HomeMy WebLinkAbout2022-06-14; City Council; ; Agreement with Community Resource Center to Provide Employment and Benefits Services to Individuals and Households Experiencing HomelessnessCA Review ___MK___
Meeting Date: June 14, 2022
To: Mayor and City Council
From: Scott Chadwick, City Manager
Staff Contact: Chris Shilling, Senior Homeless Program Manager
chris.shilling@carlsbadca.gov, or 442-339-2284
Subject: Agreement with Community Resource Center to Provide Employment
and Benefits Services to Individuals and Households Experiencing
Homelessness
District: All
Recommended Action
Adopt a resolution approving a professional services agreement with Community Resource
Center to provide employment and benefits services to assist individuals and households
experiencing homelessness in the City of Carlsbad for $140,000 per year for two years.
Executive Summary
The City Council approved a comprehensive work plan in May 2021 to advance its goal to
reduce Carlsbad’s unsheltered homeless population, among those who want help, by 50%
within five years (Exhibit 2). The work plan identified the need to contract with an employment
and benefits specialist to assist the city’s homeless population over a period of two years.
Community Resource Center was selected as the highest-ranked proposal submitted.
The proposed professional services agreement requires the City Council’s approval under
Carlsbad Municipal Code Section 3.28.040(D)(1) because it will cost more than $100,000 per
agreement year.
Discussion
On April 27, 2021, staff presented a draft work plan to the City Council to address its goal to
reduce Carlsbad’s homeless population, among those who want help, by 50% within 5 years.
This work plan recommended the city hire an employment and benefits specialist to help
connect people experiencing homelessness to disability and social security benefits, general
relief, CalWORKS, CalFresh, veteran benefits, stimulus checks, employment programs and other
benefits.
The draft work plan identified funding for this proposed staff position for five years. After City
Council discussion, the City Council directed staff to instead contract for these services for a
period of two years and directed staff to reflect this direction in a resolution that was approved
by the City Council on May 4, 2021 (Exhibit 2).
June 14, 2022 Item #5 Page 1 of 24
Staff posted a request for proposals for the professional services on March 15, 2022, to select a
qualified organization to provide the employment and benefits services. On April 15, 2022, the
city received two proposals. A selection panel comprised of city staff evaluated and ranked the
proposals based on best value criteria, in keeping with Carlsbad Municipal Code Sections
3.28.060 and 3.28.050(d)(2) related to procurement of professional services and goods.
The Community Resource Center was selected as the highest ranked proposal. The non-profit
organization, also known as CRC, has focused on homelessness and food issues in the
community since 1979.
The agreement is for $140,000 per year for two years, which is consistent with the amount
included in the City Council’s adopted Homelessness Goal work plan. The professional services
agreement, detailing the scope of services to be provided by Community Resource Center, is
included as Attachment A to Exhibit 1, which is the resolution approving the agreement.
It should be noted that the amended Homelessness Goal work plan presented to and approved
by the City Council on Dec. 7, 2021, inadvertently reflected the original April 27, 2021 plan to
hire a staff employment and benefits specialist rather than contracting out for the services.
The City Council is expected to consider additional changes to the Homelessness Goal and work
plan as part of its Five-Year Strategic Plan in July 2022, and staff will return to the City Council at
that time with an amended work plan that accurately reflects the City Council’s direction to
contract out for those services.
Options
Staff provide the following options for the City Council’s consideration:
1. Adopt the resolution and approve the agreement as presented.
Pros
• Provides additional support to assist individuals and households experiencing
homelessness. Increased income, through access to employment or eligible benefits,
can improve housing options, providing individuals and households more pathways
to exit homelessness
• Consistent with the City Council’s adopted work plan to reduce homelessness
Cons
• None identified
2. Do not authorize the agreement as presented
Pros
• None identified; there were only two bidders and requesting additional proposals
again is not expected to offer additional benefits to the city
Cons
• Does not provide additional support in increasing income to individuals and families
experiencing homelessness
• Is not consistent with the City Council’s adopted work plan to reduce homelessness
Staff recommend Option 1, adopt the resolution approving the proposed professional services
agreement.
