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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) June 14, 2022 Item #5 Page 5 of 24 DocuSign Envelope ID: F6543000-D5D0-413C-8EA1-F169639D076E 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 City Attorney Approved Version 6/12/18 June 14, 2022 Item #5 Page 6 of 24 DocuSign Envelope ID: F6543000-D5D0-413C-8EA1-F169639D076E 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. City Attorney Approved Version 6/12/18 June 14, 2022 2 Item #5 Page 7 of 24 DocuSign Envelope ID: F6543000-D5D0-413C-8EA1-F169639D076E 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. City Attorney Approved Version 6/12/18 June 14, 2022 3 Item #5 Page 8 of 24 DocuSign Envelope ID: F6543000-D5O0-413C-8EA 1-F169639O076E 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. □ ■ City Attorney Approved Version 6/12/18 June 14, 2022 4 Item #5 Page 9 of 24 DocuSign Envelope ID: F6543000-O5O0-413C-8EA1-F169639O076E 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. City Attorney Approved Version 6/12/18 June 14, 2022 5 Item #5 Page 10 of 24 DocuSign Envelope ID: F6543000-O5O0-413C-8EA1-F169639O076E 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. City Attorney Approved Version 6/12/18 June 14, 2022 6 Item #5 Page 11 of 24 DocuSign Envelope ID: F6543000-D5D0-413C-8EA1-F169639D076E 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 City Attorney Approved Version 6/12/18 7 Item #5 Page 12 of 24 City Attorney Approved Version 6/12/18 8 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). DocuSign Envelope ID: F6543000-D5D0-413C-8EA1-F169639D076E June 14, 2022 Item #5 Page 13 of 24 City Attorney Approved Version 6/12/18 9 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 l •l •I • I • I •I • I • I •I •I • I • I •1• I • I • I •I •I • I • I • I • I • I •I •I • I • I • I • I • I• I • I I • I • I • I• I • I • I •I • I I I I I •I • I • I• I I I •I • I I I I I I • I • I I • I I I I • I • I : I :1:1 ·1·1·1· • • • • I I I • I I I • I• I I I I •I• I• I •I e l • I• I • I • I I •I I I I •I • I I I I I I •I • 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