HomeMy WebLinkAbout2025-01-28; City Council; 14; California Encampment Resolution Funding Grant to Provide Services to Assist Individuals and Households Experiencing Vehicular Homelessness in the City of Carlsbad and ReCA Review __AF_
Meeting Date: Jan. 28, 2025
To: Mayor and City Council
From: Geoff Patnoe, City Manager
Staff Contact: Mandy Mills, Director, Housing & Homeless Services
Mandy.mills@carlsbadca.gov, 442-339-2907
Chris Shilling, Homeless Services Manager
chris.shilling@carlsbadca.gov, 442-339-2284
Subject: California Encampment Resolution Funding Grant to Provide Services to
Assist Individuals and Households Experiencing Vehicular Homelessness
in the City of Carlsbad and Related Professional Services Agreements
Districts: 1
Recommended Actions
1.Adopt a resolution authorizing the City Manager to execute a grant agreement and
related program documents with the California Department of Housing and Community
Development and appropriate $2,994,224.71 to the City’s State Grant Special Revenue
Fund’s fiscal year 2024-25 operating budget.
2.Adopt a resolution authorizing the City Manager to execute professional services
agreements with Interfaith Community Services and Community Resource Center to
provide services identified in the approved Encampment Resolution Funding Grant to
assist individuals and households experiencing vehicular homelessness in the City of
Carlsbad and authorizing a professional services procurement exemption.
Executive Summary
The City of Carlsbad has been approved to receive $2.9 million in state funding to be used to
help people living in their vehicles in Carlsbad’s Downtown Village, Barrio and beach areas
escape homelessness through the creation of a vehicular homeless outreach program.
Vehicular homelessness has been a growing concern throughout the region. According to the
annual Point-in-Time Count of people experiencing homelessness, the number of people living
in vehicles in Carlsbad nearly doubled from 29 in 2023 to 56 in 2024. Regionwide, there was an
increase of 44% over the previous year. Staff have been aware of this trend and included an
action item in the Homelessness Action Plan approved in February 2023 to develop a plan to
address the growing number of people living in vehicles in the city.
The City of Carlsbad is one of just 18 cities statewide to secure this new grant funding from the
state to reduce homelessness. The city qualifies for this funding, in part, because its approach
to reducing homelessness has shown measurable results and is focused on long-term solutions.
Jan. 28, 2025 Item #14 Page 1 of 74
The grant, added to two other grants the city has received, makes for a total of $11.4 million in
new state funding the city has secured.
The City Council is being asked to authorize the City Manager to execute the agreement
required to accept this Encampment Resolution Funding Program grant, as well as agreements
with primarily existing homeless services providers, to use over $2.6 million of this state
funding to help people experiencing vehicle homelessness in the Downtown Village, Barrio, and
beach areas move to stable housing. These providers are Interfaith Community Services and
Community Resource Center. The proposed professional services agreements require the City
Council’s approval under Carlsbad Municipal Code Section 3.28.040 because the contract
amounts exceed $100,000 per agreement year.
Because of the grant timing requirements and unique nature of these services, as detailed
below, staff are recommending the City Council also approve an exemption to the city’s
procurement requirements. To meet the deadline to start services provided under the grant
agreement, the City Manager must execute professional services agreements with these
providers just 30 days after the state agreement is fully executed. The remainder of the grant
funds will be used for city staff and administration costs.
Explanation & Analysis
Background
The City Council approved a new five-year strategic plan in 2022 that reaffirmed its
commitment to reducing homelessness and its impacts on the community. In alignment with
this overall strategic plan, the City Council approved the updated Homelessness Action Plan on
Feb. 7, 2023. The plan outlines programs and initiatives that the city plans to carry out over the
next five years, including developing a plan to address the growing number of people living in
vehicles in the city and pursuing external funding sources to expand services that help reduce
homelessness.
This grant will support the following actions specified in the Homelessness Action Plan
• Initiative 1.1(a) Maintain staff dedicated to homeless services and homeless outreach.
• Initiative 1.1 (c) Identify one-time and ongoing funding sources.
• Initiative 1.2 (a) Increase the available case management for people experiencing
homelessness and streamline internal referrals to case management.
• Initiative 1.2 (b) Maintain rapid re-housing options to improve wait time to more
permanent housing.
• Initiative 1.2 (d) Develop and maintain robust and impactful outreach to persistently
identify, engage and assess both the immediate needs and long-term housing needs of
unsheltered people experiencing homelessness.
• Initiative 1.2 (e) Identify opportunities to add peer support components to programs
and multi-disciplinary teams.
• Initiative 1.2 (g) Develop a plan to address the increasing number of people and families
living in vehicles.
• Initiative 1.2 (h) Maintain a limited-stay motel voucher program as a resource to bridge
housing.
• Initiative 1.2 (j) Investigate barriers to people accessing shelter or permanent housing
and create programs as appropriate to alleviate found barriers.
Jan. 28, 2025 Item #14 Page 2 of 74
Encampment Resolution Funding Program grant
The State of California, through the California Interagency Council on Homelessness, created an
Encampment Resolution Funding Program grant in 2021 to help local governments provide
services and support that result in meaningful paths to safe and stable housing for people
experiencing homelessness in encampments. The program is now administered by the
California Department of Housing and Community Development.
• The city submitted a proposal in April 2024, requesting a $2,994,224.71 grant to support
services for up to three years.
• The city was notified by the state in September 2024 it was being awarded the full
amount.
Vehicular Homeless Outreach Program
The proposal is focused on the
Downtown Village, Barrio and beach
areas. These locations were selected
largely due to the number of people
living in their vehicles throughout the
public parking lots and city streets in
these areas. City staff also narrowed
down the target areas to put the city’s
proposal in a competitive range, based
on grant program guidelines and scoring
criteria.
The new Vehicular Homeless Outreach
Program will use a multidisciplinary team
approach including outreach social
workers, peer support, employment and
benefits assistance, substance abuse
and mental health support and housing
navigation to meet the critical needs of
people experiencing vehicular
homelessness while creating pathways for them to exit homelessness and find permanent
housing. The program could potentially be used as a regional, state, and national model for
jurisdictions with similar challenges.
A key feature of the program will be the targeted hours of outreach, the early morning and
late-night hours throughout the week, timed to better connect with individuals when they are
parked and present in their vehicles.
The program will develop individualized service plans tailored to each person’s specific
circumstances to develop creative long-term solutions to end their homelessness. A variety of
housing options will be used, including rapid re-housing, with a priority on shared housing
opportunities.
The program is intended to make a significant impact within the community by helping people
experiencing vehicular homelessness move to permanent housing destinations, reducing the
Area covered by Encampment Resolution Funding
Program grant funding
Jan. 28, 2025 Item #14 Page 3 of 74
community impacts of homelessness in these areas and addressing public concerns. Without
focusing on finding a long-term solution for someone living in a car, enforcement tends to move
the problem to a new location, and then the cycle starts all over again.
This will also help advance the City Council-approved Homelessness Action Plan initiative to
address the increasing number of people and families living in vehicles.
The table below shows the proposed programs and funding identified in the proposal:
Agency Services Three-year amount
Interfaith Community
Services
Provide outreach, peer support and
care coordination $1,573,425.00
Community Resource
Center
Provide housing coordination, rapid
re-housing and housing stability
assistance
$1,057,867.50
City of Carlsbad Assist with coordinating all grant
activities and managing subcontracts $362,932.21
Total $2,994,224.71
As shown in the table above, the grant will provide $362,932.21 in funding for Housing &
Homeless Services Department staff salaries and benefits, which includes the costs of
coordinating the delivery of services and administering the grant. This will reduce the city’s
General Fund expenditures for the Homeless Services Division by $362,932.21 in total over the
three years covered by the grant.
Funding for these services was not included in the Homelessness Action Plan Funding Plan or
the city’s Fiscal Year 2024-25 Operating Budget because staff were not notified of the grant
award until September 2024, three months into the current fiscal year. To receive the grant
revenue and meet grant requirements, the City Council needs to grant the City Manager the
authority to amend the FY 2024-25 budget to appropriate additional funds to the city budget.
Grant requirements
To accept the grant funding, the city must execute a grant agreement and related program
documents with the Department of Housing and Community Development by Jan. 31, 2025.
The city will receive all the awarded funds in advance and must abide by the following
deadlines:
• 50% of funds must be expended (paid to subgrantees) by June 30, 2025
• 100% of funds must be obligated by June 30, 2025
• 100% of funds must be expended (paid to subgrantees) by June 30, 2027
To comply with these deadlines, the proposed professional services agreements with the city’s
subcontractors – the non-profit organizations that help the city in its efforts to reduce
homelessness – will commence as soon as practicable after the grant agreement is fully
executed and will continue until June 30, 2027.
Jan. 28, 2025 Item #14 Page 4 of 74
Professional services agreements will provide 60% of the contractors’ full funding amount upon
contract execution so that the required 50% of the funds are spent during the first year. To
ensure compliance with the grant requirements, the contractors will submit documentation of
their expenditures to the city for review and approval on a monthly basis.
Procurement exemption
Housing and Community Development requires that the services to be provided under this
grant program start no later than 30 days after all approvals have been obtained and the grant
agreement is fully executed, or on the date it has set. This means that the city’s subcontractor
agreements must also be executed and that the services to people experiencing homelessness
must commence within this limited timeframe. Failing to do so could result in the grant
agreement being terminated.
This grant proposal also includes partnerships and subcontracts with Interfaith Community
Services and Community Resource Center. These service providers are currently under contract
with the city for the same or similar services, have been responsive to previous homelessness
services requests for proposals and/or have been long-term, successful partners with the city
addressing homelessness.
Because of these limiting factors and time constraints, and the unique nature of the specialized
services involved, staff have concluded that it’s impractical to complete the standard request
for proposals process to identify subcontractors for the Encampment Resolution Fund Program
in the time allotted and that it is in the city’s best interest to contract with these providers to
provide these grant-funded services.
Accordingly, the proposed resolution (Exhibit 2) requests a professional services procurement
exemption under Carlsbad Municipal Code Section 3.28.110 (N), for “Situations where
solicitations of bids or proposals for good, services and/or professional services would be, in the
discretion of the awarding authority, impractical, unavailing, impossible, or not in the best
interests of the city.”
The city’s Purchasing Officer reviewed the exemption request, agreed that the request complies
with the reasons identified in Carlsbad Municipal Code Section 3.28.110 (N) and is
recommending that the City Council approve the professional services procurement exemption.
A memorandum detailing this exemption request is provided as Attachment C to Exhibit 2.
Fiscal Analysis
The full grant amount of $2,994,224.71 will be appropriated in the State Grant Special Revenue
Fund in the city’s Operating Budget.
The grant provides funding for some staff costs related to program delivery and grant
administration. The city will have a total General Fund savings of $362,932.21 over the next
three fiscal years because the grant includes funding for Housing & Homeless Services
Department staff salaries and administrative costs.
Next Steps
The City Manager will execute the agreement with the California Department of Housing and
Community Development and professional services agreements with the organizations
providing the grant services. Staff will manage the grant program and oversee subcontractors
Jan. 28, 2025 Item #14 Page 5 of 74
and provide updates to the City Council during the annual and semi-annual homelessness
update reports.
Environmental Evaluation
This action does not require environmental review because it does not constitute a project
within the meaning of the California Environmental Quality Act under Public Resources Code
Section 21065. It has no potential to cause either a direct physical change in the environment or
a reasonably foreseeable indirect physical change in the environment.
Exhibits
1. City Council resolution authorizing the grant agreement
2. City Council resolution authorizing professional services agreements
Jan. 28, 2025 Item #14 Page 6 of 74
RESOLUTION NO. 2025-030
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD,
CALIFORNIA, AUTHORIZING THE CITY MANAGER TO EXECUTE A GRANT
AGREEMENT AND RELATED PROGRAM DOCUMENTS WITH THE CALIFORNIA
DEPARTMENT OF HOUSING AND COMMUNITY DEVELOPMENT AND
APPROPRIATE $2,994,224.71 TO THE CITY'S STATE GRANT SPECIAL
REVENUE FUND'S FISCAL YEAR 2024-25 OPERATING BUDGET
WHEREAS, on Nov. 27, 2023, the California lnteragency Council on Homelessness issued a
notice of funding availability for the Encampment Resolution Funding Program; and
WHEREAS, the Encampment Resolution Funding Program provides grants to local jurisdictions
to resolve critical encampment concerns and transition individuals into safe and stable housing; and
WHEREAS, on July 1, 2024, the administration of the Encampment Resolution Funding Program
transitioned from the California lnteragency Council on Homelessness to the California Department of
Housing and Community Development; and
WHEREAS, the City Council of the City of Carlsbad, California approved the city's updated
Homelessness Action Plan on Feb. 7, 2023; and
WHEREAS, Initiative l.l{c) of the Homelessness Action Plan is to identify one-time and ongoing
funding sources; and
WHEREAS, the Encampment Resolution Funding Program funding aligns with Initiative l.l{c) of
the Homelessness Action Plan and would supplement and reduce the amount of general funds
allocated in the city's Homelessness Action Plan Funding Plan; and
WHEREAS, vehicular homelessness has been a growing concern throughout the region; and
WHEREAS, according to the annual Point-in-Time Count, the number of people living in vehicles
in Carlsbad increased by 93% from 29 in 2023 to 56 in 2024; and
WHEREAS, staff have been aware of this trend and included an action item in the Homelessness
Action Plan to develop a plan to address the growing number of people living in vehicles in the city;
and
WHEREAS, on April 30, 2024, the city submitted an Encampment Resolution Funding Program
proposal for a total amount of $2,994,224.71 over three years to focus on people living in their vehicles;
and
WHEREAS, the city's Encampment Resolution Funding Program proposal included activities that
align with nine of the Homelessness Action Plan Initiatives; and
WHEREAS, on Sept. 27, 2024, the city received a notification from the California Department of
Housing and Community Development of an Encampment Resolution Funding Program grant award in
the full amount requested; and
WHEREAS, the California Department of Housing and Community Development requires that
50% of the grant funds be expended by June 30, 2025, 100% of the grant funds be obligated by June
30, 2025, and 100% of the grant funds be expended by June 30, 2027; and
WHEREAS, the California Department of Housing and Community Development requires that
the grant agreement and related documents (Attachments A and B) be executed by the city by Jan . 31,
2025.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as
follows:
1. That the above recitations are true and correct.
2. That the City Manager or designee is hereby authorized to execute a grant agreement
and related program documents between the City of Carlsbad and the California
Department of Housing and Community Development for the Encampment Resolution
Funding Program (Attachments A and B).
3. That the City Manager, or designee, is hereby authorized to appropriate an additional
$2,994,224.71 to the city's State Grant Special Revenue Fund's Fiscal Year 2024-25
Operating Budget.
PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of
Carlsbad on the 28th day of January 2025, by the following vote, to wit:
AYES:
NAYS:
ABSTAIN:
ABSENT:
Blackburn, Bhat-Patel, Acosta, Shin.
Burkholder.
None.
None.
SCO ID: Attachment A
STATE OF CALIFORNIA-DEPARTMENT OF GENERAL SERVICES ~-----------~-------------~
STANDARD AGREEMENT AGREEMENT NUMBER
24-ERF-3-R-100037
PURCHASING AUTHORITY NUMBER (If Applicable)
STD 213 (Rev. 04/2020)
1. This Agreement is entered into between the Contracting Agency and the Contractor named below:
CONTRACTING AGENCY NAME
DEPARTMENT OF HOUSING AND COMMUNITY DEVELOPMENT
CONTRACTOR NAME
City of Carlsbad
2. The term of this Agreement is:
START DATE
Upon HCD Approval
THROUGH END DATE
4/15/2029
3. The maximum amount of this Agreement is:
$2,994,224.71 (Two Million Nine Hundred Ninety-Four Thousand Two Hundred Twenty-Four Dollars and Seventy-One Cents)
4. The parties agree to comply with the terms and conditions of the following exhibits, which are by this reference made a part of the Agreement.
