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HomeMy WebLinkAbout2020-06-23; City Council; ; Approval of Homeless Outreach and Case Management Contract with Interfaith Community Services, Inc.CA Review _MK_  Meeting Date: June 23, 2020  To: Mayor and City Council  From: Scott Chadwick, City Manager   Staff Contact: Holly Nelson, Homeless Response Program Manager  Holly.nelson@carlsbadca.gov, 760‐931‐3824  Subject: Approval of Homeless Outreach and Case Management Contract with  Interfaith Community Services, Inc.   Recommended Action  Adopt a resolution authorizing the city manager to contract with Interfaith Community Services,  Inc. to provide outreach and case management services for people at risk of losing their homes  or who are experiencing homelessness in the City of Carlsbad, and authorize the chief of police  or his designee to distribute the funds to Interfaith Community Services for implementation of  services.  Executive Summary   Interfaith Community Services, Inc. currently contracts with the City of Carlsbad’s Police  Department for homeless outreach and case management services. Interfaith provides two full‐ time licensed clinicians and one half‐time licensed program manager to the city’s Homeless  Outreach Team. The Homeless Outreach Team provides outreach and case management to  Carlsbad’ homeless residents seven days a week. The clinicians engage, assess, make plans for  and refer individuals to such resources as housing, medical care, public benefits, mental health,  substance use treatment and services that provide for their basic needs. The City Council’s  approval is required for this professional service agreement under Carlsbad Municipal Code  3.28.110(N) because the cost of the contract is more than $100,000.  Discussion    Background  The city’s Homeless Response Plan, adopted by the City Council in 2017, established key  principles and strategies that the city has employed to help break the cycle of homelessness  and address the impact homelessness has on the community. Strategy 2B of the plan states the  city will support and build capacity within the city and community to address homelessness by  contracting with one or more local service providers for homeless case managers to work with  homeless residents and city staff to develop individualized action plans for homeless residents.  June 23, 2020 Item #6 Page 1 of 17 2    Interfaith Community Services was awarded a one‐year “local service provider” contract in May  2018, which was renewed by the City Manager for a second year starting in June 2019. (The  program started in the Housing and Neighborhood Services Department for FY 2018‐19 but was  transferred to the Police Department for FY 2019‐20 with the reorganization of the city’s  Homeless Outreach Team.)     Interfaith’s services   Interfaith Community Services was founded in 1977. It has more than 50 social services  programs, including but not limited to outreach contracts with the City of Oceanside and the  City of Escondido; emergency shelter, transitional housing and permanent supportive housing;  recuperative care, substance abuse detoxification and inpatient programs; assistance with  disability benefits and veterans services; an on‐site medical clinic; the Carlsbad Service Center;  and mental health counseling.     Interfaith Community Services’ clinicians have built a strong working relationship with  Carlsbad’s existing homeless population, the Police Department’s Homeless Outreach Team,  local nonprofits and faith centers in the City of Carlsbad. Developing trust and rapport with the  homeless can be exceedingly difficult. It is critical for individuals to continue working with staff  who are consistent, reliable and familiar with the community and the local resources. The  clinicians have been able to continuously leverage the services offered by Interfaith Community  Services and refer clients to these programs. As a result, individuals experiencing homelessness  in the City of Carlsbad have been able to gain access to the resources and support they need.    The Police Department has been very pleased with Interfaith’s performance as it relates to  client contacts, referrals and clinical knowledge. In 2019, Interfaith Community Services  clinicians engaged 355 individual clients and made over 1,242 contacts. They were able to assist  71 people into shelter, 70 people to medical or mental health care services, 27 people to  veteran programs and 27 people to substance use treatment programs. Please note some  intervention statistics may include duplicate services provided to the same individual.     Interfaith utilizes a Housing First Approach1 when working with clients. This approach is focused  on the needs of the individual client, informed by the knowledge of the trauma and experiences  of that person’s life and intended to reduce the harm of substance abuse. The clinicians use  their knowledge to provide assessments, crisis intervention, motivational interviewing, safety  planning, care coordination and case management to clients, along with education to help  them better understand their own mental health conditions. Interfaith has been flexible in  negotiating its professional services agreement with the city and is willing to fill in gaps or  needs in the city’s current Homeless Response Plan as much as its staffing and resources allow.                                                               