HomeMy WebLinkAbout2025-06-24; City Council; 03; Grant Agreement with the Department of Housing and Urban Development and a Related Amendment to a Professional Services Agreement with Community Resource Center to ProvidCA Review CDS
Meeting Date: June 24, 2025
To: Mayor and City Council
From: Geoff Patnoe, City Manager
Staff Contact: Chris Shilling, Homeless Services Manager
chris.shilling@carlsbadca.gov, 442-339-2284
Subject: Grant Agreement with the Department of Housing and Urban
Development and a Related Amendment to a Professional Services
Agreement with Community Resource Center to Provide Rapid Re-
Housing Services
Districts: All
Recommended Actions
1.Adopt a resolution authorizing the City Manager to execute a grant agreement and
related program documents with the Department of Housing and Urban Development’s
Continuum of Care Program.
2.Adopt a resolution approving an amendment and extension to a professional services
agreement with Community Resource Center to provide rapid re-housing assistance and
case management services to assist individuals and households experiencing homelessness
in the City of Carlsbad.
Executive Summary
The city’s Homelessness Action Plan is intended to advance the city’s goal to reduce
homelessness and its effects on the local community. The plan outlines the programs and
initiatives the city plans to carry out over five years and identifies the continued use of rapid re-
housing as a priority.
The city has contracted with Community Resource Center to provide rapid re-housing services
since July 2020. Rapid re-housing programs provide up to 24 months of rental assistance and
supportive services to help households access permanent housing. City staff are proposing to
amend the existing agreement to apply additional federal funding that staff recently obtained
through an expansion grant from the U.S. Department of Housing and Urban Development’s
Continuum of Care Program.
To accept the $632,604 increase in Continuum of Care Program funding, the city must execute a
new grant agreement with the Housing and Urban Development department (HUD). The
attached resolution (Exhibit 1) authorizes the City Manager to execute that agreement and
corresponding documents with HUD on the city’s behalf, subject to review by the City
Attorney’s Office.
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Additionally, amendments to existing professional service agreements awarded by the City
Council that increase the cost of the original agreement by more than 25%, as this amendment
would do, require the approval of the City Council under Carlsbad Municipal Code Chapter 3.28
-Purchasing.
Discussion
Rapid re-housing programs have been identified as an effective model in reducing the number
of people experiencing homelessness and a key resource in the City of Carlsbad’s plan to reduce
homelessness.
When the City of Carlsbad initially entered into a contract with Community Resource Center to
implement a rapid re-housing program in 2020, it used one-time-only funding from the State of
California. The following year, on May 4, 2021, the City Council approved a two-year, rapid re-
housing program with funding from the city’s General Fund as part of the city’s comprehensive
work plan to reduce its unsheltered homeless population.
The City Council approved the new Homelessness Action Plan on Feb. 7, 2023. The plan
identified shelter and housing as one of three areas of focus. The plan also identified the
following actions:
•Initiative 1.1 (c) “Identify one-time and ongoing funding sources.”
•Initiative 1.2 (b) “Maintain rapid re-housing options to improve wait time to more
permanent housing.”
Since then, city staff have applied for and received multiple grants to add to and leverage
existing resources. The chart below shows the increase in grant funds leading to an increase in
the overall contract for rapid rehousing as well as the decrease in the use of city general funds
due to grants over the last few years.
HUD Continuum of Care expansion grant
The Continuum of Care Program supports a community-wide effort to end homelessness. It
provides funds to nonprofits and local governments to quickly rehouse people – whether
individuals, families, youth, or those fleeing domestic violence – and reduce the trauma of
being homeless. It also aims to connect people with mainstream services and help them regain
stability and independence.
In September 2024, city staff applied for a grant to expand the city’s rapid re-housing program
through the Continuum of Care Program. The city received notice in March 2025 that it had
been awarded $632,604 in additional HUD funding for rapid re-housing services and
administration, for a combined grant amount of $1,124,280. The HUD funding award is
expected to continue annually, with periodic increases in the rental assistance amount based
on adjustments in the local fair market rent.