Exhibits Title
Exhibit A Authority, Purpose, and Scope of Work
Exhibit B Budget Detail and Payment Provisions
Exhibit C* General Terms and Conditions
Exhibit D ERF General Terms and Conditions
Exhibit E Special Terms and Conditions
TOTAL NUMBER OF PAGES ATTACHED
Items shown with an aster,sk (*), are hereby incorporated by reference and made part of this agreement as if attached hereto.
These documents con be viewed at https:/lwww.dgs.ca.gov/OLS/Resources
IN WITNESS WHEREOF, THIS AGREEMENT HAS BEEN EXECUTED BY THE PARTIES HERETO.
CONTRACTOR
CONTRACTOR NAME (if other than an individual, state whether a corporation, partnership, etc.)
City of Carlsbad
CONTRACTOR BUSINESS ADDRESS
1635 Faraday Ave
PRINTED NAME OF PERSON SIGNING
G--e_~~ ? a::t"Ylo~
CITY
Carlsbad
TITLE
G~
DATE SIGNED lj
Pages
6
4
GTC
4/2017
11
2
23
STATE ZIP
CA 92008
µ0-..Y\o...D.,?-f
\J CONTRACTOR AUTHORIZED SIGNAT~
~-~~r---I /1u{'LS-
Paae 1 of 2
Jan. 28, 2025 Item #14 Page 11 of 74
City of Carlsbad 24-ERF-3-R-100037 Page 1 of 23
EXHIBIT A
Program Name: Encampment Resolution Funding Program “ERF” NOFA Date: November 27, 2023
Approved Date: 08-14-2024
Prep. Date: 10-04-2024
AUTHORITY, PURPOSE, AND SCOPE OF WORK 1. Authority
The State of California has established the Encampment Resolution Funding Program (“ERF” or “Program”) pursuant to Chapter 7 (commencing with Section 50250) of Part 1 of Division 31 of the Health and Safety Code. ERF was amended by SB 197 (Statutes of 2022, Chapter 70, Sec.3-8, effective June 30, 2022).
The Program is administered by the California Department of Housing and Community Development (“HCD”) in the Business, Consumer Services and Housing Agency (“Agency”). ERF provides one-time, competitive grant funds to Continuums of Care and / or Local Jurisdictions as defined below. To date, there have been three rounds of the
Encampment Resolution Funding Program. This Standard Agreement governs the Rolling Disbursement in Round 3 of the ERF Program (“ERF-3-R”). For this Standard Agreement, ERF-3-R is synonymous with “ERF” or “Program” and refers to programs and grantees under Health and Safety Code 50252.1(c)(1).
This Standard Agreement along with all its exhibits (“Agreement”) is entered into by HCD and a Continuum of Care or a Local Jurisdiction (“Grantee”) under the authority of, and in furtherance of, the purpose of the Program. In signing this Agreement and thereby accepting this award of funds, the Grantee agrees to comply with the terms and conditions of this Agreement, the Notice of Funding Availability (“NOFA”) dated
November 27, 2023, under which the Grantee applied, the representations contained in the Grantee’s application, HCD guidance or directives, and the requirements appearing in the statutory authority for the Program cited above. 2. Purpose
As stated in the NOFA, the Program’s objective is to fund actionable, person-centered local proposals that resolve the experience of unsheltered homelessness for people residing in encampments. Resolving these experiences of homelessness will necessarily address the safety and wellness of people within encampments, resolve
critical encampment concerns, and transition individuals into interim shelter with clear pathways to permanent housing or directly into permanent housing, using data informed, non-punitive, low-barrier, person-centered, Housing First, and coordinated approaches. These projects must comply with the principles of Housing First as defined in Welfare and Institutions Code section 8255. Proposals may bolster existing,
successful models and/or support new approaches that provide safe stable, and ultimately permanent housing for people experiencing homelessness in encampments. Expenditures shall be consistent with the legislative intent of the authorizing statute to ensure the safety and wellness of people experiencing homelessness in encampments.
Jan. 28, 2025 Item #14 Page 12 of 74
City of Carlsbad 24-ERF-3-R-100037 Page 2 of 23
EXHIBIT A
Program Name: Encampment Resolution Funding Program “ERF” NOFA Date: November 27, 2023
Approved Date: 08-14-2024
Prep. Date: 10-04-2024
3. Definitions The following Encampment Resolution Funding Program terms are defined in
accordance with Health and Safety Code section 50250, Subdivisions (a) – (m);
A. “Additional funding round moneys” means moneys appropriated for the program in or after fiscal year 2022–23.
B. “Agency” means the Business, Consumer Services, and Housing Agency.
C. “Applicant” means a continuum of care or local jurisdiction.
D. “Continuum of Care” has the same meaning as in Section 578.3 of Title 24 of the
Code of Federal Regulations.
E. “Council” means the California Interagency Council on Homelessness, previously known as the Homeless Coordinating and Financing Council created pursuant to Section 8257 of the Welfare and Institutions Code.
F. “County” includes, but is not limited to, a city and county.
G. “Department” means the California Department of Housing and Community Development.
H. “Funding round 1 moneys” means moneys appropriated for the program in fiscal year 2021–22.
I. “Homeless” has the same meaning as in Section 578.3 of Title 24 of the Code of
Federal Regulations.
J. “Local Jurisdiction” means a city, including a charter city, a county, including a charter county, or a city and county, including a charter city and county.
K. “Program” means the Encampment Resolution Funding program established pursuant to this chapter.
L. “Recipient” means an applicant that receives grant funds from HCD for the purposes of the program.
M. “State right-of-way” means real property held in title by the State of California Additional definitions for the purposes of ERF program:
Jan. 28, 2025 Item #14 Page 13 of 74
City of Carlsbad 24-ERF-3-R-100037 Page 3 of 23
EXHIBIT A
Program Name: Encampment Resolution Funding Program “ERF” NOFA Date: November 27, 2023
Approved Date: 08-14-2024
Prep. Date: 10-04-2024
“Grantee” is “a Continuum of Care or a Local Jurisdiction that receives grant funds from HCD for the purposes of the program. Grantee is synonymous with “Recipient.”
“Subrecipients” or “Subgrantees” are entities that receive subawards from “Recipients”
or “Grantees” to carry out part of the Program. “Expended” means all ERF funds obligated under contract or subcontract that have been fully paid and receipted, and no invoices remain outstanding.
“Obligate” means that the Grantee has placed orders, awarded contracts, received services, or entered into similar transactions that require payment using ERF funding. Grantees must expend and obligate the funds by the statutory deadlines set forth in this Exhibit A.
4. Scope of Work This Scope of Work identifies the terms and conditions necessary to accomplish the Program’s intended objectives.
As detailed in Exhibit A.2, the Program’s objective is to fund grantees to implement actionable, person-centered local proposals that resolve the experience of unsheltered homelessness for people residing in encampments.
Grantees will implement their ERF funded local proposals in compliance with the terms and conditions of this Agreement, the NOFA under which the Grantee applied, the representations contained in the Grantee’s application, HCD guidance and directives, and the requirements per the authorizing statute.
Expenditures shall be consistent with the legislative intent of the authorizing statute to ensure the safety and wellness of people experiencing homelessness in encampments. Permissible eligible uses and activities are detailed below in Exhibit B, Budget Details and Payment Provisions.
Grantees are expected to be close partners with HCD. This means timely and accurate reporting, candid communication of successes and challenges, and availability of persons, information, or materials. Quarterly reporting requirements are detailed below in Exhibit D.4, Reporting,
Evaluation, and Audits. Fiscal deadlines are detailed below in Exhibit A.6, Effective Date, Term of Agreement, and Deadlines.
Jan. 28, 2025 Item #14 Page 14 of 74
City of Carlsbad 24-ERF-3-R-100037 Page 4 of 23
EXHIBIT A
Program Name: Encampment Resolution Funding Program “ERF” NOFA Date: November 27, 2023
Approved Date: 08-14-2024
Prep. Date: 10-04-2024
Grantees shall complete a Final Work Product (as detailed below in Exhibit A.6.D) and participate in a program evaluation regarding their implementation of ERF awards. To support this effort, HCD will make Technical Assistance available.
HCD maintains sole authority to determine if a Grantee is acting in compliance with the program objectives and may direct Grantees to take specified actions or risk breach of this Agreement. Grantees will be provided reasonable notice and HCD’s discretion in making these determinations are absolute and final.
5. HCD Contract Coordinator HCD’s Contract Coordinator for this Agreement is HCD’s Grant Program Design Section Chief or the Grant Program Design Section Chief’s designee. Unless otherwise
instructed, any communication shall be conducted through email to the HCD Contract
Coordinator or their designee. If documents require an original signature, the strongly preferred form is an e-Signature in accordance with the Uniform Electronic Transactions Act (UETA). If an Awardee is unwilling or unable to sign a document electronically, HCD shall accept wet or original signed documents. These documents containing wet
signatures should be both mailed to HCD and scanned and emailed as instructed. State
law or policy may require the use of wet signatures for specific documents. The Representatives during the term of this Agreement will be:
PROGRAM GRANTEE
ENTITY: California Department of Housing
and Community Development City of Carlsbad
SECTION/UNIT: Policy and Program Support
ADDRESS: 651 Bannon Street, Suite 400 Sacramento, CA, 95811 1635 Faraday Ave Carlsbad, CA 92008
CONTRACT COORDINATOR: Jeannie McKendry Chris Shilling
PHONE NUMBER: (916) 490-9589 (442) 339-2284
EMAIL ADDRESS:
HPDHomelessnessGrants@hcd.ca.gov Jeannie.McKendry@hcd.ca.gov chris.shilling@carlsbadca.gov
Jan. 28, 2025 Item #14 Page 15 of 74
City of Carlsbad 24-ERF-3-R-100037 Page 5 of 23
EXHIBIT A
Program Name: Encampment Resolution Funding Program “ERF” NOFA Date: November 27, 2023
Approved Date: 08-14-2024
Prep. Date: 10-04-2024
The Department reserves the right to change their HCD Contract Coordinator, designee, contract administering entity, and / or contact information at any time with reasonable notice to the Grantee.
All requests to update the Grantee information listed within this Agreement shall be emailed to the HCD grant’s general email box at HPDHomelessnessGrants@hcd.ca.gov.
Notice to either party may be given by email. Such notice shall be effective when
received as indicated on email. Changes to the HCD Contract Coordinator, designee,
and / or contact information or grantee information can be made without a formal
amendment.
6. Effective Date, Term of Agreement, and Deadlines A. This Agreement is effective upon execution by HCD, which includes signature
from the Grantee and HCD. This is indicated by the HCD provided signature and date on the second page of the accompanying STD. 213, Standard Agreement. B. Performance shall start no later than 30 days, or on the express date set by HCD and the Grantees, after all approvals have been obtained and the Grant
Agreement is fully executed. Should the Grantee fail to commence work at the agreed upon time, HCD, upon five (5) days written notice to the grantee, reserves the right to terminate the Agreement.
C. Grantees will continue to perform until the Agreement is terminated, including
data reporting and participation in program evaluation activities, as needed.
D. This Agreement will terminate on April 15, 2029.
Grantees shall submit a Final Work Product by April 1, 2028. The Final Work Product will include programmatic and fiscal data and a narrative on the outputs
and outcomes of the program on a reporting template to be provided by HCD. HCD will review submitted Final Work Products and collaborate with Grantees to cure any deficiencies by April 15, 2029.
Grantees are expected to continue performing until April 15, 2029. This means
timely and accurate reporting, candid communication of success or
shortcomings, and availability of persons, information, or materials.
E. Expenditure and Obligation Deadlines:
Jan. 28, 2025 Item #14 Page 16 of 74
City of Carlsbad 24-ERF-3-R-100037 Page 6 of 23
EXHIBIT A
Program Name: Encampment Resolution Funding Program “ERF” NOFA Date: November 27, 2023
Approved Date: 08-14-2024
Prep. Date: 10-04-2024
1) Grantees shall expend no less than 50 percent and obligate 100 percent
of Program funds by June 30, 2025.
2) Grantees that have not obligated 100 percent of their Program funds by
June 30, 2025, shall submit an alternative disbursement plan to HCD for
approval no later than July 30, 2025. This alternative disbursement plan
should detail the explanation for the delay and plans for all future
obligations and expenditures.
3) Grantees not meeting the requirements outlined in (i) may be subject to
additional corrective action, as determined by HCD.
4) All Program funds (100 percent) shall be expended by June 30, 2027.
Any funds not expended by this date shall revert to the fund of origin
pursuant to HSC Section 50253(e)(5).
Jan. 28, 2025 Item #14 Page 17 of 74
City of Carlsbad 24-ERF-3-R-100037 Page 7 of 23
EXHIBIT B
Program Name: Encampment Resolution Funding Program “ERF” NOFA Date: November 27, 2023
Approved Date: 08-14-2024
Prep. Date: 10-04-2024
BUDGET DETAIL AND PAYMENT PROVISIONS 1. Payee
Name: City of Carlsbad Amount: $2,994,224.71
2. General Conditions Prior to Disbursement
All Grantees must submit the following completed forms prior to ERF being released:
A. Request for Funds Form (“RFF”) B. STD 213 Standard Agreement form and Exhibits A, B, D and E
C. STD 204 Payee Data Record or Government Agency Taxpayer ID Form 3. Disbursement of Funds
ERF will be disbursed to the Grantee in one allocation upon receipt, review and approval of the completed Standard Agreement and RFF by HCD. The RFF must include the proposed eligible uses and the amount of funds proposed to
be expended.
4. Budget Details and Expenditure of Funds The Grantee shall expend Program funds on eligible uses and activities as detailed in
the submitted, approved budget. HCD reserves the right to direct specific line-item
changes in the originally submitted Application budget or subsequently submitted budgets.
A. Budget Changes
1) Process: Budget modification requests should be made as part of the quarterly
report process. These requests will be reviewed in the first week after
quarterly reports are received. HCD may consider budget change requests outside of this process, through email as needed due to
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EXHIBIT B
Program Name: Encampment Resolution Funding Program “ERF” NOFA Date: November 27, 2023
Approved Date: 08-14-2024
Prep. Date: 10-04-2024
documented, exigent circumstances. Grantees carry the burden to anticipate foreseeable budget change requests and should plan accordingly.
HCD reserves the right to amend or adjust this process as necessary.
2) Conditions requiring a budget modification request:
Changes may be made to the timing (e.g., fiscal year) of eligible use expenditures without prior approval by HCD so long as the total expenditures (actual and projected) for each eligible use category remain the same as approved in the standardized budget.
Any decrease or increase to the total expenditures for any eligible use category must be approved by HCD’s Grant Program Design Section Chief or their designee, in writing, before the Grantee may expend Program funds according to an alternative standardized
budget. The Grants Program Design Section Chief will respond to Grantee with approval or denial of request. Failure to obtain written approval from HCD as required by this section may be considered a breach of this Agreement. A breach of this agreement may result in remedies listed below in Exhibit D.6, Breach and Remedies.
Regardless of an increase or decrease of an expenditure amount, any significant or material programmatic or fiscal change shall be submitted to HCD for prior approval.
B. Eligible Uses Eligible uses and activities must be consistent with HSC Sections 50250 – 50254, other applicable laws, the terms and conditions of this Agreement, HCD guidance or directives, the NOFA under which the Grantee applied,
representations contained in the Grantee’s application, and the Purpose of the Program as detailed in Exhibit A.2, Purpose. Eligible uses and activities include, but are not limited to, the following:
Rapid Rehousing: Rapid rehousing, including housing identification services, rental subsidies, security deposits, incentives to landlords, and holding fees for eligible persons, housing search assistance, case management and facilitate access to other community-based services.
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EXHIBIT B
Program Name: Encampment Resolution Funding Program “ERF” NOFA Date: November 27, 2023
Approved Date: 08-14-2024
Prep. Date: 10-04-2024
Operating Subsidies: Operating subsidies in new and existing affordable or supportive housing units, emergency shelters, and navigation centers. Operating subsidies may include operating reserves.
