HomeMy WebLinkAbout2023-06-20; City Council; Resolution 2023-175RESOLUTION NO. 2023-175
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD,
CALIFORNIA, APPROVING AN AMENDMENT TO A PROFESSIONAL SERVICES
AGREEMENT WITH THE COMMUNITY RESOURCE CENTER TO PROVIDE
RAPID RE-HOUSING ASSISTANCE AND CASE MANAGEMENT SERVICES TO
ASSIST INDIVIDUALS AND HOUSEHOLDS EXPERIENCING HOMELESSNESS IN
THE CITY OF CARLSBAD
WHEREAS, the Community Resource Center has operated the city's rapid re-housing program
since July 1, 2020, under a professional services agreement; and
WHEREAS, the City Council of the City of Carlsbad, California approved a new professional
services agreement with the Community Resource Center to provide rapid re-housing services on Jan.
11, 2022;and
WHEREAS, the City Council of the City of Carlsbad, California approved the Permanent Local
Housing Allocation (PLHA) Funding Plan and Application on Oct. 18, 2022; and
WHEREAS, the PLHA Funding Plan and Application directed funds to be used to help people who
are experiencing homelessness or at-risk of becoming homeless; and
WHEREAS, on March 27, 2023, the city was notified of its receipt of a Department of Housing
and Urban Development (HUD) Continuum of Care Program award for rapid re-housing assistance and
case management in the amount of $468,252; and
WHEREAS, HUD Continuum of Care Program funding cannot be used to supplant state or local
funding; and
WHEREAS, the City Council of the City of Carlsbad, California approved the city's new
Homelessness Action Plan on Feb. 7, 2023; and
WHEREAS, the action plan identifies Housing and Shelter as one of three areas of focus; and
WHEREAS, staff intends to utilize the HUD and PLHA funds to supplement the funding of the
existing professional services agreement with the Community Resource Center for homeless services
consistent with the city's Homelessness Action Plan; and
WHEREAS, the addition of the HUD and PLHA funding to the existing professional services
agreement with the Community Resource Center requires the agreement to be amended with City
Council approval, per Carlsbad Municipal Code Sections 3.28.040(C)(7) and 3.28.040(0)(3).
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 Amendment No. 1 to the Professional Services
Agreement with the Community Resource Center (Attachment A).
3.That the City Manager or designee is hereby authorized to execute the amended
Professional Services Agreement between the City of Carlsbad and the Community
Resource Center for rapid re-housing assistance and case management 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 20th day of June, 2023, by the following vote, to wit:
AYES:
NAYS:
ABSTAIN:
ABSENT:
Blackburn, Bhat-Patel, Acosta, Burkholder, Luna.
None.
None.
None.
KEITH BLACKBURN, Mayor
SHERRY FREISINGER, City Clerk
(SEAL)
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Attachment A
AMENDMENT NO. 1 TO AGREEMENT FOR RAPID RE-HOUSING PROGRAM WITH
COMMUNITY RESOURCE CENTER
�-r' Thi� Amendment No. 1 is entered into and effective as of the 1, \ day of
J lAV\J-: , 2023, amending the agreement dated January 24, 2022 (the "Agreement") by and between the City of Carlsbad, California, a municipal corporation, ("City"), and Community Resource Center, a non-profit organization, ("Contractor") (collectively, the "Parties") for rapid re-housing assistance and case management services.
RECITALS
A.The Parties desire to amend the Agreement's term, scope of work and budget; and
B. The Parties have negotiated and agreed to an amended scope of services and
budget, which are attached to and incorporated by this reference as Exhibit "B-2" and "C-4" respectively.
NOW, THEREFORE, in consideration of these recitals and the mutual covenants contained herein, City and Contractor agree as follows:
1.In place of those services contained in the Agreement and scope of services
(Attachment "B"), as may have been amended from time to time, Contractor will provide those services described in Exhibit "B-2.".
2.Beginning on July 1, 2023, City will pay Contractor for all work associated withthose services described in Exhibit "B-2" with a budget as described in Exhibit "C-4" on a time
and materials basis not,.to-exceed seven-hundred ninety-four thousand eight hundred thirty-nine dollars ($794,839) per agreement year.
3.The original two-year Agreement term scheduled to expire on January 24, 2024,will be extended to June 30, 2024, at which time Contractor must complete all work described in
Exhibit "B-2." The City Manager may amend the Agreement thereafter to extend it for up to two additional two-year periods or parts thereof. If the City elects to extend the Agreement, the amount shall not exceed seven-hundred ninety-four thousand eight hundred thirty-nine dollars ($794,839) per agreement year, in addition to any additional funding allocated by the Department of Housing
and Urban Development (HUD) due to increases in Fair Market Rent (FMR).
4.All other provisions of the Agreement, as may have been amended from time totime, will remain in full force and effect.
5.All requisite insurance policies to be maintained by Contractor pursuant to theAgreement, as may have been amended from time to time, will include coverage for this Amendment.