1 The Housing First Model is a housing assistance approach that prioritizes providing permanent housing to people  experiencing homelessness to end their homelessness and give them a platform to improve their lives. This  approach is guided by the belief that people need such basic necessities as food and a place to live before they can  attend to their other needs. (See: “What is Housing First?,” National Alliance on Ending Homelessness at  https://endhomelessness.org/resource/housing‐first)  June 23, 2020 Item #6 Page 2 of 17 3    City staff are confident that the resulting contract and scope of services with Interfaith (Exhibit  2) fits squarely within the city’s Homeless Response Plan.     Exception to bidding process   The current homeless case management contract expires June 30, 2020. Staff have carefully  assessed the program’s previous budget and determined an increase of 28%, or $67,478, is  needed to maintain the current service level (see Exhibit 3). Rather than using the request‐for‐ proposal process, the Police Department, with the approval of the Finance Department,  concluded it would be in the best interest of the city to request an authorization for an  exemption to the bidding process under Purchasing Code 3.28.110 (N). This code provides an  exemption for professional services when solicitations of bids are not in the best interests of  the city. Staff believes having a new service provider could potentially be very disruptive to not  only the clients, but also the Homeless Outreach Team and the community at large.  Additionally, the request for proposal bidding process would potentially delay homeless  outreach efforts and curtail the city’s ability to assist those experiencing homelessness. The  department requested this exemption in a letter to the city’s purchasing officer. The purchasing  officer approved this request on May 20, 2020.   Scope of services   The scope of services to be provided by Interfaith under its professional services agreement  (Exhibit 2) are:     Provide outreach and case management to the city’s homeless residents or those  residents at risk of becoming homeless through direct coordination with the Carlsbad  Police Department’s Homeless Outreach Team in the field, at designated community  sites or at city facilities.     Link participants to services providing housing, medical, mental health and substance  use treatment, food, clothing, transportation, employment, identification, Social  Security and disability benefits, financial and food aid, medical care, basic telephones,  mailing addresses and other resources based on the participants’ individualized needs.      Help participants identify housing options such as emergency shelters, reunification  with family or friends, independent living associations, private rentals and rapid  rehousing through short‐term funding as well as permanent supportive housing  resources.      Maintain data on each participant and program milestones and provide monthly reports  to the Police Department. Use the Homeless Management Information System and  Efforts to Outcomes system to track participants.      Identify gaps in homeless services and assistance needs in the City of Carlsbad and  develop ongoing recommendations for community and program improvements in  support of the city’s Homeless Response Plan.   June 23, 2020 Item #6 Page 3 of 17 4    Fiscal Analysis  The total requested budget allocation for the professional services agreement with Interfaith  Community Services for homeless outreach and case management services is $312,422. The  proposed funding source was formerly part of the Housing Trust Fund (Fund 133), but it has  been moved to the General Fund under the Police Department’s budget for fiscal year 2020‐21.  Sufficient funds were requested during the FY 2020‐21 budget process to fund this contract.  The agreement term is one year with the option to renew for two one‐year extensions. The  $312,422 cost is the current amount of this contract for FY 2020‐21. The cost for FY 2021‐22  and 2022‐23 may vary slightly, up to $315,000 per renewal year, based on the program’s needs.     Next Steps  If the City Council adopts the proposed resolution authorizing the City Manager to contract with  Interfaith Community Services, the new contract would be effective July 1, 2020, for a term of  one year with the option to renew for two one‐year extensions.  Environmental Evaluation (CEQA)  This action does not constitute a “project” within the meaning of the California Environmental  Quality Act under Public Resources Code section 21065 in that it has no potential to cause  either a direct physical change in the environment or a reasonably foreseeable indirect physical  change in the environment and therefore does not require environmental review.    Public Notification and Outreach  Public notice of this item was posted in accordance with the Ralph M. Brown Act and it was  available for public viewing and review at least 72 hours prior to scheduled meeting date.    