HomeMy WebLinkAbout2022-01-11; City Council; Resolution 2022-007RESOLUTION NO. 2022-007
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD,
CALIFORNIA, APPROVING A PROFESSIONAL SERVICES AGREEMENT WITH
THE COMMUNITY RESOURCE CENTER FOR RAPID RE-HOUSING ASSISTANCE
TO INDIVIDUALS AND HOUSEHOLDS EXPERIENCING HOMELESSNESS IN THE
CITY OF CARLSBAD AND AUTHORIZING THE CITY MANAGER TO EXECUTE
THE AGREEMENT
Exhibit 1
WHEREAS, the City of Carlsbad initiated a rapid re-housing program initially with one-time funds
from the $250,000 allocated to the City df Carlsbad from the 2019-20 Governor's budget for
homelessness prevention and intervention services in partnership with the Community Resource
Center; and
WHEREAS, the City of Carlsbad adopted Resolution No. 2020-19 to accept the state funds
through a standard agreement with the Department of Housing and Community Development and to
authorize a one-year professional services agreement ("Agreement") with the Community Resource
Center on July 1, 2020; and
WHEREAS, the initial Agreement required the Community Resource Center to assist 40
individuals, households or families who are experiencing or at-risk of homelessness in the City of
Carlsbad with . rapid re-housing funds, but the agency exceeded the outcome and assisted 92
individuals, households or families; and
WHEREAS, the initial Agreement ran from July 1, 2020 to Dec. 31, 2021. The Community
Resource Center screened 163 households at-risk or experiencing homelessness in Carlsbad and served
92 households. The initial program has helped 28 households experiencing homelessness move into
permanent housing and prevented 17 households from falling into homelessness with security deposit
support, rental assistance, landlord advocacy, case management, financial literacy, and coordination
of care. Additionally, the Community Resource Center has helped bridge 19 individuals to a higher level
of care, such as interim shelter, long-term hospitalization, permanent housing, substance use
treatment, or mental health services. The other households enrolled into the program are either still
actively.working with the Community Resource Center, withdrew from program participation, or self-
resolved their homelessness situation; and
WHEREAS, because the funds associated with the initial Agreement would be exhausted by the
end of December 2021, the city executed a professional services agreement with the Community
Jan. 11, 2022 Item #6 Page 5 of 29
ATTACHMENT A
City Attorney Approved Version 6/12/181
AGREEMENT FOR RAPID REHOUSING PROGRAM BETWEEN CITY OF CARLSBAD AND COMMUNITY RESOURCE CENTER
THIS AGREEMENT is made and entered into as of the 24th day of January 2022, 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 housing navigation and case management services for assessment, diversion, placement, prevention and stabilization of its homeless or imminently homeless residents. B.Contractor has the necessary experience in providing professional services andadvice related to all of the areas set forth in recital B. C.Contractor has submitted a proposal to City and has affirmed its willingness andability 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 Attachment "B", which is incorporated by this reference inaccordance with this Agreement’s terms and conditions.
2.STANDARD OF PERFORMANCEWhile performing the Services, Contractor will exercise the reasonable professional care and skill
customarily exercised by reputable members of Contractor's profession practicing in theMetropolitan Southern California Area, and will use reasonable diligence and best judgment whileexercising its professional skill and expertise.
3.TERMThe term of this Agreement will be effective for a period of two (2) years from the date writtenabove. The City Manager or designee may amend the Agreement to extend it for up to three (3)additional one-year (1) periods or parts thereof. Extensions will be based upon a satisfactoryreview of Contractor's performance, City needs, and appropriation of funds by the City Council.The parties will prepare a written amendment indicating the effective date and length of theextended Agreement. Upon expiration of all extension period(s), no additional bid waivers will be
granted in favor of this Agreement.
4.TIME IS OF THE ESSENCE
Time is of the essence for each and every provision of this Agreement.
5.COMPENSATION
A. The total fee payable for the Services to be performed (Attachment “C”) during the initialAgreement term shall not exceed three hundred and fifty thousand dollars ($350,000) per year,for a total of seven hundred thousand dollars ($700,000) over a two-year period. Contractor’s
employees will provide case management and housing navigation services as provided inAttachment “B” using these funds. Incremental payments, if applicable, should be made asoutlined in Attachment "C". Contractor’s budget for expenditure of these funds is set forth inAttachment “C.”
