cc 2024 AR 10/22 san diego rescue mission citywide outreach services award of contract

ACTION:
____________________________
Clerk/Secretary
Department: City Manager Item No: D4
Prepared by:

Daniel Sturman, Management Analyst
Jonathan Lung, Homeless Services Program Manager Meeting Date: October 22, 2024 Approved by:

Imelda M. Huerta, Assistant City Manager
John Conley, City Manager Agenda Location: Discussion
SUBJECT: AGREEMENT WITH SAN DIEGO RESCUE MISSION, INC FOR CITYWIDE HOMELESS

OUTREACH SERVICES
RECOMMENDATION:

1.Adopt City Council Resolution No. 2024- , approving an agreement with San Diego Rescue Mission, Inc, to provide Citywide Homeless Outreach Services.

2.Adopt City Council Resolution No. 2024- , amending the Operating Budget for Fiscal Years 2023/24 and 2024/25.

CORRELATION TO CITY COUNCIL GOALS: Homelessness & Housing.

PRIOR ACTION: On September 27, 2022, adopted City Council Resolution No. 2022-142, approving an agreement with Exodus Recovery, Inc. to provide case management and outreach services to address homelessness in Vista (Vote 5-0).

On September 28, 2021, adopted City Council Resolution No. 2021- 165, approving the First Amendment to the contract with Exodus Recovery, Inc. to provide a full time Social Worker and a part-time Housing Navigator to address homeless in Vista (Vote: 5- 0).

On August 11, 2020, adopted City Council Resolution 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).

On March 10, 2020, adopted City Council Resolution No. 2020-37, adopting the Strategic Plan to Address Homelessness (Vote: 5-0).

STATEMENT ON THE SUBJECT: On March 10, 2020, the City Council adopted the 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.

AGENDA
REPORT

CITY COUNCIL

COMMUNITY DEVELOPMENT COMMISSION

SUCCESSOR AGENCY

BUENA SANITATION DISTRICT

JOINT POWERS FINANCING AUTHORITY
Approved above recommendation, adopted the following: 1) City Council Resolution No. 2024-172. Vote: 4-1; 2) City Council Resolution No. 2024-173. Vote: 4-1. (Contreras Opposed)

MEETING DATE: October 22, 2024 PAGE 2
SUBJECT: AGREEMENT WITH SAN DIEGO RESCUE MISSION, INC FOR CITYWIDE HOMELESS

OUTREACH SERVICES
Beginning in August of 2020, the City contracted with Exodus Recovery for street outreach and housing navigation services in support of the Strategic Plan to residents at-risk of and persons experiencing homelessness (PEH) in Vista. The agreement with Exodus Recovery expires on October 31, 2024.

On August 12, 2024, a Request for Proposals (RFP) (Exhibit 4) to solicit a provider for citywide homeless outreach services was published on the City’s website and online procurement portal OpenGov, and three proposals were received:
•San Diego Rescue Mission, Inc. – San Diego, CA
•Retread Housing Services – Vista, CA
•Social Work Action Group (SWAG) – Riverside, CA
Raters of the proposals included City staff and a representative of the Regional Task Force on Homelessness (RTFH). The proposals and evaluation scores are included as Exhibits 5 and 6, respectively.

The RFP solicited proposals which provided proactive street-based case management and coordination of citywide case conferencing utilizing a By-Name List (BNL) in conjunction with RTFH. Proposals were asked to describe how the service provider will achieve City objectives and services, including but not limited to the following:

1.Street-based outreach (including possible after-hours outreach) and case management services independently and in coordination with the County’s Health and Human Services Agency representatives, mental health providers, Vista COPPS Unit, Community Improvement Team, staff, and other local service providers as appropriate. These services will be provided in the field ensuring that clients are met in locations that suit their needs. These services will be low barrier following a Housing First approach.

2.Staff a position to receive and follow up with calls for referrals and citizen concerns regarding known PEH in the area.

3.Link clients to available housing, medical, mental health, addiction and recovery services, food, clothing, transportation, employment, Social Security Retirement/Social Security Disability, financial, and other appropriate services based on the client’s individual plan. Assist clients with enrolling in mainstream benefits and obtain identification (e.g. California Driver’s License, California Identification Card and/or Social Security card).

4.Assist clients to identify interim and permanent housing options that are appropriate for them, and work to obtain and maintain permanent housing with the client for a period of up to twelve months after housing placement. Develop a long-term support plan to ensure residents previously experiencing homelessness maintain housing and continue to achieve other personalized goals.

5.Develop a BNL of all individuals engaged with during outreach activities using data collected exclusively from City-funded activities. The BNL is to be used as a means of measuring how many individuals are actively experiencing homelessness in Vista, as well as tracking the inflow and outflow of these individuals. Lead monthly case conferencing with City staff and partners to coordinate resources and appropriate response to the various needs of PEH in Vista.

6.Attend regular public and private meetings, including the monthly Standing Committee Meeting on Homelessness and City Council Meetings, to review and discuss caseload and overall progress.

7.Attend regular Homeless Outreach events coordinated by the City and other partners to help connect PEH to necessary services.

8.Identify gaps in homeless services and assistance needs in Vista. In addition, develop a written report of recommendations for community and program improvements in support of the Strategic Plan. The report is due to City at the end of each contract term. 10/22/2024 D4 2 of 186

MEETING DATE: October 22, 2024 PAGE 3

SUBJECT: AGREEMENT WITH SAN DIEGO RESCUE MISSION, INC FOR CITYWIDE HOMELESS

OUTREACH SERVICES
Based on the evaluations of the RFP scorers, staff recommend approving an agreement with San Diego Rescue Mission (SDRM) to provide citywide homeless outreach services. SDRM will develop a BNL which is a comprehensive list of every PEH in Vista. Using information collected during outreach and shared with consent form the PEH, each person on the list will have a file that includes their name, unsheltered history, health, and housing needs. By maintaining a BNL, SDRM will be able to track and report the changing size and needs of PEH in Vista. In coordination with RTFH and the City, the BNL will prioritize PEH according to acuity and chronicity.

With the BNL and prioritized PEH, SDRM will engage with and provide individual case management to PEH in Vista. SDRM will also lead case conferencing on a regular basis with City staff and all Strategic Plan partners, and other homelessness service operators in Vista. Case conferencing will allow all Strategic Plan partners and stakeholders to collaborate and coordinate resources to meet the various needs identified in the BNL. Case conferencing will also foster close working relationships between all partners during daily operations of each partner.

SDRM will also provide housing assessments to all PEH engaged, with PEH entered into the County-wide Coordinated Entry System for possible matching to either Permanent Supportive Housing or Rapid Rehousing. In situations where the client has resources and can move directly into housing, SDRM will facilitate the transition from the street into housing.

SDRM will provide monthly reports detailing outcomes, which will include:
• Number of unduplicated individuals served
• Exits from street homelessness
• Exits to permanent housing
• Individuals maintaining housing after 12 months of housing placement • Demographics of those being served with a focus on diversity, Equity, and Inclusion • Number of people served through shower trailer events • Type of service interactions
• Progress on the BNL
• Success stories
• Community engagement activities

SDRM will attend all Standing Committee on Homelessness and City Council meetings with agendized homelessness items with updates on their work, including workshops related to the Strategic Plan to Address Homelessness.

FISCAL IMPACT: Approval of the staff report will appropriate $500,000 into the Housing & Homelessness Service Contract expense account (0010355.521040). $425,883 will be funded from General Fund unreserved fund balance (0010000.310410) and the remaining $74,117 will be funded through the recognition of additional AB 1484 Property Tax revenue (0010001.401970) based on updated estimates.

