obtain the required documents prior to the work beginning shall not waive the Contractor's obligation to provide them. City reserves the right to require complete, certified copies of all required insurance policies, including endorsements, required by these specifications, at any time.
Subcontractors
Contractor shall require and verify that all subcontractors maintain insurance meeting all the requirements stated herein, and Contractor shall ensure that City is an additional insured on insurance required from subcontractors. For CGL coverage, subcontractors shall provide coverage with a format least as broad as CG 20 38 04 13.
Special Risks or Circumstances
City reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other circumstances. 000519603 Exhibit C, Page 3 of 3
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AGREEMENT TO COMPLY WITH CALIFORNIA LABOR LAW REQUIREMENTS [Labor Code §§ 1720, 1771.1, 1773.8, 1775, 1776, 1777.5, 1813, 1860, 1861, 3700]
NOT APPLICABLE TO THIS CONTRACT
000519603 Exhibit D
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EXHIBIT E
SPECIAL PROVISIONS
This Contract is subject to the following provisions, if checked:
1. ❑ State of California grant conditions, as attached.
2. ❑ Federal grant conditions, as attached.
3. ❑ Other conditions, as attached.
000519603 Exhibit E
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AFN bite Aaaress
EXHIBIT D — City Owned Parcels
Calculated Council
uistrict cone
1661004900
ACROSS FROM 145 EMERALD DR ON S EMERALD AND W VISTA
0.496 3
1661505600
BEHIND COURT HOUSE NEAR 325 S MELROSE DR ON BREEZE HILL RD
5.204 3
1751350100
200 MICHIGAN AVE
2.071 1
1751921000
986 VISTA VILLAGE DR
0.248 1
1752212800
855 VISTA VILLAGE DR
0.553 1
1752212900
CONNECTED TO 855 VISTA VILLAGE DR
0.053 1
1752232500
902 VISTA VILLAGE DR
0.449 1
1753054900
444 S SANTA FE AVE
0.587 2
1790230100
124 GUAJOME ST
0.729 2
1790231100
531 MERCANTILE ST
0.376 2
1801630300
1124 S SANTA FE AVE
0.496 2
1801630400
1118 S SANTA FE AVE
0.253 2
2175402500
NEXT TO 1574 PARKVIEW DR
8.754 4
C-1
C-A
Downtown Vista Specific Plan
Downtown Vista Specific Plan
Downtown Vista Specific Plan
Downtown Vista Specific Plan
Downtown Vista Specific Plan
Downtown Vista Specific Plan
Downtown Vista Specific Plan
Downtown Vista Specific Plan
Downtown Vista Specific Plan
Downtown Vista Specific Plan
Shadowridge Specific Plan
All listed sites are City owned properties that would require a zone change. Each site listed does not guarantee viability for a project. A thorough analysis of each site should be conducted by proposers.
1 /25/2022 D2 Page 98 of 101
EXHIBIT 2
Prior City Council Actions
On October 26, 2021 discussed shelters and permanent housing options and directed staff to draft a Request for Proposal for developers to propose a low -barrier shelter and to continue regional collaboration discussions; directed staff to come back with the draft RFP for approval (Vote: 5-0).
On September 28, 2021, Council received an update on the implementation of the Strategic Plan to Address Homelessness, approved staff recommendation to include Housing under the Reduce Homelessness Strategy, and directed staff to return with plans for workshops, community outreach and more information for a shelter and permanent housing discussion.
On April 27, 2021, received an update on the implementation of the Strategic Plan to Address Homelessness and approved staff recommendation to continue programs and activities as outlined in the Strategic Plan to Address Homelessness (No Vote).
On August 11, 2020, adopted the following City Council Resolutions:
• No. 2020-138, approving an agreement with North County Lifeline for the Homeless Prevention Pilot Program for the Strategic Plan to Address Homelessness (Vote:5-0). • No. 2020-140, approving an agreement with Interfaith Community Services, Inc. to provide shelter beds to address homelessness in Vista (Vote:5-0). • No. 2020-141, approving an agreement with Exodus Recovery, Inc. to provide a full-time Social Worker to address homelessness in Vista (Vote:5-0). • No. 2020-142, amending the Operating Budget for Fiscal Years 2019/20 and 2020/21 (Vote:5-0).
On June 23, 2020, adopted City Council Resolution No. 2020-115, authorizing application to the Permanent Housing Local Allocation Program and Administration of Program Activities.