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ATTACHMENT A
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B. No other compensation for the Services will be allowed except for items covered by subsequent amendments to this Agreement with City Manager approval.
C. The City reserves the right to withhold a ten percent (10%) retention until City has accepted the work and/or Services specified in Attachment "B".
6. STATUS OF CONTRACTOR
Contractor will perform the Services in Contractor's own way as an independent contractor and in pursuit of Contractor's independent calling, and not as an employee of City. Contractor will be under control of City only as to the result to be accomplished,but will consult with City as
necessary. The persons used by Contractor to provide services under this Agreement will not be considered employees of City for any purposes. The payment made to Contractor pursuant to the Agreement will be the full and complete compensation to which Contractor is entitled. City will not make any federal or state tax withholdings on behalf of Contractor or its agents, employees or subcontractors. City will not be required to pay any workers' compensation insurance or unemployment contributions on behalf of Contractor or its employees or subcontractors. Contractor agrees to indemnify City within thirty
(30) days for any tax, retirement contribution, social security, overtime payment, unemployment payment or workers' compensation payment which City may be required to make on behalf of Contractor or any agent, employee, or subcontractor of Contractor for work done under this
Agreement. At the City’s election, City may deduct the indemnification amount from any balance owing to Contractor. 7. SUBCONTRACTING Contractor will not subcontract any portion of the Services without prior written approval of City. If Contractor subcontracts any Services, Contractor will be fully responsible to City for the acts
and omissions of Contractor's subcontractor and of the persons either directly or indirectly employed by the subcontractor, as Contractor is for the acts and omissions of persons directly employed by Contractor. Nothing contained in this Agreement will create any contractual
relationship between any subcontractor of Contractor and City. Contractor will be responsible for payment of subcontractors. Contractor will bind every subcontractor and every subcontractor of a subcontractor by the terms of this Agreement applicable to Contractor's work unless specifically noted to the contrary in the subcontract and approved in writing by City. 8. OTHER CONTRACTORS The City reserves the right to employ other contractors in connection with the Services.
9. INDEMNIFICATION Contractor agrees to indemnify and hold harmless the City and its officers, officials, employees and volunteers from and against all claims, damages, losses and expenses including attorneys
fees arising out of the performance of the work described herein caused by any negligence, recklessness, or willful misconduct of the Contractor, any subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable.
The parties expressly agree that any payment, attorney’s fee, costs or expense City incurs or makes to or on behalf of an injured employee under the City’s self-administered workers’
compensation is included as a loss, expense or cost for the purposes of this section, and that this section will survive the expiration or early termination of this Agreement.
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ATTACHMENT A
City Attorney Approved Version 6/12/18 3
10. INSURANCE Contractor will obtain and maintain for the duration of the Agreement and any and all
amendments, insurance against claims for injuries to persons or damage to property which may arise out of or in connection with performance of the services by Contractor or Contractor’s agents, representatives, employees or subcontractors. The insurance will be obtained from an
insurance carrier admitted and authorized to do business in the State of California. The insurance carrier is required to have a current Best's Key Rating of not less than "A-:VII"; OR with a surplus line insurer on the State of California’s List of Approved Surplus Line Insurers (LASLI) with a rating
in the latest Best’s Key Rating Guide of at least “A:X”; OR an alien non-admitted insurer listed by the National Association of Insurance Commissioners (NAIC) latest quarterly listings report.
10.1 Coverage and Limits. Contractor will maintain the types of coverage and minimum limits indicated below, unless the Risk Manager or City Manager approves a lower amount. These minimum amounts of coverage will not constitute any limitations or cap on Contractor's indemnification obligations under this Agreement. City, its officers, agents and employees make no representation that the limits of the insurance specified to be carried by Contractor pursuant to this Agreement are adequate to protect Contractor. If Contractor believes that any required insurance coverage is inadequate, Contractor will obtain such additional insurance coverage, as Contractor deems adequate, at
Contractor's sole expense. The full limits available to the named insured shall also be available and applicable to the City as an additional insured.