EXHIBITS:

1. City Council Resolution No. 2024- , approving an agreement with San Diego Rescue Mission, Inc, to provide citywide homeless outreach services

2. City Council Resolution No. 2024- , amending the Operating Budget for Fiscal Years 20234/24 and 2024/25

3. Agreement with San Diego Rescue Mission, Inc., to provide citywide homeless outreach services

4. 2024 Citywide Outreach RFP
10/22/2024 D4 3 of 186

MEETING DATE: October 22, 2024 PAGE 4
SUBJECT: AGREEMENT WITH SAN DIEGO RESCUE MISSION, INC FOR CITYWIDE HOMELESS

OUTREACH SERVICES

5.2024 Citywide Outreach Proposals

6.Proposal Evaluation Scores
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00029213 7
RESOLUTION NO. 2024-

A RESOLUTION OF THE CITY COUNCIL OF THE CHARTERED CITY OF

VISTA, CALIFORNIA, APPROVING AN AGREEMENT WITH SAN DIEGO

RESCUE MISSION, INC TO PROVIDE CITYWIDE HOMELESS OUTREACH

SERVICES
The City Council of the City of Vista does resolve as follows:

1. Findings. The City Council hereby finds and declares the following:

A. On March 10, 2020, the City Council adopted the Strategic Plan to Address Homelessness (Strategic Plan) that identified programs and practices that have proven successful elsewhere, but which are tailored for Vista.

B. The City published an RFP to solicit an outreach provider in continued support of the Homeless Outreach strategy of the Strategic Plan.

C. The City desires to contract with San Diego Rescue Mission, Inc to provide citywide homeless outreach services.

2. Action.

A. The contract with San Diego Rescue Mission, Inc is approved, and the Mayor is authorized to execute the agreement.

3.Adoption. PASSED AND ADOPTED at a meeting of the City Council of the City of Vista held on October 22, 2024, by the following vote:

AYES:

NOES:

ABSTAIN:

APPROVED AS TO FORM:

WALTER CHUNG, CITY ATTORNEY
By:

APPROVED
Walter C. Chung
20241010151027
JOHN B. FRANKLIN, MAYOR
ATTEST:

KATHY VALDEZ, CITY CLERK
By:
10/22/2024 D4 5 of 186
EXHIBIT 1

00029213 7
RESOLUTION NO. 2024-

A RESOLUTION OF THE CITY COUNCIL OF THE CHARTERED CITY OF

VISTA, CALIFORNIA, AMENDING THE OPERATING BUDGET
FOR FISCAL YEARS 2023/24 AND 2024/25
The City Council of the City of Vista does resolve as follows:

1. Findings. The City Council hereby finds and declares the following:

A. On June 27, 2023 the City Council adopted Resolution 2023-117 approving the Operating Budget for Fiscal Years 2023/24 and 2024/25.

B. The City Council desires to amend the Operating and Capital Project Budgets at this time to reflect changed circumstances.

2. Action.

A. The Operating Budget for Fiscal Years 2023/24 and 2024/25 is amended as set forth in Exhibit A.

3. Adoption. PASSED AND ADOPTED at a meeting of the City Council of the City of Vista held on October 22, 2024, by the following vote:

AYES:

NOES:

ABSTAIN:

APPROVED AS TO FORM:

WALTER CHUNG, CITY ATTORNEY
By:

APPROVED
Walter C. Chung
20230814103001
JOHN B. FRANKLIN, MAYOR
ATTEST:

KATHY VALDEZ, CITY CLERK
By:
10/22/2024 D4 6 of 186
EXHIBIT 2

RESOLUTION NO. 2024-

CITY COUNCIL FOR THE CHARTERED CITY OF VISTA
PAGE 1 EXHIBIT A

1. Account Number Account Description
Appropriation
Increase/(Decrease)
Revenue/Fund
Balance
Increase/(Decrease)
0010000.310410 FUNDBALANCE UNRSRVED/UNDESIGTD (425,883)$ 0010001.401970 AB 1484 PROPERTY TAX REVENUE 74,117$
0010355.521040 SERVICE CONTRACT 500,000.00$
Appropriations are hereby made and estimated revenues are hereby adjusted to fund the Citywide Outreach activities. 10/22/2024 D4 7 of 186

City Services (Non-Construction) (RFP)
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San Diego Rescue Mission
[22422-6] 00022422 8

CONTRACT FOR 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: Daniel Sturman
Billing Contact: Daniel Sturman
The “Contractor”
San Diego Rescue Mission, INC, a
California nonprofit corporation,
120 Elm St
San Diego, CA 92101
Contact: Paul Armstrong

2.0 BASIC TERMS

2.1 The “Services” to be performed by Contractor are set forth in City’s Request for Proposals (“Exhibit A”).

2.2 Contractor desires to enter into this “Contract” with City for the Services.

2.3 The “Project” for which the Services are required is described in Exhibit A.

2.4 Contractor has submitted to City a Proposal to perform the Services dated August 30, 2024 (“Exhibit B”).

2.5 The “Contract Ceiling Price” is $500,000 per year.

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 12 calendar months (“Term”). The Term may be extended at the City’s option for an additional 12 months, in increments of City’s choice, for a maximum Term of 36 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.

4.0 SCOPE
Contractor shall perform all Services including, labor, materials, software, supplies, reports, and documents for as may be required from time to time, in accordance with Exhibit A. The Services shall be complete, and all work, material and services not expressly called for in the 10/22/2024 D4 8 of 186
EXHIBIT 3

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Proposal which may be necessary to carry out the Contract in good faith, shall be performed by the Contractor at no increase in cost to City. 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 on a time and material rate as set forth in Exhibit B for the Services to be performed.

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 the quantity of 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 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.

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 of these documents: Documents required under Exhibits A–E. 10/22/2024 D4 9 of 186

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7.0 TIME FOR COMPLETION AND COMMENCEMENT OF SERVICES
All Services under the Contract must be completed in compliance with the schedule in Exhibit B.

8.0 ASSISTANCE BY CITY
All information, data, records, reports, and maps as are in possession of City and necessary for the carrying out of this work shall be available to Contractor without charge. City shall make available to Contractor members of its staff for consultation with Contractor in the performance of this Contract. City does not warrant that the information data, records, reports, and maps heretofore or to be provided to Contractor are complete or accurate and Contractor should satisfy itself as to accuracy and completeness. City and Contractor agree that City shall have no liability should any information, data, records, reports, and maps be inaccurate, incomplete, or misleading. Unless provided in Exhibit A, no other assistance shall be provided by City to Contractor.

9.0 STANDARD OF PERFORMANCE

9.1 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.

9.2 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.

10.0 CONTRACTOR’S STATUS; CONTRACTOR’S EMPLOYEES

10.1 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.

10.2 Contractor represents and warrants that all design professional services, if any, shall be provided by a person or persons duly licensed by the State of California to provide the type of services described in Exhibit A.

10.3 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 10/22/2024 D4 10 of 186

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City’s employees. Contractor expressly waives any claim Contractor may have to any such rights.

10.4 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.

10.5 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.

10.6 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.

11.0 CIVIL RIGHTS

11.1 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.

11.2 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.

11.3 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.

11.4 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.

11.5 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.

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11.6 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.

11.7 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, 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.

12.0 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.

13.0 ASSIGNMENT AND SUBCONTRACTING

13.1 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 percent (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.

13.2 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. 10/22/2024 D4 12 of 186

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14.0 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.

15.0 FINANCIAL RECORDS

15.1 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.

15.2 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 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.

16.0 OWNERSHIP OF DOCUMENTS

16.1 Upon delivery, the work product, including without limitation, all original reports, writings, recordings, drawings, files, computer code, 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 hereby assigns, 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. If Contractor is providing copyrighted, proprietary materials in the performance of the Services, then the intellectual property provisions of Exhibit B shall prevail over the provisions of this section.