6.The individuals executing this Amendment and the instruments referenced in it onbehalf 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 Amendment.
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CONTRACTOR
By:
(sign here)
John Van Cleef, CEO
(print name/title)
By:
(sign here)
Corrie McCoy, Chief Operating Officer
(print name/title)
RLSBAD, a municipal cor the State of California
By:
Scott Chadwick, City Manager
ATTEST:
� r SHERRY FREI SINGER
City Clerk
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:
CINDIE K. McMAHON, City Attorney
BY: Ato.ris� bwuki Marissa Kawecki, Deputy City Attorney
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EXHIBIT "B-2"
SCOPE OF SERVICES
Contractor shall provide the following Scope of Services:
A.Provide a minimum of four (4) FTE Case Managers with appropriate supervision. AllCase Managers must have a bachelor's degree or have relevant work experience as
determined by the Contractor. All Case Managers must have at least one year of
case management experience working with vulnerable populations. It is strongly
desired to have at least one (1) Case Manager who is bilingual in both English and
Spanish. Each Case Manager will provide housing search assistance, move-in andrental assistance, and case management services to City's residents experiencinghomelessness ("Participants").
B.Ensure each Case Manager is available to work a minimum of 40 hours per weekwith availability on weekends and occasional nights. Schedules are approved byCity. All holidays observed by City may be excluded, if desired by Contractor andagreed upon by City. Permanent schedule change requests must be submitted to
City with 30 days written notice and must be mutually agreed upon by both parties.
C.Ensure each Case Manager receives training in all of the following areas within thefirst 6 months of employment and at least once every 3 years thereafter: CulturalCompetency, Documentation/HMIS, Motivational Interviewing, ProfessionalBoundaries, Coordinated Entry, Effective Goal Setting, Mandated Reporting.
Housing First and Progressive Engagement/Critical Time Intervention Approaches,
Trauma-Informed Care, Harm Reduction, Tenant Rights, Conflict
Resolution/Mediation/Negotiation, Federal, State, and Local Fair Housing Laws,
HUD Housing Quality Standards (HQS), and Lead-Based Paint Visual Inspections.City shall determine the appropriate type and number of training sessions requiredon a case-by-case basis, based on the length and depth of the training course.
D.Maintain an office within the City of Carlsbad at a location approved by City. Service
locations shall be determined and modified as needed based on Participants' needsand convenience.
E.Adhere to the Regional Task Force on Homelessness (RTFH) CoC CommunityStandards and Rapid Rehousing System-Wide Operating Standards of Practice
which can be found at Standards, Learning, and Training -Regional Task Force on
Homelessness (rtfhsd.org).
F.Adhere to the updated version of the federal CoC Program Interim Rule which canbe found at Part 578-Continuum of Care Program (govinfo.gov).
G.Adhere to the most recent Coordinated Entry System (CES) Policies and Procedureswhich can be found at CES Policies and Procedures (rtfhsd.org).
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H.Abide by the strategies set forth in City's Homelessness Action 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 Homelessness Action Plan I Carlsbad, CA
(carlsbadca.gov)
I.Assist at least 50 households and 90 individuals experiencing homelessness during
each agreement year.
J.Ensure that Department of Housing and Urban Development (HUD) Continuum ofCare (CoC) funding is only used to support Participants who have been referredthrough the CES.
K.For non-CES referrals prioritize those who are chronically homeless, seniors,
individuals with a Housing Choice Voucher (formerly Section 8), and other vulnerablehomeless populations in the City of Carlsbad. Prioritization should be based on Cityof Carlsbad standards as identified in case conferencing and the By Name List.
L.Maintain a 70% housing move-in and positive exit rate.
M.Ensure that at least 70% of all Participants enrolled in the program securepermanent housing within 60 days of enrollment.
N.Ensure at least 50% of clients increase their household income in the program.
0.Ensure at least 85% of households that exit to permanent housing do not become
homeless again within one year.
P.Use a Housing First approach incorporating evidence-based practices such ascritical time intervention, intensive case management, cognitive behavioral
intervention, trauma-informed care, motivational interviewing, positive youth
development, and harm reduction.
Q.Use diversion strategies with all Participants as appropriate.
R.Bridge Participants into interim housing resources, such as shelters, bridge housing
programs or hotel/motel vouchers, while they search for permanent housing.
S.Ensure Participant housing units meet HUD Housing Quality Standards (HQS) andrent reasonableness standards prior to approval. Maintain documentation within the
Participant file.
T.Ensure that HUD funding is only used for leases of at least one year which are
renewable for a minimum term of one month and terminable only for cause.