Federal regulations allow up to 10% of the funds to be used toward administrative expenses.
The approximately $85,531 in administrative expense allocation will be split evenly between
the City of Carlsbad and the Community Resource Center, providing about $42,765 each.
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Federal regulations require that the federal funding must be matched by other funding
identified for the existing program, so the existing $175,000 General Fund contribution to the
contract must continue.
Permanent Local Housing Allocation funding
The state’s Permanent Local Housing Allocation program provides funding to local governments
for housing-related projects and programs that help address the unmet housing needs of their
communities. With additional HUD funding available for rapid re-housing, the city can
repurpose the $175,000 in this program’s funds that were previously allocated to the rapid re-
housing agreement with the Community Resource Center. This will simplify the administrative
process by reducing the funding sources and allow Permanent Local Housing Allocation funds to
be used for other purposes.
City staff are in the process of identifying other activities in the Homelessness Action Plan
Funding Plan eligible for this funding that could be used by the expenditure deadline. If City
Council authorization is required to reallocate the funds, city staff will return at a future date.
Breakdown of funding for contract
Funding source FY23 FY24 FY25 FY26
HUD rapid rehousing
grant $468,252 $491,676 $1,124,280
For city
administration -23,413 -19,824 -42,765
Remaining HUD grant $444,839 $471,852 $1,081,515
Carlsbad General
Fund $350,000 $175,000 $175,000 $175,000
Permanent Local
Housing Allocation
Program
$175,000 $175,000
Total rapid rehousing
contract $350,000 $794,839 $821,852 $1,256,515
Amendment to the professional services agreement
The proposed Community Resource Center contract amendment increases the contract’s total
amount of annual funding from $821,852 to $1,256,515 per year and extends the contract
through June 30, 2026. The increased funding for the amended agreement will be used to
provide housing search assistance, utility deposits, short and medium-term rental assistance
and case management to at least 30 additional households experiencing homelessness in
Carlsbad. The amendment is included as Attachment A to Exhibit 2.
Fiscal Analysis
The amended professional services agreement with Community Resource Center is to be
funded by $1,081,515 from HUD and $175,000 from the General Fund, for a total annual cost of
$1,256,515.
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The total funding identified for the amended professional services agreement was included in
the Homelessness Action Plan Funding Plan to be included in the city’s FY 2025-26 Operating
Budget, which was adopted by the City Council on June 17, 2025. The funding plan identified
estimates because the final award letters from HUD had not been received as of the date of
that report. Funding for additional agreement years will be requested through the annual
budget process and are dependent on continued HUD funding for the identified program.
Next Steps
Staff will execute a grant agreement with HUD and the amended professional services
agreement with Community Resource Center.
Environmental Evaluation
The grant agreement is not a “project” as defined by California Environmental Quality Act
Section 21065 and CEQA Guidelines Section 15378(b)(4) and does not require environmental
review under CEQA Guidelines Section 15060(c)(3) because the creation of funding
mechanisms, including the pursuit and/or acceptance of grant funding, is a government fiscal
activity which on its own does not involve any commitment to any specific project which may
result in a potentially significant impact on the environment. Applying for or accepting the grant
does not have a legally binding effect on any possible future discretionary action. The activities
or projects for which this funding is intended may require preparation of an environmental
document in accordance with CEQA and CEQA Guidelines. The proposed action will not
foreclose review of alternatives or mitigation measures by the public as part of the
environmental review process.
The amendment to professional services agreement is not a “project” as defined by CEQA
Section 21065 and CEQA Guidelines Section 15378(a) and does not require environmental
review under CEQA Guidelines Section 15060(c)(2) because the action is limited to the
execution of a service agreement to provide rental assistance and case management services.