Street Outreach: Street outreach to assist eligible persons to access crisis services, interim housing options, and permanent housing and services. Services Coordination: Services coordination, which may include access to
workforce, education, and training programs, or other services needed to improve and promote housing stability for eligible persons, as well as direct case management services being provided to persons. Systems Support: Systems support for activities that improve, strengthen,
augment, complement, and/or are necessary to create regional partnerships and
a homeless services and housing delivery system that resolves persons’ experiences of unsheltered homelessness. Delivery of Permanent Housing: Delivery of permanent housing and innovative
housing solutions, such as unit conversions that are well suited for eligible
persons. Prevention and Shelter Diversion: Prevention and shelter diversion to permanent housing, including flexible forms of financial assistance, problem
solving assistance, and other services to prevent people that have been placed
into permanent housing from losing their housing and falling back into unsheltered homelessness. This category is only available to serve people who were formerly residing in the prioritized ERF encampment site.
Interim Sheltering: Interim sheltering, limited to newly developed clinically
enhanced congregate shelters, new or existing non-congregate shelters, and operations of existing navigation centers and shelters based on demonstrated need that are well suited for eligible persons.
Improvements to Existing Emergency Shelters: Improvements to existing emergency shelters to lower barriers, increase privacy, better address the needs of eligible persons, and improve outcomes and exits to permanent housing. Administration: up to 5% of awarded Program funds may be applied to
administrative costs. Program funds shall not be expended on Site Restoration or other Ineligible Costs as detailed immediately below.
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EXHIBIT B
Program Name: Encampment Resolution Funding Program “ERF” NOFA Date: November 27, 2023
Approved Date: 08-14-2024
Prep. Date: 10-04-2024
5. Ineligible Costs
ERF shall not be used for costs associated with activities in violation, conflict, or
inconsistent with Health and Safety Code sections 50250 – 50254, other applicable laws, the terms and conditions of this Agreement, HCD guidance or directives, the NOFA under which the Grantee applied, representations contained in the Grantee’s application, and the Purpose of the Program as detailed in Exhibit A.2, Purpose.
Moreover, no parties to this contract nor their agents shall directly or indirectly use ERF awards for any use or activity that is in violation, conflict, or inconsistent with the legislative intent of the authorizing statute to ensure the safety and wellness of people experiencing homelessness in encampments. ERF funded activities that cause a
traumatic effect are inconsistent with ensuring the safety and wellness of people experiencing homelessness in encampments. HCD, at its sole and absolute discretion, shall make the final determination regarding the allowability of ERF expenditures.
HCD reserves the right to request additional clarifying information to determine the reasonableness and eligibility of all uses of the funds made available by this Agreement. If the Grantee or its funded subrecipients use ERF funds to pay for ineligible activities, the Grantee shall be required to reimburse these funds to HCD at
an amount and timeframe determined by HCD. An expenditure which is not authorized by this Agreement, or by written approval of HCD, or which cannot be adequately documented, shall be disallowed, and must be reimbursed to HCD by the Grantee at an amount and timeframe determined by HCD.
Program funds shall not be used to supplant existing local funds for homeless housing, assistance, prevention, or encampment resolution.
Unless expressly approved by HCD in writing reimbursements are not permitted for any
Program expenditures prior to this Agreement’s date of execution.
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EXHIBIT D
Program Name: Encampment Resolution Funding Program “ERF” NOFA Date: November 27, 2023
Approved Date: 08-14-2024
Prep. Date: 10-04-2024
ERF GENERAL TERMS AND CONDITIONS 1. Termination and Sufficiency of Funds
A. Termination of Agreement HCD may terminate this Agreement at any time for cause by giving a minimum of 14 days’ notice of termination, in writing, to the Grantee. Cause shall consist
of violations of any conditions of this Agreement, violation of any federal or state laws; or withdrawal of HCD’s expenditure authority as described in Exhibit D, Breach and Remedies. Violation of any federal or state laws; or withdrawal of HCD’s expenditure authority. Upon termination of this Agreement, unless otherwise approved in writing by HCD, any unexpended funds received by the
Grantee shall be returned to HCD within 30 days of HCD’s specified date
of termination. B. Sufficiency of Funds
This Agreement is valid and enforceable only if sufficient funds are made
available to HCD by legislative appropriation. In addition, this Agreement is subject to any additional restrictions, limitations or conditions, or statutes, regulations or any other laws, whether federal or those of the State of California, or of any agency, department, or any political subdivision of the federal or State
of California governments, which may affect the provisions, terms or funding of
this Agreement in any manner. 2. Transfers
Grantee may not transfer or assign by subcontract or novation, or by any other means,
the rights, duties, or performance of this Agreement or any part thereof, except as allowed within Exhibit D.12, Special Conditions – Grantees/Subgrantee or with the prior written approval of HCD and a formal amendment to this Agreement to affect such subcontract or novation.
3. Grantee’s Application for Funds Grantee submitted a standardized budget to HCD as part of their application for the Program.
Grantee warrants that all information, facts, assertions and representations contained in the application and approved modifications and additions thereto are true, correct, and complete to the best of Grantee’s knowledge. In the event that any part of the application, or any approved modification or addition thereto is untrue, incorrect,
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EXHIBIT D
Program Name: Encampment Resolution Funding Program “ERF” NOFA Date: November 27, 2023
Approved Date: 08-14-2024
Prep. Date: 10-04-2024
incomplete, or misleading in such a manner that would substantially affect HCD approval, disbursement, or monitoring of the funding and the grants or activities governed by this Agreement, then HCD may declare a breach of this Agreement and
take such action or pursue such remedies as are legally available. 4. Reporting, Evaluation, and Audits A. Reporting Requirements
1) Timing and Format of Reports. Grantee is required to provide HCD or its agents with all data and outcomes that may inform an assessment of the funded proposal.
Grantees shall report quarterly and have one Final Work Product
submitted prior to this Agreement’s termination. The quarterly reports shall be submitted on a template to be provided by HCD at least 90 days prior to the first reporting deadline. HCD may
request interim reports as needed and will provide no less than 30 days’
notice to Grantees. 2) Required Data
Grantees will be required to provide, at minimum:
• Outreach and service path data at the anonymized, individual level.
• Current housing status of persons served in the aggregate.
• Status of funding as presented in the HCD approved, standardized budget.
• Continued confirmation that projects receiving ERF funds are
populated timely into HMIS and use HCD supplied funding codes. HCD’s discretion in identifying which information shall be included in these reports is final. Grantees shall also report information in the form and
manner required by HCD. Failure to comply will be considered a breach.
Pursuant to HSC Section 50254, grantees shall provide data elements, including, but not limited to, health information, in a manner consistent with state and federal law, to their local Homeless Management
Information System for tracking in the statewide Homeless Data
Integration System.
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EXHIBIT D
Program Name: Encampment Resolution Funding Program “ERF” NOFA Date: November 27, 2023
Approved Date: 08-14-2024
Prep. Date: 10-04-2024
Pursuant to HSC Section 50254(b)(3), Grantees shall report individual, client-level data for persons served by grant funding to HCD, in addition to any data reported through local Homeless Management Information
System, as required by HCD for the purposes of research and evaluation
of grant performance, service pathways, and outcomes for people served.
Grantees shall comply with the data entry requirements of AB 977, located at Welfare and Institutions Code section 8256(d).
3) HCD usage of Reports
Pursuant to HSC Section 50254(b)(4), HCD may use information reported
directly from grantees and through statewide Homeless Data Integration System for the purposes of research and evaluation of grant performance, service pathways, and outcomes for people served.
4) Failure to Report
If the Grantee fails to provide any such report, HCD may recapture any portion of the amount authorized by this Agreement with a 14-day written notification.
B. Evaluation 1) At HCD’s discretion, Grantees shall participate in a program evaluation
regarding their implementation of ERF awards. To support this effort, HCD will contract a third party to complete the evaluation.
2) Grantees are expected to be close partners with HCD for this program evaluation and for all evaluative aspects of this Program. This means
timely and accurate reporting, candid communication of successes or challenges, and availability of persons, information, or materials. More specifically, Grantees must cooperate with HCD, or its designee as reasonably required to implement an evaluation plan. This includes providing or facilitating the collection of data and materials as reasonably
requested by HCD or its designee.
3) For the purpose of evaluation, HCD or its designee may visit sites related
to the project and film, tape, photograph, interview, and otherwise
document Grantee’s operations during normal business hours and with
reasonable advance notice.
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EXHIBIT D
Program Name: Encampment Resolution Funding Program “ERF” NOFA Date: November 27, 2023
Approved Date: 08-14-2024
Prep. Date: 10-04-2024
4) Grantees should maintain active data, documents, and filings in anticipation of this evaluation. Special care should be taken to organize and preserve internal work products that guided implementation by the
Grantee or subgrantee. 5) Grantees shall notify HCD and provide copies of any reports or findings if Grantee conducts or commissions any third-party research or evaluation regarding their funded project.
6) All terms and conditions that apply to reporting similarly apply to evaluation. C. Auditing
HCD reserves the right to perform or cause to be performed a financial audit. At HCD request, the Grantee shall provide, at its own expense, a financial audit prepared by a certified public accountant. Should an audit be required, the Grantee shall adhere to the following conditions:
1) The audit shall be performed by an independent certified public accountant. 2) The Grantee shall notify HCD of the auditor’s name and address
immediately after the selection has been made. The contract for the audit
shall allow access by HCD to the independent auditor’s working papers. 3) The Grantee is responsible for the completion of audits and all costs of preparing audits.
4) If there are audit findings, the Grantee must submit a detailed response acceptable to HCD for each audit finding within 90 days from the date of the audit finding report.
5. Inspection and Retention of Records A. Record Inspection HCD or its designee shall have the right to review, obtain, and copy all records
and supporting documentation pertaining to performance under this Agreement. The Grantee agrees to provide HCD, or its designee, with any relevant information requested within 30 days of a written request.
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EXHIBIT D
Program Name: Encampment Resolution Funding Program “ERF” NOFA Date: November 27, 2023
Approved Date: 08-14-2024
Prep. Date: 10-04-2024
The Grantee agrees to give HCD or its designee access to its premises, upon reasonable notice and during normal business hours, for the purpose of interviewing employees who might reasonably have information related to such
records, and of inspecting and copying such books, records, accounts, and other
materials that may be relevant to an investigation of compliance with the ERF laws, HCD guidance or directives, and this Agreement. B. Record Retention
The Grantee further agrees to retain all records described in subparagraph A for a minimum period of five (5) years after the termination of this Agreement. If any litigation, claim, negotiation, audit, monitoring, inspection, or other action
has been commenced before the expiration of the required record retention
period, all records must be retained until completion of the action and resolution of all issues which arise from it. C. Public Records Act
The grantees’ final ERF-3-R application, this contract, and other documents related to the grant are considered public records, which are available for public viewing pursuant to the California Public Records Act Division 10 (commencing with Section 7920.000) of Title 1 of the Government Code.
6. Breach and Remedies A. Breach of Agreement
Breach of this Agreement includes, but is not limited to, the following events: 1) Grantee’s failure to comply with the terms or conditions of this Agreement.
2) Use of, or permitting the use of, Program funds provided under this Agreement for any ineligible activities. 3) Any failure to comply with the deadlines set forth in this Agreement.
B. Remedies for Breach of Agreement In addition to any other remedies that may be available to HCD in law or equity for breach of this Agreement, HCD may:
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EXHIBIT D
Program Name: Encampment Resolution Funding Program “ERF” NOFA Date: November 27, 2023
Approved Date: 08-14-2024
Prep. Date: 10-04-2024
1) Conduct program monitoring which will include a corrective action plan (CAP) with findings, remedies, and timelines for resolving the findings.
2) Bar the Grantee from applying for future ERF funds.
3) Revoke any other existing ERF award(s) to the Grantee. 4) Require the return of any unexpended ERF funds disbursed under this
Agreement.
5) Require repayment of ERF funds disbursed and expended under this Agreement.
6) Require the immediate return to HCD of all funds derived from the use of
ERF. 7) Seek, in a court of competent jurisdiction, an order for specific performance of the defaulted obligation or participation in the technical
assistance in accordance with ERF requirements.
C. All remedies available to HCD are cumulative and not exclusive. D. HCD may give written notice to the Grantee to cure the breach or violation within
a period of not less than 14 days.
7. Waivers No waiver of any breach of this Agreement shall be held to be a waiver of any prior or
subsequent breach. The failure of HCD to enforce at any time the provisions of this Agreement, or to require at any time performance by the Grantee of these provisions, shall in no way be construed to be a waiver of such provisions nor to affect the validity of this Agreement or the right of HCD to enforce these provisions.
8. Nondiscrimination During the performance of this Agreement, Grantee and its subrecipients shall not unlawfully discriminate, harass, or allow harassment against any employee or applicant for employment because of sex (gender), sexual orientation, gender identity, gender
expression, race, color, ancestry, religion, creed, national origin (including language use restriction), pregnancy, physical disability (including HIV and AIDS), mental disability, medical condition (cancer/genetic characteristics), age (over 40), genetic information, marital status, military and veteran status, denial of medical and family care leave or pregnancy disability leave, or any other characteristic protected by state or federal law.
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EXHIBIT D
Program Name: Encampment Resolution Funding Program “ERF” NOFA Date: November 27, 2023
Approved Date: 08-14-2024
Prep. Date: 10-04-2024
Grantees and Sub grantees shall ensure that the evaluation and treatment of their employees and applicants for employment are free from such discrimination and harassment. Grantee and its subrecipients shall comply with the provisions
of California’s laws against discriminatory practices relating to specific groups: the
California Fair Employment and Housing Act (FEHA) (Gov. Code, Section 12900 et seq.); the regulations promulgated thereunder (Cal. Code Regs., tit. 2, Section 11000 et seq.); and the provisions of Article 9.5, Chapter 1, Part 1, Division 3, Title 2 of the Government Code (Gov. Code, Section 11135 - 11139.5). Grantee and
its subrecipients shall give written notice of their obligations under this clause to labor
organizations with which they have a collective bargaining or other agreement. 9. Conflict of Interest
All Grantees are subject to state and federal conflict of interest laws. Failure to
comply with these laws, including business and financial disclosure provisions, will result in the application being rejected and any subsequent contract being declared void. Other legal action may also be taken. Additional applicable statutes include, but are not limited to, Government Code Section 1090 and Public Contract Code Sections
10410 and 10411.
A. Current State Employees: No State officer or employee shall engage in any employment, activity, or enterprise from which the officer or employee receives compensation or has a financial interest, and which is sponsored or funded by
any State agency, unless the employment, activity, or enterprise is required as a
condition of regular State employment. No State officer or employee shall contract on his or her own behalf as an independent Grantee with any State agency to provide goods or services.
B. Former State Employees: For the two-year period from the date he or she left
State employment, no former State officer or employee may enter into a contract in which he or she engaged in any of the negotiations, transactions, planning, arrangements, or any part of the decision-making process relevant to the contract while employed in any capacity by any State agency. For the twelve-
month period from the date he or she left State employment, no former State officer or employee may enter into a contract with any State agency if he or she was employed by that State agency in a policy-making position in the same general subject area as the proposed contract within the twelve-month period prior to his or her leaving State service.
C. Employees of the Grantee: Employees of the Grantee shall comply with all applicable provisions of law pertaining to conflicts of interest, including but not limited to any applicable conflict of interest provisions of the Political Reform Act of 1974 (Gov. Code, Section 81000 et seq.).
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EXHIBIT D
Program Name: Encampment Resolution Funding Program “ERF” NOFA Date: November 27, 2023
Approved Date: 08-14-2024
Prep. Date: 10-04-2024
D. Representatives of a County: A representative of a County serving on a board, committee, or body with the primary purpose of administering funds or making
funding recommendations for applications pursuant to this chapter shall have no
financial interest in any contract, program, or project voted on by the board, committee, or body on the basis of the receipt of compensation for holding public office or public employment as a representative of the County.