16.2 Contractor represents that it has secured all necessary licenses, consents, or approvals to use the components of any intellectual property, including computer software, used in the rendering of services and the production of the work product produced under this Contract, and that City has full legal title to and the right to reproduce such materials. The Contractor covenants to defend, indemnify and hold City harmless of any loss, claim or liability in any way related to a claim that they are violating or have violated any federal, state or local laws, or any contractual provisions, relating to trade names, licenses, franchises, patents or other means of protecting interests in products or inventions. Contractor shall bear all costs 10/22/2024 D4 13 of 186

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arising from the use of patented, copyrighted, trade secret or trademarked materials, equipment, devices, or processes used on or incorporated in the services and materials produced under this Contract. In case such materials, equipment, devices, or processes are held to constitute an infringement and their use is enjoined, Contractor, at its expense, shall: (a) secure for City the right to continue using the materials by suspension of any injunction or by procuring a license or licenses for the City; or (b) modify the materials so that they become non-infringing.

17.0 CONFIDENTIALITY

17.1 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.

17.2 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.

18.0 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.

19.0 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.

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20.0 INDEMNIFICATION

20.1 Contractor shall defend, indemnify and hold City and its officers, officials, employees, and volunteers (collectively, “Indemnitees”) harmless against any and all liability, loss, damage, fine, penalty, expense, claim or cost (including without limitation costs and fees of litigation) of every nature (collectively, “Liability”) arising out of or in connection with this Contract or its performance, including defects in design, except: (1) Liability caused by Indemnitees’ sole negligence or willful misconduct; or (2) for Liability caused by Indemnitees’ active negligence, in which case the indemnity received by Indemnitees shall be reduced by the amount: (i) that Indemnitees’ active negligence contributed to the Liability on a comparative basis; or (ii) such other amount as may be required by law (“Duty of Indemnification”).

20.2 Contractor, on behalf of itself and all parties claiming under or through it, hereby waives all rights of subrogation and contribution against Indemnitees, while acting within the scope of their duties, from all claims, losses and liabilities arising out of or incident to activities or operations performed by or on behalf of the Contractor regardless of any prior, concurrent, or subsequent active or passive negligence by the Indemnitees. In the event there is more than one person or entity named in the Agreement as a Contractor, then all obligations, liabilities, covenants, and conditions under this instrument shall be joint and several.

21.0 INSURANCE AND BONDS
Contractor shall comply with the insurance provisions set forth in Exhibit C.

22.0 SERVICE OF NOTICE

22.1 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.

22.2 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.

23.0 LABOR LAW COMPLIANCE
California Labor Code Sections 1860 and 3700 provide that every contractor will be required to secure the payment of compensation to its employees. In accordance with the provisions of California Labor Code Section 1861, Contractor hereby certifies as follows:
“I am aware of the provisions of Section 3700 of the Labor Code which require every employer to be insured against liability for worker’s compensation or to undertake self- insurance in accordance with the provisions of that code, and I will comply with such provisions before commencing the performance of the work of this contract.”

24.0 SURVIVAL OF COVENANTS
Contractor’s obligations under Sections 16, 17 and 20 shall survive the termination of this Contract.
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City Services (Non-Construction) (RFP) 9 of 10 San Diego Rescue Mission [22422-6] 00022422 8

25.0 SPECIAL PROVISIONS
This Contract is subject to, and Contractor shall comply with, the special provisions referenced in Exhibit E, if any.

26.0 EXHIBITS
All documents referenced as exhibits in this Contract, or referenced in an exhibit to this Contract, are incorporated herein.

27.0 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.

28.0 COUNTERPARTS; ELECTRONIC SIGNATURES; ELECTRONIC DELIVERY This Agreement may be executed in separate counterparts, none of which need contain the signatures of both Parties, and each of which, when so executed, shall be deemed an original and all together shall constitute and be one of the same instrument. The Parties agree that this Agreement, whether executed by electronic signature, digital signature, or constituting a scanned or electronically reproduced copy or image of this Agreement bearing the signatures of the Parties, will be deemed an original and will represent competent evidence of the execution, terms and existence of this Agreement notwithstanding the failure or inability to produce an original executed Agreement or counterpart thereof, and without the requirement that the unavailability of such original executed Agreement or counterpart thereof first be proven.

Further, the exchange of this entire executed Agreement (and/or such exhibit(s) or document(s)) that is in photostatic or portable document format (.pdf) form by electronic mail or by another electronic means shall be considered original(s) and shall constitute effective execution and delivery of the original(s).

29.0 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 10.]

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City Services (Non-Construction) (RFP) 10 of 10 San Diego Rescue Mission [22422-6] 00022422 8

30.0 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:

JOHN B. FRANKLIN, MAYOR

ATTEST:

KATHY VALDEZ, CITY CLERK

By:

APPROVED AS TO FORM:

WALTER CHUNG, CITY ATTORNEY

By:

RISK MANAGEMENT REVIEW:

DOLORES GASCON, RISK MANAGER

By:
“Contractor”

SAN DIEGO RESCUE MISSION, INC, a
California nonprofit corporation

By:

Name/Title

By:

Name/Title

APPROVED
Walter C. Chung
20241001151321

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00022422 8 Exhibit A

EXHIBIT A

REQUEST FOR PROPOSALS

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Release Date: August 12, 2024
Submittal Date: August 30, 2024

Strategic Plan to Address Homelessness:

Street Outreach 1
City of Vista
Housing & Homeless Services Division

STRATEGIC PLAN TO ADDRESS HOMELESSNESS:

Street Outreach

Request for Proposals

RFP GUIDELINES

Applications Available August 12, 2024

Application Due Date August 30, 2024

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Release Date: August 12, 2024
Submittal Date: August 30, 2024

Strategic Plan to Address Homelessness:

Street Outreach 2
I. INTRODUCTION AND PURPOSE
The City of Vista (“City”) is soliciting written proposals from qualified service providers to provide street outreach and case management services while utilizing trauma-informed and person-centered approaches to connect Persons Experiencing Homelessness (PEH) within the city of Vista with appropriate resources.

Practices and approaches to street outreach shall be aligned with the Continuum of Care’s Community Outreach Standards.

City Overview
The City of Vista is located seven miles inland from the Pacific Ocean in northern San Diego County and is approximately 19 square miles with a population of 99,723 (CA Department of Finance, 2024). 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.

Background
At the 2018-2020 goal setting workshop, the City Council identified a need to develop a strategic plan to address homelessness. On March 10, 2020, the City Council adopted the Strategic Plan to Address Homelessness (Strategic Plan) which identifies three specific goals: (1) preventing homelessness; (2) improving quality of life, and (3) reducing homelessness.

This Request for Proposals (RFP) solicits the services of an experienced homeless services provider who will perform street outreach and case management at the City’s direction, coordinating with City staff and as necessary with the Regional Task Force on Homelessness (lead agency of the CoC), County of San Diego’s Health and Human Services Agency representatives, mental health and substance use providers, CalAIM providers, Workforce Development, public benefits administrators, and other community-based organizations. The Vista Sheriff's Department will assist in coordination, support and safety when addressing unsheltered homelessness as necessary or requested, in accordance with the Continuum of Care’s Policy Guidelines for Regional Response for Addressing Unsheltered Homeless Encampments throughout San Diego County.

II. CITY EXPECTATIONS
The City is seeking a service provider who has demonstrated expertise in working with and meeting the needs of those most vulnerable in our community, and who understands the unique needs of people who are experiencing homelessness (PEH). Experience working with and navigating the regional programs for PEH, as well as knowledge of the local community needs, ability to coordinate with multiple stakeholders, and understanding of the needs of the diverse groups within the population experiencing homelessness are required. The contracted service provider will be required to participate in regular meeting s, both public and private, at the direction of City staff. The contracted service provider will provide at minimum, a bi- annual report to the City Council that includes anonymized client data, detailed program activities, and itemized expenditures. Additional reporting metrics suggested by the selected provider are also encouraged.

This RFP sets forth the requirements of the solicited activities and contains the guidelines by which each proposal must include.

III. FUNDING AND METHOD OF PAYMENT
Services provided under the contract shall not exceed $500,000 annually, with services anticipated to begin 10/22/2024 D4 20 of 186

Release Date: August 12, 2024
Submittal Date: August 30, 2024

Strategic Plan to Address Homelessness:

Street Outreach 3
on September 25, 2024. Proposals should describe the services the organization is able to commit to within the allocated budget. The selected service provider will submit invoices to the City, which must include a detailed breakdown of the services, the tasks, the hours, hourly rates, and all appropriate back up.