10.1.1 Commercial General Liability (CGL) Insurance. Insurance written on an “occurrence” basis, including personal & advertising injury, with limits no less than $2,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply
separately to this project/location or the general aggregate limit shall be twice the required occurrence limit. 10.1.2 Automobile Liability. (if the use of an automobile is involved for Contractor's work
for City). $2,000,000 combined single-limit per accident for bodily injury and property damage. 10.1.3 Workers' Compensation and Employer's Liability. Workers' Compensation limits as
required by the California Labor Code. Workers' Compensation will not be required if Contractor has no employees and provides, to City's satisfaction, a declaration stating this. 10.1.4 Professional Liability. Errors and omissions liability appropriate to Contractor’s profession with limits of not less than $1,000,000 per claim. Coverage must be maintained for a
period of five years following the date of completion of the work. 10.2 Additional Provisions. Contractor will ensure that the policies of insurance required under
this Agreement contain, or are endorsed to contain, the following provisions: 10.2.1 The City will be named as an additional insured on Commercial General Liability
which shall provide primary coverage to the City. 10.2.2 Contractor will obtain occurrence coverage, excluding Professional Liability, which
will be written as claims-made coverage. 10.2.3 This insurance will be in force during the life of the Agreement and any extensions
of it and will not be canceled without thirty (30) days prior written notice to City sent by certified mail pursuant to the Notice provisions of this Agreement.
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10.3 Providing Certificates of Insurance and Endorsements. Prior to City's execution of this Agreement, Contractor will furnish certificates of insurance and endorsements to City.
10.4 Failure to Maintain Coverage. If Contractor fails to maintain any of these insurance coverages, then City will have the option to declare Contractor in breach, or may purchase
replacement insurance or pay the premiums that are due on existing policies in order to maintain the required coverages. Contractor is responsible for any payments made by City to obtain or maintain insurance and City may collect these payments from Contractor or deduct the amount
paid from any sums due Contractor under this Agreement. 10.5 Submission of Insurance Policies. City reserves the right to require, at any time, complete
and certified copies of any or all required insurance policies and endorsements. 11. BUSINESS LICENSE Contractor will obtain and maintain a City of Carlsbad Business License for the term of the Agreement, as may be amended from time-to-time. 12. ACCOUNTING RECORDS Contractor will maintain complete and accurate records with respect to costs incurred under this
Agreement. All records will be clearly identifiable. Contractor will allow a representative of City during normal business hours to examine, audit, and make transcripts or copies of records and any other documents created pursuant to this Agreement. Contractor will allow inspection of all
work, data, documents, proceedings, and activities related to the Agreement for a period of three (3) years from the date of final payment under this Agreement. 13. OWNERSHIP OF DOCUMENTS All work product produced by Contractor or its agents, employees, and subcontractors pursuant to this Agreement is the property of City. In the event this Agreement is terminated, all work
product produced by Contractor or its agents, employees and subcontractors pursuant to this Agreement will be delivered at once to City. Contractor will have the right to make one (1) copy of the work product for Contractor’s records.
14. COPYRIGHTS Contractor agrees that all copyrights that arise from the services will be vested in City and Contractor relinquishes all claims to the copyrights in favor of City. 15. NOTICES The name of the persons who are authorized to give written notice or to receive written notice on behalf of City and on behalf of Contractor under this Agreement.
For City For Contractor
Name Mandy Mills Name John Van Cleef
Title Director of Housing and Homeless Services Title Chief Executive Officer
Department Housing and Homeless Services Address 650 2nd Street
Encinitas, CA 92024
Address 1200 Carlsbad Village Dr. Phone No. 760-230-6309
Carlsbad, CA 92008 Email johnvancleef@crcncc.org
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ATTACHMENT A
City Attorney Approved Version 6/12/18 5
Phone No.