10. Drug-Free Workplace Certification Certification of Compliance: By signing this Agreement, Grantee hereby certifies, under penalty of perjury under the laws of State of California, that it and its subrecipients will
comply with the requirements of the Drug-Free Workplace Act of 1990
(Gov. Code, Section 8350 et seq.) and have or will provide a drug-free workplace by taking the following actions: Publish a statement notifying employees and subrecipients that unlawful
manufacture, distribution, dispensation, possession, or use of a controlled substance is
prohibited and specifying actions to be taken against employees, Grantees, or subrecipients for violations, as required by Government Code Section 8355, subdivision (a)(1).
A. Establish a Drug-Free Awareness Program, as required by Government Code
Section 8355, subdivision (a)(2) to inform employees, Grantees, or subrecipients about all of the following: 1) The dangers of drug abuse in the workplace.
2) Grantee’s policy of maintaining a drug-free workplace. 3) Any available counseling, rehabilitation, and employee assistance program.
4) Penalties that may be imposed upon employees, Grantees, and subrecipients for drug abuse violations. B. Provide, as required by Government Code Section 8355, subdivision (a)(3), that
every employee and/or subrecipient that works under this Agreement:
1) Will receive a copy of Grantee’s drug-free policy statement, and 2) Will agree to abide by terms of Grantee’s condition of employment or
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EXHIBIT D
Program Name: Encampment Resolution Funding Program “ERF” NOFA Date: November 27, 2023
Approved Date: 08-14-2024
Prep. Date: 10-04-2024
subcontract. 11. Child Support Compliance Act
For any Contract Agreement in excess of $100,000, the Grantee acknowledges in accordance with Public Contract Code 7110, that: A. The Grantee recognizes the importance of child and family support obligations
and shall fully comply with all applicable state and federal laws relating to child and family support enforcement, including, but not limited to, disclosure of information and compliance with earnings assignment orders, as provided in Chapter 8 (commencing with Section 5200) of Part 5 of Division 9 of the Family Code; and
B. The Grantee, to the best of its knowledge is fully complying with the earnings assignment orders of all employees and is providing the names of all new employees to the New Hire Registry maintained by the California Employment Development Department.
12. Special Conditions – Grantees/Subgrantee The Grantee agrees to comply with all conditions of this Agreement including the Special Conditions set forth in Exhibit E. These conditions shall be met to the
satisfaction of HCD prior to disbursement of funds. The Grantee shall ensure that all Subgrantees are made aware of and agree to comply with all the conditions of this Agreement and the applicable State requirements governing the use of ERF. Failure to comply with these conditions may result in termination of this Agreement.
A. The Agreement between the Grantee and any Subgrantee shall require the Grantee and its Subgrantees, if any, to: 1) Perform the work in accordance with Federal, State and Local housing and building codes, as applicable.
2) Maintain at least the minimum State-required worker’s compensation for those employees who will perform the work or any part of it. 3) Maintain, as required by law, unemployment insurance, disability
insurance, and liability insurance in an amount that is reasonable to compensate any person, firm or corporation who may be injured or damaged by the Grantee or any Subgrantee in performing the Work or any part of it.
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EXHIBIT D
Program Name: Encampment Resolution Funding Program “ERF” NOFA Date: November 27, 2023
Approved Date: 08-14-2024
Prep. Date: 10-04-2024
4) Agree to include and enforce all the terms of this Agreement in each subcontract.
13. Compliance with State and Federal Laws, Rules, Guidelines and Regulations
The Grantee agrees to comply with all state and federal laws, rules and regulations that pertain to construction, health and safety, labor, fair employment practices, environmental protection, equal opportunity, land use, homelessness, housing element,
fair housing, and all other matters applicable and/or related to the ERF program,
the Grantee, its subrecipients, and all eligible activities.
Grantee shall also be responsible for obtaining any and all permits, licenses, and approvals required for performing any activities under this Agreement, including those
necessary to perform design, construction, or operation and maintenance of the activities. Grantee shall be responsible for observing and complying with any applicable federal, state, and local laws, rules or regulations affecting any such work, specifically those including, but not limited to, environmental protection, procurement, and safety laws, rules, regulations, and ordinances. Grantee shall provide copies of permits and
approvals to HCD upon request. 14. Inspections A. Grantee shall inspect any work performed hereunder to ensure that the work is
being and has been performed in accordance with the applicable federal, state and/or local requirements, and this Agreement. B. HCD reserves the right to inspect any work performed hereunder to ensure that the work is being and has been performed in accordance with the
applicable federal, state and/or local requirements, and this Agreement. C. Grantee agrees to require that all work that is determined based on such inspections not to conform to the applicable requirements be corrected and to withhold payments to the subrecipient until it is corrected.
15. Litigation A. If any provision of this Agreement, or an underlying obligation, is held invalid by a court of competent jurisdiction, such invalidity, at the sole discretion of HCD, shall
not affect any other provisions of this Agreement and the remainder of this
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EXHIBIT D
Program Name: Encampment Resolution Funding Program “ERF” NOFA Date: November 27, 2023
Approved Date: 08-14-2024
Prep. Date: 10-04-2024
Agreement shall remain in full force and effect. Therefore, the provisions of this Agreement are and shall be deemed severable.
B. The Grantee shall notify HCD immediately of any claim or action undertaken by
or against it, which affects or may affect this Agreement or HCD, and shall take such action with respect to the claim or action as is consistent with the terms of this Agreement and the interests of HCD.
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EXHIBIT E
Program Name: Encampment Resolution Funding Program “ERF” NOFA Date: November 27, 2023
Approved Date: 08-14-2024
Prep. Date: 10-04-2024
SPECIAL TERMS AND CONDITIONS 1. All proceeds from any interest-bearing account established by the Grantee for the
deposit of funds, along with any interest-bearing accounts opened by subrecipients to the Grantee for the deposit of funds, must be used for eligible activities. Grantees must maintain records of all expenditures of the proceeds from these interest-bearing accounts for five (5) years and report on these expenditures as required by HCD. HCD reserves the right to perform or cause to be performed a financial audit on the use of
proceeds from interest bearing accounts.
2. Grantee shall utilize its local Homeless Management Information System (HMIS) to track ERF projects, services, and clients served. Grantee will ensure that HMIS data are
collected in accordance with applicable laws and in such a way as to identify individual
projects, services, and clients that are supported by funding (e.g., by creating appropriate ERF-specific funding sources and project codes in HMIS). 3. Grantee shall participate in and provide data elements, including, but not limited to,
health information, in a manner consistent with federal law, to their local Homeless
Management Information System for tracking in the statewide Homeless Data Integration System, in accordance with their existing Data Use Agreement entered into with the Council, if any, and as required by Health and Safety Code Section 50254. Any health information provided to, or maintained within, the statewide Homeless
Management Information System shall not be subject to public inspection or disclosure
under the California Public Records Act. For purposes of this paragraph, “health information” means “protected health information,” as defined in Part 160.103 of Title 45 of the Code of Federal Regulations, and “medical information,” as defined in subdivision (j) of Section 56.05 of the Civil Code. The Council or HCD may, as required by
operational necessity, amend or modify required data elements, disclosure formats, or
disclosure frequency. Additionally, the Council, at its discretion, may provide Grantee with aggregate reports and analytics of the data Grantee submits to HDIS in support of the Purpose of this Agreement and the existing Data Use Agreement.
4. Grantee agrees to accept technical assistance as directed by HCD or by a contracted
technical assistance provider acting on behalf of HCD. Grantee will report to HCD on programmatic changes the Grantee will make as a result of the technical assistance and in support of their grant goals.
5. Grantee should establish a mechanism for people with lived experience of
homelessness to have meaningful and purposeful opportunities to inform and shape all levels of planning and implementation, including through opportunities to hire people with lived experience.
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EXHIBIT E
Program Name: Encampment Resolution Funding Program “ERF” NOFA Date: November 27, 2023
Approved Date: 08-14-2024
Prep. Date: 10-04-2024
6. HCD maintains sole authority to determine if a Grantee is acting in compliance with the program objectives and may direct Grantees to take specified actions or risk breach of this Agreement. Per HSC Section 50252.1(d), HCD has authority to:
A. Monitor grantee performance.
B. Require a grantee not meeting goals to accept technical assistance from the Department.
C. Limit the allowable uses of program funds for a grantee that is not meeting goals.
7. Grantees will be provided reasonable notice and HCD’s discretion in making these
determinations are absolute and final.
8. Non-Bond Funded
The Department represents that the intent of Exhibit D.1.B, Sufficiency of Funds is only
to preserve the legislature’s ability to make changes to appropriations and matters that
are lawfully subject to change through the Budget Act. The Department represents and
warrants that as of the date of this Agreement the non-bond funds referenced in the
Encampment Resolution Funding Program, Round 3 Notice of Funding Application
dated November 27, 2023, for this Agreement are appropriated to and available for the
purposes of this Agreement, and further, that upon execution of this Agreement said
funds are deemed allocated to and encumbered for the purposes described in this
Agreement and shall not be terminated or reduced as a result of Exhibit D.1.B,
Sufficiency of Funds once construction has commenced in compliance with Program
requirements and in accordance with the construction commencement requirements
within this Agreement. If not continuously appropriated, said funds must still be
disbursed prior to any applicable disbursement or expenditure deadline set forth in this
Agreement.
Jan. 28, 2025 Item #14 Page 34 of 74
Califo rni a Dep,a rtment of
Housing and Community
Development
Attachment B
Authorized Signatories Form
Encampment Resolution Funding Program (ERF)
Instructions: This form is intended to list all of the individuals who are authorized to sign
Encampment Resolution Funding Program (ERF} grant documents on behalf of the
administrative entity. The authorized representative who signs this form must be an
individual who is authorized to legally bind the administrative entity to ERF grant
agreements. The authorized representative is authorized to sign all ERF grant documents
on behalf of the administrative entity and may authorize additional signatories to sign ERF
grant documents using the 'Authorized Signatories' section below.
Grantee information: Enter the names of the eligible jurisdiction (e.g. Sacramento CoC} and
administrative entity (e.g. Sacramento Steps Forward}.
Authorized Signatories: Enter the names and title/position of the individuals authorized by
the authorized representative to sign ERF grant documents. Each of the authorized
signatories listed below must sign this form. Signatures may be wet or electronic.
Certification: By signing this form, the authorized representative certifies that they are
authorized to legally bind the administrative entity to ERF grant agreements, they are
authorized to sign all ERF grant documents, and the authorized signatories listed on
this form are additionally authorized to sign ERF grant documents. Signatures may be wet
or electronic.
Changes to this form: This form must be updated by the administrative entity whenever the
authorized representative or signatories change.
GRANTEE INFORMATION
Eligible Jurisdiction: City of Carlsbad
Administrative Entity: City of Carlsbad
Contract Number: 24-ERF-3-R-100037
AUTHORIZED SIGNATORIES
Name Title /Position S~nature
G-e_ ot1~ ? o__+Yt o-e., (' i., --h-v1 ~ °'-V\O.. 08-r r~ \~
V u
Page 1 of 2
Page 2 of 2
CERTIFICATION
I certify that I am legally authorized to sign ERF grant documents and that I am additionally authorizing the above signatories to sign ERF grant documents.
Name of Authorized Representative Title
Signature of Authorized Representative Date
Rev 9/2024
Jan. 28, 2025 Item #14 Page 36 of 74
RESOLUTION NO. 2025-031
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD,
CALIFORNIA, AUTHORIZING THE CITY MANAGER TO EXECUTE
PROFESSIONAL SERVICES AGREEMENTS WITH INTERFAITH COMMUNITY
SERVICES AND COMMUNITY RESOURCE CENTER TO PROVIDE SERVICES
IDENTIFIED IN THE APPROVED ENCAMPMENT RESOLUTION FUNDING
GRANT TO ASSIST INDIVIDUALS AND HOUSEHOLDS EXPERIENCING
VEHICULAR HOMELESSNESS IN THE CITY OF CARLSBAD AND AUTHORIZING
A PROFESSIONAL SERVICES PROCUREMENT EXEMPTION
WHEREAS, on Nov. 27, 2023, the California lnteragency Council on Homelessness issued a
notice of funding availability for the Encampment Resolution Funding Program; and
WHEREAS, the Encampment Resolution Funding Program provides grants to local jurisdictions
to resolve critical encampment concerns and transition individuals into safe and stable housing; and
WHEREAS, on July 1, 2024 the administration of the Encampment Resolution Funding Program
transitioned from the California lnteragency Council on Homelessness to the California Department of
Housing and Community Development; and
WHEREAS, the City Council of the City of Carlsbad, California approved the City's updated
Homelessness Action Plan on Feb. 7, 2023; and
WHEREAS, vehicular homelessness has been a growing concern throughout the region; and
WHEREAS, according to the annual Point-in-Time Count, the number of people living in vehicles
in Carlsbad increased by 93% from 29 in 2023 to 56 in 2024; and
WHEREAS, staff have been aware of this trend and included an action item in the Homelessness
Action Plan to develop a plan to address the growing number of people living in vehicles in the city;
and
WHEREAS, on April 30, 2024, the City submitted an Encampment Resolution Funding Program
proposal for a total amount of $2,994,224.71 over three years to focus on people living in their vehicles;
and
WHEREAS, the city's Encampment Resolution Funding Program proposal includes activities that
align with nine of the Homelessness Action Plan initiatives; and
WHEREAS, on Sept. 27, 2024, the city received a notification from the California Department of
Housing and Community Development of an award in the full amount requested; and
WHEREAS, the Department of Housing and Community Development requires that 50% of the
funds be expended by June 30, 2025, 100% of the funds be obligated by June 30, 2025, and 100% of
the funds be expended by June 30, 2027; and
WHEREAS, the city's Encampment Resolution Funding Program proposal identified Interfaith
Community Services and Community Resource Center as partners and subcontractors; and
WHEREAS, the proposed professional services agreements (Exhibit 2, Attachments A and B) are
consistent with the Encampment Resolution Funding Program proposal and the city's Homelessness
Action Plan; and
WHEREAS, the Purchasing Officer has reviewed and is recommending that the City Council
approve an exemption from the Purchasing Ordinance's competitive procurement requirements for
professional services per Carlsbad Municipal Code Section 3.28.ll0(N), in order to timely commence
performance under the grant agreement and due to the limited qualified subcontractors in the region.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as
follows:
1.
2.
That the above recitations are true and correct .
That the City Manager or designee is hereby authorized to execute professional services
agreements with Interfaith Community Services and Community Resource Center to
provide services identified in the approved Encampment Resolution Funding Grant to
assist individuals and households experiencing homelessness in the City of Carlsbad
(Attachments A and B).
3. That an exemption from the Purchasing Ordinance's professional services procurement
requirements, per Carlsbad Municipal Code Section 3.28.llO(N), is approved
(Attachment C).
PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of
Carlsbad on the 28th day of January 2025, by the following vote, to wit:
AYES:
NAYS:
ABSTAIN:
ABSENT:
Blackburn, Bhat-Patel, Acosta, Shin.
Burkholder.
None.
None.
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AGREEMENT FOR OUTREACH, CASE MANAGEMENT AND PEER SUPPORT SERVICES-
ERF-3-R VEHICULAR HOMELESS OUTREACH PROGRAM
INTERFAITH COM.MUNITV SERVICES, INC.
THIS AGREEMENT is made and entered into as of the ~ day of o 2025, by and between the City of Carlsbad, California, a municipal
corporation ("City" nd Interfaith Community Services, Inc., a California not-for-profit corporation,
("Contractor").
RECITALS
A. City requires the professional services of a consultant that is experienced in providing
outreach, case management, and peer support services to homeless residents living in vehicles in the City
of Carlsbad.
B. Contractor has the necessary experience in providing professional services and advice
related to all of the areas set forth in recital A.
C. Contractor was included in the City's grant proposal to the California lnteragency Council
on Homelessness for these services and has affirmed its willingness and ability to perform such work.
NOW, THEREFORE, in consideration of these recitals and the mutual covenants contained herein,
City and Contractor agree as follows:
1. SCOPE OF WORK
City retains Contractor to perform, and Contractor agrees to render, those services (the "Services") that
are defined in attached Exhibit "A," which is incorporated by this reference in accordance with this
Agreement's terms and conditions.
