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HomeMy WebLinkAbout20A - AA- HOMELESS SRVS GRANTREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: NOVEMBER 20, 2018 TITLE: APPROVE APPROPRIATION ADJUSTMENT TO RECOGNIZE HOMELESS EMERGENCY AID PROGRAM LARGE CITY GRANT FUNDS (STRATEGIC PLAN NOS. 1,6; 5,4; 5,6) mF RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ❑ As Recommended ❑ As Amended ❑ Ordinance on 1� Reading ❑ Ordinance on 2nd Reading ❑ Implementing Resolution ❑ Set Public Hearing For_ CONTINUED TO FILE NUMBER Approve an appropriation adjustment recognizing $3,690,885.84 in funds from the State of California, Business, Consumer Services and Housing Agency in revenue account (no. 12218002-52025) and appropriate the same amount to expenditure account (nos. 12218700 - various) to address homelessness in the City of Santa Ana. 2. Authorize the City Manager or designee as the approved signatory for the Homeless Emergency Aid Program (HEAP), as required by the terms and conditions of the State of California Homeless Coordinating and Financing Council Business, Consumer Services, and Housing Agency Standard Agreement to receive one-time grant funds in the amount of $3,690,885.84. DISCUSSION On September 28th, 2018 City Staff submitted official application to the State of California in order to receive the $3,690,885.84 million from the Homeless Emergency Aid Program (HEAP) as allocated to Santa Ana as one of the Big 11 Cities combating homelessness. HEAP is authorized by Senate Bill 850, which was signed into law by Governor Brown in June 2018, intended to provide one-time funding to Continuum of Care (CoCs) and Large Cities with populations over 330,000 for immediate emergency assistance to people experiencing homelessness. In order to retrieve the funds and due to the overwhelming homeless population in the City and the County, the City of Santa Ana adopted a Shelter Crisis Resolution on August 21 st, 2018. On September 4th, 2018, the City entered into a Memorandum of Understanding (MOU) with the County and committed the use of $3.5 million in HEAP funds for the acquisition and tenant improvements of the Courtyard replacement site. Approval of this item will further the City's efforts in addressing homelessness and mitigate the negative impacts the City is experiencing. The HEAP 20A-1 Homeless Emergency Aid Program Grant November 20, 2018 Page 2 funds will be utilized in the establishment of the permanent Homeless Shelter in collaboration with the County of Orange as referenced in the MOU with the County of Orange to transition the Courtyard Emergency Homeless Shelter to more suitable locations. The remaining funds will be used for administrative oversight of the program. STRATEGIC PLAN ALIGNMENT Approval of this item supports the City's efforts to meet Goal #1 — Community Safety, Objective # 6 (Enhance Public Safety Integration, Communication and Community Outreach); Goal # 5 Community Health, Livability, Engagement & Sustainability, Objective #4 (Support neighborhood vitality and livability) and Objective # 6, (Focus projects and programs on improving the health and wellness of all residents). FISCAL IMPACT Approval of the appropriation adjustment will recognize $3,690,885.84 in funds from the State of California, Business, Consumer Services and Housing Agency in revenue account (no. 12218002- 52025) and appropriate the same amount to expenditure account (nos. 12218700 -various). The expenditure plan (as shown below) is subject to change, pending progress on the Memorandum of Understanding with the County of Orange for the permanent homeless shelter. Fiscal Year Account Number Amount 18/19 12218700-69135 $3,506,341.55 19/20 12218700 -various $ 92,272.15 20/21 12218700 -various $ 92,272.14 Total $3,690,885.84 Steven A. Mendoza Executive Director Community Development Agency APPROVED AS TO FUNDS AND ACCOUNTS: Kathryn D wno s, CPA 5� Executive Director Finance and Management Services Agency Exhibits: 1. HEAP Award Announcement Letter 2. MOU with County of Orange to Transition Courtyard Emergency Shelter 20A-2 CALIFORNIA EXHIBIT HOMELESS COORDINATING AND FINANCING COUNCIL Business, Consumer Services and Housing Agency Edmund G. Brown Jr., Governor I Alexis Podesta, Chair October 22, 2018 Hafsa Kaka Homeless Services Manager City of Santa Ana 20 Civic Center Plaza, M-26 Santa Ana, CA 92701 RE: Award Announcement— City of Santa Ana Agreement #18 -HEAP -00007: App#LC-CA-602-AZF862S5GP Dear Ms. Kaka: The Business, Consumer Services and Housing Agency (BCSH) Homeless Coordinating and Financing Council is pleased to announce that the City of Santa Ana has been awarded a Homeless Emergency Aid Program (HEAP) grant in the amount of $3,690,885.84. This letter constitutes notice of the award of HEAP funds for use in Santa Ana. The City Santa Ana will receive its full disbursement of funds after the Standard Agreement is fully executed, and the enclosed Request for Funds form has been signed and returned. Please note that the Request for Funds form must be signed at a date at least one day after the City of Santa Ana has signed the Standard Agreement. In addition, grant expenditures may not be incurred prior to the execution of the Standard Agreement and receipt by the City of Santa Ana of HEAP funds. Please be advised that this award is subject to the terms and conditions of the Standard Agreement, which must be fully executed within thirty days of the date of this award letter. Failure by the City of Santa Ana to sign and return the Standard Agreement upon receipt from BCSH within this timeframe may result in a delay of disbursement of funds. Congratulations on your successful application. For further information, please contact Daniel Castillo, HEAP Grant Manager at 916-651-2788 or daniel.castilloObcsh.ca.gov. Sincer j . eoa—e�� Alexis Podesta, Secretary Business, Consumer Services and Housing Agency Council Chair 915 Capitol Mall, Suite 350-A I Sacramento, CA 95814 1(916) 653-4090 www. bcs h.ca.govlhcfc 20A-3 CALIFORMA EXHIBIT HOMELESS COORDINATING AND FINANCING COUNCIL Business, Consumer Services and Housing Agency Edmund G. Brown Jr., Governor I Alexis Podesta, Chair October 22, 2018 Hafsa Kaka Homeless Services Manager City of Santa Ana 20 Civic Center Plaza, M-26 Santa Ana, CA 92701 RE: City of Santa Ana —18 -HEAP -00006 - App#LC-CA-602-AZF862S5GP Dear Ms. Kaka: Congratulations on your Homeless Emergency Aid Program (HEAP) award. Attached is a copy of the HEAP Standard Agreement with Exhibits A through D. A. Standard Agreement (STD 213 and Exhibits A through D) STD 213 — Cover page Exhibit A — Authority, Purpose and Scope of Work Exhibit B — Budget Detail and Payment Provisions Exhibit C —Terms and Conditions Exhibit D — Special Terms and Conditions B. For expeditious handling of the contract, please complete the following: 1. Review the entire Agreement thoroughly and, if necessary, discuss the requirements with your legal and financial advisors. Changes to the Agreement will not be accepted unless approved in writing by the Business, Consumer Services and Housing Agency (Agency). 2. Agency has provided four signed copies of the Standard Agreement, STD 213. The Grantee shall counter sign the four copies of the first page of the Standard Agreement, STD 213, and initial the first page of Exhibits A through D. 915 Capitol Mall, Suite 350-A I Sacramento, CA 95814 1 (916) 653-4090 www.besh.ca.gov/hcfc 20A-4 EXHIBIT 1 3. The person(s) authorized in the Authorized Signatory Form must provide an original signature, printed name, title and date on the lower left-hand section entitled "Contractor" on each of the four copies of the STD 213, and provide an original initial in the space provided on the cover of each copy of Exhibits A through D 4. The person authorized in the Authorized Signatory Form must provide a printed name, signature, and date on the attached Request for Funds (RFF) form. The date of the signature me 5. Do not send photo copies of signatures. All must be original signatures with wet ink. 5. Return the four signed copies of the STD 213 with all initialed Exhibits and the signed RFF form within 30 days inside the enclosed envelope. 7. Insert a signed copy of either the STD 204 or GovtTIN form that was submitted along with application documents. 8. Maintain a complete electronic version of the STD 213 and Exhibits A through D for your pending file. Note: The contract is not effective until it is signed by the Grantee's designated official and the Agency. The Agency reserves the right to cancel a pending Standard Agreement in its entirety if it is not retumed within the required 30 -day period. Furthermore, no changes may be made to the Standard Agreement or Exhibits A through D without prior written.approval from the Agency. Please accept our best wishes for a successful program. Please contact me at (916) 651-2788 or Daniel.CastilloCa)bcsh.ca.aov or our Local Government Liaison Lahela Mattox at (916) 651-2770 or Lahela.Mattox(Wbcsh.ca.gov if you have any questions regarding the Standard Agreement or the provisions therein. Sincerely? Daniel Castillo Grant Manager 20A-5 STATE OF CALIFORNIA- DEPARTMENT OF GENERAL SERVICES EXHIBIT 1 STANDARD AGREEMENT AGREEMENTNUMBER PURCHASING AUTHORITY NUMBER Cif applimble) STD 213 (Rev. 10/2018) 18 -HEAP -00007 1. This Agreement is entered Into between the Contracting Agency and the Contractor named below: CONTRACTING AGENCY NAME BUSINESS, CONSUMER SERVICES AND HOUSING AGENCY CONTRACTOR NAME The City of Santa Ana 2. The term of this Agreement is: START DATE Upon BCSH Approval THROUGH END DATE 10/31/2021 3. The maximum amount of this Agreement is: $3,690,885.84 4. The parties agree to complywith the terms and conditions of the following exhibits, which are by this reference made a part of the Agreement. EXHIBITS TITLE PAGES ExhibitA Scope Of Work Santa Ana CA 92701 3 Exhibit Budget Detail and Payment Provisions Deputy City Manager CONTRACTOR AUTHORIZED SIGNATURE DATE SIGNED 3 ExhibitC Terms and Conditions 9 ExhibltD Special Terms and Conditions TITLE T i,a,enereuymcorporareaoyrererenceanomaaepartorthis agreementosifattachedhereto. These documents can be viewed of www.dgs.co.gov/ols/resources/standardcontractlanguage.aspx INW NESS WHEREOF, THISAGREEMENTHASSEFNEXECUTEDBYTHEPARTIESHERETO. CONTRACTOR LUN i UAL] UX NAME (a other than an Individual, state whether corporation, partnership, etc) The City of Santa Ana CONTRACTOR BUSINESS ADDRESS CITY STATE ZIP 20 Civic Center Plaza, M-26 Santa Ana CA 92701 PRIMED NAME OF PERSON SIGNING TITLE Robert Cortez Deputy City Manager CONTRACTOR AUTHORIZED SIGNATURE DATE SIGNED CALIFORNIA CONTRACTING AGENCY NAME BUSINESS, CONSUMER SERVICES AND HOUSING AGENCY CONTRACTING AGENCYADDHESS CIT/ STATE ZIP 915 Capitol Mall, Suite 350-A Sacramento CA 95814 PRINTED NAME OF PERSON SIGNING TITLE Alexis Podesta Agency Secretary CONTRACTING AGENCY AUTHORIZTORE VK(y, KI, DATE SIGNED Jr'�ZZ10 20A-6 Paae 1 of 1 EXHIBIT 1 City of Santa Ana 18 -HEAP -00007 Page 1 of 3 Standard Agreement EXHIBIT A AUTHORITY, PURPOSE AND SCOPE OF WORK Homeless Emergency Aid Program (HEAP) 1. Authority Pursuant to Chapter 5 (commencing with Section 50210) of Part 1 of Division 31 of the Health and Safety Code, and all other relevant provisions established under SB 850 (Chapter 48, Statutes of 2018), the State has established the Homeless Emergency Aid Program ("HEAP" or "the Program" or "the grant"). The Program is administered by the California Homeless Coordinating and Financing Council ("Council") in the Business, Consumer Services and Housing Agency ("Agency"). HEAP provides one-time flexible block grant funds to Administrative Entities as defined in the September 5, 2018 HEAP Notice of Funding Availability (NOFA) and Large Cities to address their immediate homelessness challenges. This Standard Agreement along with all its exhibits ("Agreement") is entered into by the Agency and an Administrative Entity or Large City ("Contractor") under the authority of, and in furtherance of the purpose of, the Program. In signing this Agreement and thereby accepting this award of funds, the Contractor agrees to comply with the terms and conditions of the Agreement, the Notice of Funding Availability ("NOW) under which the Contractor applied, the representations contained in the Contractor's application, and the requirements of the authority cited above. 2. Purpose The general purpose of the Program is to provide one-time block grant funding to address the immediate emergency needs of homeless individuals and individuals at imminent risk of homelessness in the service area of each Contractor. In accordance with the authority cited above, an application was made by the Contractor for HEAP funds to be allocated for eligible uses under the grant, which include, but are not limited to, the following: services, rental assistance or subsidies, capital improvements and homeless youth activities. 3. Definitions Terms herein shall have the same meaning as the definitions set forth in the HEAP NOFA. 4. Scope of Work The Scope of Work ("Work") for this Agreement shall include one-time uses that are consistent with Chapter 5 (commencing with Section 50210) of Part 1 of Division 31 of the Health and Safety Code, and all other relevant provisions established under SB 850 (Chapter 48, Statutes of 2018), for eligible uses, which include, but are not limited to, one or more of the following: Homeless Emergency Aid Program NOFA hate: 09/05/2018 20A-7 Contractor's Initials EXHIBIT 1 City of Santa Ana 18 -HEAP -00007 Page 2 of 3 Standard Agreement EXHIBIT A A. Services, B. Rental Assistance or Subsidies, C. Capital Improvements, D. Homeless Youth Set -Aside, E. Administrative Costs, and F. Other 4. Agency Contract Coordinator The Agency's Contract Coordinator for this Agreement is the Council's HEAP Grant Manager or the Grant Manager's designee. Unless otherwise instructed, any notice, report, or other communication requiring Contractor signature for this Agreement shall be mailed by first class mail to the Agency Contract Coordinator at the following address: Business, Consumer Services and Housing Agency Attn: Homeless Emergency Aid Program Grant Manager 915 Capitol Mall, Suite 350-A Sacramento, CA 95814 5. Contractor's Contract Coordinator The Contractor's Contract Coordinator (°Authorized Representative's for this Agreement is listed below. Unless otherwise informed, any notice, report or other communication required by this Agreement will be mailed by first class mail to the Contractor's Contract Coordinator at the following address: Contractor's Hafsa Kaka, Authorized Homeless Services Manager Representative Name: 20 Civic Center Plaza, M-26 Address: Santa Ana, CA 92701 Phone: (714) 640 4245 Email: Hkaka@santa-ana.org Homeless Emergency Aid Program NOFA Date: 09/05/2018 20A-8 EXHIBIT 1 City of Santa Ana 18 -HEAP -00007 Page 3 of 3 Standard Agreement EXHIBIT A 6. Effective Date. Term of Agreement. and Deadlines A. This Agreement is effective upon approval by the Agency (indicated by the signature provided by Agency in the lower left section of page one, Standard Agreement, STD. 213), when signed by all parties. B. All HEAP grant funds must be at least fifty percent contractually obligated by January 1, 2020. One hundred percent of Program funds must be expended by June 30, 2021. Any funds not expended by that date shall be returned to the Agency and will revert to the General Fund (See Health and Safety Code Section 50215). 