The action 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 grant agreement
2. City Council resolution – Authorizing amendment to professional services agreement
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Exhibit 1 RESOLUTION NO. 2025-148
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
DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT’S CONTINUUM OF
CARE PROGRAM
WHEREAS, on Sept. 16, 2024, the city applied for the Department of Housing and Urban
Development (HUD) Continuum of Care Program funding to expand the city’s current rapid re-housing
assistance and case management services program; and
WHEREAS, on March 11, 2025, the city received final notification of an award of $1,124,280;
and
WHEREAS, the City Council of the City of Carlsbad, California approved the city's new
Homelessness Action Plan on Feb. 7, 2023; and
WHEREAS, on June 17, 2025, the City Council of the City of Carlsbad approved the Fiscal Year
2025-26 Operating Budget which included acceptance of the HUD Continuum of Care funds; and
WHEREAS, Initiative 1.1(c) of the Homelessness Action Plan is to identify one-time and ongoing
funding sources.; and
WHEREAS, HUD Continuum of Care Program funding aligns with Initiative 1.1(c) of the
Homelessness Action Plan and would supplement general funds currently allocated for the city’s rapid
re-housing assistance and case management services programs.
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.The proposed action is not a “project” as defined by California Environmental Quality
Act Section 21065 and CEQA Guidelines Section 15378(b)(4) and does not require
environmental review under CEQA Guidelines Section 15060(c)(3) because the creation
of funding mechanisms, including the pursuit and/or acceptance of grant funding, is a
government fiscal activity which on its own does not involve any commitment to any
specific project which may result in a potentially significant impact on the environment.
Applying for or accepting the grant does not have a legally binding effect on any possible
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future discretionary action. The activities or projects for which this funding is intended
may require preparation of an environmental document in accordance with CEQA and
CEQA Guidelines. The proposed action will not foreclose review of alternatives or
mitigation measures by the public as part of the environmental review process.
3.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 Department of
Housing and Urban Development for rapid re-housing assistance and case management
services, subject to approval as to form by the City Attorney’s Office.
PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City
of Carlsbad on the 24th day of June, 2025, by the following vote, to wit:
AYES: Blackburn, Bhat-Patel, Acosta, Burkholder, Shin.
NAYS: None.
ABSTAIN: None.
ABSENT: None.
______________________________________
KEITH BLACKBURN, Mayor
______________________________________
SHERRY FREISINGER, City Clerk
(SEAL)
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Exhibit 2 RESOLUTION NO. 2025-149
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD,
CALIFORNIA, APPROVING AN AMENDMENT AND EXTENSION TO A
PROFESSIONAL SERVICES AGREEMENT WITH COMMUNITY RESOURCE
CENTER TO PROVIDE RAPID RE-HOUSING ASSISTANCE AND CASE
MANAGEMENT SERVICES TO ASSIST INDIVIDUALS AND HOUSEHOLDS
EXPERIENCING HOMELESSNESS IN THE CITY OF CARLSBAD
WHEREAS, Community Resource Center has operated the city’s rapid re-housing program since
July 1, 2020, under a professional services agreement; and
WHEREAS, the City Council of the City of Carlsbad, California approved an amended professional
services agreement with Community Resource Center to provide rapid re-housing services on June 20,
2023; and
WHEREAS, on March 11, 2025, the city was notified of its receipt of a Department of Housing
and Urban Development (HUD) Continuum of Care Program award for rapid re-housing assistance and
case management in the amount of $1,124,280; and
WHEREAS, the City Council of the City of Carlsbad, California approved the city's new
Homelessness Action Plan on Feb. 7, 2023; and
WHEREAS, the action plan identifies Housing and Shelter as one of three areas of focus; and
WHEREAS, staff intends to utilize $1,081,515 of the HUD funds and $175,000 from the city’s
General Fund for a professional services agreement in the amount of $1,256,515 with Community
Resource Center for homeless services consistent with the city’s Homelessness Action Plan; and
WHEREAS, the addition of the HUD funding to the existing professional services agreement with
Community Resource Center requires the City Council to approve an amendment to the agreement,
per Carlsbad Municipal Code Sections 3.28.040(C)(7) and 3.28.040(D)(3).