June 14, 2022 Item #5 Page 2 of 24
Fiscal Analysis
Funds for the professional services agreement with Community Resource Center were
approved by the City Council and included in the budget for the current fiscal year, FY 2021-22.
Funds for the second year will be requested through the annual budget process.
Next Steps
Staff will execute the professional services agreement with Community Resource Center.
Environmental Evaluation
The California Environmental Quality Act requires analysis of agency approvals of discretionary
projects. A project under CEQA is defined as “an activity which may cause either a direct
physical change in the environment, or a reasonably foreseeable indirect physical change in the
environment” (Public Resource Code Section 21065). The proposed action does not constitute a
project within the meaning of CEQA in accordance with Section 21065. The agreement with
Community Resource Center has no potential to cause either a direct physical change in the
environment or a reasonably foreseeable indirect change in the environment.
Public Notification
Public notice of this item was posted in keeping with the state's Ralph M. Brown Act and it was
available for public viewing and review at least 72 hours before the scheduled meeting date.
Exhibits
1.City Council resolution
2.Resolution No. 2021-101, dated May 4, 2021
June 14, 2022 Item #5 Page 3 of 24
RESOLUTION NO. 2022-133
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD,
CALIFORNIA, APPROVING A PROFESSIONAL SERVICES AGREEMENT WITH
COMMUNITY RESOURCE CENTER TO PROVIDE EMPLOYMENT AND BENEFITS
SERVICES TO ASSIST INDIVIDUALS AND HOUSEHOLDS EXPERIENCING
HOMELESSNESS IN THE CITY OF CARLSBAD
Exhibit 1
WHEREAS, it can be challenging for people experiencing homelessness to gain paid
employment, access Supplemental Security Income/Social Security Disability Insurance (SSI/SSDI),
and/or access other benefits to which they are entitled; and
WHEREAS, the SSI/SSDI Outreach, Access, and Recovery (SOAR) model is a nationally recognized
best practice to streamline access to benefits for people experiencing homelessness; and
WHEREAS, an increase in the income of individuals and households experiencing homelessness
can improve housing options and provide more pathways to exit homelessness; and
WHEREAS, the City Council recognizes there is a public benefit in connecting people
experiencing homelessness to disability and social security benefits, general relief, CalWORKS,
CalFresh, veteran benefits, stimulus checks, employment programs, and other aid programs; and
WHEREAS, on May 4, 2021, the City Council approved a work plan to enter into a two-year
agreement with a contractor to provide employment and benefits services to individuals and
households experiencing homelessness, as part of the city's comprehensive work plan to reduce its
unsheltered homeless population, among those who want help, by 50% within five years; and
WHEREAS, on April 15, 2022, staff received two proposals from qualified organizations that met
threshold criteria; and
WHEREAS, subsequent to a review of the proposals based on best value criteria consistent with
Carlsbad Municipal Code Sections 3.28.060 and 3.28.050(D)(2), staff identified Community Resource
Center as the highest ranked proposal.
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 Council hereby approves the Professional Services Agreement with
Community Resource Center (Attachment A).
June 14, 2022 Item #5 Page 4 of 24
3.That the Mayor or designee is hereby authorized to execute the Professional Services
Agreement between the City of Carlsbad and Community Resource Center for
employment and benefits 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 14th day of June, 2022, by the following vote, to wit:
AYES:
NAYS:
ABSENT:
Hall, Blackburn, Bhat-Patel, Acosta, Norby.
None.
None.
MATT HALL, Mayor
f!fG i°'FAVIOLA MEDINA, City Clerk Services Manager
(SEAL)
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Attachment A
AGREEMENT FOR EMPLOYMENT AND BENEFITS SERVICES
COMMUNITY RESOURCE CENTER
THIS AGREEMENT is made and entered into as of the \ S t'r-" day of
J\)VU., , 20 t2.., by and between the CITY OF CARLSBAD, a municipal
corporation, ("City"), and COMMUNITY RESOURCE CENTER, a non-profit organization,
("Contractor").