7. Special Conditions Agency reserves the right to add any special conditions to this Agreement it deems necessary to ensure the goals of the Program are achieved. Homeless Emergency Aid Program NOFA Date: 09/05/2018 20A-9 EXHIBIT 1 City of Santa Ana 18 -HEAP -00007 Standard Agreement Page 1 of 3 EXHIBIT B BUDGET DETAIL AND PAYMENT PROVISIONS Homeless Emergency Aid Program (HEAP) 1. Budget Detail The Contractor agrees that HEAP funds shall be expended on one-time uses that address immediate homelessness challenges. Consistent with the application submitted by the Contractor on September 28, 2018, the Business, Consumer Services and Housing Agency ("Agency") shall award funds in the form of a grant for the following eligible activities: A. Capital Improvements; $3,321,797.26 B. Services: $0.00 C. Rental Assistance or Subsidies: $0.00 D. Homeless Youth Set -Aside: $184,544.29 E. Administrative Costs: $184,544.29 F. Other. $0.00 Total HEAP Award Amount: $3,690,885.84 2. General Conditions Prior to Disbursement General Requirements — All Contractors must submit the following forms prior to HEAP funds being released: LI! C. Request for Funds Form (RFF), Four original copies of the signed STD. D, and 213 form and initialed Exhibits A through Any other documents, certifications, or evidence requested by Agency as part of the HEAP application. 3. Expenditure of Funds Specific requirements and deadlines for contractually obligating and expending awarded funds are defined in the HEAP statutes. Health and Safety Code Sections 50214 and 50215 mandate the following: A. No more than five (5) percent of HEAP funds may be used for administrative costs related to the execution of eligible activities. B. No less than five (5) percent of HEAP funds shall be used to establish or expand services meeting the needs of homeless youth or youth at risk of homelessness. C. No less than 50 percent of HEAP funds shall be contractually obligated by January 1, 2020. D. One hundred percent of HEAP funds shall be expended by June 30, 2021. Homeless Emergency Aid Program NOFA Date: 09/0512018 20A-10 Contractor's Initials EXHIBIT 1 City of Santa Ana 18 -HEAP -00007 Page 2 of 3 Standard Agreement EXHIBIT B E. Any funds not expended by June 30, 2021 shall be returned to Agency and will revert to the General Fund. Homeless Coordinating and Financing Council ("Council") staff will provide ongoing technical assistance and training to support Contractors in successfully complying with these requirements and deadlines. HEAP funds may not be obligated and expended prior to the effective date of this Agreement or prior to Contractor's receipt of HEAP funds, whichever date is later, even ff it is for an eligible use under the statute. Program funds shall be expended in compliance with the requirements set forth in Chapter 5 of Part 1 of Division 31 of the Health and Safety Code and all other relevant provisions established under SB 850, the NOFA, and this Agreement. 4. Disbursement of Funds HEAP funds will be disbursed to the Contractor upon receipt, review and approval of the completed RFF by Agency, which will then forward the RFF to the State Controller's Office ("SCO") for a check to be issued. The RFF must include the proposed activities and amount of funds proposed for expenditure under each eligible use. HEAP funds will be disbursed in a single allocation once the RFF has been received by the SCO. 5. Budget Changes After the effective date of this Agreement, the Contractor agrees that no changes shall be made to the Contractor's HEAP budget, funded homeless service providers ("subrecipients"), or eligible activities listed in the RFF without first obtaining approval from Agency. Any changes to this Agreement must be requested by the Contractor in writing through submission of a Change Request Form. Changes must be approved in writing by Agency. 6. Ineligible Costs HEAP funds shall not be used for costs associated with activities in violation of any law or for any activities not consistent with the intent of the Program and the eligible uses identified in Health and Safety Code Section 50214. Agency reserves the right to request additional information and clarification to determine the reasonableness and eligibility of all costs to be paid with funds made available by this Agreement. If the Contractor or its funded subrecipients use HEAP funds to payfor ineligible activities, the Contractor shall be required to reimbursethese funds to Agency. Homeless Emergency Aid Program NOFA Date: 09/0512018 20A-11 EXHIBIT 1 City of Santa Ana 18 -HEAP -00007 Standard Agreement Page 3 of 3 EXHIBIT B A. An expenditure which is not authorized by this Agreement, or which cannot be adequately documented, shall be disallowed and must be reimbursed to Agency by the Contractor. B. Expenditures for activities not described in Exhibit A or Paragraph 1 above shall be deemed authorized if the activities are consistent with Health and Safety Code Section 50214 and such activities are included in the approved RFF or are approved in writing by Agency prior to the expenditure of funds for those activities. C. Agency, at its sole and reasonable discretion, shall make the final determination regarding the allowability of expenditures of HEAP funds. D. Program funds shall not be used for overhead or planning activities, including Homeless Management Information Systems or Homelessness Plans. 7. Administrative Costs The Contractor must comply with Health and Safety Code Section 50214, which limits administrative costs related to the execution of eligible activities to no more than five percent of HEAP funds. For purposes of this Program, "administrative costs" does not include staff costs directly related to carrying out the eligible activities described in Paragraph 1 of this Exhibit. Homeless Emergency Aid Program NOFA Date: 09/05/2018 20A-12 EXHIBIT 1 City of Santa Ana 18 -HEAP -00007 Page 1 of 9 Standard Agreement EXHIBIT C TERMS AND CONDITIONS Homeless Emergency Aid Program (HEAP) 1. Effective Date. Commencement of Work and Completion Dates A. This Agreement is effective upon approval by Agency, which is indicated by the signature provided by Agency in the lower left-hand comer of page one, Standard Agreement, STD. 213, when signed by all parties. Contractor agrees that the work shall not commence, nor any costs to be paid with HEAP funds be incurred or obligated by any party, prior to execution of this Agreement by Agency and the Contractor, or prior to Contractor's receipt of HEAP funds, whichever date is later. Contractor agrees that the work shall be completed by the expenditure date specified in Exhibit A, Paragraph 6. B. Contractor must contractually obligate no less than 50 percent of HEAP funds by January 1, 2020. One hundred percent of HEAP funds shall be expended by June 30, 2021. Any funds not expended by June 30, 2021 shall be returned to Agency and revert to the General Fund. "Obligate" means that the Contractor has placed orders, awarded contracts, received services, or entered similar transactions that require payment from the grant amount. In the case of an award made to a general purpose local government that subcontracts with private nonprofit organizations via letters of awards and Service Provider Agreements, the Subcontractors are required to obligate the funds by the same statutory deadlines. "Expended" means all HEAP funds obligated under contract or subcontract have been fully paid and receipted, and no invoices remain outstanding. C. Contractor and its Subcontractors agree that the work shall be completed by the expiration date specified in Exhibit A, Paragraph 6 and that the Scope of Work will be provided for the full term of this Agreement. 2. Sufficiency of Funds and Termination A. Agency may terminate this Agreement at any time for cause by giving a minimum of 14 days' notice of termination, in writing, to the Contractor. Cause shall consist of, violations of any terms or conditions of this Agreement, or any breach of contract as described in Paragraph 7; violation of any Federal or State Laws or Regulations; orwithdrawal of Agency's expenditure authority. Upon termination of this Agreement, unless otherwise approved in writing by Agency, any unexpended funds received by the Contractor shall be returned to Agency within thirty days of the Notice of Termination. B. This Agreement is valid and enforceable only if sufficient funds are made available to Agency by legislative appropriation. In addition, this Agreement is subject to any additional restrictions, limitations or conditions, or statutes, regulations or any other Homeless Emergency Aid Program Contractor's Initials NOFA Date: 09/05/2018 20A-1 3 EXHIBIT 1 City of Santa Ana 18 -HEAP -00007 Standard Agreement Page 2 of 9 EXHIBIT C laws, whether federal or those of the State of California, or of any agency, department, or any political subdivision of the federal or State of California governments, which may affect the provisions, terms or funding of this Agreement in any manner. 3. Transfers Contractor may not transfer or assign by subcontract or novation, or by any other means, the rights, duties, or performance of this Agreement or any part thereof, except with the prior written approval of Agency and a formal amendment to this Agreement to affect such subcontract or novation. 4. Contractor's Application for Funds Contractor has submitted to Agency an application for HEAP funds to provide urgently needed emergency assistance to homeless people in communities with a declared shelter crisis or applicable waiver as authorized by Health and Safety Code Section 50212(b). Agency is entering into this Agreement on the basis of, and in substantial reliance upon, Contractor's facts, information, assertions and representations contained in that Application, and in any subsequent modifications or additions thereto approved by Agency. The Application and any approved modifications and additions thereto are hereby incorporated into this Agreement. Contractor warrants that all information, facts, assertions and representations contained in the Application and approved modifications and additions thereto are true, correct, and complete to the best of Contractor's knowledge. In the event that any part of the Application and any approved modification and addition thereto is untrue, incorrect, incomplete, or misleading in such a manner that would substantially affect Agency approval, disbursement, or monitoring of the funding and the grants or activities governed by this Agreement, then Agency may declare a breach hereof and take such action or pursue such remedies as are provided for breach hereof. 5. Reporting/Audits A. The Contractor shall submit an annual report to Agency on forms provided by Agency, by January 1, 2020 and January 1, 2021. If the Contractor fails to provide such documentation, Agency may disencumber any portion of the amount authorized by this Agreement with a 14 -day written notification. The Contractor shall also submit a final report by September 30, 2021. B. The annual report shall contain a detailed report containing the following: 1. Amounts awarded to subrecipients with activity(ies) identified. 2. Contract expenditures. 3. Unduplicated number of homeless persons or persons at imminent risk of homelessness served. Homeless Emergency Aid Program NOFA Date: 09/05/2018 20A-14 EXHIBIT 1 City of Santa Ana 18 -HEAP -00007 Page 3 of 9 Standard Agreement EXHIBIT C 4. Number of instances of service (defined in September 5, 2018 HEAP NOFA. 5. Increases in capacity for new and existing programs. 6. The number of unsheltered homeless persons becoming sheltered. 7. The number of homeless persons entering permanent housing. Breakdowns will be expected for each activity (i.e. services, capital improvements, rental assistance, etc.) and program type (i.e. emergency shelter, rapid re -housing, outreach, etc.) for the supplemental reporting requirements listed above, when applicable. The same information will also be requested specifically for the following subpopulabons, based on priorities defined by the U.S. Department of Housing and Urban Development (HUD): 1. Chronically homeless 2. Homeless veterans 3. Unaccompanied homeless youth 4. Homeless persons in families with children Counts by subpopulation will not be required in cases where that information is unavailable, but it is expected in cases where client information is entered in a Homeless Management Information System (HMIS). Additional breakdowns for other subgroups (e.g. race, ethnicity, disability status, etc.) are optional, if the Contractor chooses to include them. The Contractor will also be asked to comment on the following: 1. Progress made toward local homelessness goals. 2. The alignment between HEAP funding priorities and "Housing First' principles adopted by the Homeless Coordinating and Financing Council 3. Any other effects from HEAP funding that the CoC or large city would like to share (optional). C. Agency reserves the right to perform or cause to be performed a financial audit. At Agency request, the Contractor shall provide, at its own expense, a financial audit prepared by a certified public accountant. HEAP administrative funds may be used to fund this expense. 1. If a financial audit is required by Agency, the audit shall be performed by an independent certified public accountant. 2. The Contractor shall notify Agency of the auditor's name and address immediately after the selection has been made. The contract for the audit shall allow access by Agency to the independent auditor's working papers. 3. The Contractor is responsible for the completion of audits and all costs of preparing audits. 4. If there are audit findings, the Contractor must submit a detailed response acceptable to Agency for each audit finding within 90 days from the date of the Homeless Emergency Aid Program NOFA Date: 09/05/2018 20A-15 EXHIBIT 1 City of Santa Ana 18 -HEAP -00007 Standard Agreement Page 4 of 9 EXHIBIT C audit finding report. 