IV. ELIGIBILITY CRITERIA
Nonprofit organizations, Federally Qualified Health Centers, government agencies, and neighborhood organizations with experience working with PEH utilizing a trauma-informed and person-centered approach, are eligible to apply. Proposals should incorporate a combination of program management, street outreach, and peer support personnel. A Licensed Clinical Social Worker on staff in a management role is preferred.

Proposers must be knowledgeable of housing programs, including County Section 8 Housing Choice vouchers and local homeless service programs. Nonprofits must be incorporated as a nonprofit in California by the proposal submittal date.

Respondents to the RFP must be able to sign the City’s standard contract for services (sample included as Exhibit A). As specified in the contract, General Liability Insurance, Automobile Liability Insurance and Workers Compensation Insurance are required at the time of the execution of the standard contract for services.

V. SCOPE OF SERVICES
The City is seeking to partner with an organization that can provide full-time outreach workers to conduct proactive street-based case management and coordinate city wide case conferencing utilizing a By-Name- List, work with the Vista Sheriff’s Department at the City’s direction, along with other agencies that regularly come into contact with PEH. The role of the service provider will be to provide support for PEH within the City, connect people to the services they need in order to make meaningful steps towards exiting homelessness, and develop a By-Name List using data collected exclusively from the City-funded program.

The goal of these services is to create a clear pathway to permanent housing and helping to ensure long term housing retention in order to make homelessness a rare, brief, and a onetime experience. Proposals shall describe how they will achieve the following City objectives and services.

• Provide street-based outreach and case management services independently and in coordination with the County’s Health and Human Services Agency representatives, mental health providers, Vista COPPS Unit, and other local service providers as appropriate. These services will be provided in the field ensuring to meet the client where they are needed. These services will be low barrier following a Housing First approach.

• Staff a position to receive and follow up with calls for self-referrals and citizen concerns regarding known PEH in the area.

• Complete a comprehensive Biopsychosocial assessment for each client and develop a detailed individual service plan that includes but is not limited to: identifying barriers to housing, physical, dental, and behavioral health needs, and income goals. The plan shall include a timeline and measures for achieving each client goal and strategies to address current barriers to housing. Review and update each case plan to monitor progress towards goals as the clients’ needs change. Empower clients to become involved in their own planning and goal setting. The City of Vista will require the service provider to utilize the County-wide Coordinated Entry System (CES), timely and complete entry of client-level data through HMIS (Clarity) according to standard guidelines set forth by RTFH, as well as service provider’s additional client assessment and tracking tools as necessary. All data collected must be shared with designated City staff aside from their entry into Clarity.
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Release Date: August 12, 2024
Submittal Date: August 30, 2024

Strategic Plan to Address Homelessness:

Street Outreach 4

• Link clients to available housing, medical, mental health, addiction and recovery services, food, clothing, transportation, employment, Social Security Retirement/Social Security Disability, financial, and other appropriate services based on the client’s individual plan. Assist clients with enrolling in mainstream benefits and obtain identification (e.g. California Driver’s License, California Identification Card and/or Social Security card). Assisting clients with no or minimal income to obtain income is a priority and is a key factor in longer-term housing stability. Proposer should include flex funds in their proposed budget to assist with these services, including costs for storage of personal property and pet care.

• Provide ongoing case management related services to clients, to include: advocacy and support to assist with removing barriers and achieving stated goals; ongoing assessment of individual needs including housing stability, mental and physical health needs, substance use treatment, and overall safety; development and review of their service plans, coordination of service plan items; coordination, referral and connection to other service providers and community resources; crisis intervention services; and liaison or advocacy services to help remove barriers for clients. This includes communication with other community service providers, medical and mental health providers, treatment and recovery providers and family members.

• Assist clients to identify interim and permanent housing options based on their individualized service plan and coordinate with City staff, including the Housing Specialist, to identify available housing options that are appropriate for clients, and work to obtain and maintain permanent housing with the client for a period of up to twelve months after housing placement. Develop a long-term support plan to ensure residents previously experiencing homelessness maintain housing and continue to achieve other personalized goals.

• Develop a By-Name List of all individuals engaged with during outreach activities using data collected exclusively from City-funded activities. The By-Name List is to be used as a means of measuring how many individuals are actively experiencing homelessness, as well as the in- and out-flow of individuals experiencing homelessness, in Vista . Lead monthly case conferencing with City staff and partners to coordinate resources and appropriate response to the various needs of PEH in Vista.

• In addition to providing a homeless street outreach team, provide a multidisciplinary outreach team to engage with PEH in greatest behavioral and/or physical health needs which include, but are not limited to, severe mental illness, debilitating level of substance use disorder, and severe co-occurring conditions (e.g. mental illness and substance use disorder). The composition of the multidisciplinary team should include the combination of a clinical outreach specialist, peer support specialist, housing specialist, mental health clinician, nurse practitioner, medical triage/care professional, and/or substance use disorder counselor. The multidisciplinary team should be tailored to meet the significant needs of PEH engaged with the goal of resolving the unique issues that create a struggle for the PEH to engage with system resources and are in need intensive continuity of care.

• Maintain regular communication, both written and verbal, with the Vista COPPS unit and Housing & Homeless Services division staff. Attend regular public and private meetings, including the monthly Standing Committee Meeting on Homelessness and City Council Meetings, to review and discuss caseload and overall progress.

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Release Date: August 12, 2024
Submittal Date: August 30, 2024

Strategic Plan to Address Homelessness:

Street Outreach 5
• Work with the Vista COPPS unit and Housing & Homeless Services division staff to maximize partnerships with other local service providers, community organizations and individuals to cultivate resources and stay connected to the changing needs of the community.

• Attend regular Homeless Outreach events coordinated by the City and other partners to help connect PEH to necessary services.

• Proposer understands that the Services entail repeated interactions with at-risk populations that may be experiencing mental health disorders or substance abuse issues. The successful Proposer is responsible for ensuring the safety of their personnel while performing the Services and for coordinating with the Vista Sheriff’s Department for law enforcement intervention, as-needed. The successful Proposer shall inform City staff of any threats and/or acts of violence that occurs between their personnel and PEH during the performance of the Services.

• Complete accurate and thorough documentation in a timely manner. Maintain documentation of client meetings and interactions, including conversations and progress towards goals. Maintain data on each program participant and program milestones, and provide reports and monthly invoices as required by the City. Proposer must also comply with RTFH guidelines when entering data into HMIS.

• Identify gaps in homeless services and assistance needs in Vista. In addition, develop a written report of recommendations for community and program improvements in support of the Strategic Plan. The report is due to City at the end of each contract term.

• Furnish and cover all costs for general office supplies, printing, and postage associated with normal office and service operations related to case management duties.

• Participate in community meetings related to the Strategic Plan to Address Homelessness or case management duties.

• Proposer must identify a primary point of contact responsible for communications with and reporting to the City and its designees.

VI. PROPOSAL SUBMISSION
To receive addenda and submit a Proposal, Proposer must register a free account with the City’s Electronic Bidding System, OpenGov Procurement, at https://secure.procurenow.com/portal/cityofvista . No hard copy proposals will be accepted. Once registered, Proposer must download the RFP 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 RFP will not appear on the Electronic Prospective Bidders List and their Proposal will be considered non-responsive. If a Proposer is unable to register or download the RFP from OpenGov Procurement, a Proposer representative may contact OpenGov Procurement to troubleshoot the problem.

All Proposal documents must be uploaded using OpenGov Procurement prior to the Proposal Submission Date as instructed in this solicitation. Once file(s) have been uploaded and the Submission Status shows as “Submitted” the submission is complete. At that point the Proposer will receive an email confirmation from OpenGov Procurement.