RECITALS
A. City requires the professional services of an organization that is experienced in
providing employment and benefits services to people experiencing homelessness within 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 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 two years from the date first above
written.
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 two-year Agreement term will
be two-hundred eighty thousand dollars ($280,000), at a rate of one-hundred forty thousand
dollars ($140,000) to be paid to Contractor per year. No other compensation for the Services will
be allowed. 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".
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
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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 indemnify and hold harmless the City and its officers, officials, employees
and volunteers from and against all claims, damages, losses and expenses including attorney's
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.
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.
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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 li_mitations 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.
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.
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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
Name Chris Shilling
Title Senior Program Manager
Department Housing and Homeless
City of Carlsbad
Address 3096 Harding Street
Carlsbad, CA 92008
Phone No. (442) 339-2284
Email chris.shilling@carlsbadca.gov
For Contractor
Name John Van Cleef
Title Chief Executive Officer
Address 650 2nd Street
Encinitas, CA 92024
Phone No. 760-230-6309
Email johnvancleef@crcncc.org
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.
□ ■
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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
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.
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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
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.
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CONTRACTOR
By:
(sign here)
CEO
(print name/title)
By:
(sign here)
(print name/title)
CITY OF CARLSBAD, a municipal
corporation of the State of California
MATT HALL
Mayor
ATTEST:
~
~V'FAVIOLA MEDINA
City Clerk Services Manager
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:
CELIA A. BREWER, City Attorney
~ss,.~t.d:i BY: ____________ _
Marissa Kawecki
Deputy City Attorney
June 14, 2022
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EXHIBIT “A”
SCOPE OF SERVICES
Contractor shall provide the following Scope of Services:
1. Provide one (1) full-time Employment and Benefits Specialist as approved by City to
provide employment and benefit services to people experiencing homelessness in the City
of Carlsbad (“Participants”). It is strongly desired that the Employment and Benefits
Specialist be bilingual in both English and Spanish.
2. Provide additional support staff or part-time staff to support the full-time Employment and
Benefits Specialist as Contractor deems appropriate, so long as the total budget (Exhibit
B) stays below the annual contract compensation value.
3. Maintain office hours within the City of Carlsbad a minimum of 5 days per week for 5-8
hours per day for Participants’ use.
4. Link Participants to general relief, CalWORKS, CalFresh, Veteran benefits, stimulus
checks, and other aid programs.
5. Utilize the SSI/SSDI Outreach, Access, and Recovery (“SOAR”) process and complete
and submit high-quality SSI/SSDI applications on behalf of Participants. Follow-up with
Participants through the appeal process and assist as necessary.
6. Assist Participants in securing employment, acquiring job skills, and/or increasing earning
potential. This may include employment screening/assessment, resume building,
interview prep, counseling or job coaching, connection with recruiters, and referral to
community-based programs and services such as the San Diego Workforce Partnership.
Create partnerships with local employers for job placement.
7. Maintain responsive and timely communication, both written and verbal, with City staff.
Attend monthly meetings with City staff to review and discuss programmatic needs.
8. Work collaboratively with City staff to identify Participants in need of services. Make and
receive referrals from City staff and partners.
9. 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.
10. Ensure the Employment and Benefits Specialist, at minimum, completes certification for
SOAR within 6 months of employment and receives annual training in Motivational
Interviewing and Trauma-Informed Care. City shall determine the appropriate type and
number of training sessions required on a case-by-case basis, based on the length and
depth of the training course
11. Adhere to the Regional Task Force on Homelessness (RTFH) Community Standards
which can be found at Standards, Learning, and Training - Regional Task Force on
Homelessness (rtfhsd.org).