6. Retention and Inspection of Records A. The Contractor agrees that Agency or its designee shall have the right to review, obtain, and copy all records and supporting documentation pertaining to performance of this Agreement. The Contractor agrees to provide Agency or its designee, with any relevant information requested. The Contractor agrees to permit Agency or its designee access to its premises, upon reasonable notice, during normal business hoursforthe purpose of interviewing employeeswho might reasonably have information related to such records and inspecting and copying such books, records, accounts, and other materials that may be relevant to a matter under investigation for the purpose of determining compliance with the Chapter 5 of Part 1 of Division 31 of the Health and Safety Code and all other applicable requirements established under SB 850, HEAP program guidance document published on the website, and this Agreement. B. The Contractor further agrees to retain all records described in Paragraph A for a minimum period of five (5) years after the termination of this Agreement. 1. If any litigation, claim, negotiation, audit, monitoring, inspection or other action has been commenced before the expiration of the required record retention period, all records must be retained until completion of the action and resolution of all issues which arise from it. 7. Breach and Remedies A. The following shall each constitute a breach of this Agreement: 1. Contractor's failure to comply with the terms or conditions of this Agreement. 2. Use of, or permitting the use of, HEAP funds provided under this Agreement for any ineligible activities. 3. Any failure to comply with the deadlines set forth in this Agreement. B. In addition to any other remedies that may be available to Agency in law or equity for breach of this Agreement, Agency may: 1. Bar the Contractor from applying for future HEAP funds; 2. Revoke any other existing HEAP award(s) to the Contractor; 3. Require the return of any unexpended HEAP funds disbursed under this Agreement; 4. Require repayment of HEAP funds disbursed and expended under this Agreement; 5. Require the immediate return to Agency of all funds derived from the use of HEAP funds including, but not limited to recaptured funds and returned funds; Homeless Emergency Aid Program NOFA Date: 09/05/2018 20A-16 EXHIBIT 1 City of Santa Ana 18 -HEAP -00007 Page 5 of 9 Standard Agreement EXHIBIT C 6. Seek, in a court of competent jurisdiction, an order for specific performance of the defaulted obligation or the appointment of a receiver to complete the technical assistance in accordance with HEAP requirements; and 7. Seek such other remedies as may be available under this Agreement or any law. 8. All remedies available to Agency are cumulative and not exclusive. 9. Agency may give written notice to the Contractor to cure the breach or violation within a period of not less than 15 days. 8. Waivers No waiver of any breach of this Agreement shall be held to be a waiver of any prior or subsequent breach. The failure of Agency to enforce at any time the provisions of this Agreement, or to require at any time, performance by the Contractor of these provisions, shall in no way be construed to be a waiver of such provisions nor to affect the validity of this Agreement or the right of Agency to enforce these provisions. 9. Nondiscrimination During the performance of this Agreement, Contractor and its subcontractors shall not unlawfully discriminate, harass, or allow harassment against any employee or applicant for employment because of sex (gender), sexual orientation, gender identity, gender expression, race, color, ancestry, religion, creed, national origin (including language use restriction), pregnancy, physical disability (including HIV and AIDS), mental disability, medical condition (cancer/genetic characteristics), age (over 40), genetic information, marital status, military and veteran status, and denial of medical and family care leave or pregnancy disability leave. Contractors and subcontractors shall ensure that the evaluation and treatment of their employees and applicants for employment are free from such discrimination and harassment. Contractor or subcontractors shall comply with the provisions of the Fair Employment and Housing Act (Government Code section12990 (a -f) et seq.) and the applicable regulations promulgated thereunder (Califomia Code of Regulations, Title 2, section 7285 et seq.). The applicable regulations of the Fair Employment and Housing Commission implementing Government Code section 12990 (a -f), set forth in Chapter 5 of Division 4 of Title 2 of the California Code of Regulations, are incorporated into this Agreement by reference and made a part hereof as if set forth in full. Contractor and its subcontractors shall give written notice of their obligations under this clause to labor organizations with which they have a collective bargaining or other agreement. 10. Conflict of Interest All participants are subject to State and Federal conflict of interest laws. Failure to comply with these laws, including business and financial disclosure provisions, will result in the application being rejected and any subsequent contract being declared void. Other legal action may also be taken. Applicable statutes include, but are not Homeless Emergency Aid Program NOFA Date: 09/05/2018 20A-17 EXHIBIT 1 City of Santa Ana 18 -HEAP -00007 Standard Agreement Page 6 of 9 EXHIBIT C limited to, Government Code section 1090 and Public Contract Code, sections 10410 and 10411, for State conflict of interest requirements. A. Current State Employees: No State officer or employee shall engage in any employment, activity, or enterprise from which the officer or employee receives compensation or has a financial interest, and which is sponsored or funded by any State agency, unless the employment, activity, or enterprise is required as a condition of regular State employment. No State officer or employee shall contract on his or her own behalf as an independent contractor with any State agency to provide goods or services. B. Former State Employees: For the two-year period from the date he or she left State employment, no former State officer or employee may enter into a contract in which he or she engaged in any of the negotiations, transactions, planning, arrangements, or any part of the decision-making process relevant to the contract while employed in any capacity by any State agency. For the twelve-month period from the date he or she left State employment, no former State officer or employee may enter into a contract with any State agency if he or she was employed by that State agency in a policy-making position in the same general subject area as the proposed contract within the twelve-month period prior to his or her leaving State service. C. Employees of the Contractor: Employees of the Contractor shall comply with all applicable provisions of law pertaining to conflicts of interest, including but not limited to any applicable conflict of interest provisions of the California Political Reform Act, Government Code section 87100 et seq. 11. Druq-Free Workplace Certification Certification of Compliance: By signing this Agreement, Contractor, and its subcontractors, hereby certify, under penalty of perjury under the laws of State of California, compliance with the requirements of the Drug -Free Workplace Act of 1990 (Government Code 8350 et seq.) and have or will provide a drug-free workplace by taking the following actions: A. Publish a statement notifying employees and subcontractors that unlawful manufacture, distribution, dispensation, possession, or use of a controlled substance is prohibited and specifying actions to be taken against employees, contractors, or subcontractors for violations, as required by Government Code section 8355(a)(1). B. Establish a Drug -Free Awareness Program, as required by Government Code section 8355(a)(2) to inform employees, contractors, or subcontractors about all of the following: 1. The dangers of drug abuse in the workplace, Homeless Emergency Aid Program NOFA Date: 09/05/2018 20A-18 EXHIBIT 1 City of Santa Ana 18 -HEAP -00007 Page 7 of 9 Standard Agreement EXHIBIT C 2. Contractor's policy of maintaining a drug-free workplace, 3. Any available counseling, rehabilitation, and employee assistance programs, and 4. Penalties that may be imposed upon employees, contractors, and subcontractors for drug abuse violations. C. Provide, as required by Government Code section 8355(a)(3), that every employee and/or subcontractor who works under this Agreement: 1. Will receive a copy of Contractor's drug-free policy statement, and 2. Will agree to abide by terms of Contractor's condition of employment or subcontract. 12. Child Support Compliance Act For any Contract Agreement in excess of $100,000, the Contractor acknowledges in accordance with Public Contract Code 7110, that: A. The Contractor recognizes the importance of child and family support obligations and shall fully comply with all applicable state and federal laws relating to child and family support enforcement, including, but not limited to, disclosure of information and compliance with earnings assignment orders, as provided in Chapter 8 (commencing with section 5200) of Part 5 of Division 9 of the Family Code; and B. The Contractor, to the best of its knowledge is fully complying with the earnings assignment orders of all employees and is providing the names of all new employees to the New Hire Registry maintained by the California Employment Development Department. 13. Special Conditions — Contractors/Subcontractor The Contractor agrees to comply with all conditions of this Agreement including the Special Conditions set forth in Exhibit D. These conditions shall be met to the satisfaction of Agency prior to disbursement of funds. The Contractor shall ensure that all Subcontractors are made aware of and agree to comply with all the conditions of this Agreement and the applicable State requirements governing the use of HEAP funds. Failure to comply with these conditions may result in termination of this Agreement. A. The Agreement between the Contractor and any Subcontractor shall require the Contractor and its Subcontractors, if any, to: 1. Perform the work in accordance with Federal, State and Local housing and building codes, as applicable. 2. Maintain at least the minimum State -required worker's compensation for those employees who will perform the work or any part of it. Homeless Emergency Aid Program NOFA Date: 09/05/2018 20A-19 EXHIBIT 1 City of Santa Ana 18 -HEAP -00007 Standard Agreement Page 8 of 9 EXHIBIT C 3. Maintain, as required by law, unemployment insurance, disability insurance, and liability insurance in an amount that is reasonable to compensate any person, firm or corporation who may be injured or damaged by the Contractor or any Subcontractor in performing the Work or any part of it. 4. Agree to include all the terms of this Agreement in each subcontract. 14. Compliance with State and Federal Laws Rules Guidelines and Regulations The Contractor agrees to comply with all State and Federal laws, rules and regulations that pertain to construction, health and safety, labor, fair employment practices, environmental protection, equal opportunity, fair housing, and all other matters applicable and/or related to the HEAP program, the Contractor, its Subcontractors, and all eligible activities. Contractor shall also be responsible for obtaining any and all permits, licenses, and approvals required for performing any activities under this Agreement, including those necessary to perform design, construction, or operation and maintenance of the activities. Contractor shall be responsible for observing and complying with any applicable federal, state, and local laws, rules or regulations affecting any such work, specifically those including, but not limited to, environmental protection, procurement, and safety laws, rules, regulations, and ordinances. Contractor shall provide copies of permits and approvals to Agency upon request. 15. Inspections A. Contractor shall inspect any work performed hereunder to ensure that the work is being and has been performed in accordance with the applicable Federal, State and/or local requirements, and this Agreement. B. Agency reserves the right to inspect any work performed hereunder to ensure that the work is being and has been performed in accordance with the applicable Federal, State and/or local requirements, and this Agreement. C. Contractor agrees to require that all work that is determined based on such inspections not to conform to the applicable requirements be corrected and to withhold payments to the subrecipient or Subcontractor until it is corrected. 16. Litigation A. If any provision of this Agreement, or an underlying obligation, is held invalid by a court of competent jurisdiction, such invalidity, at the sole discretion of Agency, shall not affect any other provisions of this Agreement and the remainder of this Agreement shall remain in full force and effect. Therefore, the provisions of this Agreement are and shall be deemed severable. Homeless Emergency Aid Program NOFA Date: 09/05/2018 20A-20 EXHIBIT 1 City of Santa Ana 18 -HEAP -00007 Page 9 of 9 Standard Agreement EXHIBIT C B. The Contractor shall notify Agency immediately of any claim or action undertaken by or against it, which effects or may affect this Agreement or Agency, and shall take such action with respect to the claim or action as is consistent with the terms of this Agreement and the interests of Agency. Homeless Emergency Aid Program NOFA Date: 09/05/2018 20A-21 EXHIBIT 1 City of Santa Ana 18 -HEAP -00007 Standard Agreement Page 1 of 1 Exhibit D SPECIAL TERMS AND CONDITIONS Homeless Emergency Aid Program (HEAPI I. All proceeds from any interest-bearing account established by the Contractor for the deposit of HEAP funds, along with any interest-bearing accounts opened by Subrecipients to the Contractor for the deposit of HEAP funds, must be used for HEAP -eligible activities. Consistent with Health and Safety Code Section 50214 (b), no more than five (5) percent of these proceeds may be used for general administrative purposes. At least five (5) percent of these proceeds must be allocated to establishing or expanding services for homeless youth, as defined in HEAP Program documents. 