Exhibits  1. City Council resolution  2. Professional Services Agreement  3. Scope of services  4. Program budget            June 23, 2020 Item #6 Page 4 of 17 RESOLUTION NO. 2020-125 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, AUTHORIZING THE CITY MANAGER OR DESIGN EE TO EXECUTE A PROFESSIONAL SERVICES AGREEMENT WITH INTERFAITH COMMUNITY SERVICES, INC. TO PROVIDE FOR HOMELESS OUTREACH AND CASE MANAGEMENT SERVICES. Exhibit 1 WHEREAS, the City Council of the City of Carlsbad, California approved the city's Homeless Response Plan in October 2017, determining that a focused and intentionally resourced program is needed to address community concerns related to homelessness; and WHEREAS, that portion of the General Fund allocated to the Police Department's budget for FY 2020-21 provides sufficient funds for the requested three hundred twelve thousand four hundred and twenty two dollars ($312,422) to fund homeless outreach and case management services with Interfaith Community Services, Inc., a non-profit social services agency that will operate in the City of Carlsbad; and WHEREAS, the proposed Professional Services Agreement between the City of Carlsbad and Interfaith Community Services, Inc. would provide outreach and case management services to individuals experiencing homelessness in the City of Carlsbad in partnership with the Carlsbad Police Department's Homeless Outreach Team; and WHEREAS, the City Council of the City of Carlsbad finds that the Professional Services Agreement with Interfaith Community Services, Inc. represents an important and timely opportunity for the city to expedite an increasing demand for local homelessness outreach and case management services, and that this Agreement would fulfill urgent needs or gaps in the city's current Homeless Response Plan, as well as fulfill other potential state homelessness outreach goals that are either existing or foreseeable; and WHEREAS, the City Council of the City of Carlsbad finds that the health, safety and welfare of all residents would be better served by entering into the aforementioned contract with Interfaith Community Services, Inc. to assist the city's homeless residents. 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. June 23, 2020 Item #6 Page 5 of 17 2. That the city manager is hereby authorized to execute the Professional Services Agreement between Interfaith Community Services, Inc. and the City of Carlsbad, a copy of which is attached as Exhibit 2 (including internal Exhibits A and B). PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council ofthe City of Carlsbad on the 23rd day of June, 2020, by the following vote, to wit: AYES: NAYS: ABSENT: Hall, Blackburn, Bhat-Patel, Schumacher. None. None. MATT HALL, Mayor ( 11A71; A a J!JTL27f ~ [-r--BARBARA ENGLESON, City Clerk ,,1111111111111,"'' \,,,, CA 1111 (SEAL) ./'o~ Ji.(. '11% ~~ .··•··.u'~'l 18(.W,\t\ I \Sc:W~jj J \ .......... + ...... ·.... f ,-,,,,p4l. ·········· ,.\,~~ '11,,111 I FOfl.~,,,,,~ 111111111111\\\\\\\ June 23, 2020 Item #6 Page 6 of 17 Exhibit 2 City Attorney Approved Version 6/12/18 1 AGREEMENT FOR HOMELESS OUTREACH AND CASE MANAGEMENT SERVICES BETWEEN CITY OF CARLSBAD AND INTERFAITH COMMUNITY SERVICES, INC. THIS AGREEMENT is made and entered into as of the 1st day of July, 2020, by and between the CITY OF CARLSBAD, a municipal corporation, ("City"), and INTERFAITH COMMUNITY SERVICES, INC. a non-profit organization, ("Contractor"). RECITALS A.City requires the professional services of an organization that is experienced in providing outreach and case management services to homeless residents or those residents at-risk of becoming homeless within the City of Carlsbad. It is preferred that such organization has experience working with the Carlsbad Police Department’s Homeless Outreach Team (HOT). 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 has submitted a proposal to City 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 for a period of one year from the date first above written. The City Manager may amend the Agreement to extend it for up to two (2) additional one (1)-year periods or parts thereof. Extensions will be based upon a satisfactory review of Contractor's performance, City needs, and appropriation of funds by the City Council. The parties will prepare a written amendment indicating the effective date and length of the extended Agreement. Upon expiration of all extension period(s), no additional bid waivers will be granted in favor of this Agreement. 4. TIME IS OF THE ESSENCE Time is of the essence for each and every provision of this Agreement. 5.COMPENSATION A. The total fee payable for the Services to be performed (Exhibit “A”) during the initial Agreement term will be three-hundred twelve-thousand four-hundred twenty-two dollars ($312,422). Incremental payments, if applicable, should be made as outlined in Exhibit "A." Contractor’s budget for expenditure of these funds is set forth in Exhibit “B.” June 23, 2020 Item #6 Page 7 of 17 Exhibit 2 City Attorney Approved Version 6/12/18 2 B. No other compensation for the Services will be allowed except for items covered by subsequent amendments to this Agreement. C. If the City elects to extend the Agreement, the amount shall not exceed three hundred fifteen thousand dollars ($315,000) per Agreement year. D. 