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Release Date: August 12, 2024
Submittal Date: August 30, 2024

Strategic Plan to Address Homelessness:

Street Outreach 6
The City reserves the right to extend the date by which proposals are due via addendum. To be considered, Proposals shall be submitted through OpenGov Procurement no later than the Proposal Submission Date.

OpenGov Procurement will determine the official time for the advertised Proposal Due Date and such determination will be final. Any Proposals not received in a timely manner on the Proposal Due Date, as described above, will not be considered.

Proposers understand that an award for this RFP is contingent upon the award of ERF3 to the City, and the City reserves the right to cancel this RFP at any time.

Questions on this RFP

All project related questions and requests for clarifications, changes, exceptions, and deviations to the terms and conditions set forth in this RFP shall be submitted via “Q&A” through the City’s Electronic Bidding System, OpenGov Procurement. Phone call questions will not be accepted. Answers to all submitted questions will be provided in an addendum through OpenGov Procurement. Questions must be submitted prior to the deadline specified in the RFP Schedule, above.

VII. PROPOSAL INSTRUCTIONS
Proposals should include at a minimum the following elements:

1. Cover letter. A cover letter shall summarize key elements and guarantee that key personnel will be committed to perform the required tasks throughout the duration of the contract. The cover letter shall be limited to two (2) pages and shall include a contact name, email, phone number and full address for the proposer. The cover letter must provide a brief overview of the proposer’s qualifications, list key personnel and areas of responsibility, demonstrate that the personnel have the knowledge and skills to provide street based case management, and housing stabilization services as described in this RFP, and emphasize similar contracts or projects that required the performance of similar tasks. The cover letter shall include a statement that the proposer can meet the City’s insurance requirements and is prepared to execute the City’s standard contract for services as written, and will not make any changes to the project term without authorization of the City. In cases, where a team member voluntarily leaves an agency, the proposer shall provide the City a proposal for a substitute team member subject to the approval of the City.

2. Approach. Provide a detailed description of the approach to the project, including suggested activities and methodologies to be used when providing the Services for PEH in the City of Vista. Such activities may include: strategies to engage with individuals who are unsheltered with considerations to the unique needs of the diverse groups within the unsheltered community; plans for coordinating with shelter and housing providers, treatment providers, employment and educational programs, legal services, and other government entities; use of proposed flex funds; approaches to local coordination with community service providers; plans for tracking demographic, quantitative and qualitative data; use of any evidenced based practices; evaluation criteria and any other elements the organization may propose. Proposals should cite previous experience with such work and take into consideration the objectives identified in the Scope of Services.

3. Staffing. Identify and describe program staff, qualifications and professional experience, along with proposed weekly time commitment towards this project.

4. Budget. Please provide a simple 12-month project budget describing staff rates and labor hour estimates. Identify staff benefits and administration costs, if applicable. Budget may include flex funds for client needs such as transportation, new identification cards, etc. The City will review budget 10/22/2024 D4 24 of 186

Release Date: August 12, 2024
Submittal Date: August 30, 2024
Strategic Plan to Address Homelessness:

Street Outreach 7
proposals to determine maximum value, effectiveness, approach, and performance of work within a reasonable budget. Proposals must identify potential milestones that will trigger payments due. Note in-kind supports if applicable, or if leveraging other existing resources is planned.

5.Schedule. Include a proposed annual project schedule, including key project tasks, deliverables, specific timelines and sequence.

VIII.Review of Proposals
Proposals will be reviewed for completeness and according to the City’s evaluation criteria. Incomplete and/or late proposals may be disqualified. The City will review and evaluate all proposals for responsiveness to this RFP to determine whether the respondent possesses the professional qualifications necessary for the satisfactory performance of the services required. The City will also investigate qualifications of all respondents to whom the award is considered, and may request clarification of proposals directly from one or more proposers. In reviewing the proposals, the City will consider the following evaluation criteria (100 points total):
•Quality of the approach, clarity, rationale and feasibility (25 points) •Organization’s experience with projects of similar type (20 points) •Project staff experience and expertise (15 points)
•Proposed project schedule and outcomes (20 points)
•Budget and value of proposed work and deliverables for dollars invested (20 points) The City may conduct interviews as a part of the evaluation process.

IX.AWARD OF AGREEMENT
Upon completion of the review period, the City will notify the proposer whose proposal will be considered for further evaluation and negotiation. Any delay caused by proposer's failure to respond to direction from the City may lead to a rejection of the proposal.
a.If the City determines, after further evaluation and negotiation, to award the agreement, a contract for services agreement will be sent to the successful proposer for the proposer's signature. No proposal shall be binding upon the City until after the agreement is signed by duly authorized representatives of both the service provider and the City.
b.The City reserves the right to reject any or all proposals, and to waive any irregularity in a proposal. The award of the agreement will be based upon a total review and analysis of each proposal and projected costs.

Timeline for Submission and Award:

Activity Date
Public Notice announcing RFP August 12, 2024
Final Date for Submissions of Questions August 21, 2024 Proposal Submission Deadline August 30, 2024, 5:00 p.m. 10/22/2024 D4 25 of 186

Release Date: August 12, 2024
Submittal Date: August 30, 2024

Strategic Plan to Address Homelessness:

Street Outreach 8
Interviews (if needed) September 3-6, 2024*
Selection and Funding Award September 9, 2024*
*Dates are subject to change
The City reserves the right to extend the date by which proposals are due via addenda.

X. RIGHT TO REJECT PROPOSALS
The City reserves the right to request additional information from proposers. By the act of submitting a proposal, proposers acknowledge and agree to the terms and conditions of this RFP and to the accuracy of the information they submit in response. The City reserves the right to reject any and all submittals, waive any irregularities in the submittal requirements, or cancel this RFP at any time.

XI. DISCLOSURE
All Proposals become the property of the City unless a return is specifically requested as specified in the following section. The City is a public agency subject to the disclosure requirements of the Public Records Act, California Government Code Section 6250 and following. These requirements include an exemption for "trade secrets". If any proprietary information is contained in or attached to the written proposal, it must be clearly identified. In order to protect trade secrets from disclosure, pursuant to a public Records Acts request, you must agree in writing to defend and indemnify the City of Vista if litigation results.

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EXHIBIT A
City of Vista Standard Contract for Services
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1 of 10 NAMEX City Services (Non-Construction) (RFP)
[22422-6] 00022422 8

CONTRACT FOR SERVICES
THIS “CONTRACT” is entered into by and between the “Parties” as of ___________________ (“Contract Date”).

The “Contractor”
NAMEX, statusx
Address Address
Contact: name

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

2.1 The “Services” to be performed by Contractor are set forth in City’s Request for Proposals (“Exhibit A”).

2.2 Contractor desires to enter into this “Contract” with City for the Services.

2.3 The “Project” for which the Services are required is described in Exhibit A.

2.4 Contractor has submitted to City a Proposal to perform the Services dated proposaldate (“Exhibit B”).

2.5 The “Contract Ceiling Price” is $xx,xxx per year.

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”). The Term may be extended at the City’s option for an additional xx months, in increments of City’s choice, for a maximum Term of xx from the Contract Date.

City Services (Non-Construction) (RFP) 2 of 10 NAMEX
[22422-6] 00022422 8
Proposal which may be necessary to carry out the Contract in good faith, shall be performed by the Contractor at no increase in cost to City. 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 on a time and material rate as set forth in Exhibit B for the Services to be performed.

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.

5.5 Except as provided in Exhibit B, Contractor shall not be reimbursed for any expenses incurred in rendering services under this Contract.

City Services (Non-Construction) (RFP) 3 of 10 NAMEX
[22422-6] 00022422 8

7.0 TIME FOR COMPLETION AND COMMENCEMENT OF SERVICES
All Services under the Contract must be completed in compliance with the schedule in Exhibit B.

9.0 STANDARD OF PERFORMANCE

10.0 CONTRACTOR’S STATUS; CONTRACTOR’S EMPLOYEES

City Services (Non-Construction) (RFP) 4 of 10 NAMEX
[22422-6] 00022422 8
City’s employees. Contractor expressly waives any claim Contractor may have to any such rights.