2. Any housing -related activities funded with HEAP funds, including but not limited to, emergency shelter, rapid -rehousing, rental assistance, transitional housing and permanent supportive housing must be in compliance or otherwise aligned with the Core Components of Housing First, pursuant to Welfare and Institution Code Section 8255(b). Homeless Emergency Aid Program NOFA Date: 09/05/2018 20A-22 Contractor's Initials A:cua:a atacrus,rnnsmus�nnntashrmaoosmeheency - ew>ersscoaxnmemeaucnrmencufccoorerntecvuls) - flSOptlLdkBdmffa4 nm S�apG efxl4. I�nI 11�Bi0(9-/WO . F¢nifl Ur.VO �. HOMELESS EMERGENCY AID PROGRAM REQUEST FOR FUNDS FORM Contract Number 1841EAP-00007 Im ke Number 1841P -AP -00007 Expiration Data: 1013112021 Grantee Namr. The City of Santa Ana ('nntaetPerscn: Hafsa Kaka Address: _ 20Civic Center Plaza, M-13 Contact Peffon Tion. _Homeless 4rWres Manager _ CRY: Santa Ana E -mall: Hkakap�santa-anaore 6tate&Zip: CA 92701 Phone No.: 14 6404245 HOMELESS EMERGENCY AID EXPENDITURES BREAKDOWN BUDGET BREAKDOWN Proposed Activitim Approved Budget Services $0.08 50.00 Rental Assistance or Subsidies $0.00 80.00 Capital Improvements 53,321,797.26 $3,321,797.26 Homeless Youth Set -Aside 5184,544.29 5184,544.79 Administrative Costs 5184,54439IF 5194,544.29 Other. 50.00 SO.00 ' Other. 50.00 S0.00 TOTAL: 53,690,885.84 CERTMCATION AtffF PSevafarm,rcemmrolhedea vfayinoaiedge muddeaefrhar Orforn urrve, compX/e,m,dactvuX, mrd rhe on(vinuanQtrffigerarefur rLeryrrynesuN uhleaircs.sa/nM rn the lermx m,drnrrJlouru of OX lclonsorwhe dg,eemenr. l,mr wun r/mram/ahe• finmaua, mfiuudv/rn+mhrmanvn, adX gmuaan aJarryrnaerwlj sv, mrymdJesiau m rriwnal, owl oradmrN4rmrlw permhtes jaJmud ja6earoremenn. fahrckmaaraherww. Robert CorRz Deputy City Manager ',NameofAothonced Persou - - - Date - SlgoataraofAuthorived Person Date ' BCSK USE ONLY Grant ManagemenPRepresentath-e Signature - - Date;; ' 20A-23 20A-24 INSURANCE ON FILE WORK MAY PROCEED EXHIBIT 2 A-2018-221 UNIILINSU AN EEXPIRES CO K % 1 GLERKOF UNCIL GREEMENT WITH MERCY HOUSE LIVING CENTERS TO ""OCT 0 4 209ERATE AN INTERIM EMERGENCY HOMELESS SHELTER Q On the 18'x' day of September, 2018, THIS AGREEMENT was presented to the City Council of 0 GAO the City of Santa Ana, a charter city and municipal corporation organized and existing under the (`°,)" fu .s Constitution and laws of the State of California ("City") detailing the terms and conditions provided below for Mercy House Living Centers, Inc. ("Contractor"), to operate an interim homeless shelter. RECITALS A. The City desires to retain a contractor to administer and operate an interim, low barrier emergency homeless shelter in the City of Santa Ana ("Shelter"). B. Contractor has submitted a proposal that was selected by the City for this purpose. Contractor is qualified by experience, preparation, organization, staffing, and management to operate programs on behalf of homeless individuals, and is familiar with existing homeless services in the City. C. In undertaking the performance of this Agreement, Contractor represents that it is knowledgeable in its field and that any services performed by Contractor under this Agreement will be performed in compliance with such standards as may reasonably be expected from a professional contracting firm in the field. NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the terms and conditions hereinafter set forth, the parties agree as follows: SCOPE OF SERVICES a. Contractor shall provide all premises, approvals, facilities, labor, staffing, training, equipment, building improvements, services, and items (collectively, the "Services") appropriate and necessary to fully and adequately perform, and shall perform, the Scope of Services established for the Shelter as described in Contractor's proposal to the City, which is attached as Exhibit A and incorporated in full. All Services shall be performed at a site, included within the City's SB -2 zone (Senate Bill 2 Building Homes and Jobs Act), secured by the Contractor and acceptable to the City, and in accordance with the provisions of this Agreement and all applicable local, state, and federal laws, rules, and regulations. b. Contractor shall ensure that all equipment, as listed in Exhibit A, purchased with funds pursuant to this Agreement, and utilized for and at the Shelter, will be disposed of in accordance with the direction of the City. In addition, all equipment furnished to the Contractor by the City and/or purchased by the Contractor with funds pursuant to this Agreement, will be limited to use within the activities outlined by this Agreement and will remain the property of the City. Upon termination of this Agreement, Contractor will immediately return all equipment to the City or dispose of it in accordance with the direction of the City. EXHIBIT 2 2. EFFECTIVENESS AND TERM OF AGREEMENT This Agreement shall not become effective unless and until a site for the Shelter and Services has been secured by Contractor as evidenced by a signed lease or other signed written instrument to the City's satisfaction, provided that if no site is secured on or before October 31, 2018, this Agreement shall be void and have no force and effect. Such proof of a secured site shall be subject to review and written approval by the City Manager, which on the date approved, the City shall provide a written acceptance to the Contractor ("Effective Date"). The Agreement will commence upon the Effective Date and continue for one year, unless terminated earlier in accordance with Section 15, below. The term of this Agreement may be extended for a period of up to one year by mutual agreement of the parties. 3. START-UP FUNDING AND COMPENSATION a. Upon the Effective Date of this Agreement, City agrees to provide Contractor with up to $650,000 in start-up funding as provided in Exhibit A. b. From and after the Effective Date, City shall pay Contractor the monthly fee of $185,141.67 as compensation for all Services rendered under this Agreement (for year 1). The parties acknowledge that the monthly fees or other related reimbursable items provided in Exhibit A may be adjusted in year 2 of the Agreement, if extended, provided that the total not to exceed amount for the Agreement, specified in subsection 2.c. below, remains unchanged. C. The total sum to be expended under this Agreement, including any extension periods, shall not exceed $6,000,000. This sum is comprised of (1) the amount of $2,871,700 for year 1 costs, (2) $2,628,300 for year 2 costs, if the Agreement is extended, and (3) an annual contingency of $250,000 for additional services and reimbursable items to be provided by Contractor at the sole discretion and approval of the City. A summary of year 1 costs is attached as Exhibit B. d. With the exception of the payment required by Section 3.a., all other payments by City shall be made within forty-five (45) days following receipt of proper invoice evidencing fees, costs or services performed, subject to City accounting procedures. 4. SERVICE DELIVERY MONITORING The City Manager or his or her designee shall have the right to access all activities and facilities operated by Contractor under this Agreement. Facilities include all files, records, and other documents related to the performance of this Agreement. Activities include attendance at staff, board of directors, advisory committee and advisory board meetings, and observation of on- going program functions. Contractor shall permit on-site inspection of the Shelter by City and ensure that Contractor's employees and board members furnish such information, as in the judgment of the City may be relevant to the question of compliance with contractual conditions, or the effectiveness, legality, and achievements of the Services. A 0_�6 EXHIBIT 2 ' • ;_ 010M, Contractor shall provide to the City a weekly written report of the Services, in a format to be approved by the City and as further described in Exhibit A. 6. INDEPENDENT CONTRACTOR Contractor shall, during the entire term of this Agreement, be construed to be an independent contractor and not an employee of the City. This Agreement is not intended nor shall it be construed to create an employer-employee relationship, a joint venture relationship, or to allow the City to exercise discretion or control over the professional manner in which Contractor performs the services which are the subject matter of this Agreement; however, the services to be provided by Contractor shall be provided in a manner consistent with all applicable standards and regulations governing such services. Contractor shall pay all salaries and wages, employer's social security taxes, unemployment insurance and similar taxes relating to employees and shall be responsible for all applicable withholding taxes. INSURANCE Prior to undertaking performance of work under this Agreement, Contractor shall maintain and shall require its subcontractors, if any, to obtain and maintain insurance as described below: a. Commercial General Liability Insurance. Contractor shall maintain commercial general liability insurance naming the City, its officers, employees, agents, volunteers and representatives as additional insured(s) and shall include, but not be limited to protection against claims arising from bodily and personal injury, including death resulting therefrom and damage to property, resulting from any act or occurrence arising out of Contractor's operations in the performance of this Agreement, including, without limitation, acts involving vehicles. The amounts of insurance shall be not less than the following: single limit coverage applying to bodily and personal injury, including death resulting therefrom, and property damage, in the total amount of $1,000,000 per occurrence, with $2,000,000 in the aggregate. Such insurance shall (a) name the City, its officers, employees, agents, volunteers and representatives as additional insured(s); (b) be primary and not contributory with respect to insurance or self-insurance programs maintained by the City; and (c) contain standard separation of insureds provisions. b. Business automobile liability insurance, or equivalent form, with a combined single limit of not less than $1,000,000 per occurrence. Such insurance shall include coverage for owned, hired and non -owned automobiles. C. Workers' Compensation Insurance. In accordance with the California Labor Code, Contractor, if Contractor has any employees, is required to be insured against liability for workers' compensation or to undertake self-insurance. Prior to commencing the performance of the work under this Agreement, Contractor agrees to obtain and maintain any employer's liability insurance with limits not less than $1,000,000 per accident. 20-1227 EXHIBIT 2 d. If Contractor is or employs a licensed professional such as an architect or engineer: Professional liability (errors and omissions) insurance, with a combined single limit of not less than $1,000,000 per claim with $2,000,000 in the aggregate. C. The following requirements apply to the insurance to be provided by Contractor pursuant to this section: (i) Contractor shall maintain all insurance required above in full force and effect for the entire period covered by this Agreement. (ii) Certificates of insurance shall be furnished to the City upon execution of this Agreement and shall be approved by the City. (iii) Certificates and policies shall state that the policies shall not be canceled or reduced in coverage or changed in any other material aspect without thirty (30) days prior written notice to the City. (iv) Where the amounts or coverage provided by the certificates of insurance provides coverage greater than those listed by this Agreement, the amounts provided by the certificates of insurance shall be incorporated by reference into the Agreement. (iv) Contractor shall supply City with a fully executed additional insured endorsement. f. If Contractor fails or refuses to produce or maintain the insurance required by this section or fails or refuses to furnish the City with required proof that insurance has been procured and is in force and paid for, the City shall have the right, at the City's election, to terminate this Agreement. Such termination shall not affect Contractor's right to be paid for its time and materials expended prior to notification of termination. Contractor waives the right to receive compensation and agrees to indemnify the City for any work performed prior to approval of insurance by the City. l:IMEM1OM s1OQ1I-001 YY RI Contractor agrees to and shall indemnify, defend, and hold harmless the City, its officers, agents, employees, consultants, special counsel, and representatives from liability: (1) for personal injury, damages, just compensation, restitution, judicial or equitable relief arising out of claims for personal injury, including death, and claims for property damage, which may arise from the operations or willful misconduct of the Contractor or its, subcontractors, agents, employees, or other persons acting on their behalf which relates to the services described in section 1 of this Agreement; and (2) from any claim that personal injury, damages, just compensation, restitution, judicial or equitable relief is due by reason of the terms of or effects arising from this Agreement. This indemnity and hold harmless agreement applies to all claims for damages, just compensation, restitution, judicial or equitable relief suffered, or alleged to have been suffered, by reason of the events referred to in this Section or by reason of the terms of, or effects, arising from this LVA128 EXHIBIT 2 Agreement. The Contractor further agrees to indemnify, hold harmless, and pay all costs for the defense of the City, including fees and costs for special counsel to be selected by the City, regarding any action by a third party challenging the validity of this Agreement, or asserting that personal injury, damages, just compensation, restitution, judicial or equitable relief dueto personal or property rights arises by reason of the terms of, or effects arising from this Agreement. City may make all reasonable decisions with respect to its representation in any legal proceeding. Contractor's indemnification obligations in this section shall survive expiration of this Agreement. 9. RECORDS Contractor shall keep records and invoices in connection with the work to be performed under this Agreement. Contractor shall maintain complete and accurate records with respect to the costs incurred under this Agreement and any services, expenditures, and disbursements charged to the City for a minimum period of three (3) years, or for any longer period required by law, from the date of final payment to Contractor under this Agreement. All such records and invoices shall be clearly identifiable. Contractor shall allow a representative of the City to examine, audit, and make transcripts or copies of such records and any other documents created pursuant to this Agreement during regular business hours. Contractor shall allow inspection of all work, data, documents, proceedings, and activities related to this Agreement for a period of three (3) years from the date of final payment to Contractor under this Agreement. 