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.The proposed action is not a “project” as defined by CEQA Section 21065 and CEQA
Guidelines Section 15378(a) and does not require environmental review under CEQA
Guidelines Section 15060(c)(2) because the action is limited to the execution of a service
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agreement to provide rental assistance and case management services. The action has
no potential to cause either a direct physical change in the environment or a reasonably
foreseeable indirect physical change in the environment.
3.That the City Council hereby approves Amendment No. 3 to the Professional Services
Agreement with Community Resource Center (Attachment A).
4.That the City Manager or designee is hereby authorized to execute the amended
Professional Services Agreement between the City of Carlsbad and Community Resource
Center for rapid re-housing assistance and case management services and to act on
behalf of the City of Carlsbad in all future decisions and actions necessary to implement
the Agreement, and to do so in full compliance with the terms and conditions expressed
in the aforementioned Agreement and to the satisfaction of the City Attorney.
PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City
of Carlsbad on the 24th day of June, 2025, by the following vote, to wit:
AYES: Blackburn, Bhat-Patel, Acosta, Burkholder, Shin.
NAYS: None.
ABSTAIN: None.
ABSENT: None.
______________________________________
KEITH BLACKBURN, Mayor
______________________________________
SHERRY FREISINGER, City Clerk
(SEAL)
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AMENDMENT NO. 3 TO EXTEND AND AMEND AGREEMENT FOR
RAPID RE-HOUSING PROGRAM
COMMUNITY RESOURCE CENTER
This Amendment No. 3 is entered into and effective as of the _______ day of
___________________________, 2025, extending and amending the agreement dated January
24, 2022 (“Agreement”) by and between the City of Carlsbad, California, a municipal corporation,
("City"), and Community Resource Center, a non-profit corporation (“Contractor") (collectively, the
“Parties”) for rapid re-housing services.
RECITALS
A.On June 25, 2025, the Parties executed Amendment No. 2 to the Agreement for
rapid re-housing program to extend the term, alter the scope of work and budget, and update a
provision of the Agreement; and
B.On June 21, 2024, the Parties executed Amendment No. 1 to the Agreement for
rapid re-housing program to extend the term, and amend the scope of work and budget; and
C.The Parties desire to amend the Agreement’s scope of work to increase the
number of households served through the additional funds awarded by the Department of
Housing and Urban Development; and
D.The Parties now desire to extend the Agreement for a period of one (1) year,
effective July 1, 2025 to June 30, 2026; and
E.The Parties have negotiated and agreed to a supplemental scope of work schedule
and budget, which are attached to and incorporated in by this reference as Exhibit “B-4” and “C-
6”, Scope of Services and Budget respectively.
NOW, THEREFORE, in consideration of these recitals and the mutual covenants
contained herein, City and Contractor agree as follows:
1.That the Agreement, as may have been amended from time to time, is hereby
extended for a period of one (1) year ending on June 30, 2026.
2.In addition to those Services contained in the Agreement, as may have been
amended from time to time, Contractor will provide those services described in Exhibit "B-4". City
will pay Contractor for all work associated with those services described in Exhibit “C-6” on a time
and materials basis not-to-exceed one-million, two hundred fifty-six thousand, five hundred fifteen
dollars ($1,256,515). Contractor will provide City, on a monthly basis, copies of invoices
sufficiently detailed to include hours performed, hourly rates, and related activities and costs for
approval by City. Exhibit “C-6” provides projected budget numbers for the 2024 Continuum of
Care Program Grant. The Continuum of Care Program Grant Agreement, Exhibit “D”, will be the
primary reference document for all budget items related to the Continuum of Care funds.
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Attachment A
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3. Contractor must comply with all requirements of the 2024 Continuum of Care
Program Grant Agreement which will be attached as Exhibit “D” once it is fully executed.