2. STANDARD OF PERFORMANCE
While performing the Services, Contractor will exercise the reasonable professional care and skill
customarily exercised by reputable members of Contractor's profession practicing in the Metropolitan
Southern California area and will use reasonable diligence and best judgment while exercising its
professional skill and expertise.
3. TERM
The term of this Agreement will be effective from the date first above written until June 30, 2027. No
extensions will be granted.
4. TIME IS OF THE ESSENCE
Time is of the essence for each and every provision of this Agreement.
5. COMPENSATION
The total fee payable for the Services to be performed during the Agreement term will be one million five
hundred seventy-three thousand four hundred twenty-five dollars ($1,573,425.00). No other
compensation for the Services will be allowed except for items covered by subsequent amendments to
this Agreement as approved by the City Manager or designee. The City reserves the right to withhold a
ten percent (10%) retention until City has accepted the work and/or Services specified in Exhibit "A".
Incremental payments, if applicable, should be made as outlined in attached Exhibit "A".
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Upon contract execution, Contractor shall submit an invoice to City for 60% of the total Agreement
amount. Once these funds are expended Contractor may submit an invoice for the remaining Agreement
amount. Once the funds are expended, but no later than June 30, 2026, Contractor shall submit an invoice
for the remaining Agreement amount. Failure to timely submit an invoice for the remaining Agreement
amount will result in forfeiture of those funds and City’s return of such funds to the California Department
of Housing and Community Development.
All funds must be expended by June 30, 2027. Any funds not expended by this date must be returned to
City. All proceeds from any interest-bearing account established by the Contractor for the deposit of funds
must be used for eligible activities related to this agreement as approved by City.
6. STATUS OF CONTRACTOR
Contractor will perform the Services in Contractor's own way as an independent contractor and in pursuit
of Contractor's independent calling, and not as an employee of City. Contractor will be under control of
City only as to the result to be accomplished, but will consult with City as necessary. The persons used by
Contractor to provide services under this Agreement will not be considered employees of City for any
purposes.
The payment made to Contractor pursuant to the Agreement will be the full and complete compensation
to which Contractor is entitled. City will not make any federal or state tax withholdings on behalf of
Contractor or its agents, employees or subcontractors. City will not be required to pay any workers'
compensation insurance or unemployment contributions on behalf of Contractor or its employees or
subcontractors. Contractor agrees to indemnify City within thirty (30) days for any tax, retirement
contribution, social security, overtime payment, unemployment payment or workers' compensation
payment which City may be required to make on behalf of Contractor or any agent, employee, or
subcontractor of Contractor for work done under this Agreement. At the City’s election, City may deduct
the indemnification amount from any balance owing to Contractor.
7. SUBCONTRACTING
Contractor will not subcontract any portion of the Services without prior written approval of City. If
Contractor subcontracts any of the Services, Contractor will be fully responsible to City for the acts and
omissions of Contractor's subcontractor and of the persons either directly or indirectly employed by the
subcontractor, as Contractor is for the acts and omissions of persons directly employed by Contractor.
Nothing contained in this Agreement will create any contractual relationship between any subcontractor
of Contractor and City. Contractor will be responsible for payment of subcontractors. Contractor will bind
every subcontractor and every subcontractor of a subcontractor by the terms of this Agreement
applicable to Contractor's work unless specifically noted to the contrary in the subcontract and approved
in writing by City.
8. OTHER CONTRACTORS
The City reserves the right to employ other Contractors in connection with the Services.
9. INDEMNIFICATION
Contractor agrees to defend (with counsel approved by the City), indemnify, and hold harmless the City
and its officers, elected and appointed officials, employees and volunteers from and against all claims,
damages, losses and expenses including attorneys fees arising out of the performance of the work
described herein caused by any negligence, recklessness, or willful misconduct of the Contractor, any
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subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any of
them may be liable.
If Contractor’s obligation to defend, indemnify, and/or hold harmless arises out of Contractor’s
performance as a “design professional” (as that term is defined under Civil Code section 2782.8), then,
and only to the extent required by Civil Code Section 2782.8, which is fully incorporated herein,
Contractor’s indemnification obligation shall be limited to claims that arise out of, pertain to, or relate to
the negligence, recklessness, or willful misconduct of the Contractor, and, upon Contractor obtaining a
final adjudication by a court of competent jurisdiction. Contractor’s liability for such claim, including the
cost to defend, shall not exceed the Contractor’s proportionate percentage of fault.
The parties expressly agree that any payment, attorney’s fee, costs or expense City incurs or makes to or
on behalf of an injured employee under the City’s self-administered workers’ compensation is included as
a loss, expense or cost for the purposes of this section, and that this section will survive the expiration or
early termination of this Agreement.
10. INSURANCE
Contractor will obtain and maintain for the duration of the Agreement and any and all amendments,
insurance against claims for injuries to persons or damage to property which may arise out of or in
connection with performance of the services by Contractor or Contractor’s agents, representatives,
employees or subcontractors. The insurance will be obtained from an insurance carrier admitted and
authorized to do business in the State of California. The insurance carrier is required to have a current
Best's Key Rating of not less than "A-:VII"; OR with a surplus line insurer on the State of California’s List of
Approved Surplus Line Insurers (LASLI) with a rating in the latest Best’s Key Rating Guide of at least “A:X”;
OR an alien non-admitted insurer listed by the National Association of Insurance Commissioners (NAIC)
latest quarterly listings report.
10.1 Coverages and Limits. Contractor will maintain the types of coverages and minimum limits indicated below, unless Risk Manager or City Manager approves a lower amount. These minimum amounts of coverage will not constitute any limitations or cap on Contractor's indemnification obligations under this Agreement. City, its officers, agents and employees make no representation that the limits of
the insurance specified to be carried by Contractor pursuant to this Agreement are adequate to protect Contractor. If Contractor believes that any required insurance coverage is inadequate, Contractor will obtain such additional insurance coverage, as Contractor deems adequate, at Contractor's sole expense. The full limits available to the named insured shall also be available and applicable to the City as an
additional insured.
10.1.1 Commercial General Liability (CGL) Insurance. Insurance written on an “occurrence” basis,
including 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.
10.1.2 Automobile Liability. (if the use of an automobile is involved for Contractor's work for
City). $2,000,000 combined single-limit per accident for bodily injury and property damage.
10.1.3 Workers' Compensation and Employer's Liability. Workers' Compensation limits as
required by the California Labor Code. Workers' Compensation will not be required if Contractor has no
employees and provides, to City's satisfaction, a declaration stating this.
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10.1.4 Professional Liability. Errors and omissions liability appropriate to Contractor’s profession
with limits of not less than $1,000,000 per claim. Coverage must be maintained for a period of five years
following the date of completion of the work.
10.2 Additional Provisions. Contractor will ensure that the policies of insurance required under this
Agreement contain, or are endorsed to contain, the following provisions:
10.2.1 The City will be named as an additional insured on Commercial General Liability which
shall provide primary coverage to the City.
10.2.2 Contractor will obtain occurrence coverage, excluding Professional Liability, which will be
written as claims-made coverage.
10.2.3 If Contractor maintains higher limits than the minimums shown above, the City requires
and will be entitled to coverage for the higher limits maintained by Contractor. Any available insurance
proceeds in excess of the specified minimum limits of insurance and coverage will be available to the City.”
10.2.4 This insurance will be in force during the life of the Agreement and any extensions of it
and will not be canceled without thirty (30) days prior written notice to City sent by certified mail pursuant
to the Notice provisions of this Agreement.
10.3 Providing Certificates of Insurance and Endorsements. Prior to City's execution of this Agreement,
Contractor will furnish certificates of insurance and endorsements to City.
10.4 Failure to Maintain Coverage. If Contractor fails to maintain any of these insurance coverages,
then City will have the option to declare Contractor in breach, or may purchase replacement insurance or
pay the premiums that are due on existing policies in order to maintain the required coverages. Contractor
is responsible for any payments made by City to obtain or maintain insurance and City may collect these
payments from Contractor or deduct the amount paid from any sums due Contractor under this
Agreement.
10.5 Submission of Insurance Policies. City reserves the right to require, at any time, complete and
certified copies of any or all required insurance policies and endorsements.
11. BUSINESS LICENSE
Contractor will obtain and maintain a City of Carlsbad Business License for the term of the Agreement, as
may be amended from time-to-time.
12. ACCOUNTING RECORDS
Contractor will maintain complete and accurate records with respect to costs incurred under this
Agreement. All records will be clearly identifiable. Contractor will allow a representative of City during
normal business hours to examine, audit, and make transcripts or copies of records and any other
documents created pursuant to this Agreement. Contractor will allow inspection of all work, data,
documents, proceedings, and activities related to the Agreement for a period of five (5) years from the
date of final payment under this Agreement.
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13. OWNERSHIP OF DOCUMENTS
All work product produced by Contractor or its agents, employees, and subcontractors pursuant to this
Agreement is the property of City. In the event this Agreement is terminated, all work product produced
by Contractor or its agents, employees and subcontractors pursuant to this Agreement will be delivered
at once to City. Contractor will have the right to make one (1) copy of the work product for Contractor’s
records.
14. COPYRIGHTS
Contractor agrees that all copyrights that arise from the services will be vested in City and Contractor
relinquishes all claims to the copyrights in favor of City.
15. NOTICES
The name of the persons who are authorized to give written notice or to receive written notice on behalf
of City and on behalf of Contractor under this Agreement are:
For City: For Contractor:
Name Chris Shilling Name Greg Anglea
Title Homeless Services Manager Title Chief Executive Officer
Dept Housing & Homeless Services Address 550 West Washington Avenue
CITY OF CARLSBAD ESCONDIDO, CA 92025
Address 1200 Carlsbad Village Dr. Phone 760-489-6380
Carlsbad, CA 92008 Email gangela@interfaithservices.org
Phone 442-339-2284
Each party will notify the other immediately of any changes of address that would require any notice or
delivery to be directed to another address.
16. CONFLICT OF INTEREST
Contractor shall file a Conflict of Interest Statement with the City Clerk in accordance with the
requirements of the City of Carlsbad Conflict of Interest Code. The Contractor shall report investments or
interests as required in the City of Carlsbad Conflict of Interest Code.
Yes ☐ No ☒
If yes, list the contact information below for all individuals required to file:
Name Email Phone Number
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17. GENERAL COMPLIANCE WITH LAWS
Contractor will keep fully informed of federal, state and local laws and ordinances and regulations which
in any manner affect those employed by Contractor, or in any way affect the performance of the Services
by Contractor. Contractor will at all times observe and comply with these laws, ordinances, and
regulations and will be responsible for the compliance of Contractor's services with all applicable laws,
ordinances and regulations.
Contractor will be aware of the requirements of the Immigration Reform and Control Act of 1986 and will
comply with those requirements, including, but not limited to, verifying the eligibility for employment of
all agents, employees, subcontractors and consultants whose services are required by this Agreement.
18. CALIFORNIA AIR RESOURCES BOARD (CARB) ADVANCED CLEAN FLEETS REGULATIONS
Contractor’s vehicles with a gross vehicle weight rating greater than 8,500 lbs. and light-duty package
delivery vehicles operated in California may be subject to the California Air Resources Board (CARB)
Advanced Clean Fleets regulations. Such vehicles may therefore be subject to requirements to reduce
emissions of air pollutants. For more information, please visit the CARB Advanced Clean Fleets webpage
at https://ww2.arb.ca.gov/our-work/programs/advanced-clean-fleets.
19. DISCRIMINATION AND HARASSMENT PROHIBITED
Contractor will comply with all applicable local, state and federal laws and regulations prohibiting
discrimination and harassment.
20. DISPUTE RESOLUTION
If a dispute should arise regarding the performance of the Services the following procedure will be used
to resolve any questions of fact or interpretation not otherwise settled by agreement between the parties.
Representatives of Contractor or City will reduce such questions, and their respective views, to writing. A
copy of such documented dispute will be forwarded to both parties involved along with recommended
methods of resolution, which would be of benefit to both parties. The representative receiving the letter
will reply to the letter along with a recommended method of resolution within ten (10) business days. If
the resolution thus obtained is unsatisfactory to the aggrieved party, a letter outlining the disputes will
be forwarded to the City Manager. The City Manager will consider the facts and solutions recommended
by each party and may then opt to direct a solution to the problem. In such cases, the action of the City
Manager will be binding upon the parties involved, although nothing in this procedure will prohibit the
parties from seeking remedies available to them at law.
21. TERMINATION
In the event of the Contractor's failure to prosecute, deliver, or perform the Services, City may terminate
this Agreement for nonperformance by notifying Contractor by certified mail of the termination. If City
decides to abandon or indefinitely postpone the work or services contemplated by this Agreement, City
may terminate this Agreement upon written notice to Contractor. Upon notification of termination,
Contractor has five (5) business days to deliver any documents owned by City and all work in progress to
City address contained in this Agreement. City will make a determination of fact based upon the work
product delivered to City and of the percentage of work that Contractor has performed which is usable
and of worth to City in having the Agreement completed. Based upon that finding City will determine the
final payment of the Agreement.
City may terminate this Agreement by tendering thirty (30) days written notice to Contractor. Contractor
may terminate this Agreement by tendering thirty (30) days written notice to City. In the event of
termination of this Agreement by either party and upon request of City, Contractor will assemble the work
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product and put it in order for proper filing and closing and deliver it to City. Contractor will be paid for
work performed to the termination date; however, the total will not exceed the lump sum fee payable
under this Agreement. City will make the final determination as to the portions of tasks completed and
the compensation to be made.
22. COVENANTS AGAINST CONTINGENT FEES
Contractor warrants that Contractor has not employed or retained any company or person, other than a
bona fide employee working for Contractor, to solicit or secure this Agreement, and that Contractor has
not paid or agreed to pay any company or person, other than a bona fide employee, any fee, commission,
percentage, brokerage fee, gift, or any other consideration contingent upon, or resulting from, the award
or making of this Agreement. For breach or violation of this warranty, City will have the right to annul this
Agreement without liability, or, in its discretion, to deduct from the Agreement price or consideration, or
otherwise recover, the full amount of the fee, commission, percentage, brokerage fees, gift, or contingent
fee.
23. CLAIMS AND LAWSUITS
By signing this Agreement, Contractor agrees that any Agreement claim submitted to City must be
asserted as part of the Agreement process as set forth in this Agreement and not in anticipation of
litigation or in conjunction with litigation. Contractor acknowledges that if a false claim is submitted to
City, it may be considered fraud and Contractor may be subject to criminal prosecution. Contractor
acknowledges that California Government Code sections 12650 et seq., the False Claims Act applies to this
Agreement and, provides for civil penalties where a person knowingly submits a false claim to a public
entity. These provisions include false claims made with deliberate ignorance of the false information or in
reckless disregard of the truth or falsity of information. If City seeks to recover penalties pursuant to the
False Claims Act, it is entitled to recover its litigation costs, including attorney's fees. Contractor
acknowledges that the filing of a false claim may subject Contractor to an administrative debarment
proceeding as the result of which Contractor may be prevented to act as a Contractor on any public work
or improvement for a period of up to five (5) years. Contractor acknowledges debarment by another
jurisdiction is grounds for City to terminate this Agreement.
24. JURISDICTION AND VENUE
This Agreement shall be interpreted in accordance with the laws of the State of California. Any action at
law or in equity brought by either of the parties for the purpose of enforcing a right or rights provided for
by this Agreement will be tried in a court of competent jurisdiction in the County of San Diego, State of
California, and the parties waive all provisions of law providing for a change of venue in these proceedings
to any other county.
25. SUCCESSORS AND ASSIGNS
It is mutually understood and agreed that this Agreement will be binding upon City and Contractor and
their respective successors. Neither this Agreement nor any part of it nor any monies due or to become
due under it may be assigned by Contractor without the prior consent of City, which shall not be
unreasonably withheld.
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26. THIRD PARTY RIGHTS
Nothing in this Agreement should be construed to give any rights or benefits to any party other than the
City and Contractor.