10. CONFIDENTIALITY If Contractor receives from the City information which due to the nature of such information is reasonably understood to be confidential and/or proprietary, Contractor agrees that it shall not use or disclose such information except in the performance of this Agreement, and further agrees to exercise the same degree of care it uses to protect its own information of like importance, but in no event less than reasonable care. "Confidential Information" shall include all nonpublic information. Confidential information includes not only written information, but also information transferred orally, visually, electronically, or by other means. Confidential information disclosed to either party by any subsidiary and/or agent of the other party is covered by this Agreement. The foregoing obligations of non-use and nondisclosure shall not apply to any information that (a) has been disclosed in publicly available sources; (b) is, through no fault of the Contractor disclosed in a publicly available source; (c) is in rightful possession of the Contractor an obligation of confidentiality; (d) is required to be disclosed by operation of law; or (e) is independently developed by the Contractor without reference to information disclosed by the City. 11. CONFLICT OF INTEREST CLAUSE Contractor covenants that it presently has no interests and shall not have interests, direct or indirect, which would conflict in any manner with the performance of services specified under this Agreement. 12. NOTICE Any notice, tender, demand, delivery, or other communication pursuant to this Agreement shall be in writing and shall be deemed to be properly given if delivered in person or mailed by EXHIBIT 2 first class or certified mail, postage prepaid, or sent by fax or other telegraphic communication in the manner provided in this Section, to the following persons: To City: Clerk of the City Council City of Santa Ana 20 Civic Center Plaza (M-30) P.O. Box 1988 Santa Ana, CA 92702-1988 With courtesy copies to: To Contractor: City Manager City of Santa Ana 20 Civic Center Plaza Santa Ana, CA 92702 Mercy House Living Centers, Inc. P.O. Box 1905 Santa Ana, CA 92702 Attn: Larry Haynes, Executive Director A party may change its address by giving notice in writing to the other party. Thereafter, any communication shall be addressed and transmitted to the new address. If sent by mail, communication shall be effective or deemed to have been given three (3) days after it has been deposited in the United States mail, duly registered or certified, with postage prepaid, and addressed as set forth above. If sent by fax, communication shall be effective or deemed to have been given twenty-four (24) hours after the time set forth on the transmission report issued by the transmitting facsimile machine, addressed as set forth above. For purposes of calculating these time frames, weekends, federal, state, County or City holidays shall be excluded. 13. EXCLUSIVITY AND AMENDMENT This Agreement represents the complete and exclusive statement between the City and Contractor regarding the subject matter therein, and supersedes any and all other agreements, oral or written, between the parties. In the event of a conflict between the terms of this Agreement and any attachments hereto, the terms of this Agreement shall prevail. This Agreement may not be modified except by written instrument signed by the City and by an authorized representative of Contractor. The parties agree that any terms or conditions of any purchase order or other instrument that are inconsistent with, or in addition to, the terms and conditions hereof, shall not bind or obligate Contractor or the City. Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any party, which are not embodied herein. K �.' 1 1 EXHIBIT 2 14. ASSIGNMENT With the exception of subcontractors identified in Exhibit A for the provision of certain services, Contractor may not assign, transfer, delegate, or subcontract any interest herein without the prior written consent of the City and any such assignment, transfer, delegation or subcontract without the City's prior written consent shall be considered null and void. Nothing in this Agreement shall be construed to limit the City's ability to have any of the services which are the subject to this Agreement performed by City personnel or by other contractors or consultants retained by City. 15. TERMINATION This Agreement may be terminated by the City upon thirty (30) days written notice of termination. In such event, Contractor shall be entitled to receive and the City shall pay Contractor compensation for all services perfonned by Contractor prior to receipt of such notice of termination. 16. NONDISCRIMINATION Contractor shall not discriminate because of race, color, creed, religion, sex, marital status, sexual orientation, age, national origin, ancestry, or disability, as defined and prohibited by applicable law, in the recruitment, selection, training, utilization, promotion, termination or other employment related activities or in connection with any activities under this Agreement. Contractor affirms that it is an equal opportunity employer and shall comply with all applicable federal, state and local laws and regulations. 17. GOVERNING LAW AND VENUE This Agreement has been executed and delivered in the State of California and the validity, interpretation, performance, and enforcement of any of the clauses of this Agreement shall be determined and governed by the laws of the State of California. Both parties further agree that Orange County, California, shall be the venue for any action or proceeding that may be brought or arise out of, in connection with or by reason of this Agreement. 18. PROFESSIONAL LICENSES Contractor shall, throughout the tern of this Agreement, maintain all necessary licenses, permits, approvals, waivers, and exemptions necessary for the provision of the services hereunder and required by the laws and regulations of the United States, the State of California, the City of Santa Ana and all other governmental agencies. Contractor shall notify the City immediately and in writing of its inability to obtain or maintain such permits, licenses, approvals, waivers, and exemptions. Said inability shall be cause for termination of this Agreement. 19. MISCELLANEOUS PROVISIONS a. Each undersigned represents and warrants that its signature herein below has the power, authority and right to bind their respective parties to each of the terms of this Agreement, and shall indemnify City fully, including reasonable costs and MMU EXHIBIT 2 attorney's fees, for any injuries or damages to City in the event that such authority or power is not, in fact, held by the signatory or is withdrawn. b. All Exhibits referenced herein and attached hereto shall be incorporated as if fully set forth in the body of this Agreement. IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first above written. CITY OF SANTA ANA Rau odinez City Manager ATTEST: Man's D. fluizar Clerk of the Council APPROVED AS TO FORM: SONIA R. CARVALHO City Attorney By: 7*' m�k John M. Funk Assistant City Attorney RECOMMENDED FOR APPROVAL: Robert Cortez Deputy City Manawr LDA- S2 Title: RECOMMENDED FOR APPROVAL: Robert Cortez Deputy City Manawr LDA- S2 EXHIBIT 2 Exhibit A Santa Ana Interim Emergency Shelter Scope of Services 20A-33 EXHIBIT 2 Interim Emergency Shelter Program Description The Santa Ana Interim Emergency Shelter Program will accommodate up to 200 clients while providing access to a range of programs and supportive services. The Program is designed to provide safe shelter, basic needs, and navigation services to move individuals and families out of homelessness and into permanent housing opportunities. Clients will be admitted with minimal, "low -threshold" requirements so that chronic and vulnerable homeless people in the city of Santa Ana can easily enter and remain in shelter until they can find permanent housing. Those accessing the Interim Emergency Shelter Program will be limited to homeless single men and single women, couples and families living on the streets from the City of Santa Ana. Mercy House will provide weekly outcome reports including at a minimum numbers served, housed, exited with destinations. Mercy House will work with the city to provide additional non-HIPAA Information as requested. Timeline Our usual ramp up time to engage vendors, purchase materials, hire and train staff is 60-90 days. Mercy House will do everything possible to have a soft opening of 50 beds approximately 45 day after activation of a contract. We would strive for the following timeline: 45-60 day 50 beds —soft opening (single adults only) 60-90 days 150 beds (Singles, couples) 90-120 days 200 beds (Singles, couples, and families) Start-up Funding and Monthly Payments City will provide up to $650,000 upon the Effective Date, as defined in the Agreement, forstartup cost followed by a monthly payment to ensure smooth operations. Access to safe shelter The Interim Emergency Shelter Program will be accessible 24 hours a day, seven days/week, 365 days a year. In order to decrease the Impact to the surrounding neighborhood, access to bed availability will be handled through a reservation system. No walk-ins for the Interim Emergency Shelter Program or services will be permitted. Mercy House will provide on-site staff to track daily bed inventory and communicate daily bed vacancies with local service providers. Additionally, a predetermined percentage of beds will be held each night to prioritize referrals from the Santa Ana Police Department. Length of Stay There is no set minimu m or maximum length of stay. However, consistent with national best practices, the goal for length of stay is 30 days or less. Each client will have an Employment and Housing Navigator supporting their progress toward Housing Stabilization. The program is designed to provide this support until a housing option becomes available. However, at any time a client may be exited from the shelter for safety or continual shelter violations. Additionally, if a client exceeds 30 days, an intensified housing location and exit plan strategies will be implemented. 20A-34 EXHIBIT 2 Sleeping Areas Due to the temporary nature of this project, beds provided will be Individual cots. Each client will be assigned a cot and bedding for the length of their stay. Space will be divided to allow for separate sleeping areas for men and women, couples and families. Flexible sleeping space will also be provided for transgendered populations, those dealing with illness or for other special needs populations. Meals Breakfast, lunch, dinner and snacks will be provided for all clients in a central dining area. Mercy House will work the community to attempt to secure donated breakfast, lunch and snack items. Hot meals will be purchased and delivered to the site. These meals will be served to clients of the shelter by both paid staff and volunteers. Hvgiene Facilities Hygiene facilities will be provided on-site including toilets and showers. Clients will be encouraged to utilize these facilities as daily resources to them. Toiletries will be provided by Mercy House to clients as needed. Laundry will be done by paid staff and volunteers at intake and on a weekly basis to ensure a healthy shelter environment. Transportation No walk-ups will receive shelter access. New clients and returning clients will receive direct transportation to and from the shelter daily. It is recommended that there be up to three (3) designated locations that provide ample geographic range for those seeking shelter services in Santa Ana as well as take into consideration community impact and safety considerations. Locations will be selected by the city and police department. Security Mercy House will contract with a state licensed security vendor that will be stationed inside and outside of the shelter property. Mercy House will follow policies and procedures that promote utmost safety for clients, staff, volunteers, and the community and will strive to provide an atmosphere that promotes community, stays alert for signs of conflict, and confronts behaviors before they escalate. The security plan will include a multi -faceted approach involving secured entrances, security searches upon entrance, confiscation of harmful contraband, trained security personnel providing around-the-clock indoor and outdoor coverage, security cameras and lighting. Other program elements that will support security efforts include no walk ups and no loitering policies. 20A-35 EXHIBIT 2 Security will be on site at all times, and will conduct security rounds of the facility as necessary. • Security staff will be stationed both inside and outside the shelter to ensure maximu m coverage. • Program and Security staff will have communication with each other via portable electronic equipment. • Security staff will be contracted through a third party vendor. • Security staff will receive "Homeless Sensitivity Training" through Mercy House's resources. Storage All clients will have access to personal storage space. Each client bed will have a small storage bin for personal items that are needed while staying at the shelter. Additionally, they will have a secured storage bin that will be available to clients through a reservation process or at exit from the program. Additionally, a refrigerated storage area will be available to clients with medication needs. Employment and Housing Navigation Services Upon entering the shelter, each client will be assigned to an Employment and Housing Navigator. The primary function of the Employment and Housing Navigator is to work side-by-side with the client to create a pathway toward permanent housing opportunities, with the ultimate goal of ending their homelessness within a 30 -day timeframe. Additionally, the Employment and Housing Navigator Is to provide resources and support to the client during their stay. Together the Employment and Housing Navigator and the client will complete a Housing Plan, which will guide their efforts toward securing permanent housing opportunities. Meeting weekly, the Employment and Housing Navigatorwill document the client's progress towards actions outlined in the Housing Plan. The Employment and Housing Navigatorwill ensure that all clients have explored all natural supports and mainstream resources that may assist them with securing housing. For clients that are in need of a deeper housing intervention, the navigators will complete an assessment, gather documentation and enter them into the Coordinated Entry System. Daytime Program Activities As a 24-hour Interim Emergency Shelter Program, staff will encourage all clients to stay on-site during the day and to take advantage of the on-site services provided to them during the daytime. The role of Mercy House is to recruit and manage a group of partner agencies specialized in providing an array of supportive services beneficial to Interim Emergency Shelter Program clients. Daytime program activities include but are not limited to, the following: • Access to day -time service providers • Life skills classes and workshops • Indoor and outdoor recreational activities 20A-36 EXHIBIT 2 Services Provided The Interim Emergency Shelter will include at a minimum the following baseline services: Program Layout The shelter project will include Shelter Sleeping Area Pet accommodations •: Dining/Commons Area .