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12. Abide by the strategies set forth in 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. This
plan can be found at Homeless Response Plan | Carlsbad, CA (carlsbadca.gov)
13. Attend at least 75% of City organized case conferencing/partner collaboration meetings.
14. Share Participant Homeless Management Information System (“HMIS”) data (without
personally identifiable information) as part of the City of Carlsbad By Name List.
15. Maintain a written grievance procedure, including a formal process for Participants to
provide feedback and to resolve conflicts experienced within the program.
16. Provide City with monthly data reports of clients served, services provided, and progress
towards goals by the 15th day of each month.
17. Track the data points described in Paragraph 14 using the HMIS and the SOAR Online
Application Tracker (OAT).
18. Provide City with billing invoices by the 15th of each 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. Any non-personnel expenses
that exceed $1,000.00 must receive authorization by City prior to purchase.
19. Operate within the budget set forth in Exhibit “B”
A. If a possibility arises that any portion of the total fee payable for the Services under the
Agreement will not be expended by the date of contract termination, City and Contractor
agree to mutually decide how such excess funds will be re-allocated in the budget. In the
event of such mutually agreeable budget modification, Contractor agrees to draft the
modified budget and attach it as an amended Exhibit “B” to this contract.
B. 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 the modified budget and attach
it as an amended Exhibit “B” to this contract.
DocuSign Envelope ID: F6543000-D5D0-413C-8EA1-F169639D076E
June 14, 2022 Item #5 Page 14 of 24
City Attorney Approved Version 6/12/18
10
EXHIBIT “B”
EMPLOYMENT AND BENEFITS SPECIALIST BUDGET
Personnel
Employment & Benefits Specialist 1.0 FTE: Provides direct services to clients
including benefit enrollment and employment assistance for unsheltered
individuals in Carlsbad
$43,680
Project Coordinator 0.18 FTE: Oversees Carlsbad office programming and
provides direct supervision of the Employment and Benefits Specialist
$8,484
Integrative Services Program Director 0.11 FTE: Responsible for directing the
quality and effective delivery of services in the Integrative Services Department
through the creation and oversight of program standards and procedures.
Provides leadership for department and oversees the budgets for all programs.
$8,101
Data Analyst 0.1 FTE: Responsible for data platform and reporting for all
homelessness services; supports staff in data entry and compliance; coordinates
and implements CRC's Efforts to Outcomes (ETO) data for Homelessness
Intervention and Prevention programming.
$6,772
Subtotal salaries $67,037
Fringe & Benefits @ 33% of all allocable wages (retirement match = 3%,
medical/dental = 15%, workman's comp. ins. = 1%, employer taxes = 10%,
vacation = 4%) equals 33% of all allocable wages.
$22,122
Total Personnel $89,159
Direct Expenses
Rent- $770 per month for office space for the Employment and Benefits
Specialist
$9,240
Utilities- SDG&E, janitorial service, waste disposal, ADT alarm service etc. $4,380
Mileage Reimbursement - mileage and parking costs for staff at .585 cents/mile. $293
Office & Program Supplies - Office supplies essential for the operations of the
program. Pens, notebooks, copy paper, binders, folders, etc.
$2,735
Computer- Laptop for Employment and Benefit Specialist $1,300
Phone Service - RingCentral network expense @ $30/month Phone, Team
Messaging, and Video Conferencing service
$360
Internet/ Computer Maintenance. – computer help desk and maintenance service
@ $30 per month
$360
Software/Data Platform – annual software license @ $286 per user $286
Client Assistance Flex Funds- background checks, resume printing, etc. $20,000
Total Direct Expenses $38,954
Indirect/overhead 10% Total Project Cost (Personnel + Operating - $9,240 office
Rent): Covers property and business and liability insurance, computer network
costs, administrative office costs, check
processing, payroll, grant reporting, etc.