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." 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 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 indemnify and hold harmless the City and its officers, 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 subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable. 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. June 23, 2020 Item #6 Page 8 of 17 Exhibit 2 City Attorney Approved Version 6/12/18 3 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 Coverage and Limits. Contractor will maintain the types of coverage and minimum limits indicated below, unless the 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. 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 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. June 23, 2020 Item #6 Page 9 of 17 Exhibit 2 City Attorney Approved Version 6/12/18 4 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 three (3) years from the date of final payment under this Agreement. 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. For City For Contractor Name Holly Nelson Name Greg Angela Title Homeless Program Manager Title Chief Executive Officer Department Police Address 550 West Washington Avenue City of Carlsbad Escondido, CA 92025 Address 2560 Orion Way  Phone No. 760-489-6380 Carlsbad, CA 92010 Email gangela@interfaithservices.org Phone No. 760-931-3824 June 23, 2020 Item #6 Page 10 of 17 Exhibit 2 City Attorney Approved Version 6/12/18 5 Email: Holly.nelson@ carlsbadca.gov 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 in all categories. Yes No 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. DISCRIMINATION AND HARASSMENT PROHIBITED Contractor will comply with all applicable local, state and federal laws and regulations prohibiting discrimination and harassment. 19. 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. 20. 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 X June 23, 2020 Item #6 Page 11 of 17 Exhibit 2 City Attorney Approved Version 6/12/18 6 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. Either party upon tendering thirty (30) days written notice to the other party may terminate this Agreement. In this event and upon request of City, Contractor will assemble the work 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. 21. 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. 22. 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. 23. JURISDICTION AND VENUE 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. 24. 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. 25. 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 June 23, 2020 Item #6 Page 12 of 17 Exhibit 2 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. 26. 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. CONTRACTOR By: (sign here) (print name/title) CIT O CARLSBAD, a municipal cor orati n of the State of California By: Sc hadwick, City Manager or Geoff Patnoe, Assistant City Manager ATTEST: 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 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: ::L:~~c\~fy Attorney Marissa Kawecki Deputy City Attorney June 23, 2020 City Attorney Approved Version 6/12/18 7 Item #6 Page 13 of 17 Exhibit 3  City Attorney Approved Version 6/8/20   1   EXHIBIT “A”     SCOPE OF SERVICES AND FEE      Contractor shall provide the following Scope of Services:     A. Provide two (2) full‐time State of California licensed clinicians (LCSW, LMFT, or LPCC) or  other outreach workers as approved by the Investigations Lieutenant and the Homeless  Response Program Manager and one (1) licensed (LCSW, LMFT, or LPCC) manager at .5 FTE.   It is strongly desired to have at least one (1) staff member who is bilingual in both English  and Spanish. Each clinician will provide outreach and case management to the City’s  homeless residents or those residents at risk of becoming homeless (“Participants”) directly  with the Carlsbad Police Department’s Homeless Outreach Team (HOT).    B. Ensure each clinician or outreach worker is available to work a minimum of 40 hours per  week with availability on weekends and occasional nights. Schedules are approved by the  Investigations Lieutenant and the Homeless Response Program Manager. All holidays  observed by the 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.     C. As directed by the City, provide outreach and case management services at designated  community sites or City facilities with a member of the police department’s Homeless  Outreach Team, and travel to City sites or where these services are needed. Contractor will  receive referrals from the Homeless Outreach Team Sergeant.      D. Abide by the strategies set forth in the City's Homeless Response 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.     E. Link Participants to housing, medical, mental health, substance use treatment, food,  clothing, transportation, employment, identification, social security card, Social Security  benefits/Social Security Disability, CalWORKS, General Relief, CalFresh, Medi‐cal/Medicare,  Lifeline phones, mailing addresses, and other resources based on the Participants’  individualized needs.     