On March 10, 2020, approved the Strategic Plan to Address Homelessness and directed staff to begin plan implementation (Vote:5-0).
On January 28, 2020, provided direction to staff to include all eight strategies identified in the Strategic Plan to Address Homelessness with recommended adjustments to reporting schedules, funding allocation amounts and provisional delayed implementation for one strategy (No Vote).
On January 14, 2020, adopted City Council Resolution No. 2020-4, accepting an allocation of $250,000 from the California Department of Housing and Community Development for homelessness prevention and intervention services, authorizing the City Manager to execute all documents related to the funding, and amending the Operating Budget for the 2019/20 Fiscal Year (Vote: 5-0).
On November 12, 2019, directed staff to include a full -scope social worker led homeless outreach team, and a plan to "rent" shelter beds in existing shelters, in the Strategic Plan to Address Homelessness (No Vote).
On October 22, 2019, discussed quality of life, community outreach and education, and legislative advocacy, and by consensus, directed staff to include encampment clean-up activities, the Historic Downtown Outreach Program, the proposed community outreach and education activities, and efforts to engage federal, state, and local representatives in the Strategic Plan to Address Homelessness (No Vote).
EXHIBIT 2
1 /25/2022 D2 Page 99 of 101
EXHIBIT 2
On September 24, 2019, discussed prevention and diversion services, and by consensus, directed staff to proceed with attaining one-time state funding for prevention and diversion services, and to include financial assistance and home share components in the Strategic Plan to Address Homelessness (No Vote).
On June 4, 2019, held a workshop to discuss potential strategies to address homelessness and, by consensus, provided direction to staff (No Vote).
On December 11, 2018, discussed the City Council Goals Action Plan for 2018-2020 (No Vote).
On June 12, 2018, discussed the City Council Goals Action Plan for 2018-2020 (No Vote).
On March 6, 2018, held a workshop and, by consensus, identified top priority goals for Fiscal Years 2018/19 and 2019/20 (No Vote).
1 /25/2022 D2 Page 100 of 101
AFN bite Aaaress
EXHIBIT D — City Owned Parcels
Calculated Council
uistrict cone
1661004900
ACROSS FROM 145 EMERALD DR ON S EMERALD AND W VISTA
0.496 3
1661505600
BEHIND COURT HOUSE NEAR 325 S MELROSE DR ON BREEZE HILL RD
5.204 3
1751350100
200 MICHIGAN AVE
2.071 1
1751921000
986 VISTA VILLAGE DR
0.248 1
1752212800
855 VISTA VILLAGE DR
0.553 1
1752212900
CONNECTED TO 855 VISTA VILLAGE DR
0.053 1
1752232500
902 VISTA VILLAGE DR
0.449 1
1753054900
444 S SANTA FE AVE
0.587 2
1790230100
124 GUAJOME ST
0.729 2
1790231100
531 MERCANTILE ST
0.376 2
1801630300
1124 S SANTA FE AVE
0.496 2
1801630400
1118 S SANTA FE AVE
0.253 2
2175402500
NEXT TO 1574 PARKVIEW DR
8.754 4
C-1
C-A
Downtown Vista Specific Plan
Downtown Vista Specific Plan
Downtown Vista Specific Plan
Downtown Vista Specific Plan
Downtown Vista Specific Plan
Downtown Vista Specific Plan
Downtown Vista Specific Plan
Downtown Vista Specific Plan
Downtown Vista Specific Plan
Downtown Vista Specific Plan
Shadowridge Specific Plan
All listed sites are City owned properties that would require a zone change. Each site listed does not guarantee viability for a project. A thorough analysis of each site should be conducted by proposers.
EXHIBIT 3
1/25/2022 D2 Page 101 of 101
From:Josh Fox
To:Public Comments
Subject:Vista Measures Vote
Date:Tuesday, January 25, 2022 2:09:30 PM
Hi--
I am a Vista resident and I support yes on measures D1 and D2. I appreciate and support a focus on the care and safety of our unhoused community members.
Thank you for your time!
Josh
From:Carey Fox
To:Public Comments
Subject:City Council Meeting 1/25
Date:Tuesday, January 25, 2022 1:51:27 PM
Hello,
I am a Vista resident and I support yes on measures D1 and D2. I appreciate and support a focu on the care and safety of our unhoused community members.
Thank you for your time!