760-434-2907
Email: Mandy.mills@ carlsbadca.gov
Each party will notify the other immediately of any changes of address that would require any notice or delivery to be directed to another address. 16. CONFLICT OF INTEREST Contractor shall file a Conflict of Interest Statement with the City Clerk in accordance with the requirements of the City of Carlsbad Conflict of Interest Code. The Contractor shall report
investments or interests in all categories. Yes No
17. GENERAL COMPLIANCE WITH LAWS Contractor will keep fully informed of federal, state and local laws and ordinances and regulations
which in any manner affect those employed by Contractor, or in any way affect the performance of the Services by Contractor. Contractor will at all times observe and comply with these laws, ordinances, and regulations and will be responsible for the compliance of Contractor's services
with all applicable laws, ordinances and regulations. Contractor will be aware of the requirements of the Immigration Reform and Control Act of 1986 and will comply with those requirements, including, but not limited to, verifying the eligibility for employment of all agents, employees, subcontractors and consultants whose services are required by this Agreement. 18. DISCRIMINATION AND HARASSMENT PROHIBITED
Contractor will comply with all applicable local, state and federal laws and regulations prohibiting discrimination and harassment. 19. DISPUTE RESOLUTION If a dispute should arise regarding the performance of the Services the following procedure will be used to resolve any questions of fact or interpretation not otherwise settled by agreement
between the parties. Representatives of Contractor or City will reduce such questions, and their respective views, to writing. A copy of such documented dispute will be forwarded to both parties involved along with recommended methods of resolution, which would be of benefit to both
parties. The representative receiving the letter will reply to the letter along with a recommended method of resolution within ten (10) business days. If the resolution thus obtained is unsatisfactory to the aggrieved party, a letter outlining the disputes will be forwarded to the City Manager. The
City Manager will consider the facts and solutions recommended by each party and may then opt to direct a solution to the problem. In such cases, the action of the City Manager will be binding upon the parties involved, although nothing in this procedure will prohibit the parties from seeking remedies available to them at law. 20. TERMINATION In the event of the Contractor's failure to prosecute, deliver, or perform the Services, City may terminate this Agreement for nonperformance by notifying Contractor by certified mail of the
termination. If City decides to abandon or indefinitely postpone the work or services contemplated by this Agreement, City may terminate this Agreement upon written notice to Contractor. Upon notification of termination, Contractor has five (5) business days to deliver any documents owned
X
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ATTACHMENT A
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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.
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.
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ATTACHMENT A
City Attorney Approved Version 6/12/187
25.ENTIRE AGREEMENTThis 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 andunderstanding between the parties relating to the subject matter of it. In case of conflict, the termsof 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 ofContractor each represent and warrant that they have the legal power, right and actual authorityto bind Contractor to the terms and conditions of this Agreement.
CONTRACTOR CITY OF CARLSBAD, a municipal corporation of the State of California
By: By:
John Van Cleef, CEO Scott Chadwick, City Manager or his designee
ATTEST:
By:
Faviola Medina
City Clerk Services Manager
Corrie McCoy, Chief Operating Officer
If required by City, proper notarial acknowledgment of execution by contractor must be attached.
If a corporation, Agreement must be signed by one corporate officer from each of the following two groups.
Group A Group B Chairman, Secretary, President, or Assistant Secretary,
Vice-President 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
BY: _____________________________ Marissa Kawecki, Deputy City Attorney
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ATTACHMENT "B"
SCOPE OF SERVICES
Contractor shall:
A. Provide two (1.8) FTE Case Managers, one (.75) FTE Project Coordinator and one (.05)
FTE Program Manager. Each Case Manager will provide housing identification, move-in
and rent assistance, and rapid rapid-housing case management and services to the City’s
residents experiencing homelessness (“Participants”). The Project Coordinator will
oversee and manage the project and maintain a small caseload as needed.
B. All staff must have a bachelor’s degree or have relevant work experience as determined
by the Contractor. Staff must have at least one year of case management experience
working with vulnerable populations, such as persons experiencing homelessness, co-
occurring disorders, serious mental illness, criminal justice-involved or medically fragile.
It is strongly desired to have at least one (1) staff member who is bilingual in both
English and Spanish.
C. Provide services during regular business hours: Monday – Friday between 8:30 a.m. and
5 p.m. with occasional, pre-arranged services or obligations, such as attending public
meetings, on nights and weekends. This agreement does not contemplate emergency
services. All holidays observed by the City may be excluded from these days and hours
of operation.
D. Offer services to Participants at designated locations primarily within, but not limited to,
the City of Carlsbad. These locations may include Contractor’s offices in Carlsbad and
Encinitas, City facilities, faith-based centers, City community sites, public locations,
hotels or other temporary shelter sites, or the participant’s home. Service locations shall
be determined and modified as needed based on Participants’ needs and convenience.
Contractor staff travel is expected in this role and reliable transportation is required.