$11,887
Total Expenses $140,000
DocuSign Envelope ID: F6543000-D5D0-413C-8EA1-F169639D076E
June 14, 2022 Item #5 Page 15 of 24
May 4, 2021 Item #10 Page 10 of 18
Exhibit 2
June 14, 2022 Item #5 Page 16 of 24
RESOLUTION NO. 2021-101
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD,
CALIFORNIA, APPROVING THE WORK PLAN AND AUTHORIZING THE USE OF
GENERAL FUND RESERVES AND OTHER FUNDING SOURCES TO ACHIEVE THE
CITY COUNCIL GOAL OF "REDUCING TH E HOMELESS UNSHELTERED
POPULATION, AMONG THOSE WHO WANT HELP, BY 50 PERCENT WITHIN
FIVE YEARS"
WHEREAS, homelessness is a local, state, and national problem. Seventeen out of every 10,000
people or 567,715 total experienced homelessness in the United St_ates in 2019 according to the U.S.
Department of Housing and Urban Development; and
WHEREAS, California has the highest homeless population in the country with 151,278 people,
and the counties of Los Angeles (58,936'), Santa Clara (9,706), and San Diego {8,102) all rank in the top
five across the United States; and
WHEREAS, recent estimates of the number of people experiencing homelessness in the City of
Carlsbad ranges between 147 and 507 ·persons depending on data source; and
WHEREAS, these data only reflect the minimum scope of the problem and . .that, while the
magnitude of the impacts of the COVID-19 pandemic on those at-risk or newly homeless are not fully
understood, the community impacts of homelessness in Carlsbad are acutely felt; and
WHEREAS, the City Council engaged in goal-setting workshops on Feb. 4, Feb. 11, and March 11,
2021 to establish strategic goals and develop short-term and long-term objectives in fulfillment of
those goals; and
WHEREAS, on March 11, 2021, the City Council established a Fiscal Year 2021-22 priority goal
to "Reduce the homeless unsheltered population, among those who want help, by 50% within five
years, wi_th quarterly reports until we decrease the unsheltered homeless population or five years,"
and directed staff to develop a work plan to achieve a set of specific objectives over the next 12 to 18
months toward achieving this goal; and
WHEREAS, parallel to the goal-setting process the City Council received a report on March 23,
2021, to consider possible programs to address homelessness in Carlsbad; and
WHEREAS, after receiving the March 23, 2021 staff report and considering the various options
presented, the City Council approved the following program options with amendments:
• Option 1-Hire an employment and benefits specialist (program manager};
May 4, 2021 Item #10 Page 11 of 18June 14, 2022 Item #5 Page 17 of 24
• Option 2 -Hire one police sergeant and two police officers to be primarily deployed
on bike and foot patrol as homeless outreach officers providing additional four-day-a-
week coverage, and contract with a service provider for two additional social workers;
• Option 3 -Enhance clinical services at La Posada Emergency Shelter by entering into a
contract for two licensed clinicians;
• Option 4 -(A) Initiate a pilot hotel/motel voucher program for one year; (B) amend the
city's contract with the San Diego Humane Society to provide temporary shelter for
pet s if necessary; (C) hire a program manager to administer the hotel/motel voucher
program and other homelessness-related programs and responsibilities;
• Option 5-Increase contract amount for Community Resource Center services;
• Option 6 -Formation of a standing committee on homelessness; and
WHEREAS, these approved program options have been incorporated into a work plan as
Objectives 1-6 as described in Attachment A; and
WHEREAS, to successfully implement the City Council's goal of increasing the supply of available
affordable housing, while also developing and implementing the programs and services needed to
reduce homelessness levels by 50% within five years, the attached work plan includes Objective 7 to
create a new Housing and Homeless Services Department; and
WHEREAS, the City Council desires to begin immediate implementation of approved program
options to employ additional homeless outreach officers (Objective 2), initiate the hotel/motel voucher
pilot program (Objective 4) and hire a new director to start up a new Housing & Homeless Services
Department (Objective 7); and
WHEREAS, initiating work to reduce the homeless unsheltered population by 50% will achieve
savings by enabling the city to avoid future costs associated with calls for Police and Fire Department
services, emergency transports, the provision of homeless services, property cleaning and maintenance
activities, as well as the cost of potential fire risk associated with homelessness.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as
follows:
1.