4.With this Amendment, the total Agreement amount shall not exceed three million,
five hundred seventy three thousand, two hundred six dollars ($3,573,206).
5.Contractor will complete all work described in Exhibit “B-4” by June 30, 2026.
6.All other provisions of this Agreement, as may have been amended from time to
time, will remain in full force and effect.
7.All requisite insurance policies to be maintained by Contractor pursuant to this
Agreement, as may have been amended from time to time, will include coverage for this
Amendment.
SIGNATURES ON NEXT PAGE
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8. The individuals executing this Amendment 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 Amendment.
CONTRACTOR CITY OF CARLSBAD, a municipal
corporation of the State of California Community Resource Center, a California
non-profit corporation
By: By:
John Van Cleef, Chief Executive Officer Geoff Patnoe, City Manager
ATTEST:
By: SHERRY FREISINGER, City Clerk
Corrie McVoy, Chief Operating Officer By
Deputy / Assistant City Clerk
If required by City, proper notarial acknowledgment of execution by Contractor must be attached.
If a corporation, Agreement must be signed by one corporate officer from each of the following
two groups:
Group A Group B
Chairman,
President, or
Vice-President
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: _____________________________
C. Dalton Sorich, Assistant City Attorney
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EXHIBIT “B-4”
SCOPE OF SERVICES
Contractor shall provide the following Scope of Services:
A. Services and Approach
1. Contractor shall adhere to the federal Continuum of Care Program Interim Rule
which is linked here as it may be amended from time to time.
2. Contractor shall adhere to the following Regional Task Force on Homelessness
(RTFH) Standards, currently located at the links identified below, and as they may be
amended from time to time:
2.1 Community Standards
2.2. Coordinated Entry System (CES) Policies and Procedures
2.3 Rapid Rehousing System-Wide Operating Standards of Practice.
3. Contractor shall abide by the strategies set forth in the Carlsbad 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.
4. Services shall be provided in a manner consistent with the Housing First practices
described in 25 CCR, Section 8409, subdivision (b)(1)-(6) and in compliance with
Welfare Institutions Code Section 8255(b)(8).
5. Contractor shall provide housing search assistance, rental assistance, utility
deposits, move-in assistance, and case management to Participants for up to 24
months. Participants shall be assisted with obtaining housing, increasing income
through employment and/or benefits, and enhancing participants’ life skills (i.e.
educational and budgeting). Case Managers shall meet with Participants at least
monthly.
6. Contractor shall ensure that Department of Housing and Urban Development (HUD),
Continuum of Care (CoC) funding is only used to support Participants who have
been referred through the CES.
7. For non-CES referrals, funded through state or local contract funding, Contractor
shall prioritize those who are chronically homeless, seniors, individuals with a
Housing Choice Voucher, and other vulnerable homeless populations in the City of
Carlsbad, as defined by the City. Prioritization should be based through case
conferencing and the By Name List.
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7.1 Contractor shall receive referrals and make referrals to and from the Carlsbad
Homeless Outreach Team (HOT), City staff, community partners, nonprofits and
self-referrals. To qualify, Participants must be:
a. Literally homeless as defined by HUD; and
b. Experiencing homelessness in the City of Carlsbad. This information must be
verified through a Third-Party Certification of Homeless Status Form.
8. Contractor shall ensure each Participant has an individualized Housing Stability Plan
(HSP) designed to help them reduce barriers to obtaining and maintaining housing.
HSPs should be developed at intake and reviewed once the Participant is in housing
and a minimum of every 45 days. HSPs should include focused SMART goals in at
least three core areas: housing, financial, and health/wellness. The plan should be
reviewed at every meeting with the Participant to ensure they are on track to meet
identified goals, and able to adjust the HSP as needed.
9. When appropriate, Contractor shall continue case management for up to 6 months
after financial assistance has ended, provided Participant’s household has not
received a full 24 months of services.