27. ENTIRE AGREEMENT
This Agreement, together with any other written document referred to or contemplated by it, along
with the purchase order for this Agreement and its provisions, embody the entire Agreement and
understanding between the parties relating to the subject matter of it. In case of conflict, the terms of
the Agreement supersede the purchase order. Neither this Agreement nor any of its provisions may be
amended, modified, waived or discharged except in a writing signed by both parties. This Agreement
may be executed in counterparts.
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28. AUTHORITY
The individuals executing this Agreement and the instruments referenced in it on behalf of Contractor
each represent and warrant that they have the legal power, right and actual authority to bind Contractor
to the terms and conditions of this Agreement.
Executed by Contractor this 2,-Z,~ day of _ _,(.._..)?M'--__ V---__ ~-+--+-~' 2025.
CONTRACTOR
Interfaith Community Services, Inc., a
California non-profit corporation
By:
(sign here)
Greg Angela, Chief Executive Officer
(print name/title)
By:
(sign here)
(print name/title)
CITY OF CARLSBAD, a municipal corporation of
the State of California
Geoff Patnoe, City Manager
ATTEST:
If required by City, proper notarial acknowledgment of execution by contractor must be attached . .!f..E.
corporation, Agreement must be signed by one corporate officer from each of the following two groups.
Group A
Chairman,
President, or
Vice-President
Group B
Secretary,
Assistant Secretary,
CFO or Assistant Treasurer
Otherwise, the corporation must attach a resolution certified by the secretary or assistant secretary under
corporate seal empowering the officer(s) signing to bind the corporation.
APPROVED AS TO FORM:
CINDIE K. McMAHON, City Attorney
BY: aµu,~ f'rosf
Allegra Frost, Senior Assistant City Attorney
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EXHIBIT “A”
SCOPE OF SERVICES
A. Services and Approach
1. Contractor shall adhere to the Regional Task Force on Homelessness (RTFH) CoC Community
Standards, and abide by the strategies set forth in City of Carlsbad's Homeless Action Plan, and
any amendments thereto, which takes a community focused and collaborative approach to
addressing the needs of those experiencing or at-risk of homelessness within the City of
Carlsbad.
2. Contractor shall work collaboratively with City staff and partners to identify Participants living in
vehicles need of homeless services within the encampment areas, including making and receiving
referrals from City staff and partners.
3. All Participant interactions and interventions shall be based on a Housing First approach,
incorporating evidence-based practices such as critical time intervention, intensive case
management, cognitive behavioral intervention, trauma-informed care, motivational
interviewing, positive youth development, and harm reduction.
4. Assist Participants to identify and access shelter and housing options such as: emergency shelters,
reunification with family or friends, independent living associations, private rentals, shared
housing, rapid re-housing, and permanent supportive housing resources.
5. Participants who are actively engaging with the Vehicular Homeless Outreach program shall
continue to receive outreach services and support until they are connected with permanent
housing and exit homelessness.
6. Prioritize shared housing with Participants whenever possible.
7. Provide Participants with motel vouchers for stays of no more than 28 consecutive days when
appropriate.
8. Utilize flexible funding to help Participants eliminate barriers to housing.
9. Assist Participants with vehicle storage or disposal as needed.
10. Use diversion strategies with all Participants as appropriate.
11. Screen Participants using the Coordinated Entry Common Assessment Tool as appropriate.
Provide ongoing follow-up and Homeless Management Information System (HMIS) updates to
maintain Participants on the Coordinated Entry Community Queue.
12. Spend 50-75% of weekly working hours re-engaging and providing case management to
Participants previously encountered.
13. Maintain a minimum caseload of 10 Participants and a maximum caseload of 25 Participants at
any given time. Ensure at least 60% of Participants on the caseload are actively working on
activities or goals that directly assist the Participant in progressing toward housing.
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14. Actively attempt to engage with individuals at least once every 3 days. If a participant disengages
or disappears, they shall be moved to inactive after 90 days. In the event that the Participant
becomes engaged again, the outreach worker will continue to implement the service support plan
without any punitive consequences.
15. Require all program staff to participate in the annual Point-In-Time Count, from the City of
Carlsbad’s site.
B. Staffing and Training
1. Staffing
1.1 Contractor shall ensure strongly qualified staff are dedicated to the Vehicular Homeless
Outreach Program and shall expedite the hiring and training of staff upon contract execution
and if a vacancy occurs during the term of the contract. Contractor shall notify the City of
Carlsbad’s Housing & Homeless Services Department within three business days from when a
vacancy occurs, with a timeline for filling the position.
1.2 Selected staff shall have at least one year of experience working with people experiencing
homelessness in a role with functions and responsibilities similar to those required for the
Vehicular Homeless Outreach Program.
1.3 It is strongly desired that staff be bilingual English and Spanish.
1.4 Outreach Workers: Minimum of two full-time positions. As part of a multi-disciplinary team,
the outreach workers shall provide outreach and care coordination to people experiencing
homelessness in the City of Carlsbad, who are living in vehicles within the City’s Encampment
Resolution Program area, which is attached as Exhibit “B” (“Participants”).
1.5 Peer Support Specialist: Minimum of one full-time position. As part of a multi-disciplinary
team, the peer support specialist shall provide peer support while working in conjunction with
the outreach workers. The Peer Support Specialist shall assist Participants with system
navigation and accessing basic needs assistance.
1.6 Each staff member shall be available to work a minimum of 40 hours per week with availability
on weekends. Schedules should be designed to include early morning or late evening hours
throughout the week to contact Participants when they are parked and available. Schedules
must be approved by City. All holidays observed by City may be excluded, if desired by
Contractor and agreed upon by the City. Permanent schedule change requests must be
submitted to the City with 30 days written notice and must be mutually agreed upon by both
parties.
2. Training
2.1 Contractor shall provide City of Carlsbad’s Housing & Homeless Services Department a staff
training plan within 30 days of contract execution that includes how the Contractor shall
achieve the training requirements specified in section 2.2:
2.2 Ensure each staff member receives training in the following areas, within the first 6 months
of employment:
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a. Cultural Competency
b. Documentation/HMIS
c. Motivational Interviewing
d. Assertive Engagement
e. Trauma Informed Care
f. Harm Reduction
g. First Aid/CPR
h. Substance Use Disorders
i. Overdose Response
j. Mental Health First Aid
k. Mental Health Recovery
l. Self-Care and Vicarious Trauma
m. Professional Boundaries
n. Coordinated Entry
o. By Name List Approach
p. Safety
q. Ethics
r. Effective Goal Setting
s. Mandated Reporting
t. Community Outreach Standards
u. Policy Guidelines for Regional Response for Addressing Unsheltered Homelessness and
Encampments
2.3 Contractor shall make the curriculum for the required trainings available for the City’s review
upon request.
C. Meetings and Communication
1. Contractor shall maintain continuous communication with the City of Carlsbad’s Housing &
Homeless Services Department and attend meetings convened by the City to coordinate the
Vehicular Homeless Outreach Program, including but not limited to:
1.1 Attend 100% of Encampment Resolution Funding Program coordinating and case
conferencing meetings. The City of Carlsbad’s Housing & Homeless Services Department
shall be notified at least 2 business days prior to any meeting in which there is an
unavoidable need to be absent.
1.2 Attend at least 75% of City organized partner collaboration meetings and abide by privacy
and participation policies as determined by City.
1.3 Attend monthly meetings with City staff to review and discuss programmatic needs.
2. Maintain responsive and timely communication, both written and verbal, with City staff.
3. Work collaboratively with City staff to maximize partnerships with community service providers
and community organizations to cultivate resources and stay connected to the changing needs of
the community.
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D. Outcomes
1. Within 3 months of contract execution, complete a minimum of 10 unduplicated shelter
placements, and move one person into housing.
2. Within 12 months of contract execution, complete a minimum of 40 unduplicated shelter
placements, and 25 housing placements.
3. Within 24 months of contract execution, complete a minimum of 80 unduplicated shelter
placements, and 75 housing placements.
4. By June 15, 2027, complete a minimum of 150 unduplicated shelter placements, and 112 housing
placements.
5. At least 27% of Participants will exit to a successful destination that includes both temporary and
permanent housing.
E. Data
1. Contractor shall share Participant Homeless Management Information System (“HMIS”) data
(without personally identifiable information) as part of the City of Carlsbad By-Name List.
2. Accurate and thorough documentation shall be completed in a timely manner. The Homeless
Management Information System (HMIS) shall be used to track Participants including
documenting Case Notes, Exit Locations, and GPS mapping Participant locations. Maintain data
on each program Participant and program milestones and outcomes and provide reports to City
each quarter on the 15th day of month following the end of the quarter, including quarterly and
cumulative annual data per fiscal year. All reports must be in a format to the satisfaction of
City’s Housing & Homeless Services Department. Provide at minimum documentation of the
following data points within quarterly reports:
2.1 Number of unduplicated Participants assisted
2.2 Number of contacts (touchpoints)
2.3 Number of Participants placed in emergency shelter or other temporary locations with HMIS
ID
2.4 Number of Participants placed in permanent housing with HMIS ID
2.5 Number and types of interventions and services performed
2.6 Demographic data on Participants
F. Budget and Expenditure Reporting
1. Contractor shall operate within the budget set forth in Exhibit “C”.
1.1 If there is a possibility that any portion of the total fee payable for the Services under the
Agreement is not expended by the date of contract termination, City and Contractor agree
to mutually decide how such excess funds will be allocated in the budget. In such case,
Contractor agrees to draft an amended budget (a new Exhibit C) to re-allocate the excess
funds, which will require a contract amendment subject to approval by the city manager or
designee.
1.2 City and Contractor further agree to discuss and mutually determine any necessary changes
to the budget during the lifetime of the Agreement. In the event of a mutually agreeable
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budget modification, Contractor agrees to draft an amended budget (a new Exhibit C),
which will require a contract amendment subject to approval by the city manager or
designee.
2. Contractor shall provide an accounting of monthly expenditures by the 15th of each month to the
City of Carlsbad’s Housing & Homeless Services Department. This shall include accompanying
documentation for funds expended, which shall include but not be limited to documentation of
timecards, mileage, office supplies, bus fare expenses, and flex funds receipts.
G. General
1. Contractor shall comply with the requirements of the Drug-Free Workplace Act of 1990
(Gov. Code, Section 8350 et seq.) and have a drug-free workplace by taking the following
actions:
1.1 Publish a statement notifying employees that unlawful manufacture, distribution,
dispensation, possession, or use of a controlled substance is prohibited and
specifying actions to be taken against employees for violations, as required by
Government Code Section 8355, subdivision (a)(1).
1.2 Establish a Drug-Free Awareness Program, as required by Government Code Section
8355, subdivision (a)(2) to inform employees about all the following:
1.2.1 The dangers of drug abuse in the workplace
1.2.2 Contractor’s policy of maintaining a drug-free workplace
1.2.3 Any available counseling, rehabilitation, and employee assistance program
1.2.4 Penalties that may be imposed upon employees for drug abuse violations
1.2.5 Provide, as required by Government Code Section 8355, subdivision (a)(3),
that every employee that works under this Agreement:
a. Will receive a copy of Contractor’s drug-free policy statement, and
b. Will agree to abide by the terms of the drug-free policy as a condition
of employment.
2. Contractor shall maintain a written grievance procedure, including a formal process for
Participants to provide feedback and to resolve conflicts experienced within the program.
3. Contractor shall comply with all routine monitoring and program audits as requested by City.
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EXHIBIT “B”
CITY OF CARLSBAD ENCAMPMENT RESOLUTION AREA
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EXHIBIT “C”
BUDGET
Activity Amount
Personnel $675,000.00
Fringe Benefits $202,500.00
Flexible Funds $270,000.00
Motel Vouchers $200,000.00
Storage $25,000.00
Reunification/Diversion $36,000.00
Operating $90,000.00
Administrative Fees $74,925.00
Total $1,573,425.00
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AGREEMENT FOR OUTREACH, CASE MANAGEMENT AND PEER SUPPORT SERVICES-
ERF-3-R VEHICULAR HOMELESS OUTREACH PROGRAM
COMMUNITY RESOURCE CENTER
~~m THIS AGREEMENT Is made and entered into as of the _2_~-U~---day of
2025, by and between the City of Carlsbad, California, a municipal
corporation ("City") Community Resource Center, a California not-for-profit organization,
("Contractor").
RECITALS
A. City requires the professional services of a consultant that is experienced in providing
housing services to homeless residents living in vehicles in the City of Carlsbad.
B. Contractor has the necessary experience in providing professional services and advice
related to all of the areas set forth in recital A.
C. Contractor was included in the City's grant proposal to the California lnteragency Council
on Homelessness for these services and has affirmed its willingness and ability to perform such work.
NOW, THEREFORE, in consideration of these recitals and the mutual covenants contained herein,
City and Contractor agree as follows:
1. SCOPE OF WORK
City retains Contractor to perform, and Contractor agrees to render, those services (the "Services") that
are defined in attached Exhibit "A," which is incorporated by this reference in accordance with this
Agreement's terms and conditions.
2. STANDARD OF PERFORMANCE
While performing the Services, Contractor will exercise the reasonable professional care and skill
customarily exercised by reputable members of Contractor's profession practicing in the Metropolitan
Southern California area, and will use reasonable diligence and best judgment while exercising its
professional skill and expertise.
3. TERM
The term of this Agreement will be effective from the date first above written until June 30, 2027. No
extensions will be granted.
4. TIME IS OF THE ESSENCE
Time is of the essence for each and every provision of this Agreement.
5. COMPENSATION
The total fee payable for the Services to be performed during the Agreement term will be one million fifty-
seven thousand eight hundred sixty-seven dollars and fifty cents ($1,057,867.50). No other compensation
for the Services will be allowed except for items covered by subsequent amendments to this Agreement
as approved by the City Manager or designee. The City reserves the right to withhold a ten percent (10%)
retention until City has accepted the work and/or Services specified in Exhibit "A". Incremental payments,
if applicable, should be made as outlined in attached Exhibit "A".
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Upon contract execution, Contractor shall submit an invoice to City for 60% of the total Agreement
amount. Once 50 % of the total funds are expended Contractor may submit an invoice for the remaining
Agreement amount. Once these funds are expended, but no later than June 30, 2026, Contractor shall
submit an invoice for the remaining Agreement amount. Failure to timely submit an invoice for the
remaining Agreement amount will result in forfeiture of those funds and City’s return of such funds to the
California Department of Housing and Community Development. Homelessness.
All funds must be expended by June 30, 2027. Any funds not expended by this date must be returned to
City. All proceeds from any interest-bearing account established by the Contractor for the deposit of funds
must be used for eligible activities related to this agreement as approved by City.
6. STATUS OF CONTRACTOR
Contractor will perform the Services in Contractor's own way as an independent contractor and in pursuit
of Contractor's independent calling, and not as an employee of City. Contractor will be under control of
City only as to the result to be accomplished, but will consult with City as necessary. The persons used by
Contractor to provide services under this Agreement will not be considered employees of City for any
purposes.
The payment made to Contractor pursuant to the Agreement will be the full and complete compensation
to which Contractor is entitled. City will not make any federal or state tax withholdings on behalf of
Contractor or its agents, employees or subcontractors. City will not be required to pay any workers'
compensation insurance or unemployment contributions on behalf of Contractor or its employees or
subcontractors. Contractor agrees to indemnify City within thirty (30) days for any tax, retirement
contribution, social security, overtime payment, unemployment payment or workers' compensation
payment which City may be required to make on behalf of Contractor or any agent, employee, or
subcontractor of Contractor for work done under this Agreement. At the City’s election, City may deduct
the indemnification amount from any balance owing to Contractor.
7. SUBCONTRACTING
Contractor will not subcontract any portion of the Services without prior written approval of City. If
Contractor subcontracts any of the Services, Contractor will be fully responsible to City for the acts and
omissions of Contractor's subcontractor and of the persons either directly or indirectly employed by the
subcontractor, as Contractor is for the acts and omissions of persons directly employed by Contractor.
Nothing contained in this Agreement will create any contractual relationship between any subcontractor
of Contractor and City. Contractor will be responsible for payment of subcontractors. Contractor will bind
every subcontractor and every subcontractor of a subcontractor by the terms of this Agreement
applicable to Contractor's work unless specifically noted to the contrary in the subcontract and approved
in writing by City.