2.
The above recitations are true and correct.
The City Council approves the work plan for Objectives 1 through 7 as reflected in
Attachment A and C;
May 4, 2021 Item #10 Page 12 of 18June 14, 2022 Item #5 Page 18 of 24
3. The City Council finds that the one-time opportunity cost of $5,135,700 associated with
work described in the work plan will achieve savings by enabling the city to avoid future
costs associated with calls for Police and Fire Department services, emergency
transports, the provision of homeless services, property cleaning and maintenance
activities, as well as the cost of potential fire risk associated with homelessness.
4. The Deputy City Manager, Administrative Services, is authorized to appropriate
$435,700 of the unassigned General Fund reserve balance for one-time Fiscal Year
2020-2021 General Fund expenditures.
5. The Deputy City Manager, Administrative Services is authorized to assign $3,740,000 of
the unassigned General Fund reserve balance at fiscal year-end 2020-2021 to pay for
one-time opportunity costs as described in the work plan (Attachment A).
6. The City Manager is authorized to include in the city's FY 2021-2022 Preliminary
Operating Budget the $3,740,000 of one-time opportunity costs as well as the additional
budget necessary to carry out all the City Council approved program options described
in Work Plan Objectives 1-7 as reflected in Attachment B.
7. The City Manager is authorized to increase the city workforce by three new full-time
personnel, including a Police Sergeant and two Homeless Outreach Officers.
PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of
Carlsbad on the 4th day of May, 2021, by the following vote, to wit:
AYES:
NAYS:
ABSENT:
Blackburn, Acosta, Bhat-Patel, Schumacher.
Hall.
None.
MATT HALL, Mayor
~~~y~ tt)V-
BARBARA ENGLESON, City Clerk
(SEAL)
May 4, 2021 Item #10 Page 13 of 18June 14, 2022 Item #5 Page 19 of 24
Attachment A
Goal Reduce the homeless unsheltered population, among those who
want help, by 50% within five years, with quarterly reports until
we decrease the unsheltered homeless population or five years1
Lead
Supporting
Community Development/ Police Department
City Attorney's Office
Communications
Finance
Human Resources
Parks & Recreation
Public Works
City Clerk's Office
City Manager's Office
Resource needs • 4 new positions {Community Services Branch)
• 3 new positions (Police Department)
• Funding: See Attachment B to Exhibit 2: "Summary of Homeless
Workplan Objective Costs"
Estimated
completion
Refer to individual objectives
1. Employments and benefits specialist
Contract for services to help connect people to disability and social security benefits,
general relief, CalWORKS, Cal Fresh, Veterans benefits, stimulus checks, employment
programs, and other aid programs (March 23, 2021 City Council direction).
Tasks
• Develop scope of work for consultant services
o Two-year contract, no extensions
Operational in three to nine months
2. Additional homeless outreach officers and social workers
Expand the existing Homeless Outreach Team by adding one police sergeant and two
police officers, and pursue options for up to two additional social workers (March 23,
2021 City Council direction).
Tasks
• Homeless Outreach Team
o Promote an additional sergeant to the team
o Recruit for two new homeless outreach officers
o Develop roles, responsibility and deployment model for enhanced HOT
o Develop and provide necessary training
o Identify metrics for data collection
Operational within 30 days of funding authorization
1 As part of the established goal, the City Council adopted a series of related "goal points" that support and
provide additional informat ion about the goal's intent. A Goal Point Priorities Matrix (Attachment C to
Exhibit 2) has been created that shows how the City Council goal point s are being addressed through the
objectives of this workplan.
FY 2021-22 City Council Goals
Work Plan
May 4, 2021 Item #10 Page 14 of 18June 14, 2022 Item #5 Page 20 of 24
• Social Workers
o Partner with the San Diego County for the duration of its North County
Homeless Pilot program2
Operational within three to six months
3. Enhancing clinical services at La Posada Emergency Shelter
Enter into an agreement with Catholic Charities to hire two licensed clinicians, and a third-
party consultant to provide its staff with training in order for the facility to operate as a
"low-barrier'' shelter (March 23, 2021 City Council direction}.
