HomeMy WebLinkAbout2023-06-20; City Council; ; Agreement with Interfaith Community Services to Provide Outreach and Case Management Services to Individuals and Households Experiencing HomelessnessCA Review __MK____
Meeting Date: June 20, 2023
To: Mayor and City Council
From: Scott Chadwick, City Manager
Staff Contact: Chris Shilling, Homeless Services Manager
chris.shilling@carlsbadca.gov, 442-339-2284
Subject: Agreement with Interfaith Community Services to Provide Outreach and
Case Management Services to Individuals and Households Experiencing
Homelessness
Districts: All
Recommended Action
Adopt a resolution approving a professional services agreement with Interfaith Community
Services in an annual amount of $315,000 to provide outreach and case management services
to assist individuals and households experiencing homelessness in the City of Carlsbad.
Executive Summary
The Carlsbad City Council adopted a Homelessness Action Plan on Feb. 7, 2023, to update the
city’s goal to reduce homelessness and its effects on the local community. The plan outlines
programs and initiatives that the city plans to carry out over the next five years and identifies as
a priority the continued use of outreach and case management in conjunction with the Police
Department’s Homeless Outreach Team.
The city has contracted with Interfaith Community Services for these services since May 2018.
The current homeless case management agreement is set to expire June 30, 2023.
In January 2023, a request for proposals for these professional services was posted and
Interfaith Community Services was selected as the highest-ranked proposal submitted.
The proposed professional services agreement requires the City Council’s approval under the
Carlsbad Municipal Code because the contract amount exceeds $100,000 per agreement year.
Discussion
Background
The city first contracted for social workers to conduct outreach and develop individualized
action plans for individuals experiencing homelessness in the City of Carlsbad as part of the
original Homeless Response Plan in 2018. On Feb. 7, 2023, the City Council approved the
updated Homeless Response Plan, now titled the Homelessness Action Plan. The plan identified
outreach and access to services as one of three areas of focus.
June 20, 2023 Item #4 Page 1 of 16
The plan also identified the following action:
Initiative 1.2 (b) “Develop and maintain robust and impactful outreach to persistently
identify, engage and assess both the immediate needs and long-term housing needs of
unsheltered people experiencing homelessness.”
Bidding process
• The current homeless case management agreement is set to expire June 30, 2023.
• On Jan. 17, 2023, staff posted a request for proposals for professional services to select
a qualified organization to provide homeless outreach and case management services.
• As of the Feb. 24, 2023 request for proposals deadline, the city received two proposals.
A selection panel comprised of Housing & Homeless Services staff and Police Department
Homeless Outreach Team 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), which apply to
the procurement of professional services.
The panel ranked Interfaith Community Services’ proposal highest of the two received. The
non-profit organization has focused on providing food, housing, employment, treatment and
other emergency resources for local people in crisis since 1979. It has also operated the city’s
outreach and case management program since May 2018, and the Housing & Homeless
Services Department and Police Department have been very pleased with Interfaith Community
Services’ performance in terms of client contacts, referrals and clinical knowledge.
Proposed agreement
In fiscal year 2022-23, the budgeted contract amount for these services was $315,000, which is
the same annual amount being requested for this agreement (see Attachment A to Exhibit 1). In
fiscal year 2021-2022, the last completed contract year, Interfaith Community Services
interacted with 655 unduplicated individuals 3,025 times, provided 4,071 individual services
and helped 173 people access temporary shelter and 13 people get into permanent housing.
The initial term of the professional services agreement is for one year, with two, two-year
extension terms, at an annual compensation amount of $315,000 per agreement year. The
amount is consistent with the amount identified for this service in the City Council’s approved
fiscal year 2023-24 operating budget. Any unspent contract funds based on savings within the
year may be reallocated within the contract budget to carry out contract objectives, subject to
a contract amendment approved by the city manager or designee. Previously, city staff
administering the contract approved such amendments.
In summary, the agreement provides for the following:
• Salary and benefits for two full-time licensed social workers or other outreach workers
as deemed qualified by the city and half of their licensed supervisor. These workers are
in the field seven days a week to conduct assessments, crisis intervention, motivational
interviewing, care coordination, case management and psychoeducation to clients. They
can accompany Homeless Outreach Team officers and provide follow-up independently.
• Office and program supplies such as mobile devices, auto or mileage expenses, database
licenses and IT support
• Flexible funds to assist clients with critical needs such as transportation, fees for copies
of formal identification and rental application fees
June 20, 2023 Item #4 Page 2 of 16
Fiscal Analysis
Funds for the professional services agreement with Interfaith Community Services are included
in the fiscal year 2023-24 operating budget approved by the City Council on June 13, 2023.
Funds for the two, two-year agreement extensions would be included in future operating
budgets.
Options
Staff provide the following options for the City Council’s consideration:
1. Adopt the resolution and approve the agreement as presented.
Pros
• Provides support to assist individuals and households experiencing homelessness
• Consistent with the City Council’s adopted Homelessness Action Plan
Cons
• None identified
2. Do not authorize the agreement as presented
Pros
• None identified; there were only two bidders, and requesting additional proposals is
not expected to offer additional benefits to the city
Cons
• Does not provide support to individuals and families experiencing homelessness
• Is inconsistent with the City Council’s adopted Homelessness Action Plan
Staff recommend Option 1.