10. Diversion strategies shall be used with Participants as appropriate.
11. Contractor shall assist Participants access interim housing resources, such as
shelter, bridge housing programs or hotel/motel vouchers, while they search for
permanent housing.
12. Participants shall be assisted with increasing income through employment and/or
benefits and enhancing Participants’ life skills (i.e. educational and budgeting).
Participants shall be linked to General Relief, CalWORKs, CalFresh, Veteran
Benefits, Medi-Cal (inclusive of CalAIM), and other benefit programs for which they
may be eligible.
13. Contractor shall ensure Participant housing units meet HUD Housing Quality
Standards (HQS) and rent reasonableness standards prior to approval. Maintain
documentation within the Participant file.
14. Contractor shall ensure that HUD funding is used only for leases of at least one year
which are renewable for a minimum term of one month and terminable only for
cause.
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B. Staffing and Training
1. Staffing
1.1 Contractor shall staff the program at levels sufficient to meet performance
goals and ensure effective service delivery. The program will be staffed with
approximately four (4.0) full-time equivalent Case Managers to provide housing
search assistance, move-in and rental assistance, and case management
services to people experiencing homelessness in the City of Carlsbad. Staffing
levels may be modified by the Contractor based on program needs, with prior
consultation with the City.
1.2 It is strongly desired that at least one Case Manager be bilingual in English and
Spanish.
2. Training
2.1 Ensure all staff receive training in each of the following areas within the first six
months of employment, and on an annual basis:
a. Documentation/HMIS
b. Coordinated Entry
c. Cultural Competency
d. Motivational Interviewing
e. Professional Boundaries
f. Progressive Engagement/Critical Time Intervention
g. Trauma-Informed Care
h. Effective Goal Setting
i. Mandated Reporting
j. Wellness Promotion
k. Substance Use Disorders
l. Mental Health First Aid
j. Housing First
k. Tenant Rights
l. Conflict Resolution
m. Mediation/Negotiation
n. Federal, State, and Local Fair Housing Laws
o. HUD Housing Quality Standards
2.2 Contractor shall provide the curriculum for the required trainings to the City for
approval and provide documentation that each staff person has completed the
required trainings within six months of hire and annually thereafter.
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, including but not limited to:
1.1 Attend at least 75% of City organized case conferencing/partner collaboration
meetings and abide by privacy and participation policies as determined by City.
1.2 Attend monthly contract update meetings with City staff
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1.3 Maintain responsive and timely communication, both written and verbal, with the
City’s Housing and Homeless Services Departmental staff.
.
2. 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. Data and Outcomes
1. Data
1.1 Complete accurate and thorough documentation in a timely manner. Maintain
data on each Participant and program milestones. Provide required reports
to the City on the 15th day of each quarter following the reporting quarter,
including quarterly and cumulative annual data per fiscal year. Reports are
due on October 15, January 15, April 15, and July 15, and shall be submitted
in a format approved by the City’s Housing and Homeless Services
Department. Annually provide the City with an Annual Performance Report
(APR) from the HMIS in compliance with HUD close-out requirements.
Contractor shall utilize the Homeless Management Information System
(HMIS) to track Participants and provide documentation of the following data
points:
a. Number of referrals received and the source of the referring party
b. Number of Participants who have been screened and consented to
services
c. Number of Participants who have been screened and denied or declined
program entry
d. Number and percentage of total Participants placed into permanent
housing
e. Average length of time from program enrollment to permanent housing
f. Average cost of housing support per household
g. Number and percentage of households that increased income
h. Number and percentage of households that return to homelessness
within a year of exit to permanent housing
1.2 Share Participant HMIS data (without personally identifiable information) as
part of the City of Carlsbad By Name List.
2. Outcomes
2.1 Assist at least 80 households and which could comprise up to or above 160
individuals experiencing homelessness annually.