11.0 CIVIL RIGHTS

11.1 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.

City Services (Non-Construction) (RFP) 5 of 10 NAMEX
[22422-6] 00022422 8

13.0 ASSIGNMENT AND SUBCONTRACTING

City Services (Non-Construction) (RFP) 6 of 10 NAMEX
[22422-6] 00022422 8

15.0 FINANCIAL RECORDS

16.0 OWNERSHIP OF DOCUMENTS

City Services (Non-Construction) (RFP) 7 of 10 NAMEX
[22422-6] 00022422 8
other means of protecting interests in products or inventions. Contractor shall bear all costs arising from the use of patented, copyrighted, trade secret or trademarked materials, equipment, devices, or processes used on or incorporated in the services and materials produced under this Contract. In case such materials, equipment, devices, or processes are held to constitute an infringement and their use is enjoined, Contractor, at its expense, shall: (a) secure for City the right to continue using the materials by suspension of any injunction or by procuring a license or licenses for the City; or (b) modify the materials so that they become non-infringing.

17.0 CONFIDENTIALITY

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.

City Services (Non-Construction) (RFP) 8 of 10 NAMEX
[22422-6] 00022422 8

20.0 INDEMNIFICATION

21.0 INSURANCE AND BONDS
Contractor shall comply with the insurance provisions set forth in Exhibit C.

22.0 SERVICE OF NOTICE

22.2 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.

24.0 SURVIVAL OF COVENANTS
Contractor’s obligations under Sections 16, 17 and 20 shall survive the termination of this Contract.
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City Services (Non-Construction) (RFP) 9 of 10 NAMEX
[22422-6] 00022422 8

25.0 SPECIAL PROVISIONS
This Contract is subject to, and Contractor shall comply with, the special provisions referenced in Exhibit E, if any.

26.0 EXHIBITS
All documents referenced as exhibits in this Contract, or referenced in an exhibit to this Contract, are incorporated herein.

10 of 10 NAMEX City Services (Non-Construction) (RFP)
[22422-6] 00022422 8

30.0 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:

JOHN CONLEY, CITY MANAGER
JOHN B. FRANKLIN, MAYOR
ATTEST:

KATHY VALDEZ, CITY CLERK
By:

APPROVED AS TO FORM:

WALTER CHUNG, CITY ATTORNEY
By:

RISK MANAGEMENT REVIEW:

DOLORES GASCON, RISK MANAGER
By:
“Contractor”
NAMEX, statusx
By:

Name/Title
By:

Name/Title
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00022422 8 Exhibit A

EXHIBIT A

REQUEST FOR PROPOSALS
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00022422 8 Exhibit B

EXHIBIT B
CONTRACTOR’S PROPOSAL
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00022422 8 Exhibit C, Page 1 of 3

EXHIBIT C

INSURANCE REQUIREMENTS
Contractor shall procure and maintain for the duration of the contract 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:

1.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.

5. Sexual Abuse and Molestation Coverage with a limit of no less than $1,000,000 per occurrence.

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 to 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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00022422 8 Exhibit C, Page 2 of 3

1.T he 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.

00022422 8 Exhibit C, Page 3 of 3
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. 10/22/2024 D4 42 of 186

00022422 8 Exhibit D

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
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00022422 8 Exhibit E

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.

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00022422 8 Exhibit B

EXHIBIT B
CONTRACTOR’S PROPOSAL
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Approach
Strategic outreach is a part of a larger approach that includes low barrier shelter, holistic rehabilitation and after care support.

SDRM is a regional leader in strategic outreach. This first began in 2020 when SDRM was contracted by the Little Italy Association to provide outreach services. The key to SDRM’s success was using the CoC Street Outreach Standards. The outreach staff demonstrated the power of doing street-based case management. The team participated in coordinated case conferencing held weekly with other City of San Diego outreach workers. With the addition of shower trailers to the outreach efforts, SDRM increased its impact by including viable volunteer opportunities enabling the community to participate. SDRM does not believe in simply offering a service. Services must be connected to a system of care with the goal of moving a person from homelessness to a thriving community member. Coordination with other service providers and shelter placement are a part of shower trailer operations.

When SDRM was preparing for a Lighthouse to open in National City, SDRM began using the shower trailer and encouraging the use of outreach standards to influence coordinated outreach events across South County. SDRM was seen as a bridge builder and improved the overall effectiveness of outreach. When the Lighthouse opened in 10/22/2024 D4 48 of 186

June 2024, trust and collaboration between SDRM, various city staff and other service providers resulted in a noticeable impact.

SDRM is committed to bringing this quality of effort and services to the City of Vista.

Collaboration
A key reason for the success seen in both outreach and at the Lighthouses is SDRM’s ability to collaborate. SDRM facilitates meetings and coordination efforts at both Lighthouses and always integrates when doing outreach with other providers already serving in a geographic area.

Because of this contract's nature, SDRM has a Coordinator position in the project to stay connected and manage relationships with other agencies. The Pro gram Manager will have the lead in building trust and facilitating relationships. The Coordinator will provide administrative support and assist in day-to-day collaboration to allow the Program Manager to maintain a strategic focus.

The relationship with city staff will be critical. In situations where the city has an established relationship, SDRM will support and maintain the relationship. When there is an informal relationship or no relationship with a critical stakeholder, SDRM will engage. If appropriate, SDRM will recommend establishing a Memorandum of Understanding to enable accountability and set expectations in the relationship.

The request for proposal specifically mentioned partnerships with County Health and Human Service Agency, CalAIM providers, mental health providers, Vista COPPS Unit and other service providers. SDRM currently works with these agencies minus Vista COPPS. In South County, SDRM has collaborated on outreach efforts with the County Sheriff’s Department. Specifically for North County, these relationships are managed through SDRM’s efforts at the North County Lighthouse.

Upon request, SDRM can provide additional details about the work being done in Oceanside and South County regarding collaboration.

By-Name List
SDRM advocates for by-name lists. In August 2024, SDRM hosted a Mayor’s Symposium with all 18 cities represented. SDRM challenged the mayors to have a by- name list and offered support to help them review certain cases on the list to help move the PEH forward.

SDRM will work with the City of Vista to develop a by-name list to enable focused effort on those who are disproportionally impacting the rest of the community because of being identified as high utilizers of services.

Information Technology
SDRM has a robust data integration strategy. SDRM uses the Homeless Management Information System (HMIS) to include the Coordinated Entry System (CES). It also uses 10/22/2024 D4 49 of 186

Mission Tracker, a case management software with data sharing capabilities. Currently, SDRM pushes quantitative data from Mission Tracker into HMIS. Mission Tracker also has the Biopsychosocial assessment and the self-sufficiency matrix integrated to facilitate a single depository of client information.

SDRM is currently working with 211 San Diego for enhanced data integration. By November 2024 SDRM will have a single login capability with Mission Tracker and the Community Information Exchange (CIE) with bidirectional data exchange. While this will facilitate better referral tracking in the delivery of services, it will also enable tracking of client wellbeing beyond the recidivism data provided by HMIS. The goal is to have longitudinal data showing program efficacy and qualitative data via Case Note documentation.

Engagement
SDRM will utilize a multi-disciplinary approach in street outreach engagement. SDRM’s team will include a Program Manager, Outreach Lead, Outreach Worker and Coordinator. The Coordinator will facilitate other service providers to create a multidisciplinary team to be present and engaged. SDRM will always have at least two people working together when engaging in outreach. SDRM has also structured the team to manage, engage and work the by-name list.

SDRM has a rich history of hiring people with lived experience of homelessness. Our budgeted positions do not include a Peer Support Specialist. This is because SDRM will prioritize hiring people with lived experience, especially in the Outreach Lead and Outreach Worker positions.