8. OTHER CONTRACTORS
The City reserves the right to employ other Contractors in connection with the Services.
9. INDEMNIFICATION
Contractor agrees to defend (with counsel approved by the City), indemnify, and hold harmless the City
and its officers, elected and appointed officials, employees and volunteers from and against all claims,
damages, losses and expenses including attorneys fees arising out of the performance of the work
described herein caused by any negligence, recklessness, or willful misconduct of the Contractor, any
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subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any of
them may be liable.
If Contractor’s obligation to defend, indemnify, and/or hold harmless arises out of Contractor’s
performance as a “design professional” (as that term is defined under Civil Code section 2782.8), then,
and only to the extent required by Civil Code Section 2782.8, which is fully incorporated herein,
Contractor’s indemnification obligation shall be limited to claims that arise out of, pertain to, or relate to
the negligence, recklessness, or willful misconduct of the Contractor, and, upon Contractor obtaining a
final adjudication by a court of competent jurisdiction. Contractor’s liability for such claim, including the
cost to defend, shall not exceed the Contractor’s proportionate percentage of fault.
The parties expressly agree that any payment, attorney’s fee, costs or expense City incurs or makes to or
on behalf of an injured employee under the City’s self-administered workers’ compensation is included as
a loss, expense or cost for the purposes of this section, and that this section will survive the expiration or
early termination of this Agreement.
10. INSURANCE
Contractor will obtain and maintain for the duration of the Agreement and any and all amendments,
insurance against claims for injuries to persons or damage to property which may arise out of or in
connection with performance of the services by Contractor or Contractor’s agents, representatives,
employees or subcontractors. The insurance will be obtained from an insurance carrier admitted and
authorized to do business in the State of California. The insurance carrier is required to have a current
Best's Key Rating of not less than "A-:VII"; OR with a surplus line insurer on the State of California’s List of
Approved Surplus Line Insurers (LASLI) with a rating in the latest Best’s Key Rating Guide of at least “A:X”;
OR an alien non-admitted insurer listed by the National Association of Insurance Commissioners (NAIC)
latest quarterly listings report.
10.1 Coverages and Limits. Contractor will maintain the types of coverages and minimum limits indicated below, unless Risk Manager or City Manager approves a lower amount. These minimum amounts of coverage will not constitute any limitations or cap on Contractor's indemnification obligations under this Agreement. City, its officers, agents and employees make no representation that the limits of
the insurance specified to be carried by Contractor pursuant to this Agreement are adequate to protect Contractor. If Contractor believes that any required insurance coverage is inadequate, Contractor will obtain such additional insurance coverage, as Contractor deems adequate, at Contractor's sole expense. The full limits available to the named insured shall also be available and applicable to the City as an
additional insured.
10.1.1 Commercial General Liability (CGL) Insurance. Insurance written on an “occurrence” basis,
including 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.
10.1.2 Automobile Liability. (if the use of an automobile is involved for Contractor's work for
City). $2,000,000 combined single-limit per accident for bodily injury and property damage.
10.1.3 Workers' Compensation and Employer's Liability. Workers' Compensation limits as
required by the California Labor Code. Workers' Compensation will not be required if Contractor has no
employees and provides, to City's satisfaction, a declaration stating this.
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10.1.4 Professional Liability. Errors and omissions liability appropriate to Contractor’s profession
with limits of not less than $1,000,000 per claim. Coverage must be maintained for a period of five years
following the date of completion of the work.
10.2 Additional Provisions. Contractor will ensure that the policies of insurance required under this
Agreement contain, or are endorsed to contain, the following provisions:
10.2.1 The City will be named as an additional insured on Commercial General Liability which
shall provide primary coverage to the City.
10.2.2 Contractor will obtain occurrence coverage, excluding Professional Liability, which will be
written as claims-made coverage.
10.2.3 If Contractor maintains higher limits than the minimums shown above, the City requires
and will be entitled to coverage for the higher limits maintained by Contractor. Any available insurance
proceeds in excess of the specified minimum limits of insurance and coverage will be available to the City.”
10.2.4 This insurance will be in force during the life of the Agreement and any extensions of it
and will not be canceled without thirty (30) days prior written notice to City sent by certified mail pursuant
to the Notice provisions of this Agreement.
10.3 Providing Certificates of Insurance and Endorsements. Prior to City's execution of this Agreement,
Contractor will furnish certificates of insurance and endorsements to City.
10.4 Failure to Maintain Coverage. If Contractor fails to maintain any of these insurance coverages,
then City will have the option to declare Contractor in breach, or may purchase replacement insurance or
pay the premiums that are due on existing policies in order to maintain the required coverages. Contractor
is responsible for any payments made by City to obtain or maintain insurance and City may collect these
payments from Contractor or deduct the amount paid from any sums due Contractor under this
Agreement.
10.5 Submission of Insurance Policies. City reserves the right to require, at any time, complete and
certified copies of any or all required insurance policies and endorsements.
11. BUSINESS LICENSE
Contractor will obtain and maintain a City of Carlsbad Business License for the term of the Agreement, as
may be amended from time-to-time.
12. ACCOUNTING RECORDS
Contractor will maintain complete and accurate records with respect to costs incurred under this
Agreement. All records will be clearly identifiable. Contractor will allow a representative of City during
normal business hours to examine, audit, and make transcripts or copies of records and any other
documents created pursuant to this Agreement. Contractor will allow inspection of all work, data,
documents, proceedings, and activities related to the Agreement for a period of four (4) years from the
date of final payment under this Agreement.
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13. OWNERSHIP OF DOCUMENTS
All work product produced by Contractor or its agents, employees, and subcontractors pursuant to this
Agreement is the property of City. In the event this Agreement is terminated, all work product produced
by Contractor or its agents, employees and subcontractors pursuant to this Agreement will be delivered
at once to City. Contractor will have the right to make one (1) copy of the work product for Contractor’s
records.
14. COPYRIGHTS
Contractor agrees that all copyrights that arise from the services will be vested in City and Contractor
relinquishes all claims to the copyrights in favor of City.
15. NOTICES
The name of the persons who are authorized to give written notice or to receive written notice on behalf
of City and on behalf of Contractor under this Agreement are:
For City: For Contractor:
Name Chris Shilling Name John Van Cleef
Title Homeless Services Manager Title Chief Executive Officer
Dept Housing & Homeless Services Address 650 2nd Street
CITY OF CARLSBAD ENCINITAS, CA 92024
Address 1200 Carlsbad Village Dr. Phone 760-230-6309
Carlsbad, CA 92008 Email johnvancleef@crcncc.org
Phone 442-339-2284
Each party will notify the other immediately of any changes of address that would require any notice or
delivery to be directed to another address.
16. CONFLICT OF INTEREST
Contractor shall file a Conflict of Interest Statement with the City Clerk in accordance with the
requirements of the City of Carlsbad Conflict of Interest Code. The Contractor shall report investments or
interests as required in the City of Carlsbad Conflict of Interest Code.
Yes ☐ No ☒
If yes, list the contact information below for all individuals required to file:
Name Email Phone Number
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17. GENERAL COMPLIANCE WITH LAWS
Contractor will keep fully informed of federal, state and local laws and ordinances and regulations which
in any manner affect those employed by Contractor, or in any way affect the performance of the Services
by Contractor. Contractor will at all times observe and comply with these laws, ordinances, and
regulations and will be responsible for the compliance of Contractor's services with all applicable laws,
ordinances and regulations.
Contractor will be aware of the requirements of the Immigration Reform and Control Act of 1986 and will
comply with those requirements, including, but not limited to, verifying the eligibility for employment of
all agents, employees, subcontractors and consultants whose services are required by this Agreement.
18. CALIFORNIA AIR RESOURCES BOARD (CARB) ADVANCED CLEAN FLEETS REGULATIONS
Contractor’s vehicles with a gross vehicle weight rating greater than 8,500 lbs. and light-duty package
delivery vehicles operated in California may be subject to the California Air Resources Board (CARB)
Advanced Clean Fleets regulations. Such vehicles may therefore be subject to requirements to reduce
emissions of air pollutants. For more information, please visit the CARB Advanced Clean Fleets webpage
at https://ww2.arb.ca.gov/our-work/programs/advanced-clean-fleets.
19. DISCRIMINATION AND HARASSMENT PROHIBITED
Contractor will comply with all applicable local, state and federal laws and regulations prohibiting
discrimination and harassment.
20. DISPUTE RESOLUTION
If a dispute should arise regarding the performance of the Services the following procedure will be used
to resolve any questions of fact or interpretation not otherwise settled by agreement between the parties.
Representatives of Contractor or City will reduce such questions, and their respective views, to writing. A
copy of such documented dispute will be forwarded to both parties involved along with recommended
methods of resolution, which would be of benefit to both parties. The representative receiving the letter
will reply to the letter along with a recommended method of resolution within ten (10) business days. If
the resolution thus obtained is unsatisfactory to the aggrieved party, a letter outlining the disputes will
be forwarded to the City Manager. The City Manager will consider the facts and solutions recommended
by each party and may then opt to direct a solution to the problem. In such cases, the action of the City
Manager will be binding upon the parties involved, although nothing in this procedure will prohibit the
parties from seeking remedies available to them at law.
21. TERMINATION
In the event of the Contractor's failure to prosecute, deliver, or perform the Services, City may terminate
this Agreement for nonperformance by notifying Contractor by certified mail of the termination. If City
decides to abandon or indefinitely postpone the work or services contemplated by this Agreement, City
may terminate this Agreement upon written notice to Contractor. Upon notification of termination,
Contractor has five (5) business days to deliver any documents owned by City and all work in progress to
City address contained in this Agreement. City will make a determination of fact based upon the work
product delivered to City and of the percentage of work that Contractor has performed which is usable
and of worth to City in having the Agreement completed. Based upon that finding City will determine the
final payment of the Agreement.
City may terminate this Agreement by tendering thirty (30) days written notice to Contractor. Contractor
may terminate this Agreement by tendering thirty (30) days written notice to City. In the event of
termination of this Agreement by either party and upon request of City, Contractor will assemble the work
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product and put it in order for proper filing and closing and deliver it to City. Contractor will be paid for
work performed to the termination date; however, the total will not exceed the lump sum fee payable
under this Agreement. City will make the final determination as to the portions of tasks completed and
the compensation to be made.
22. COVENANTS AGAINST CONTINGENT FEES
Contractor warrants that Contractor has not employed or retained any company or person, other than a
bona fide employee working for Contractor, to solicit or secure this Agreement, and that Contractor has
not paid or agreed to pay any company or person, other than a bona fide employee, any fee, commission,
percentage, brokerage fee, gift, or any other consideration contingent upon, or resulting from, the award
or making of this Agreement. For breach or violation of this warranty, City will have the right to annul this
Agreement without liability, or, in its discretion, to deduct from the Agreement price or consideration, or
otherwise recover, the full amount of the fee, commission, percentage, brokerage fees, gift, or contingent
fee.
23. CLAIMS AND LAWSUITS
By signing this Agreement, Contractor agrees that any Agreement claim submitted to City must be
asserted as part of the Agreement process as set forth in this Agreement and not in anticipation of
litigation or in conjunction with litigation. Contractor acknowledges that if a false claim is submitted to
City, it may be considered fraud and Contractor may be subject to criminal prosecution. Contractor
acknowledges that California Government Code sections 12650 et seq., the False Claims Act applies to this
Agreement and, provides for civil penalties where a person knowingly submits a false claim to a public
entity. These provisions include false claims made with deliberate ignorance of the false information or in
reckless disregard of the truth or falsity of information. If City seeks to recover penalties pursuant to the
False Claims Act, it is entitled to recover its litigation costs, including attorney's fees. Contractor
acknowledges that the filing of a false claim may subject Contractor to an administrative debarment
proceeding as the result of which Contractor may be prevented to act as a Contractor on any public work
or improvement for a period of up to five (5) years. Contractor acknowledges debarment by another
jurisdiction is grounds for City to terminate this Agreement.
24. JURISDICTION AND VENUE
This Agreement shall be interpreted in accordance with the laws of the State of California. Any action at
law or in equity brought by either of the parties for the purpose of enforcing a right or rights provided for
by this Agreement will be tried in a court of competent jurisdiction in the County of San Diego, State of
California, and the parties waive all provisions of law providing for a change of venue in these proceedings
to any other county.
25. SUCCESSORS AND ASSIGNS
It is mutually understood and agreed that this Agreement will be binding upon City and Contractor and
their respective successors. Neither this Agreement nor any part of it nor any monies due or to become
due under it may be assigned by Contractor without the prior consent of City, which shall not be
unreasonably withheld.
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26. THIRD PARTY RIGHTS
Nothing in this Agreement should be construed to give any rights or benefits to any party other than the
City and Contractor.
27. ENTIRE AGREEMENT
This Agreement, together with any other written document referred to or contemplated by it, along
with the purchase order for this Agreement and its provisions, embody the entire Agreement and
understanding between the parties relating to the subject matter of it. In case of conflict, the terms of
the Agreement supersede the purchase order. Neither this Agreement nor any of its provisions may be
amended, modified, waived or discharged except in a writing signed by both parties. This Agreement
may be executed in counterparts.
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28. AUTHORITY
The individuals executing this Agreement and the instruments referenced in it on behalf of Contractor
each represent and warrant that they have the legal power, right and actual authority to bind Contractor
to the terms and conditions of this Agreement.
Executed by Contractor this 2,J ),-r day of ~ 2025.
CONTRACTOR
Interfaith Community Services, Inc., a non-
profit corporation
By:
(sign here)
John Van Cleef, Chief Executive Officer
(print name/title)
By:
(sign here)
(print name/title)
CITY OF CARLSBAD, a municipal corporation of
the State of California
By:
Geoff Patnoe, City Manager
ATTEST:
If required by City, proper notarial acknowledgment of execution by contractor must be attached. li2_
corporation. Agreement must be signed by one corporate officer from each of the following two groups.
Group A
Chairman,
President, or
Vice-President
Group B
Secretary,
Assistant Secretary,
CFO or Assistant Treasurer
Otherwise, the corporation must attach a resolution certified by the secretary or assistant secretary under
corporate seal empowering the officer(s) signing to bind the corporation.
APPROVED AS TO FORM :
CINDIE K. McMAHON, City Attorney
BY: 4(JLq:£ Frost
Deputy/Assistant City Attorney
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EXHIBIT “A”
SCOPE OF SERVICES
.
A. Services and Approach
1. Contractor shall adhere to the Regional Task Force on Homelessness (RTFH) CoC Community
Standards, and abide by the strategies set forth in City of Carlsbad's Homeless Action Plan, and
any amendments thereto, which takes a community focused and collaborative approach to
addressing the needs of those experiencing or at-risk of homelessness within the City of
Carlsbad.
2. All Participant interactions and interventions shall be based on a Housing First approach,
incorporating evidence-based practices such as critical time intervention, intensive case
management, cognitive behavioral intervention, trauma-informed care, motivational
interviewing, positive youth development, and harm reduction.
3. Assist Participants with obtaining housing, increasing income through employment and/or
benefits, and enhancing participants' life skills (i.e. educational, and budgeting). Creatively and
collaboratively problem-solve with Participants to address other barriers that may interfere with
their housing stability.
4. Provide housing search assistance and landlord engagement to identify and secure rental units
for all Vehicular Homeless Outreach Program (VHOP) Participants.
5. Provide rental assistance, utility deposits, move-in assistance, and case management to
Participants for up to 24 months. Create individualized Housing Stability Plans (HSP) designed to
help Participants reduce functional and other barriers to obtaining and maintaining housing.
HSPs should be developed at intake and reviewed once the client is housed and at a minimum
every 45 days. HSPs should include focused SMART goals in three core areas: housing, financial,
and health/wellness. The plan should be reviewed at every meeting with a Participant to ensure
the Participant is on track to meet their identified goals. The main components of each plan
should include: outline of goals pertaining to housing; outline of roles and expectations of
household; outline of roles and expectations of Case Manager; and timelines for each step. The
plan should be adjusted as needed at the discretion of the Contractor.