• Food storage, refrigeration and prep area .• Security Offices/Station Site Administration and Operations Offices .• Intake and Private meeting Areas Restroom and Shower Areas Laundry Facilities ❖ Client Storage Area to Recreational Opportunities Access to Computers In addition, the site would also feature the following: .• Outdoor Facilities/Areas • Bike Rack Area • Outdoor Commons • Pet Area 5 20A-37 SERVICE PROVIDED PROVIDED BY 1 Intake/Assessment/Housing Navigation Mercy House 2 Diversion Assistance Referral Partner/M ercy House 3 Transportation Services and Assistance Mercy House/ transportation vendor 4 Security Mercy House /security vendor 5 Meals Mercy House/ food vendor 6 Enrichment Activities Mercy House /Service Partner 7 Employment/Job placement Referrals Service Partner 8 Laundry Mercy House 9 Health Care Resources Service Partner 10 Crisis Evaluation/Mental Health Resources Service Partner 11 Drug and Alcohol Treatment Referrals Service Partner 12 Storage Mercy House 13 Resource and Referral services (on/off site) Mercy House/ Service Partners Program Layout The shelter project will include Shelter Sleeping Area Pet accommodations •: Dining/Commons Area .• Food storage, refrigeration and prep area .• Security Offices/Station Site Administration and Operations Offices .• Intake and Private meeting Areas Restroom and Shower Areas Laundry Facilities ❖ Client Storage Area to Recreational Opportunities Access to Computers In addition, the site would also feature the following: .• Outdoor Facilities/Areas • Bike Rack Area • Outdoor Commons • Pet Area 5 20A-37 EXHIBIT 2 Hours of Operation The Interim Emergency Shelter Program is open 24 hours, 365 days per year. These hours of operation will be in effect seven days per week, every week regardless of holidays or weather. 5:00 AM Early Wake Up Call 5:00 AM -8:00 AM Breakfast served 6:00 AM First shuttle for morning drop-offs 7:00 AM Second Wake Up Call 8:00 AM -10:00 PM Commons Area Open 10:00 AM Second (final) shuttle for morning drop-offs 11:00 AM -1:00 PM Lunch served 3:00 PM -4:00 PM Snack served 4:00 PM First shuttle for evening pick- ups 6:00 PM -9:00 PM Dinnerserved 7:00 PM Second shuttle for evening pick- ups 10:00 PM Lights Out in Sleeping Area Admission Criteria All shelter clients must be literally homeless in the City of Santa Ana which will follow the acknowledgement of local preferences as attached. Clients will be admitted through the reservation system. A prospective client must be willing to participate in creating and working a housing plan, follow shelter expectations and maintain appropriate behavior with consideration for other clients of the shelter. All clients must review and sign a copy of the "Shelter Expectation" document prior to entry. Intake staff will assist any clients who may have difficulty understanding or reviewing these expectations. A form of official Identification Is required to verify identity; however, a client will not be denied access to shelter services without one. Employment and Housing Navigators will assist clients in obtaining a California ID, providing each client with a no -cost ID voucher. Additionally, all Shelter Program clients will receive a shelter -specific identification card upon entering the shelter that will be used for readmission during the duration of their stay. Shelter ID components include a photograph, fingerprints, name and other identifying information. 20A-38 Exit Procedures When a client is asked to exit due to violation of shelter expectations, violence, or criminal activity, security will escort the person off the property and those exited will be transported to a self-directed location out of the surrounding area. Grievance Procedure A client can file a grievance to dispute an action or Inaction to address any client/staff conflict within 48 hours. Staff will make every effort to conduct an investigation and make a decision within 10 days. The grievance procedure does not suspend the rules or consequences established in the Program Expectations. Clients have the right to file a grievance without fear of harmful repercussions from staff. All grievances need to be documented on a Grievance Form and submitted to the Program Director. Contact information for Directors is provided on the Grievance Form. Grievances should include the names of all parties involved, a detailed account of the nature of the problem and requested action to be taken. Grievance forms may be obtained from any staff member. Program Directors will make every effort to resolve the conflict or concern with the client and or staff involved. If they are unable to do so they will submit the grievance to the Associate Director. The Associate Director will review grievances submitted and investigate the complaint. The Associate Director will acquire all documentation and interview involved parties as necessary. If the Associate Director feels that there is not enough information to determine if the matter was handled in an unfair manner a formal meeting will be called. At the meeting, the claimant will begin by stating his/her case to a Committee that will include the Associate Director, the Executive Director or his proxy. If necessary the Executive Staff may request a board member to sit on the committee as well. The committee may also request additional information from additional parties involved. The Committee will review all documentation and testimony and make a decision regarding any misconduct or need for repeal of action, if the complaint involves the Executive Staff a board member will take their place on the committee. Good Neizhbor Policv Mercy House is committed to communication with neighbors on an ongoing basis. As part of this commitment, a public inquiry phone number and contact information will be posted. Community stakeholders may call this number for information about the site or to have any questions answered. Any community complaints and/or inquiries about the Interim Emergency Shelter Program will be 20A-39 EXHIBIT 2 recorded and forwarded to the appropriate staff for prompt investigation. Mercy House will be fully committed to an appropriate customer service response and wlII consider the resolution of community complaints a high priority. Mercy House will also create and maintain a program website that will include important information for community stakeholders and clients alike. The website will Include a "Frequently Asked Questions" section which will help to provide instant answers to community concerns. Mercy House will highlight volunteer, in-kind and donation opportunities encouraging community support for the program. Mercy House is committed to communicating and working collaboratively with the Santa Ana police and fire departments through all stages of program implementation -from facility design to program execution. The intention of Mercy House is to be as self-sufficient as possible and minimize the shelters impact on the local police and fire departments. This includes ensuring that staff and security are trained to properly manage and respond to an array of difficult situations that may occur at the shelter. Mercy House will provide an array of services and support that will be beneficial to local police and fire departments. During Phase I, these services Include, but will not be limited, to: • Security Officers stationed both on-site and at shuttle locations • Designated beds reserved each night for law enforcement referrals • Staff Neighborhood Patrol will monitor surrounding area to control issues of loitering, abandoned property, and other blight • Training opportunities on mental Illness, homeless sensitivity or other topics of interest to supplement existing department trainings • Direct referral access to the Coordinated Entry system to assist local law enforcement officers to connect homeless individuals with housing opportunities • Statistical reports on number of clients served, length of stay and/or demographic information Mercy House will be committed to active participation in city and county -wide community events. To the extent that reasonable and feasible representatives of Mercy House will attend meetings of the local Neighborhood Association(s) and local Chamber of Commerce(s) when invited, and communicate with neighborhood and business participants. Additionally, Mercy House may sponsor special events, such as community resource fairs, which will include the community and the neighborhood on various occasions. Staff Plan Mercy House will exercise their best efforts to prioritize Sana Ana residents while hiring for this shelter. The Mercy House Orange County Program Director of Emergency Shelter Program, Services, and Outreach will be responsible for the performance of all Emergency Shelter Program, Services, and Outreach Activities in Orange County. Their primary responsibilities include program management, development, and community relations, which includes supervising the Program Manager of the 20A-40 EXHIBIT 2 Emergency Shelter Program. They will oversee scheduling and coordination of all Shelter sites and services, implement new services, manage the budget, and assist in various aspects of staff's duties. All Shelter operations and staff will be supervised by the full time Program Manager of Emergency Shelter Program. The Manager will be a full time, salaried position with an Associate's Degree and at least 2 years of direct life experience working with long-term homeless, low income, and diverse populations. The Program Manager will be responsible for coordinating program services for the Emergency Shelter Program. Primary responsibilities include supervising support staff. This position may require the transportation of supplies. This position will report directly to the Orange County Program Director of Emergency Shelter Program, Services, and Outreach. The Emergency Services Site Leader will be responsible for overseeing services and activities in the Interim Emergency Shelter Program. They will oversee all shelter activities including logistics and client intake, oversee distribution of services, and assist in coordination of volunteers and supportive services. They will provide support to staff during designated shifts and will assign tasks, oversee administrative duties that support program services. The Site Leader reports directlyto the Emergency Shelter Program and Services Program Manager, reporting any staff or shelter issues as needed. The Emergency Shelter Program Intake Coordinator will be responsible for the reservations, bed inventory, and Intake and diversion for the Emergency Shelter Program. The Employment and Housing Navigator position will require an Associate's Degree and at least 2 years of direct life experience working with long-term homeless, low income, and diverse populations and have working knowledge of mental health and addiction issues. The Employment and Housing Navigator will provide assistance to Shelter clients and conducts an individual assessment of needs, followed by provision of targeted services focused on returning individuals to permanent housing as quickly as possible. The Employment and Housing Navigators will conduct the VI-SPDATassessment, determine eligibility, enters assessment into Central Intake System for prioritization and linkage to housing provider, helps clients obtain necessary documents, and provides individuals with employment guidance and community resources. When clients are referred to other programs, the Employment and Housing Navigator provides a warm hand-off to the service provider. The Emergency Shelter Volunteer Coordinator will be responsible for coordinating volunteer services for the Emergency Shelter Program. The volunteer coordinator will work directly with volunteers, conducts orientation, training and provides support to volunteers at the shelter. The Emergency Services Program Logistics Support Coordinator will be responsible for providing supportive services and logistical support to the Emergency Shelter Program during designated shifts. This position will require a flexible work schedule including weekend, morning, evening, and holiday shifts to provide optimal coverage during Shelter hours. This position will report directly to the Emergency Shelter Program and Services Program Manager. This position will assist with shelter setup 20A-41 EXHIBIT 2 and maintenance, general cleanliness and safety of facility, assisting and receiving orders from vendors, posting and updating signs and service calendars, and more as needed. The Emergency Services Overnight Coordinator will be a part time position that covers overnight shifts at the Emergency Shelter Program. They resolve conflicts and file Incident reports as necessary, report violations and general events in the daily log. They also oversee the cleaning crew and conduct property checks. The Overnight Coordinator provides general support for clients, ensuring their safety during the night. The Data Entry Specialist is responsible for the data input and reporting for the Emergency Shelter Program. The objective of this position is to meet and manage our HMIS data and reporting requirements. Volunteers will assist with daily ongoing operations of the shelter as needed. Approximately 8 -10 volunteers will be needed 7 days per week. Volunteers will be assisting with set-up, clean-up, preparing and serving meals, intake, laundry, daytime activities, reservation calls, administrative duties and donations. Recommended Shelter Operation Staff and Security Coverage Time of Day Staff Count Security Count 6:00:00 AM 4 2 7:00:00 AM 4 2 8:00:00 AM 4 2 9:00:00 AM 3 2 10:00:00 AM 4 2 11:00:00 AM4 2 12:00:00 PM 4 2 1:00:00 PM 5 2 2:00:00 PM 5 4 3:00:00 PM 4 4 4:00:00 PM 5 4 5:00:00 PM 5 4 6:00:00 PM 5 4 7:00:00 PM 5 4 8:00:00 PM 4 4 9:00:00 PM 4 4 10:00:00 PM 3 4 11:00:00 PM 3 3 12:00:00 AM 3 3 1:00:00 AM 3 3 3:00:00 AM 3 3 4:00:00 AM 3 3 5:00:00 AM 4 3 10 20A-42 EXHIBIT 2 Staff Training All Emergency Shelter Program staff will be trained when hired in emergency evacuation, first aid procedures, mandated reporting policies, crisis intervention, and CPR procedures. This training will be repeated and updated annually and as needed. Staff may receive additional training on different topics as opportunities arise and are needed. Each staff member also receives on-going in-service training in crisis management, strength based approaches, and trauma informed care, motivational interviewing, mediation, and positive communication skills. Security staff will be provided sensitivity training to better equip them to work with homeless clients, and those in crisis. 