Tasks
• Develop scope of work for expanded consultant services
o Two licensed clinicians and additional training for staff
o Three-year contract, no extensions
Operational in three to nine months
4. Operate a Carlsbad hotel/motel voucher pilot program
Operate a 12-month pilot program in the City of Carlsbad that provides low-barrier
shelter for women, families, individuals living in encampments, high utilizers, individuals
with an underlining medical condition, and age 65+. Additionally, a 12-month case
management contract is required to help individuals find permanent housing resources
(March 23, 2021 City Council direction}.
Tasks
• Hotel/motel voucher program
o Identify and partner with hotel/motel vendors
o Develop and implement service provider contract
o Develop and implement a supplemental case management contract
o Coordinate with the county on FEMA reimbursements
o Develop program rules, policies, and expectations
o Prepare public informational materials
Operational by June 2021. If this date cannot be met, additional City Council
direction will be requested.
Program manager
o Create a new posit ion
o Develop budget and purchase resources
o Advertise, recruit, hire for the position
o Design program, forms, and eligibility criteria
o Develop a training program for the new position
Operational in three to nine months
• Animal contract
o Review animal shelter options
o Develop a contract for an imal services
2 County Board of Supervisors' April 6, 2021 Meeting Agenda, Item #7: Pilot Program to Address
Homelessness in North County San Diego (Districts: 3 & 5)
May 4, 2021 Item #10 Page 15 of 18June 14, 2022 Item #5 Page 21 of 24
o Establish program criteria, rules, and forms
Operational in three to six months
5. Community Resource Center services
Contract with Community Resource Center to implement a rapid rehousing program for
households currently experiencing homelessness in the City of Carlsbad (March 23, 2021
City Council direction).
Tasks
• Contract with the Community Resource Center
o Develop sco pe of work for services
o Two-year contract with three, one-year extensions
• Revise policies and procedures based on lessons learned from year one
Operational in three to six months
6. Homeless Action Subcommittee
Provide staff support to a homeless action subcommittee comprised of two City
Council members that will focus on local and regional issues related to homelessness
(March 23, 2021 City Council direction).
Tasks
• Schedule first meeting -target May 2021
• Staff support
Operational in one t o two months
7. Create a new Housing & Homeless Services Department
The League of California Cities ranks affordable housing and homelessness as t he t op
issues facing all local governments across the State of California. To successfully
implement the City Council's goal of increasing the supply of available affordable
housing, while also developing and implementing the programs and services needed to
reduce homeless levels by 50% within five years, a new department within the
Community Services Branch with the necessary technical expertise and leadership is
needed, for the following reasons:
• Leadership and staffing singularly focused on housing and homeless services
• Ensures appropriate oversight and a reasonable span of control to achieve the
mission
• Confirms focused attention on a critical need
• Strengthens collaboration and coordination with outside agencies
• Pairs complementary functions {housing and homeless) to improve internal
collaboration, communications and resource management
• Ensures t hat the 5-year City Council Homeless Goal can be achieved
• Centralizes the expertise and programing needed to advance individuals and
families through the full spectrum -from homelessness to fully housed and self-
sufficiency
May 4, 2021 Item #10 Page 16 of 18June 14, 2022 Item #5 Page 22 of 24
Tasks
• Create new positions (director, housing services manager and management
analyst)
• Develop budget and purchase resources
• Advertise, recruit, hire the new posit ions
Operational in approximately six months