U.Provide housing search assistance, rental assistance, utility deposits, move-in
assistance, and case management to Participants for up to 24 months. Create
individualized Housing Stability Plans (HSP) designed to help Participants reduce
functional and other barriers to obtaining and maintaining housing. HSPs should bedeveloped at intake and reviewed once the client is housed and at a minimum every45 days. HSPs should include focused SMART goals in three core areas: housing,
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financial, and health/wellness. The plan should be reviewed at every meeting with a
Participant to ensure the Participant is on track to meet their identified goals. The
main components of each plan should include: outline of goals pertaining to housing;
outline of roles and expectations of household; outline of roles and expectations of Case Manager; and timelines for each step. The plan should be adjusted as needed at the discretion of the Contractor.
V.Assist Participants with obtaining housing, increasing income through employment
and/or benefits, and enhancing participants' life skills (i.e. educational, and
budgeting). Connect Participants to a health home and other healthcare services and
track connections and health outcomes. Creatively and collaboratively problem-solvewith Participants to address other barriers that may interfere with their housing
stability.
W.Case Managers must meet with Participants a minimum of once per month.
X.When appropriate continue case management for up to 6 months after financialassistance has ended, provided Participant's household has not received a full 12
months of services.
Y.Provide services specifically designed to meet the needs of LGBTQIA+ individuals
when appropriate.
Z.Receive referrals and make referrals to and from the Carlsbad Homeless OutreachTeam (HOT), City staff, community partners, nonprofits and self-referrals. To qualify,
Participants must be:
1.Literally homeless as defined by HUD; and2.Experiencing homelessness in the City of Carlsbad. This information must beverified through a Third-Party Certification of Homeless Status Form. Theupdated form can be found at Third-Party Verification of Homeless Status
Form (rtfhsd.org).
AA. 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.
BB. Attend at least 75% of City organized case conferencing/partner collaboration meetings and abide by privacy and participation policies as determined by City.
CC.Share Participant Homeless Management Information System ("HMIS") data(without personally identifiable information) as part of the City of Carlsbad By Name
List.
DD.Maintain a written grievance procedure, including a formal process for
Participants to provide feedback and to resolve conflicts experienced within theprogram.
EE. Comply with all routine monitoring and program audits as requested by City.
FF. Complete accurate and thorough documentation in a timely manner. Use the
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HMIS to track Participants. Maintain data on each program Participant and program
milestones and outcomes and provide reports to City on the 15th day of each month, starting on August 15, 2023, in a format to the satisfaction of City's Housing &
Homeless Services Department. Annually provide City with an Annual Performance Report (APR) from the HMIS in compliance with HUD close-out requirements. Provide documentation of the following data points within monthly reports:
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 or declinedprogram entry;
4.Number and percentage of total Participants placed into permanent housing;
5.Average length of time from program enrollment to permanent housing;
6.Average cost of housing support per household;7.Number and percentage of households that increased income; and
8.Number and percentage of households that return to homelessness within a
year of exit to permanent housing.
GG. Provide City with billing invoices by the 15th of each month, starting on August
15, 2023. The invoice template must be approved by City and shall include accompanying documentation for funds expended, which shall include but not be limited to documentation of timecards, mileage, office supplies, rental payment receipts, and flex funds receipts.
HH. Operate within the budget set forth in Exhibit "C-4."
a.If there is a possibility that any portion of the total fee payable for the Servicesunder the Agreement is not expended by the date cif contract termination,City and Contractor agree to mutually decide how such excess funds will beallocated in the budget. In such case, Contractor agrees to draft an amended
budget (a new Exhibit "C-5") to re-allocate the excess funds, which will
require a contract amendment subject to approval by the city manager ordesignee.
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
an amended budget (a new Exhibit "C-5"), which will require a contract
amendment subject to approval by the city council or city manager ordesignee, depending on the value of the budget modification.
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EXHIBIT "C-4"
BUDGET
Funding Source General Funds PLHA Coe Total
FY 2023-24 FY 2023-24 FY 2023-24 FY 2023-24
Program Services
Rental Assistance $ 117,439.16 $ $ 275,819.00 $ 393,258.16
Flexible Funds $ 15,300.00 $ $ 15,300.00
Client Transportation $ 3,200.00
Sub Total $ 132,739.16 $ $ 279,019.00 $ 411,758.16
Personnel Cost
Personnel $ $ 112,079.66 $ 95,900.36 $ 207,980.02
Fringe Benefits $ $ 47,065.41 $ 21,568.00 $ 68,633.41
Sub Total $ $ 159,145.07 $ 117,468.36 $ 276,613.43
Program Support
Operating Costs* $ 24,760.84 $ $ 13,000.00 $ 37,760.84
Sub Total $ 24,760.84 $ $ 13,000.00 $ 37,760.84
Total Direct Costs $ 157,500.00 $ 159,145.07 $ 409,487.36 $ 726,132.43
Indirect Costs $ 17,500.00 $ 15,854.93 $ 11,939.64 $ 45,294.57
Admin Fees $ 23,412.00 $ 23,412.00
Grand Total $ 175,000.00 175,000.00 $ 444 839.00 $ 794,839.00
*Operating Costs may include: staff travel, rent, utilities, and supplies.
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