E. 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.
F. Assist at least 60 individuals, households, or families who are experiencing
homelessness, prioritizing those who are chronically homeless, seniors, individuals with
a Housing Choice Voucher (formerly Section 8), unsheltered, and other vulnerable
homeless populations in the City of Carlsbad to address basic needs and find
appropriate, affordable long-term housing placements. In accomplishing this goal,
Contractor's Project Specialist and Case Managers shall use their best, good faith efforts
to complete an assessment, apply diversion strategies, develop a case plan and assist
such Participants with obtaining housing and addressing other barriers that may
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interfere with future housing stability. Case management services shall be provided for
up to the duration of this Agreement and can be continued through any subsequent
agreement between the Parties. Case management services shall include financial
resources including but not limited to short-term rental assistance, utility assistance,
security deposit assistance, housing applications, renter’s insurance, employment
assistance, new move-in expenses and all other costs interfering with Participants’
ability to establish housing.
G. Provide long-term case management and housing navigation services (up to 24 months)
to Participants by helping them identify or stabilize housing resources, offering utility
deposit support, providing community-based referrals, providing interim housing
resources, helping them achieve financial stability, guiding them through
landlord/tenant mediation and referring them to mental health and substance use
resources. CRC has committed to creatively and collaboratively problem-solving with
Participants to address other barriers that may interfere with their housing stability.
H. Ensure that at least sixty-six percent (66%) of all Participants enrolled in the rapid re-
housing program will exit into permanent housing.
I. Ensure that at least seventy percent (70%) of all Participants enrolled in the program
secure permanent housing within 60 days of enrollment.
J. Ensure that at least eighty-five percent (85%) of all Participants will retain their housing
for 12 months or find an alternative permanent housing placement immediately (less
than 30 days).
K. Allow former Participants to be re-assessed and re-referred back to the City’s rapid re-
housing program if they meet the following eligibility criteria:
1. Participant has enrolled in services prior to the discontinuation of the District 76 or
$35K Rapid Re-housing contract; or
2. Participant continues to have ongoing financial assistance or case management
needs; or
3. Participant has exited back into homelessness.
L. Operate within the guidelines and principles of the Housing First Model. Contractor will
not require Participants to address the full scope of their issues, challenges or barriers
before they can access housing or mandate participation in services either before
obtaining housing or in order to retain housing. Supportive services such as rental
assistance, landlord/tenant advocacy, security deposits, utility assistance and late fees
shall be offered to support Participants with housing stability and individual well-being,
but Participants are not required to accept these services.
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M. Bridge Participants into interim housing resources, such as congregate shelters,
transitional housing programs or hotel/motel vouchers, while they search for
permanent housing resources.
N. Connect Participants who desire or need a higher level of care with appropriate
community resources, such as mental health referrals to Assertive Community
Treatment (ACT) or Strength-based Case Management, substance use treatment
programs, CalAIM formerly known as Whole Person Wellness (WPW), Veterans Affairs
Supportive Housing (VASH), Housing Choice Vouchers, or Permanent Supportive
Housing (PSH) units. Contractor will complete a ViSDPAT measure if the Participant’s
continues to struggle to retain their housing placement and/or the Participant’s needs
exceed what is feasible for the rapid re-housing case management team to support.
O. Address financial needs and barriers with Participants by creating a budget and
providing financial literacy. Refer Participants who do not have sustainable income to
appropriate job training programs, employment resources, Social Security benefits, and
other long-term, public benefit programs, so they are able to maintain their housing
placement.
P. Receive intervention referrals and make referrals to and from the Carlsbad Homeless
Outreach Team (HOT), City staff, community partners, nonprofits and self-referrals. To
qualify, Participants must be:
1. Literally homeless as defined by HUD; and
2. Experiencing homelessness in the City of Carlsbad. This information can be verified
verbally by a provider, self-certification, employment, HOT, HMIS system, bank
statements, or a verified mailing address.
Q. Work collaboratively and maintain communication with City’s contract manager,
Housing and Homeless Services Department, , Homeless Outreach Team, County of San
Diego’s Outreach Workers, PATH, La Posada, faith centers, community partners, and any
other homeless outreach workers operating in the City of Carlsbad to identify homeless
individuals in need of services. City and Contractor shall attend monthly meetings to
review and discuss programmatic needs.
R. Identify gaps in homeless services and assistance needs in the City of Carlsbad, and
develop recommendations for community and program improvements in support of
City’s Homeless Response Plan.