Case Management and Case Conferencing
With the prioritized lists, SDRM will engage in street-based case management. Because this will be a collaborative effort, SDRM will facilitate the conversation on who will have the lead in the individual case management, assuming there may be a partner organization better positioned to serve.

All case management expectations outlined in the RTFH community standards will be utilized in serving PEH as a part of this project. This includes but is not limited to:
• Create an individualized plan with goals developed through a person-centered, strength-based, and trauma-informed approach. This will include a timeline and measurement of goal attainment accomplished in partnership with the PEH. • Specifically develop a housing plan identifying barriers and opportunities for housing. This will include entry into CES.
• Specifically develop an income strategy to enable ongoing f inancial stability. • Utilize HMIS for tracking and reporting purposes for the City of Vista. This includes getting information to understand the basic demographic and history of the PEH.
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• Help the person get connected to the appropriate resources such as (but not limited to) medical, mental health, shelter, addiction and recovery services, food, clothing, transportation, employment, Social Security Retirement/Social Security Disability, and financial assistance based on the client’s individual plan. • Assist the client in obtaining appropriate identification and key documents to include (but not limited to) California Driver’s License, California Identification Card and/or Social Security card.
• Monitor and report via the self-sufficiency matrix the degree to which the client is gaining self-sufficiency.
• When possible, a biopsychosocial assessment will be conducted to provide insight and support the individual plan. While this should be possible with a multidisciplinary team, it should be noted that at no time will a client’s autonomy be violated. A client’s refusal to participate in a screening or assessment will not be a factor in whether they receive services.

SDRM staff are trained in motivational interviewing to facilitate case management. This will be expected and encouraged for all organizations engaging with PEH in street outreach.

SDRM understands the complexity of issues facing PEH. In addition to trauma, there can be behavioral health concerns and substance use. This is why SDRM utilizes a relational model and supports the CoC community standards. Success comes through a trusting relationship between the service provider and the PEH. SDRM does this regularly in both outreach and shelter operations. At the same time, safety is a priority and SDRM ensures to inform City staff of any threats or acts of violence between SDRM personnel and PEH during service delivery.

Case conferencing will happen for the overall by-name list on a regular basis. Ideally, this would be weekly, but at least bi-weekly based on city staff and collaborative partners’ availability. SDRM values collaboration- connecting the right organization with the right person who can build trust, thus resulting in people moving forward. SDRM is committed to a multidisciplinary approach with effective partners who are willing to engage and build trust.

When appropriate, both the flexible funding pool and the family reunification funding offered in the proposal will be utilized to help the client achieve their goals toward ending their homelessness and ensuring long-term stability. SDRM is receiving the flex fund training from RTFH and has actively participated in family reunification efforts.

Shelter, Programs and Temporary Housing
SDRM would request priority placement in the Navigation Center operated in Vista.

SDRM will work with the shelter network and other temporary housing opportunities to place individuals and help get them off the streets immediately. This includes access to SDRM’s Lighthouses and Mission Academy.
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In cases where it is appropriate, the case management responsibilities will shift to the shelter or temporary housing program. This will happen through a case conferencing process to determine whether the client will be able to obtain their long-term goals at the shelter or program they are entering.

If the housing plan includes utilizing funding from the City of Vista, case management responsibilities will stay with SDRM in partnership with the shelter or program until the person is housed.

Housing Stabilization
Housing assessments will be conducted on all individuals being engaged. As appropriate, PEH will be entered into CES for possible matching to either Permanent Supportive Housing (PSH) or Rapid Rehousing (RRH).

In situations where the client has resources and can move directly into housing, SDRM will facilitate the transition from the street into housing.

SDRM will case conference specifically with the City of Vista to develop an individualized plan to move PEH into stable housing.

Transportation
SDRM will procure one van and provide other transportation to support this effort. The van will be used to transport clients as needed.

Community Outreach
SDRM will make sure all contact information is well communicated to the community.

The goal will be for the community to know who to call if they have concerns or identify PEH and would like to get them connected to services.

SDRM will also look for ways to build relationships with the community of PEH with the goal of building trust and encouraging self-referrals for individuals who decide to get on a path to ending their homelessness.

Communication and Engagement
The Program Manager will build trust and maintain communication with all key stakeholders and will be the primary point of contact for the City of Vista. The Project Manager will also attend all meetings designated by the City of Vista to include the monthly Standing Committee Meeting on Homelessness and City Council Meetings.

Reporting and Evaluation
SDRM will provide a monthly report detailing outcomes. The following items will be reported:
• Number of unduplicated individuals served
• Exits from street homelessness
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• Exits to permanent housing
• Individuals maintaining housing after 12 months of housing placement • Demographics of those being served with a focus on Diversity, Equity and Inclusion
• Number of people served through shower trailer events • Type of service interactions
• Progress on the by-name list
• Success stories
• Community engagement activities
SDRM sees the reporting as an opportunity for dialogue with the City of Vista and would work to develop a report that is meaningful and demonstrates impact.

SDRM will also provide quarterly reports assessing the overall quality of the homeless service ecosystem and provide recommendations for any system gaps or needs identified while executing the contract.

The goal of SDRM is to be a partner with the City of Vista in addressing homelessness resulting in a change in the state of homelessness where it is rare, brief and non - recurring.

De-Commissioning of the Program
SDRM will plan on this service contract being successful and will work with the City of Vista and the staff SDRM hires to have a plan in anticipation of its success. SDRM will be looking to develop a planned end date. There will be a celebration event to acknowledge the incredible work done by the City of Vista, SDRM and all the organizations and community members who made it possible.

Additional Support from SDRM
SDRM will also be looking to leverage a shower trailer program known as Hub Spots in the City of Vista. This is a partnership with a church who will host the shower trailer and provide a bridge for PEH to connect with homeless services. This is primarily volunteer driven. It enables SDRM to increase impact by increasing opportunities for PEH to get connected.

SDRM operates both shelter and outreach operations in the City of Oceanside. SDRM will look for opportunities to coordinate and collaborate with both cities to increase impact.

SDRM will leverage in-kind donations to offset any costs.

SDRM will utilize volunteers when safe and appropriate. SDRM has found this creates connection and helps the larger community feel they are a part of the solution. SDRM has a robust volunteer program and process to ensure safety of all involved.

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Other Items of Interest
CalAim. SDRM is currently working with Molina to provide services through CalAim. In the situation where SDRM can bill MediCal for services, it will. Contract funds that would have been spent if not able to bill will be available for SDRM and the City of Vista to redirect as appropriate.

Coordination. SDRM will additionally coordinate our outreach efforts with the team that receives the Encampment Resolution Funding Program, Round 3 (ERF3).

Mandated reporter. SDRM acknowledges the population being served is vulnerable.

SDRM has training and is mandated to report any abuse of children or older/disabled adults.

Standard expectations. All service providers should operate and SDRM does operate in a person-centered, trauma informed and strength-based approach. The County of San Diego operates in a Housing First environment. SDRM is committed to operating in this environment with the goal of helping people exit homelessness and become thriving members of the community.

Structural Issues. SDRM strives to help people get connected to the social services they need. This is especially true for behavioral health and substance use treatment.

SDRM continues to advocate for more effective processes and integration of these services into the homeless service system. This is being stated in lieu of making bold promises of connecting people to these resources. While there continues to be progress in this area, there is still a lot of work to be done. SDRM will work with the City of Vista to identify growth areas with the goal of strengthening the overall system.

Conclusion
Thank you for taking the time to review this proposal. SDRM is grateful for the opportunity and looks forward to the chance to make an impact on the issue of homelessness for your great city.

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Staffing
The following provides the positions that will be involved in executing the Street Outreach Plan. It provides a brief description of the position’s responsibilities and the qualifications for the position.

For all positions lived experience of homelessness counts towards experience and education.

Positions
Vice President of Programs. This position is responsible for all direct service programs operated by SDRM. This includes Outreach Services, Lighthouse Operations, Mission Academy and Alumni Care. This position is covered in the administrative overhead costs. Time associated with this project will be commensurate with the level needed to address issues and ensure success in Street Outreach efforts.