F. Assist Participants to identify housing options such as: emergency shelters, reunification  with family or friends, independent living associations, private rentals, rapid rehousing, and  permanent supportive housing resources.     G. Maintain communication, both written and verbal, with the Homeless Outreach Team  Sergeant and the Homeless Response Program Manager. Attend monthly meetings with the  June 23, 2020 Item #6 Page 14 of 17 Exhibit 3  City Attorney Approved Version 6/8/20   2   Homeless Outreach Team Sergeant and the Homeless Response Program Manger to review  and discuss programmatic needs.     H. Complete accurate and thorough documentation in a timely manner. Maintain data on each  program Participant and program milestones, and provide required reports prepared in a  format to the satisfaction of the Police Department. Contractor must comply with the  following requirements related to documentation:   1. Utilize the Homeless Management Information System (HMIS) and Efforts to  Outcomes (ETO) to track Participants and provide data as to:  a. Number of unduplicated Participants assisted;  b. Number of contacts (touchpoints);  c. Number of Participants placed in emergency shelter and permanent  housing;  d. Number of clinical interventions and services performed; and  e. Demographic data on Participants.  2. Screen Participants using the ViSPDAT measure as appropriate.  3. Report data to the Homeless Outreach Team Sergeant and the City’s Homeless  Response Program Manager by the 15th day of each month, starting August 15, 2020  and continuing through July 15, 2021.     I. Identify gaps in homeless services and assistance needs in the City of Carlsbad, and develop  ongoing recommendations for community and program improvements in support of the  City’s Homeless Response Plan. Recommendations shall be submitted to the HOT Sergeant  and the City’s Homeless Program Manager along with program documentation (see  paragraph H), by the 15th day of each month, starting August 15, 2020 and continuing  through July 15, 2021.    J. Furnish printing costs, postage, and additional incidental expenses related to outreach and  case management duties that are not included in Contractor’s budget (Exhibit “B”).    K. All billing invoices shall be submitted on a quarterly basis by the 15th of the month to the  City’s Homeless Response Program Manager on October 15, 2020, January 15, 2021, April  15, 2021; and July 15, 2021. The invoices 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.      L. Operate within the budget set forth in Exhibit “B.”  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 the event of a  mutually agreeable budget modification, Contractor agrees to modify the budget  accordingly and attach as an amended Exhibit “B” to this contract.    2.  City and Contractor further agree to discuss and mutually determine any necessary   changes to the budget during the lifetime of the Agreement, within the limits set forth in the  Professional Services Agreement. In the event of a mutually agreeable budget modification,  June 23, 2020 Item #6 Page 15 of 17 Exhibit 3  City Attorney Approved Version 6/8/20   3   Contractor agrees to modify the budget accordingly and attach as an amended Exhibit “B” to  this contract.  June 23, 2020 Item #6 Page 16 of 17 EXHIBIT 4 0.1 FTE Behavioral Health Director $10,094  0.50 FTE Program Supervisor $39,500  1 FTE LCSW Bilingual Case Manager $72,100  1 FTE LCSW Case Manager $70,555  Personnel Subtotal $192,249  Fringe benefits @ 38% $73,055  Total Personnel $265,304  Mileage $1,000  Cell Phone & Internet Hot Spot (2.5, $1,500 each) $3,750  Uniform/Clothing $500  Secure Fax line $204  Corporate Technologies (IT Support) $1,500  Client bus passes $1,200  Client flex funds $3,500  Office Supplies $750  Pritner/copier supplies $500  Employment advertising $1,200  Employee Trainings $1,500  Travel Expenses $500  ETO accounts $1,400  HMIS Clarity Accounts $1,187  Total Operating Expenses $18,691  Total Program Services $283,995  Indirect Charge (10.01% federal authorized rate) $28,428  Total Fee $312,422  Personnel Expenses  Operating Expenses  Exhibit B June 23, 2020 Item #6 Page 17 of 17 . Tammy Cloud-McMinn From: Sent: To: Subject: Attachments: Jana Mackie <jmackie@interfaithservices.org> Monday, June 22, 2020 4:42 PM City Clerk All Receive -Agenda Item# Ear tb2 lsforrna!ioo ct the· CITY COUNCIL Date/d.2:3cA ✓cc ✓ CM __c_ACM ,r DCM (3) ::::::_ Public comment for 6/23 Council Meeting, Consent Calendar, Agenda Item 6 lnterfaith_LetterofSupport_CityofCarlsbad_6.22.20.pdf I send this a few minutes ago, but am resenting as I realize I did not include the agenda item in the email subject. This is a letter intended to be Public Comment for June 23, 2020 City Council Meeting, Consent Calendar, Item 6: Approval of Homeless Outreach and Case Management Contract with Interfaith Community Services, Inc. Thank you! Jana Mackie, MSW I Grants Manager Office 760.489.6380 Ext. 127 I Cell 760.546.3782 Interfaith Community Services I 1820 S. Escondido Blvd. Ste. 203 I Escondido, CA 92025 