Next Steps
The City Manager will execute the professional services agreement with Interfaith Community
Services, and staff will monitor the agreement and request extensions as warranted.
Environmental Evaluation
This action does not require environmental review because it does not constitute a project
within the meaning of the California Environmental Quality Act under Public Resources Code
Section 21065. It has no potential to cause either a direct physical change in the environment or
a reasonably foreseeable indirect physical change in the environment.
Exhibits
1. City Council resolution
June 20, 2023 Item #4 Page 3 of 16
RESOLUTION NO. 2023-174
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD,
CALIFORNIA, APPROVING A PROFESSIONAL SERVICES AGREEMENT WITH
INTERFAITH COMMUNITY SERVICES IN AN AMOUNT OF $315,000 TO
PROVIDE OUTREACH AND CASE MANAGEMENT SERVICES TO ASSIST
INDIVIDUALS AND HOUSEHOLDS EXPERIENCING HOMELESSNESS IN THE
CITY OF CARLSBAD
WHEREAS, the city adopted a Homelessness Response Plan in 2018, which maintained an
outreach and case management program for individuals and households experiencing homelessness
since May 2018; and
WHEREAS, the City Council of the City of Carlsbad, California approved an updated
Homelessness Action Plan on Feb. 7, 2023; and
WHEREAS, the Homelessness Action Plan identifies Outreach and Access to Services as one of
three areas of focus; and
WHEREAS, on Jan. 17, 2023, the city posted a request for proposals for professional services to
select a qualified organization to continue providing homeless outreach and case management
services; and
WHEREAS, as of Feb. 24, 2023, staff received two proposals from qualified organizations that
met threshold bidding 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(0)(2}, staff identified Interfaith Community
Services 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
Interfaith Community Services (Attachment A}.
3.That the City Manager or designee is hereby authorized to execute the Professional
Services Agreement between the City of Carlsbad and Interfaith Community Services for
outreach and case management services and to act on behalf of the City of Carlsbad in
Exhibit 1
June 20, 2023 Item #4 Page 4 of 16
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 20th day of June, 2023, by the following vote, to wit:
AYES:
NAYS:
ABSTAIN:
ABSENT:
Blackburn, Bhat-Patel, Acosta, Luna.
Burkholder.
None.
None.
KEITH BLACKBURN, Mayor
SHERRY FREISINGER, City Clerk
(SEAL)
June 20, 2023 Item #4 Page 5 of 16
Agreement with Interfaith
Community Services to
Provide Outreach and Case
Management to Individuals
and Households Experiencing
Homelessness
Mandy Mills, Director
Housing & Homeless Services
Chris Shilling, Homeless Services Manager
Housing & Homeless Services
1
Background
•First contracted in May 2018 as part of
original Homeless Response Plan
•On Feb. 7, 2023, City Council approved
updated Homelessness Action Plan
•Outreach and Access to Services is One of
Three Areas of Focus
4 . Interfaith Community Services Agreement
2
Background
•The Homelessness Action Plan also
identifies an initiative to:
“Maintain robust and impactful outreach to
persistently identify, engage and assess both
the immediate needs and long-term housing
needs of unsheltered people experiencing
homelessness.”
4 . Interfaith Community Services Agreement
3
Contract Outcomes
4 . Interfaith Community Services Agreement
4
Outreach & Case Mgmt Contract 2020-21 2021-22
Unduplicated Individuals 655 690
Touchpoints 3025 3741
Housing 13 24
Shelter (and other temporary)99 116
Other Exits (hospital, jail)143 74
Total Direct Outcomes 255 214
% of direct outcomes/Individuals 39%31%
RFP Process
•RFP posted on Jan 17, 2023
•On Feb. 24, 2023 the city received 2
qualified proposals
•Interfaith Community Services was
selected as best value proposal
4 . Interfaith Community Services Agreement
5
Agreement Summary
•One-year agreement
•Funding starting July 1, 2023
•Agreement shall not exceed $315,000 per
year
•Funds were included in the FY 2023-24
operating budget approved June 30, 2023
4 . Interfaith Community Services Agreement
6
Agreement Budget
4 . Interfaith Community Services Agreement
7
Item Description 2023-24 Budget
Personnel Expenses
0.5 FTE Program Manager $51,500
1 FTE Outreach/Social Worker $85,000
1 FTE Outreach/Social Worker $85,000
Benefits $77,525
Personnel Sub Total $299,025
Program Support
Operating Costs*$15,975
Program Support Sub Total $15,975
Total $315,000
*Operating Costs may include: supplies, staff recruitment, training, transportation costs, IT licenses and support, and client flex funds
Recommended Action
•Adopt a resolution approving a professional
services agreement with Interfaith Community
Services in an annual amount of $315,000 to
provide outreach and case management
services to assist individuals and households
experiencing homelessness in the City of
Carlsbad.
4 . Interfaith Community Services Agreement
8