6. Rapid Re-Housing Case Managers must meet with Participants a minimum of twice per month.
7. Use diversion strategies with all Participants as appropriate.
8. Prioritize shared housing with landlords and Participants whenever possible.
9. Require all program staff affiliated with this agreement to participate in the annual Point-In-Time
Count, from the City of Carlsbad’s site.
B. Staffing and Training
1. Staffing
1.1 Contractor shall ensure strongly qualified staff are dedicated to the Vehicular Homeless
Outreach Program and shall expedite the hiring and training of staff upon contract execution
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and if a vacancy occurs during the term of the contract. Contractor shall notify the City of
Carlsbad’s Housing & Homeless Services Division within 3 business days from when a vacancy
occurs, with a timeline for filling the position.
1.2 Selected staff shall have at least one year of experience working with people experiencing
homelessness in a role with functions and responsibilities similar to those required for the
Vehicular Homeless Outreach Program.
1.3 It is strongly desired that staff are bilingual in English and Spanish.
1.4 Housing Coordinator: Minimum of one full-time position. As part of a multi-disciplinary team,
the Housing Coordinator shall provide housing search assistance, landlord engagement, and
secure a variety of permanent housing units to move residents experiencing homelessness from
the Encampment Resolution Program area, which is attached as Exhibit “B” (“Participants”) into
housing. The Housing Coordinator will provide support to Participants regardless of enrollment
in the Rapid Re-Housing portion of the contract.
1.5 Rapid Re-Housing Case Manager: Minimum of one full-time position. Provide Participants with
supportive services and care coordination to stabilize in housing and ensure long-term housing
retention.
1.6 Each staff member shall be available to work a minimum of 40 hours per week with availability
on weekends. Schedules must be approved by City. All holidays observed by City may be excluded,
if desired by Contractor and agreed upon by the City. Permanent schedule change requests must
be submitted to the City with 30 days written notice and must be mutually agreed upon by both
parties.
2. Training
2.1 Contractor shall provide City of Carlsbad’s Housing & Homeless Services Division a staff training
plan within 30 days of contract execution that includes how the Contractor shall achieve the
training requirements specified in section 2.2:
2.2 Ensure each staff member receives training in the following areas, within the first 6 months of
employment:
a. Cultural Competency
b. Documentation/HMIS
c. Motivational Interviewing
d. Professional Boundaries and Ethics
e. Coordinated Entry
f. Effective Goal Setting
g. Mandated Reporting
h. Housing First
i. Progressive Engagement/Critical Time Intervention Approaches
j. Trauma-Informed Care
k. Harm Reduction
l. Tenant Rights
m. Conflict Resolution/Mediation/Negotiation
n. Federal, State, and Local Fair Housing Laws
o. HUD Housing Quality Standards (HQS)
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p. Lead-Based Paint Visual Inspections.
2.3 Contractor shall make the curriculum for the required trainings available for the City’s review
upon request.
C. Meetings and Communication
1. Contractor shall maintain continuous communication with the City of Carlsbad’s Housing &
Homeless Services Division and attend meetings convened by the City to coordinate the
Vehicular Homeless Outreach Program, including but not limited to:
1.1 Attend 100% of Encampment Resolution Funding Program coordinating and case
conferencing meetings. The City of Carlsbad’s Housing & Homeless Services Division shall be
notified at least 2 business days prior to any meeting in which there is an unavoidable need
to be absent.
1.2 Attend at least 75% of City organized partner collaboration meetings and abide by privacy
and participation policies as determined by City.
1.3 Attend monthly meetings with City staff to review and discuss programmatic needs.
2. Maintain responsive and timely communication, both written and verbal, with City staff.
3. Work collaboratively with City staff to maximize partnerships with community service providers
and community organizations to cultivate resources and stay connected to the changing needs
of the community.
D. Outcomes
Contractor shall achieve the following outcomes during the term of the Agreement:
1. Assist at least 22 households experiencing homelessness with ERF rapid re-housing housing
assistance and stabilization support.
2. Assist at least 100 Participants with identifying a permanent housing destination through case
management and housing coordinator support which may include any HUD defined permanent
housing outcome.
3. Identify sufficient housing inventory to meet a variety of housing needs including and
prioritizing; independent living facilities, shared housing, affordable housing properties, rooms
for rent and standard rental units. Establish a method of making this information available and
accessible to VHOP staff and current Participants.
4. Maintain a 70% housing move-in and positive exit rate for rapid re-housing Participants.
5. Ensure that at least 70% of all rapid re-housing Participants enrolled in the program secure
permanent housing within 60 days of enrollment.
6. Ensure at least 50% of rapid re-housing Participants increase their household income in the
program.
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7. Ensure at least 85% of rapid re-housing Participants that exit to permanent housing retain their
housing for at least 12 consecutive months.
8. Ensure at least 50% of all RRH participants who are eligible for CalAIM are connected to case
management, services and supports.
E. Data
1. Contractor shall share Participant Homeless Management Information System (“HMIS”) data
(without personally identifiable information) as part of the City of Carlsbad By-Name List.
2. Accurate and thorough documentation shall be completed in a timely manner. The Homeless
Management Information System (HMIS) shall be used to track Participants including
documenting Case Notes, Exit Locations, and GPS mapping Participant locations. Maintain data
on each program Participant and program milestones and outcomes and provide reports to City
each quarter on the 15th day of month following the end of the quarter, including quarterly and
cumulative annual data per fiscal year. All reports must be in a format to the satisfaction of
City’s Housing & Homeless Services Department. Provide at minimum documentation of the
following data points within quarterly reports:
2.1 Number of landlords engaged and the number of units identified
2.2 Number of Participants screened and consented to housing services
2.3 Number of Participants screened and denied or declined program entry
2.4 Number and percentage of total Participants placed into permanent housing
2.5 Average length of time from program enrollment to permanent housing
2.6 Average cost of housing support per rapid re-housing household
2.7 Number and percentage of households that increased income
2.8 Number and percentage of households that return to homelessness within a year of exit to
permanent housing.
2.9 Number and percentage of eligible participants connected to CalAIM case management,
services and supports.
F. Budget and Expenditure Reporting
1. Contractor shall operate within the budget set forth in Exhibit “C”.
1.1 If there is a possibility that any portion of the total fee payable for the Services under the
Agreement is not expended by the date of contract termination, City and Contractor agree
to mutually decide how such excess funds will be allocated in the budget. In such case,
Contractor agrees to draft an amended budget (a new Exhibit C) to re-allocate the excess
funds, which will require a contract amendment subject to approval by the city manager or
designee.
1.2 City and Contractor further agree to discuss and mutually determine any necessary
changes to the budget during the lifetime of the Agreement. In the event of a mutually
agreeable budget modification, Contractor agrees to draft an amended budget (a new
Exhibit C), which will require a contract amendment subject to approval by the city
manager or designee.
2. Contractor shall provide an accounting of monthly expenditures by the 15th of each month to
the City of Carlsbad’s Housing & Homeless Services Division. This shall include accompanying
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documentation for funds expended, which shall include but not be limited to documentation of
timecards, mileage, office supplies, flex funds, and rental payment receipts.
G. General
1. Contractor shall comply with the requirements of the Drug-Free Workplace Act of 1990 (Gov.
Code, Section 8350 et seq.) and have a drug-free workplace by taking the following actions:
1.1 Publish a statement notifying employees that unlawful manufacture, distribution,
dispensation, possession, or use of a controlled substance is prohibited and specifying
actions to be taken against employees for violations, as required by Government Code
Section 8355, subdivision (a)(1).
1.2 Establish a Drug-Free Awareness Program, as required by Government Code Section 8355,
subdivision (a)(2) to inform employees about all the following:
1.2.1 The dangers of drug abuse in the workplace
1.2.2 Contractor’s policy of maintaining a drug-free workplace
1.2.3 Any available counseling, rehabilitation, and employee assistance program
1.2.4 Penalties that may be imposed upon employees for drug abuse violations
1.2.5 Provide, as required by Government Code Section 8355, subdivision (a)(3), that every
employee that works under this Agreement:
a. Will receive a copy of Contractor’s drug-free policy statement, and
b. Will agree to abide by the terms of the drug-free policy as a condition of
employment.
2. Contractor shall maintain a written grievance procedure, including a formal process for
participants to provide feedback and to resolve conflicts experienced within the program.
3. Contractor shall comply with all routine monitoring and program audits as requested by City.
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EXHIBIT “B”
CITY OF CARLSBAD ENCAMPMENT RESOLUTION AREA
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EXHIBIT “C”
BUDGET
Activity Amount
Personnel $390,000.00
Fringe Benefits $117,000.00
Housing Assistance $410,492.86
Operating $90,000.00
Administrative Fees $50,374.64
Total $1,057,867.50
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Housing & Homeless Services
Homeless Services
1200 Carlsbad Village Drive Carlsbad, CA 92008 442-339-2810 t
Memorandum
December 12, 2024
To:Roxanne Muhlmeister, Assistant Finance Director/Purchasing Officer
From:Chris Shilling, Homeless Services Manager
Via:Mandy Mills, Housing & Homeless Services Director
Re:Request for Exemption to Bidding for Professional Services Agreements with
Interfaith Community Services and Community Resource Center for the State
of California Encampment Resolution Funding Program Grant
The purpose of this memorandum is to request authorization for an exemption to the bidding
process per Carlsbad Municipal Code - Purchasing Code, Section 3.28.110 (N). This code provides
a bidding exemption for situations where solicitations of bids or proposals for good, services
and/or professional services would be, in the discretion of the awarding authority, impractical,
unavailing, impossible, or not in the best interests of the city.
In October 2022, the City Council approved a new strategic plan and reaffirmed its commitment
to reducing homelessness and its impacts on the community, while recognizing the complexity
of this regional, statewide and national crisis. On Feb. 7, 2023, the City Council adopted a
Homelessness Action Plan to update the city’s goal to reduce homelessness and its effects on the
local community. The plan outlines programs and initiatives that the city plans to carry out over
the next five years.
The State of California, through the California Interagency Council on Homelessness (Cal ICH),
created an Encampment Resolution Funding Program grant in 2021 to assist local jurisdictions in
ensuring the wellness and safety of people experiencing homelessness in encampments by
providing services and supports that address their immediate physical and mental wellness and
result in meaningful paths to safe and stable housing. The program supports cross-systems
collaboration and service strategies to help people experiencing homelessness transition out of
encampments and intohousing. In July 2024 the administration of this program transitioned from
Cal ICH to the California Department of Housing and Community Development (HCD).
The City of Carlsbad applied for funding in April 2024. Notice was received in September 2024
that the state awarded the project $2,994,224.71 in grant funds which includes $362,932.21 in
funding for Housing & Homeless Services Department staff salaries and benefits and grant
administrations costs. Performance under the grant must begin no later than 30 days after the
grant agreement with HCD is fully executed, or on the express date set by HCD and the city after
all approvals have been obtained and the grant agreement is fully executed. If the city fails to
commence work by the agreed upon time, HCD reserves the right to terminate the agreement.
Attachment C
Jan. 28, 2025 Item #14 Page 72 of 74
Roxanne Muhlmeister
December 12, 2024
Page 2
In order to commence work at the agreed upon time, the city does not have enough time to
advertise request for proposals and conduct a best value evaluation for these services.
Interfaith Community Services and Community Resource Center are the subgrantees that were
pre-identified by the city in the grant application. These local service providers were identified
due to their active and ongoing partnerships with the city and their current work in addressing
the needs of people experiencing homelessness in Carlsbad. It is in the best interest of the city
to enter into professional service agreements with these subgrantees to meet the scope of
services outlined in the grant application and continue to serve the Carlsbad homeless
community without any interruption.
The Housing & Homeless Services Department has previously conducted Request for Proposals
for different types of homeless services activities with very limited results due to the limited
amount of homeless service providers in the region. It is unlikely that new requests for proposals
will result in additional bidders. The city currently has agreements in place with Interfaith
Community Services and Community Resource Center that are addressing the needs of people
experiencing homelessness in Carlsbad.
New professional services agreements with Interfaith Community Services and Community
Resource Center will allow the city to move forward with the services identified in the grant
application and secure the Encampment Resolution Funding Program grant with the state. The
city would risk losing the grant funds if the project was to go through a formal Request for
Proposal process. Providing an exemption allowing the city to enter into agreements with the
identified local service providers would ensure the city secures the grant funds.
Subgrantee Activity Contract Amount
Interfaith Community Services Outreach and Peer Support Services $1,573,425.00
Community Resource Center Housing Assistance Services $1,057,867.50
Housing & Homeless Services Department staff will be presenting the Encampment Resolution
Funding Program to the City Council on January 28, 2025, with a recommendation to authorize
execution of the agreement with the state and related professional service agreements with
Interfaith Community Services and Community Resource Center to provide services that
address the needs of people experiencing homelessness. The city’s agreements with the
subgrantees will be effective until June 30, 2027.
Approval for Exemption to Bidding
________________________________________ ________________
Roxanne Muhlmeister, Date
Assistant Finance Director/Purchasing Officer
12/27/2024
Jan. 28, 2025 Item #14 Page 73 of 74
Roxanne Muhlmeister
December 12, 2024
Page 3
Attachment: Professional Services Agreements
CC: Shea Sainz, Senior Contract Administrator
Joy Lile, Contract Administrator
Jan. 28, 2025 Item #14 Page 74 of 74
1
Encampment Resolution Funding
Grant Award
Vehicular Homeless Outreach Program
Chris Shilling, Homeless Services Manager
Jessica Klein, Senior Program Manager
Jan. 28, 2025
ITEM 14
2
Background
ENCAMPMENT RESOLUTION FUNDING GRANT AWARD
•State’s Encampment Resolution Fund grant program provides
funding to help local jurisdictions move people experiencing
homelessness in encampments into housing
•April 30, 2024 - application submitted
•Oct. 4, 2024 - grant awards announced
•Awarded $3 million for 3 years (ending June 30, 2027)
3
Background
ENCAMPMENT RESOLUTION FUNDING GRANT AWARD
•Grant will help address rising concerns about people living in
their cars in downtown Village and Barrio areas
•Seeking City Council approval for actions to receive grant and
implement associated activities
Background
Carries out initiatives in Homelessness Action Plan
ENCAMPMENT RESOLUTION FUNDING GRANT AWARD
4
5
Program Overview
ENCAMPMENT RESOLUTION FUNDING GRANT AWARD
•Targeted hours including early morning and late-night hours
to better connect with households when they are parked and
available.
•Individualized housing plans for each household
•Flexible funding
•Vehicle storage or disposal assistance
•Rapid re-housing and a priority focus on shared housing
6
7
Grant Funded Team
ENCAMPMENT RESOLUTION FUNDING GRANT AWARD
• 2 Outreach Social Workers
•Peer Support Specialist
•Housing Navigator
•Rapid Re-Housing Case Manager
Agency Services Thre e -year amount
Interfaith Community
Services Provide outreach, peer support and care coordination $1,573,425.00
Community Resource
Center
Provide housing coordination, rapid re-housing and
housing stability assistance $1,057,867.50
City of Carlsbad Assistance with coordinating all grant activities and
managing subcontracts $362,932.21
To t a l $2,994,224.71
Grant Programs
ENCAMPMENT RESOLUTION FUNDING GRANT AWARD
Grant Impact
•Increases city’s ability to move people
from vehicles to housing and begin effort
earlier than planned
•No cost to the General Fund
•Provides $360,000 over three years for
Carlsbad Housing & Homeless Services
staff and administrative costs
ENCAMPMENT RESOLUTION FUNDING GRANT AWARD
9
Recommended Action
•Authorize City Manager to execute grant
agreement and related program documents,
and amend FY 2024-25 budget to appropriate
grant funds.
•Authorize professional services agreements to
provide services to assist individuals and
households experiencing vehicular
homelessness in the City of Carlsbad, and
approve procurement exemption.
ENCAMPMENT RESOLUTION FUNDING GRANT AWARD
10
Questions
Encampment Resolution Funding Grant Award
11