Carey Fox
CITY OF VISTA C A L I F 0 R W I A
C17Y OF V1STR
Request for Proposals
D2 . Discuss Year-Round
For
YEAR-ROUND Shelter and Operator
HOMELESS SHELTER
AND OPERATOR Request for Proposal
City of vista
Housing DlvWon
200 CIHc Cerftr Drive
Vista CA 920M
January 25, 2022
CITY OF VISTA
D2. Discuss Year-Round Shelter and Operator Request for Proposal Sheltered Population Profile
54 Individuals accepted a shelter bed through the Alliance contract GENDER AGE OCCUPANCY RATE
Female Male
65+ 33%
60+
40-59
25-39 77%
18-24
Occupancy Inoccupancy
0 5 10 15 20 25 30
CITY OF
D2. Discuss
Local Unsheltered Population Profile
(Oct 2020 — Sept 2021)
Gender Age Military Status
Unknown 60 plus
1%
Female 40-59
33%
25-39 1
Male 66 18-24 -
A. MEW 0 50 100 150 200 ,
18-24 25-39 40-59 60 plus
Female Male Unknown ■ Non Military ■ Veteran ■ Unknown Total 49 159 180 39
1 CITY OF
CITY OF VISTA
D2. Discuss Year-Round Shelter and Operator Request for Proposal Client Reported Reasons Shelter is Declined
• Congregate/dorm-like environment
• Pets - clients do not have adequate Emotional Support Animal letters and/or too many pets
• Clients are not able to cohabitate in the same bed • Previous experience at a shelter
CITY OF VISTA
D2. Discuss Year-Round Shelter and Operator Request for Proposal A) Key Elements from Ideal Proposal
• Identify and secure a facility within COV boundaries • Provide coordination and referral support
• Provide day services
• Provide case management, health and safety services • Accommodate individuals, couples, and pets
CITY OF VISTA
D2. Discuss Year-Round Shelter and Operator Request for Proposal B) Shelter Bed Capacity — Select one Option
a ) A maximum capacity of 20 beds
b) A maximum capacity of 35 beds
c) A maximum capacity of SO beds
CITY OF
Year-RoundD2. Discuss p" " qProposal Q Funding
• The City does not have an allocated budget for the acquisition, construction, or ongoing operations of a shelter
• Proposers are required to develop a funding plan • The City will support the selected provider in submitting grant applications
• Proposers are required to identify gap funding requested from the City
CITY OF
Year-RoundD2. Discuss p" " qProposal C) Funding Continued —
Estimated Annual Operating Costs
Annual Service Cost Range per Shelter Scenario
20 Beds 35 Beds 50 Beds
Basic Case Management $ 489, 100 $ 855,925 $ 13222,750 Harm Reduction $ 9127500 $ 155967875 $ 252817250
CITY OF
Year-RoundD2. Discuss p" " qProposal D) Facility
— Provider is responsible for securing the facility and coordinating necessary entitlements, environmental requirements, and/or lease agreements, as necessary.
— Provider is responsible for all new construction and/or tenant improvements, including preparing architectural, structural, and engineering drawings, obtaining building and utility, constructing the physical improvements, and ongoing building maintenance.
aseoaus sr
City of VistaCITY
OF Zones:
C-1, C-2, C-3, M-1
t
Areas Zoned for a Shelter m
Development Code permits new r �
r �
emergency shelters by right in C-2, C-3,
and M1 under specified conditions r
�
j SUS
le,
C-1 Zone allows for one emergency Z°°in9Code -7 C2 �L N� ,�� Lr
shelter with a Special Use Permit
C-3o
M-1
LCity Limits
N `1
CITY OF VISTA
i i A
111 iii
CITY OF VISTA
L A l I F 0 R N I A
D2. Discuss Year-Round Shelter and Operator Request for Proposal E) Schedule
Activity
RPF Posted to Procure Now1 week
Question Submittal through Procure Now + 4 wee to Questions Released + 2 wee Response and Proposal Due + 2 wee Council Meeting for Selection + 5 wee Inception day Approximate Timeline to Complete - weeks
CITY OF VISTA
CITY OF VISTA C A L I F 0 R W I A
C17Y OF V1STR
Request for Proposals
D2 . Discuss Year-Round
For
YEAR-ROUND Shelter and Operator
HOMELESS SHELTER
AND OPERATOR Request for Proposal
City of vista
Housing DlvWon
200 CIHc Cerftr Drive
Vista CA 920M
January 25, 2022