11 20A-43 EXHIBIT 2 ATTACH M ENT A JOB DESCRIPTIONS 12 20A-44 EXHIBIT 2 Mercy House Orange County Program Director of Emergency Shelter Programs, Services and Outreach Job Description Introduction: O.C. Program Director of Emergency Shelter Programs, Services, and Outreach is responsible for the performance of all Emergency Shelter Program, Services and Outreach Activities in Orange County. Primary responsibilities include program management, program development, and community relations. This includes supervising the Emergency Shelter Program Manager, This position requires a flexible schedule especially during the winter months (weekend, morning, evening and holiday shifts). This position may at times require transportation of supplies to shelter locations. The O.C. Program Directors report directly to the Associate Director. Qualifications: Associate's Degree and at least 2 years of direct life experience working with long-term homeless, low income, and d iverse populations and have a working knowledge of mental health and addiction issues. Possess a high level of tolerance and understanding for individuals who present for services with urgent multiple case management and health needs. Ability to perform crisis intervention as needed; clearly communicate information and instructions verbally and in written form; maintain a positive, professional and safe environment while on duty; and establish and maintain effective working relationships with others. Valid CA drivers license, proof of insurance and reliable vehicle is required. Program Management and Development Goal: Oversee the development and implementation of all program services forour Emergency Shelter Program to ensure quality delivery of services. • Maintain performance of existing shelter services • Oversee the scheduling and coordination of all Shelter Sites • Ensure strong communication between Staff and Partner agencies • Oversee coordination of shelter activities and distribution of services • Provide monthly reports to the Associate Director • Develop new partnerships with other agencies in order to enhance our current services • Oversee implementation of new services • Implement new services • Manage Budget • Oversee Purchases, Vendor Bids and MOU's Staff Management Goal: Manage Identified Staff facilitating optimal performance. • Manage and supervise Shelter and Services Program Managers • Assist in various aspects of staffs duties • Provide support and guidance when necessary • Provide support for crisis/conflict intervention • Coordinate trainings and orientations when needed • Conduct Meetings monthly • Meet with identified staff individually when necessary • Review and evaluate performances • Conduct midyear and annual review Outreach Services ' Goal: Provide leadership in critical support in the development and implementation of Outreach Services 13 20A-45 • Brainstorm, research and assist in the development our outreach strategy • Oversee implementation of our Outreach Program. • Assist with Front Door Calls when necessary Community Relations Goal: Positively advance agencies reputation In the broader community. • Maintain active involvement with neighbors and program partners • Maintain active involvement with community service organizations Miscellaneous • Provide creative input to the Executive and Associate Directors • Participate in networking functions • Attend appropriate training workshop as needed • Attend appropriate house and staff meetings • Complete ad hoc projects as appointed by Supervisor 14 41 A A EXHIBIT 2 Program Manager - Emergency Shelter Program and Services Job Description Introduction: This Program Manager is responsible for coordinating program services for the Emergency Shelter Program. This position requires dependability, responsibility, organizational skills; and strong written and verbal communication skills. Primary responsibilities include program management, program development, and outreach and community relations and reports to the O.C. Program Director of Emergency Shelter Program, Services, and Outreach Programs. This position includes supervising support staff and requires a flexible schedule (weekend, morning, evening and holiday shifts). This position may require the transportation of supplies. Fluency in Spanish is a significant value. Qualifications: Associate's Degree and at least 2 years of direct life experience working with long-term homeless, low income, and diverse populations and have a working knowledge of mental health and addictions issues. Possess a high level of tolerance and understanding for individuals who present for services with urgent multiple case management and health needs. Abilityto perform crisis intervention as needed; clearly communicate information and instructions verbally and in written form; maintain a positive, professional and safe environment while on duty, and establish and maintain effective working relationships with others. Valid CAdriver's license, proof of insurance and reliable vehicle Is required. Emergency Shelter Program Goal: Ensure that the Shelter runs smoothly and that we maintain accurate data and strong communication with community partners. • Oversee Client Services • Coordinate calendar and services provided by partner agencles • Support all aspects of operations including direct client services when necessary • Oversee the collection and distribution of donations • Assist with monitoring facility security and maintenance • Ensure enforcement of our good neighbor policies • Assist with securing necessary resources • Oversee collection, input and distribution of intakes / summary sheets / reports • Provide support with community resources and referrals • Develop new partnerships with other agencies in order to enhance our current services • Manage program budget • Facilitate Shelter and Partnership Meetings. 15 20A-47 EXHIBIT 2 Management • Goal: Manage Identified Program Staff, Interns and Volunteers facilitating optimal performance. • Manage and supervise support staff In all of their duties • Assist in various aspects of staffs duties • Assist in coordinating and managing on-site volunteers • Assist in coordinating and managing special group events and holiday events • Provide crisis/conflict intervention • Coordinate trainings and orientations when needed • Conduct 90 day, midyear, and annual reviews. Community Relations • Goal: Positively advance Agencies reputation in the broader community. • Maintain active Involvement with neighbors and program partners • Maintain active involvement with community service organizations Miscellaneous • Must participate in networking functions and community meetings. • Attend staff meetings and training workshops as needed • Assist with general duties (stocking supplies, copies, fax, phone calls, etc.) • Enhance job performance by applying up-to-date professional knowledge gained by attending seminars and conferences and reviewing professional publications. • Perform ad hoc projects as appointed by Supervisor 16 KO -• EXHIBIT 2 Emergency Services Site Leader Job Description Introduction: The Emergency Services Site Leader is responsible for overseeing services and activities at the Emergency Shelter Program. Dependability, responsibility, and the ability to communicate effectively and respectfully are mandatory skills. Ability to work effectively with a diverse population; plan, organize and prioritize duties; maintain a positive, professional and safe environment while on duty; and establish and maintain effective working relationships with others. This position requires a flexible work schedule including some weekend, morning and evening and holidayshifts. This position reports directly to the Emergency Shelter Program Manager. Fluency in Spanish is a significant value. Qualifications: Possess a high level of tolerance and understanding for individuals who present for services with urgent multiple case management and health needs. Ability to perform crisis intervention as needed; clearly communicate information and instructions verbally and in written form; maintain a positive, professional and safe environment while on duty; and establish and maintain effective working relationships with others. Associate's Degree preferred but not required. Shelter • Assist in the implementation of all shelter activities to ensure quality delivery of services. • Oversee all shelter activities including logistics and client intakes • Oversee distribution of services and all program services while on duty • Assist in the coordination of volunteers and support services • Oversee the organization of supplies and facilities needs Management • Goal: Support Identified Program Staff facilitating optimal performance. • Support shelter staff during designated shifts • Assist in various aspects of staffs duties • Assist in coordinating and managing special group events and holiday events • Provide crisis/conflict Intervention • Communicate any staff or shelter issues to Program Manager. Administration • Goal: Oversee administrative duties that support program services. • Coordinate supply and service needs • Assist with securing necessary resources • Assist with record keeping and reporting Miscellaneous • Attend staff meetings and training workshops as needed • Assist with genera I duties (stocking supplies, copies, fax, phone calls, etc.) • Enhancejob performance by applying up-to-date professional knowledge gained by attending seminars and conferences and reviewing professional publications. • Perform ad hoc projects as appointed by Supervisor 17 20A-49 EXHIBIT 2 Emergency Shelter Program Intake Coordinator Job Description Introduction: The Emergency Shelter Program Intake Coordinator Is responsible for the reservations, Intake, and bed inventory for the Emergency Shelter Program. This position requires a flexible work schedule including some weekend, morning and evening shifts. Detail -oriented and computer proficient In Microsoft Word and Excel required. Dependability, responsibility, and the ability to communicate effectively and respectfully are mandatory skills. Fluency in Spanish is a significant value. This position reports to the Emergency Shelter Program and Services Program Manager. Qualifications: Strong computer and data processing skills. Ability to work effectively with a diverse population; plan, organize and prioritize duties; clearly communicate information and instructions verbally and in written form; maintain a positive, professional and safe environment while on duty; and establish and maintain effective working relationships with others Possess a high level of tolerance and understanding for individuals who present forservices with urgent multiple case management and health needs. Associate's Degree preferred but not required. Emergency Shelter Program Services • Manage client reservation process • Conduct diversion interviews • Manage intake process • Maintain intake area and ensure daily forms and supplies are stocked and ready prior to shelter opening • Supervise on-site reservation and intake volunteers • Collect client sign -in sheets and intake packets, counting and verifying signatures and enter client information on Daily Summary Sheet Program Reporting Responsible for entering all Bed Nights and Services into data base on a daily basis. Scan and file intake packets and other pertinent documents daily. Generate monthly, quarterly, and annual reports. Miscellaneous • Participate in networking functions • Attend staff meetings • Attend training workshops as needed • Enhancejob performance by applying up-to-date professional and technical knowledge gained by attending seminars and conferences and reviewing professional publications. • Perform ad hoc projects as appointed by Supervisor 18 20A-50 EXHIBIT 2 Employment and Housing Navigator Job Description introduction: The Employment and Housing Navigator provides assistance to individuals that are literally homeless. This assistance includes an individualized assessment of needs, followed by provision of targeted services focused on returning individuals to permanent housing as quickly as possible. The Navigator will conduct an assessment, determine eligibility, enter assessment into Central Entry System for prioritization and linkage to housing provider, help client obtain documents required for housing placement, provide individuals with employment guidance and community resources. Qualifications: Associate's Degree and at least 2 years of direct life experience working with long-term homeless, low income, and diverse populations and have a working knowledge of mental health and addiction issues. Possess a high level of tolerance and understanding for Individuals who present for services with urgent multiple case management and health needs. Ability to perform crisis intervention as needed; clearly communicate information and instructions verbally and in written form; maintain a positive, professional and safe environment while on duty; and establish and maintain effective working relationships with others. Valid CA driver's license, proof of insurance and reliable vehicle is required. Supportive Services • Provide assessment for client within seven days of entering shelter. • Determine eligibility and enter assessment into Central Entry System for prioritization and linkage to housing provider • Assist client with obtaining documents required forhousing placement • While client is at the shelter provide employment linkage, benefits establishment, linkageto community providers for substance abuse, primary and mental health care, and all other services needed to assist clients in reaching their stabilization goals • While client is at the shelter provide strengths based case management and service coordination designed to assist clients in obtaining and maintaining stable housing • Conduct crisis and risk assessments in consultation with supervisor and case management team • Provide crisis Intervention services focused on enhancing the client's' ability to independently problem solve, utilize effective coping