jmackie@interfaithservices.org I www.interfaithservices.org CONFIDENTIALITY NOTICE: This email, including attachments, is for the sole use of the intended recipient(s) and may contain confidential and privileged information. Any unauthorized review, use, disclosure, or distribution is prohibited. If you are not the intended recipient, please contact the sender immediately and destroy all copies of the original message. CAUTION: Do not open attachments or click on links unless you recognize the sender and know the content is safe. 1 community ser v ices June 22, 2020 City Council City of Carlsbad 1200 Carlsbad Village Drive Carlsbad, CA 92008 Re: Public Comment for June 23, 2020 City Council Meeting, Consent Calendar, Item 6: Approval of Homeless Outreach and Case Management Contract with Interfaith Community Services, Inc. Dear Honorable Mayor and Councilmembers, On behalf of the Board and staff of Interfaith Community Services, this letter expresses my full support for the proposed resolution authorizing the city manager or designee to execute a Professional Se1vices Agreement with Interfaith to provide for Homeless Outreach and Case Management Services. Interfaith is proud to be a cunent service provider with the City of Carlsbad's Homeless Outreach Team (HOT), and we are honored to be recommended for continued funding. The proposed Professional Services Agreement is designed to meet the needs and goals expressed by the City, and is based on Interfaith's extensive experience developing and managing programs to prevent and end homelessness. Interfaith is North County's largest comprehensive social services agency and brings 40 years of experience providing the tools and resources individuals and families in crisis need to stabilize and rebuild their lives. Interfaith's qualifications include a comprehensive p01tfolio of programs and strong collaborative relationships with partner agencies, community groups, and govermnent entities working together to address homelessness. Further, Interfaith has the expe1iise necessaiy to manage the project and currently operates similar homeless outreach contracts with the City of Oceanside and City of Escondido. The proposed funds will provide a specialized team that includes two full-time outreach clinicians and a program manager. Each clinician will provide outreach and case management to the City's homeless residents or those residents at risk of becoming homeless. The project will be led by Dr. Megan Hawker, Interfaith's Behavioral Health Clinical Director, who has overseen the establishment and successful implementation of three homeless outreach teams in North County. This model of law enforcement and mental health clinicians working together is a research-based best practice for engaging hard-to-reach populations that often have multiple chronic conditions and barriers to exiting homelessness. Our partnership with Carlsbad HOT Team began in 2018, and continues to make a significant positive impact. During the first 5 months of 2020, Interfaith's team has worked with 249 unsheltered clients in Carlsbad and made 1,177 service contacts. Interfaith is also managing a tempora1y hotel shelter in the City of Carlsbad that has sheltered 61 homeless individuals with conditions that made them at high-risk for COVID-19. This has been possible due to the strong presence that our outreach team has had in the community, working quickly to identify and suppo1i our most vulnerable of Carlsbad homeless residents during the pandemic. Interfaith Community Services 550 W. Washington Ave., Suite B, Escondido, CA 92025 • (760) 489-6380 • www.interfaithservices.org An example of the team's impact in engaging hard populations can most recently be reflected in the case of Ms. Smith: Ms. Smith is the name we will use for a client which demonstrates the success of the work being done by the team. The client was reunited with her family out of state after years of homelessness in Carlsbad. In the past year alone, there were 3 7 calls for service to the police on her behalf. The client reconnected with her mother and daughter, and with support of the homeless outreach team, was able to connect to services in her home state. Today, she is housed and thriving. She continues to reach out to the team with updates and continues to express gratitude for supporting her in her journey. Ms. Smith took considerable engagement and efforts before she was ready and willing to accept services. The commitment and collaboration of the team ensured that Ms. Smith, as well as many other clients, can be connected to services and move on to stable housing. In closing, I thank the City for its recommendation of funding for Interfaith Community Services and the Council for its consideration. I commend the Council for demonstrating proactive leadership in addressing homelessness and investing in proven strategies that enhance public safety and open meaningful pathways to exiting homelessness. Interfaith would be honored to continue to be a partner in this work. · Sincerely, Greg Anglea Chief Executive Officer Cohn Family CEO Chair Interfaith Community Services 550 W. Washington Ave., Suite 8, Escondido, CA 92025 • (760) 489-6380 • www.interfaithservices.org