S. Comply with the following requirements related to documentation:
1. Complete accurate and thorough documentation in a timely manner;
2. Utilize the Homeless Management Information System (HMIS) to track the entry/exit
of Participants under the City of Carlsbad’s profile when available;
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3. Maintain data on Participants and outcomes, to be reported on a quarterly basis in
coordination with billing invoices (see section R); and
4. Housing retention follow-up will be provided at 6, 12, and 24 months via phone,
email, and/or letters to verify housing placement.
T. Data outcomes will be reported to the City on a quarterly basis, with accompanying
narrative, due by the 15th of the month starting on April 15, 2022. The outcome data
shall include:
1. Number of referrals received and the source of the referring party;
2. Number of Participants who have been screened and consented to services;
3. Number of Participants who have been screened and denied program eligibility;
4. Number of Participants actively enrolled in the program in housing navigation and
case management;
5. Number and percentage of total Participants placed into permanent housing
resources;
6. Average length of time from program enrollment to permanent housing;
7. Average cost of housing support per household;
8. Total number of referrals to interim housing or higher level of care resources; and
9. Number and percentage of Participants who retained their housing placement at 6,
12, and 24 months.
U. All billing invoices shall be submitted monthly and are due by the 15th of the month,
starting March 15, 2022. Contractor will submit monthly billing invoices with
accompanying documentation for funds expended, which shall include but not be
limited to documentation of timecards, mileage, office supplies, housing receipts, and
flex funds receipts. City will pay Contractor within 30 days of receipt of the invoice.
V. Operate within the budget set forth in Attachment “C.”
1. City and Contractor can discuss and make any necessary changes to the budget
during the lifetime of the Agreement.
2. In the event an agreeable budget modification is needed, Contractor will make this
request in writing via email and submit a new Attachment “CE” to the City’s contract
manager for City approval.
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February 1, 2022- January 31, 2023
Program Services
Intervention/Placement (30 Households)
Rental Assistance (1)150,000.00$
Flexible Supportive Services (2)6,600.00$
Sub Total 156,600.00$
Personnel Cost
Case Manager (1.8 FTE)73,891.38$
Project Coordinator (.75 FTE)35,510.28$
Program Manager (.05 FTE)2,678.00$
Fringe Benefits at 33%36,986.29$
Sub Total 149,065.95$
Program Support
Rent Carlsbad Office 7,200.00$
4,380.00$
Travel (3)256.00$
1,334.42$
Sub Total 13,170.42$
Total Direct Costs 318,836.37$
Indirect Costs (5)31,163.64$
Grand Total (6)350,000.00$
Budget Notes:
1 This includes security deposits, rental assistance etc.
2 Flex funds Definition: gas cards, bus passes, motel vouchers, clothing, utility costs, moving costs, documentation misc.
3 Travel for outreach efforts and meetings throughout San Diego County, reimbursed at federal rate of $.56 per mile.
4 Program and office Supplies essential for operations of the program. Pens, notebooks, copy paper, binders, folders, IT supplies, copying, printing, etc
5 Indirect rate is 10% of total direct costs. Allowable Program related expenses: User fees, equipment, accounting, data management, audit fees, etc.
6 These budget allocations are estimates and can be reallocated at the approval of the contract manager at the City of Carlsbad.
ATTACHMENT C
Community Resource Center & City of Carlsbad Rapid Re-Housing Project
Utilities
Program Supplies and Consumables (4)
DocuSign Envelope ID: 07BF8471-331F-41BF-8012-CD6E51A87853
Community Resource Center
BOARD RESOLUTION
WHEREAS, the Community Resource Center (CRC) Bylaws provides that the Board may
authorize any officer or agent of CRC, in the name of and on behalf of CRC, to enter into any
contract or execute any instrument; and
WHEREAS, the Board deems it appropriate and the best interest of CRC to make such an
authorization to:
John Van Cleef, Chief Executive Officer
Corrie McCoy, Chief Operating Officer;
NOW, THEREFORE, BE IT:
RESOLVED, that the Board hereby authorizes John Van Cleef and Corrie McCoy to approve
and, in the name of and on behalf of CRC, enter into and execute contracts and instruments.
RESOLVED FURTHER, that Sarah Ferry shall be, and hereby is, removed from entering into
any contract or executing any instrument on behalf of CRC.
PASSED AND ADOPTED this 18th Day of May, 2021.
Signed: _____________________________________
Lindsey Brubaker, Secretary
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