May 4, 2021 Item #10 Page 17 of 18June 14, 2022Item #5 Page 23 of 24Summary of Homeless Workplan Objective Costs Attachment B
1. Employments & Benefits Specialist
Contract Services $120,000 $120,000 $0 $0 $0 $240,000
Operational expenses $20,0006 $20,0006 $0 $0 $0 $40,0006
2. Additional Homeless Outreach Team
Officers & Social Workers
Homeless Outreach Team staffing $330, 1172•3 $614,9842 $645,7332 $678,0202 $711,9211•2• $747,5172 $3, 728,2922•3
Social workers (Co. of SD Pilot Program} $0 $0 $0 $0 $0 $0
3. Enhancing Clinical Services at La Posada
Emergency Shelter
Agreement with Catholic Charities $180,000 $180,000 $180,000 $0 $0 I $540,000
4. Operate a Carlsbad Hotel/Motel Voucher
Pilot Program
Hotel/Motel Voucher Program4 $260,0005 $2,940,000 $0 $0 $0 $0 $3,200,000
Program Manager $123,7951 $124,7351 $130,9711 $137,5201 $144,3961 $661,4171
Animal services contract TBD TBD TBD TBD TBD TBD
5. Community Resource Center Services
Agreement with CRC $350,000 $350,000 $0 $0 $0 I $700,000
6. Homeless Action Subcommittee
Program Costs $0 $0 $0 $0 $0 I $0
7. Create a new Housing and Homeless
Services Department
Director $20,593 $247,1131 $259,4691 $272,4421 $286,0641 $300,3681 $1,386,0491
Housing Services Manager. $182,2261 $186,0871 $195,3921 $205,1611 $215,4191 $984,2851
Management Analyst $123,7951 $124,7351 $130,9711 $137,5201 $144,3961 $661,4171
TOTAL $610,710 $4,901,913 $2,010,759 $1,587,796 $1,478,186 $1,552,096 $12,141,460
·,
1 Mid-range personnel costs (salary, benefits) plus one-time equipment purchases In FY2021~22 (Director position reflects upper-range). Personnel cost increased 5% per year.
2 Personnel costs for one sergeant and two officers (salary, benefits, overtime, vehicle replacement). Personnel costs Increased 5% per year.
3 Reflects two months personnel costs plus one-time equipment purchases.
4 Voucher related expenses potentially 100% reimbursable through FEMA/Project RoomKey until September 30, 2021, 1/fhich would proportionally reduce city costs.
5 One month estimated program cost. Any unexpended amount to carry forward to FY 2021-22.
6 Covers expenses helping individuals secure employment such as bus passes, clothing vouchers, background checks, printing.
May 4, 2021 Item #10 Page 18 of 18June 14, 2022Item #5 Page 24 of 24GOAL POINT MATRIX Attachment C
How Each Workplan Objective Addresses the City Council's Goal Point Priorities
City Council Goal:
Reduce the homeless unsheltered population, among those who want help, by 50% within five years, with quarterly reports until we decrease the
unsheltered homeless population or five years.
Goal Point Priorities
Fully fund, staff and implement the city's Homeless Response Plan
Create specific and measurable target s and t imelines for reducing homelessness (within first year or two)
Preventing and ending homelessness among youth and veterans
Increase social services/social workers
Partner with county
Work with entities with our city (region) to increase t ransitions to permanent supportive housing
Advocate for legislative changes needed to effectively address homelessness --
Prevent homelessness by supporting those at risk of becoming homeless/losing their housing --~--·-----. ---
Work through a regional group to develop regional action plan that includes integrated services within/among cities
Develop an encampment policy
Focus on trauma informed care
Focus on aggressive individuals to address their needs (substance abuse, mental health, other)
Explore expansion of La Posada
_Complete financial analysis to identify opportunities for quickest result s
No visible encampments
Identify city and regional goals
Emphasize affordable housing
City Council Work Plan Objectives
1 2 3 4 5 6 7
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1. Employments & Benefits Specialist; 2. Additional Homeless Outreach Team Officers & Social Workers; 3. Enhancing Clinical Services at La Posada Emergency Shelter;
4. Operate a carlsbad Hotel/Motel Voucher Pilot Program; 5. Community Resource Center Services; 6. Homeless Action Subcommittee; 7. Housing and Homeless
Services Department