2.2 Maintain a 70% housing move-in and positive exit rate.
2.3 Ensure that at least 70% of all Participants enrolled in the program secure
permanent housing within 60 days of enrollment
2.4 Ensure at least 50% of clients increase their household income in the
program
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2.5 Ensure at least 85% of households that exit to permanent housing do not
return to homelessness within 12 months.
E. Budget and Expenditure Reporting
1. Contractor shall operate within the budget set forth in Exhibit “C-6”. If there is a
possibility that any portion of the total fee payable for the Services under the
Agreement may not be expended by the date of contract termination, City and
Contractor agree to mutually decide how such excess funds will be reallocated and
fully expended in the budget. In such case, Contractor agrees to draft an amended
budget to reallocate the excess funds, which will require a contract amendment
subject to approval by the City Manager or designee. Budget adjustments may also
require the approval of the Department of Housing and Urban Development.
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, which will require a contract amendment subject to approval by the City
Council or City Manager or designee, depending on the value and nature of the
budget modification. Budget modifications may also require the approval of the
Department of Housing and Urban Development.
3. Invoices shall be submitted monthly and are due by the 15th of the month following
the billing month. The invoices shall include accompanying documentation for funds
expended, which shall include but not be limited to documentation of timecards,
mileage, and office supplies.
F. General
1. Office hours shall be maintained within the City of Carlsbad a minimum of 5 days per
week for 5-8 hours per day for Participants’ use.
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, that is clearly posted and visible to Participants.
3. 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:
3.1 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).
3.2 Establish a Drug-Free Awareness Program, as required by Government Code
Section 8355, subdivision (a)(2) to inform employees about all the following:
a. The dangers of drug abuse in the workplace
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b. Contractor’s policy of maintaining a drug-free workplace
c. Any available counseling, rehabilitation, and employee assistance program
d. Penalties that may be imposed upon employees for drug abuse violations
3.3 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.
4. Contractor shall comply with all routine monitoring and program audits as requested by
City.
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EXHIBIT “C-6”
BUDGET
General Funds CoC HUD* Total
FY 2025-26 FY 2025-26 FY 2025-26
Program Services
108,000.00$ 651,924.00$ 759,924.00$
15,300.00$ 15,300.00$
-$ 384,425.00$ 384,425.00$
HMIS -$ 2,400.00$ 2,400.00$
123,300.00$ 1,038,749.00$ 1,162,049.00$
Program Support
24,760.84$ 24,760.84$
24,760.84$ -$ 24,760.84$
Total Direct Costs 148,060.84$ 1,038,749.00$ 1,186,809.84$
Indirect Costs 26,939.16$ 26,939.16$
Admin Fees 42,766.00$ 42,766.00$
Grand Total 175,000.00$ 1,081,515.00$ 1,256,515.00$
Budget Notes:
1
2
3
4
*
Sub Total
Operating Costs
Sub Total
Funding Source
Rental Assistance
Flexible Funds
Supportive Services
July 1, 2025 - June 30, 2026
Community Resource Center Rapid Re-Housing
General Funds - Rental assistance: utilized to cover client housing costs. Uses could include:
holding fees, security deposits, rental assistance, etc.
General Funds - Flex funds: utilized to support people in moving into housing and
stabilization. Uses could include: gas cards, bus passes, motel vouchers, clothing, utility costs,
moving costs, documentation, stabilization needs, basic needs, misc.
CoC HUD funds - Allowable expenses must comply with the federal Continuum of Care
Program Interim Rule within their respective budget category.
General Funds - Operating Costs: program and office supplies essential for operations of the
program. Uses could include: office rent, utilities, pens, notebooks, copy paper, binders,
folders, IT supplies, copying, printing, etc.
CoC HUD funds - projected budget numbers for the 2026 Continuum of Care Program Grant.
The Continuum of Care Program Grant Agreement, Exhibit “D”, will be the primary reference
document for all budget items related to the Continuum of Care funds.
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EXHIBIT “D”
Reserved for HUD CONTINUUM OF CARE GRANT AGREEMENT
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