Qualifications:
• Education: Minimum Master’s degree in Business Administration, Psychology, Ministry, Family Therapy or Social Work, or related field from an accredited institution.
• Experience: Minimum 5 years (increasingly management) full-time experience dealing with the homeless, substance abusers, mentally ill, and/or dually diagnosed. Supervisory experience, Senior management level experience, strategic planning and nonprofit experience required.

Director of Outreach. This position is responsible for the effective operation of all street outreach conducted by SDRM and reports to the Vice President of Programs.

This position is responsible for policies and procedures and staying connected with CoC, County and city efforts regarding coordinated outreach. This position is covered in the administrative overhead costs. Time associated with this project will be commensurate with the level needed to address issues and ensure success in Street Outreach efforts.

Qualifications:
• Education: Minimum Bachelor’s Degree in Social Work, Marriage and Family Therapy, Clinical Psychology or related field from an accredited institution, or commensurate experience (Master’s degree/commensurate experience preferred in above fields)
• Experience: Minimum 2 years full-time work experience with individuals experiencing homelessness, addiction challenges, mental illness and/or dual diagnosis is preferred. Nonprofit experience preferred.

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The following positions will be full-time for this project with at least 40 hours per week. These positions are a part of the submitted budget.

Program Manager (Exempt). This will be the lead position and will be the main staff responsible for the street outreach. This position will report to the Director of Outreach.

This position will manage reporting, coordinate with the City of Vista and manage the staff hired for this project.

Qualifications:
• Education: Minimum Bachelor’s (or commensurate experience). • Experience: Preferred 1 year of full-time non-profit work with supervisory experience; experience with individuals experiencing homelessness, is preferred.

Coordinator (Hourly). This position will be the liaison with other service providers and community support. This is to enable effective collaboration by having a staff person responsible for managing and coordinating these critical relationships.

Qualifications:
• Education: Minimum Bachelor’s (or commensurate experience). • Experience: Preferred 1 year of full-time non-profit work; experience with individuals experiencing homelessness, is preferred.

Outreach Lead (Hourly). This will be a street case manager who will lead direct street outreach within the City of Vista.

Outreach Worker (Hourly). This position will support the work of the Outreach Lead and provide outreach services to those experiencing homelessness in the City of Vista.

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Other Support
Additional staff support will be provided by the Director of Volunteer Services and the Social Service Director. Time associated with this project will be commensurate with the level needed to address issues and ensure program success. • The Director of Volunteer Services will provide opportunities when appropriate for volunteers to support efforts as outlined in the approach. • The Social Service Director will give additional guidance and the team about professional social services available for those being served . • SDRM is currently operating both outreach and shelter services in the City of Oceanside. While this will not provide direct support, it will offer indirect support as needed.
• When appropriate, SDRM will also leverage interns. SDRM has relationships with San Diego State University, Point Loma Nazarene University and the University of Southern California.

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Hiring Policy and Procedures
Objective
San Diego Rescue Mission (SDRM) believes that hiring qualified individuals to fill positions contributes to the overall success of the organization. Each employee is hired to make a significant contribution to SDRM. In hiring the most qualified candidates for positions, the following process should be followed.

Hiring Process and Procedures
Requisitions
Requisitions must be completed to fill SDRM positions. Requisitions must be initiated by the HR Manager and approved by the department vice president and then returned to the human resource (HR) department.

Personnel requisitions should indicate the following:
• Position title
• Position hours/shifts
• Exempt or nonexempt status of the position
• Reason for the opening
• Essential job functions and qualifications (or a current job description may be attached)
• Any special recruitment advertising instructions
Job postings
SDRM’s HR Department will create job postings that briefly describe the job opening and communicate SDRM’s brand. All job openings will be posted on SDRM’s website Careers page for external use and an email will be sent out internally when new positions open. Internal candidates will fill out required paperwork and attach updated resume before submitting to supervisor for approval. Jobs will remain posted until the position is filled. The HR department will be responsible for tracking all applicants and retaining applications and resumes as required.

Internal applicants
Current employees with a satisfactory employment status may apply for internal job openings. The consent of the employees’ manager and the HR department will be necessary for any internal candidate applying for an open position. Employees with less than one year of service with SDRM will not be eligible to move positions. 10/22/2024 D4 58 of 186

All applicants for a posted vacancy will be considered based on their qualifications and ability to perform the job successfully. Internal candidates who are not selected will be notified by the HR department.

Interview process
The HR department and the hiring manager will screen applications and resumes prior to scheduling interviews. Initial interviews are conducted by the hiring manager.

Candidate evaluations will be completed after each interview and retained with the application.

The HR department will notify applicants who are not selected for positions.

Reference checks
HR will conduct professional reference checks and employment verification on the top candidates based on the results of the candidate evaluation forms completed by the interviewers. At least three professional references are required from each candidate.

Job Offer
After a decision has been made to hire a candidate, a contingent offer will be made on the satisfactory completion of required background checks and screening. Background checks will be performed through ADP and fingerprinting done through DOJ/FBI. A drug screening and TB test will also be required for any open position.

Once the HR department receives satisfactory results from all required background checks and screening, candidates will be provided with information to start their onboarding and orientation process.
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Direct Services
6214 - Flexible Funding $50,000
6214 - Family Reunification $5,000
Subtotal $55,000
General Operating
6180 - Cellular Phone $3,600
6230 - Dues & Subscriptions (HMIS, Eponic, MT)$36,000
6370 - Outside Services (Traning and staff support)$1,200 6480 - Supplies $10,000
6520 - Vehicle Fuel $9,600
6550 - Vehicle Repairs & Maintenance $2,000
6550 - Vehicle Purchase (1 time cost)$35,000
Subtotal $97,400
Staffing (Fully burdened cost)
Manager ($75,000)$93,696
Coordinator ($27/hour)$71,936
Outreach Lead ($27/hour)$71,936
Outreach Worker ($22/hour)$61,509
$0
$0
$0
$0
$0
Subtotal $299,077
Project subtotal $451,477
Administrative overhead (10%)$45,148
Total Budget $496,625
Not to exceed $500,000
Over/Under $3,375
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Project Schedule
September 25, 2024. Contract awarded.

September-October 2024. Staff hired and onboarded. Vehicle acquired.

Task associated:
o All personnel identified and hired
o Onboarded and trained
o Office identified and set up to support operations.
o Van procured and prepared for operation.

November-December 2024. Mapping, prioritization and creation of a by-name list.

Task associated:
o Begin building relationships
o Review information available about people experiencing homelessness in the City of Vista
o Develop a by name list to prioritize efforts and resources o Develop a prioritized plan of engagement
Ongoing. Engage the individuals on the By-Name List, alongside partners, the Vista Sherrif’s Department and the City of Vista. The priority during this time is to end people’s homelessness and change the state of homelessness in the City of Vista.

Task associated:
o Engage with those on the by name list regardless of location within Vista o Work with each individual or family based on prioritization and create individual service plans for each client.
o Develop a written report of recommendations for community and program improvements at the end of the contract term.
o Hold regular case conferencing and partner meetings to facilitate collaboration and coordination of services. This includes the Standing Committee Meeting on Homelessness, Homeless Outreach Events and City Council Meetings, as well as other meetings required or directed by City Staff.

Quarterly. Evaluate and Adjust
Task associated:
o Evaluate the prioritization list
o Share anonymized client data, detailed program activities and itemized expenditures via a bi-annual report to the City Council. o Evaluate the by name list
o Evaluate outcome data
o Adjust operations based on the evaluations
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00022422 8 Exhibit C, Page 1 of 3

EXHIBIT C

MINIMUM SCOPE AND LIMIT OF INSURANCE
Coverage shall be at least as broad as:

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.

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.

Other Insurance Provisions
The insurance policies are to contain, or be endorsed to contain, the following provisions:

1.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 10/22/2024 D4 63 of 186

00022422 8 Exhibit C, Page 2 of 3
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.