skills, and manage and self -coordinate own care • Provide warm hand off to selected housing provider ensuring a smooth transition from the shelter into housing. Documentation • Maintain documentation standards as set forth by the program contract and program policies • Complete progress notes on every meeting with client • Input accurate and complete data into HMIS and update snapshots to reflect client progress • Maintain confidential hard copy case files with all relevant documentation in the appropriate section 19 20A-51 EXHIBIT 2 Emergency Shelter Program Volunteer Coordinator Job Description Introduction: The Volunteer Coordinator is responsible for coordinating volunteer services for the Emergency Shelter Program. This position requires a flexible work schedule including some weekend, morning and evening shifts. Dependability, responsibility, and the ability to communicate effectively and respectfully are mandatory skills for this position. Fluency in Spanish is a significant value. Qualifications: Strong computer and data processing skills. Ability to work effectively with a diverse population; plan, organize and prioritize duties; clearly communicate information and instructions verbally and in written form; maintain a positive, professional and safe environment while on duty; and establish and maintain effective working relationships with others Associate's Degree preferred but not required. Volunteer Coordination Goal: Maintain volunteer retention and satisfaction for the Emergency Shelter Program by ensuring that the volunteer services program is running in an organized manner to promote efficiency and order. • Set up facility for volunteer activities • Greet volunteers • Ensure that volunteers are easily recognizable while volunteering • Workwith staff to assign volunteers to tasks that are vital to the success of the Shelter Program. • Train volunteers to perform required tasks • Ensure that all volunteers are effectively performing assigned tasks, staying on task and behaving appropriately • Check in with volunteers on a regular basis to ensure volunteer satisfaction and resolve any conflicts that may arise • Assist with obtaining volunteer feedback • Assist with volunteer recognition efforts • Assist with program activities, as needed Administration • Ensure that all volunteers have filled out necessary paperwork before they begin their volunteer service • Ensure that all volunteers sign -in and out for each shift • Responsible for making sure all volunteer hours and logged and entered into the data system. Miscellaneous • Attend staff meetings and training workshops as needed • Assist with general duties (stocking supplies, copies, fax, phone calls, etc.) • Enhance job performance by applying up-to-date professional knowledge gained by attending seminars and conferences and reviewing professional publications. • Perform ad hoc projects as appointed by Supervisor. 20 20A-52 EXHIBIT 2 Emergency Services Program Logistics Support Coordinator Job Description Introduction: The Logistics Program Coordinator is responsible for providing supportive services and logistical support to the Emergency Shelter Program during designated shifts. This position requires a flexible work schedule including some weekend, morning and evening and holiday shifts. This position reports directly to the Emergency Shelter Program and Services Program Manager. Dependability, responsibility, and the ability to communicate effectively and respectfully are mandatory skills. Fluency in Spanish is a significant value. Qualifications: Possess a high level of tolerance and understanding for individuals who present for services with urgent multiple case management and health needs. Abilityto perform crisis intervention as needed; clearly communicate information and instructions verbally and in written form; maintain a positive, professional and safe environment while on duty; and establish and maintain effective working relationships with others. Shelter Support • Assist in the implementation of all shelter activities to ensure quality delivery of services. • Assist with shelter setup and maintenance • Assist with general cleanliness and safety of facility Including emptying trash cans and cleaning - up spills. • Assist with receiving and verifying orders from vendor's, completing tally sheets • Post and update signs and service calendars • Audio Equipment set up and monitoring • Assist in the organization of supplies and facilities needs Administration Goal: Oversee administrative duties that support program services. • Assist with keeping detailed daily summary sheets • Assist with record keeping and reporting Miscellaneous • Assist with client services and program activities if necessary • Complete ad hoc projects as appointed by Supervisor 21 20A-53 EXHIBIT 2 Emergency Services Overnight Coordinator Job Description Introduction: The Overnight Coordinator is a part time position that covers overnight shifts at the Emergency Shelter Program. Dependability, responsibility, and the ability to communicate effectively and respectfully are mandatory skills. The position's primary responsibilities include security and program support. This position would include overnight shifts Including weekends and holidays. The Overnight Coordinator reports directly to the Emergency Shelter Program and Services Program Manager. Qualifications: Possess a high level of tolerance and understanding for Individuals who present for services with urgent multiple case management and health needs. Ability to perform crisis intervention as needed; clearly communicate information and instructions verbally and in written form; maintain a positive, professional and safe environment while on duty; and establish and maintain effective working relationships with others. Security Goal: Maintain safety and serenity of residents protecting against external and internal disruptions. • Provide staff presence during assigned shifts • Resolve any conflicts and file incident reports when necessary • Report violations and general events in daily log • Provide necessary emergency support / follow emergency procedures • Oversee cleaning crew • Conduct property checks • Communicate potential concerns with Security Staff to ensure staff and client safety. Program Goal: Assist Program Manager with program functions and activities. • Provide general support for clients • Observe and report concerns • Provide support for on-site volunteers • Supervise evening and morning activities • Organize morning coffee and food 22 20A-54 EXHIBIT 2 Job Description: Data Entry Specialist Introduction: The Data Entry Specialist is responsible for the data Input and reporting forth e Year Round Emergency Shelter Program known as Bridges at Kraemer Place. The objective of this position is to meet and manage our HMIS data and reporting requirements. This position requires a dedicated work schedule, primarily based around a regular work week. This position reports to the Program Manager. Qualifications: Strong computer, typing and data processing skills. Ability to work effectively with a diverse population; plan, organize and prioritize duties; clearly communicate information and Instructions verbally and in written form; maintain a positive, professional and safe environment while on duty, and establish and maintain effective working relationships with others. Possess a high level of tolerance and understanding for individuals who are present for services with urgent multiple case management and health needs. This person must be detail -oriented and computer proficiency in Microsoft Word, Excel, Outlook and Internet -based browsers is required. Dependability, responsibility, and the ability to communicate effectively and respectfully are mandatory skills. Associate's Degree preferred (but not required). Program Data Entry and Reporting • Ensure HMIS intake forms are completed by clients and data is entered into the HMIS • HMIS data quality management • Responsible for entering all Bed Nights, Case Notes and Services Into data base on a daily basis • Scan and file intake packets and other pertinent documents daily • Follow up with staff as needed to ensure needed documents and updated forms are kept to the agencystandard • Assist Housing Navigators and Management team in pulling data as needed and in the enrollment/exit of guests as necessary • Generate weekly, monthly, quarterly, and annual reports that are turned into high-ranking County officials • Meet data entry deadlines in a challenging and constantly changing atmosphere Miscellaneous • Attend staff meetings • Attend County CoC meetings as needed • Attend training workshops as needed • Perform ad hoc projects as appointed by Supervisor 23 20A-55 EXHIBIT 2 ATTACHMENT B SHELTER EXPECTATIONS 24 20A-56 EXHIBIT 2 Sample Shelter Expectations Welcome to Mercy House. We hope your stay with us allows you to begin your path to ending your homelessness. In order to ensure that all guests are able to comfortably work toward that goal, the following expectations need to be followed while in the vicinity of the shelter, on the provided shuttle vans, and while in the immediate area of our shuttle pick-up and drop-off locations. 1. Demonstrate responsibility for yourself, your actions, and your housing plan. 2. Follow all health and safety policies. 3. Guests are expected to meet with their Housing Navigators at least once a week at a scheduled time to discuss their housing plans. The goal is to get you connected to housing resources as quickly as possible. 4. Guests are expected to actively work their housing plan) By signing these expectations, you understand that you are not guaranteed housing by enrolling in this program. Part of your Housing Plan will be to identify tasks that you will need to complete in order to achieve your goal of securing housing. Your Housing Navigator will work alongside you to assist you in connecting with resources and addressing potential barriers. S. Guests are expected to abstain from behavior that is disruptive and unacceptable to others. Examples include: verbal harassment, physical harassment, excessive profanity, threats and/or violent behavior, nudity or obscene behavior, possessing weapons (or items that may be perceived as weapons) or contraband (examples of Items considered contraband can be made available upon request), drug dealing, theft, etc. Serious offenses include but are not limited to: use of racial slurs, sexual harassment, violence, and any other inappropriate physical contact. Serious violations may be result in an Immediate exit from the shelter. If you are asked to leave, a shuttle driver will transport you to a city -approved drop off location. 6. If a guest's behavior is extremely disruptive and staff or security asks you to step outside or remove yourself from an area for de-escalation purposes, you are expected to comply with this request. You will be able to rejoin the group when your behavior is no longer a disruption to the other shelter guests. 7. Guests are expected to return each night before 9:00 pm, unless allowed special circumstance by management (ex: for work or school). Guests are not allowed to miss two consecutive nights or more than 2 nights in any calendar month without clearing the absence with their Housing Navigator. Guests are expected to sign in on a daily basis. Guests may not sign In for others. The program manager may grant excused nights out of the shelter upon request if necessary and appropriate. 8. Photo ID's are required of all registered guests. Mercy House will take photos and thumbprints to produce program ID's for guests, and for security reasons, if necessary. By entering this program, you give your consent to this. If you do not have a California State ID the MH Staff will assist you in acquiring an ID with in the first few days after enrollment. A photo ID of some sort is required to receive a bath towel and is also used when waiting in the dinner line. 25 20A-57 EXHIBIT 2 9. To promote a healthy and clean environment, all guests are required to shower the day they enter the program. Guests must also submit any clothing/bedding items for laundry the day they enter the program. Guests are then expected to maintain their hygiene (including changing into clean clothes when possible), laundry once a week and showering at least twice a week. 10. Every guest will be assigned a laundry day. Guests will be expected to bag their dirty clothes and bundle their bedding on this day to help streamline laundry services. Laundry should be submitted to staff for cleaning by 9:00 AM on this day. 11. Every guest is allowed 1 indoor bin and 1 outdoor bin. Outdoor bins and indoor bins are accessible only during the designated and posted times. Stackable outdoor bins may be no more than 30 lbs. Trash and recycling may not be brought onto the property. Lockers may be made available, but forthe protection of guests' items, no liquids can be stored in them. 12. All prescription medication must be recorded with MH Staff at Intake and stored in your personal storage bin in its original labeled container. Pills or medication NOT matching the original labeled container may be confiscated. No medicinal marijuana will be allowed In your indoor bin at any time. Medical marijuana may only be stored in your outdoor bin with a valid Medicinal Use Card and must be 8 oz, or less. 13. Smoking of tobacco is permitted in the smoking area only. No drugs, paraphernalia, alcohol, or marijuana (recreational or medicinal) will be permitted in or around the shelter. 14. Attend resident meetings and contribute to the community. 15. All guests are expected to be Good Neighbors of the community In which they are served, and have an obligation to comply with all state and 19cal laws and/ or ordinances and behave in a courteous manner at all times. Complaints from residents, business owners, or public officials may result in expulsion from Mercy House Programs. 16. In order to remain Good Neighbors, all guests are expected to use the provided shuttles for transportation on to and off of the property. We practice a strict no -walk-up policy. Guests are expected to remain on the property at all times unless when leaving for the day. All guests are allotted one exit and one entry per day, Including guests who drive their own personal vehicles (unless under approved special circumstances). Violation of this expectation may result in an immediate exit. 17. Guest vehicles may be parked on shelter property, in designated areas, once the vehicle is registered with program. A valid license and Insurance are required. RV's (Recreational Vehicles) are not permitted on-site. Guests with bicycles must use the bicycle racks on the shuttle buses, and allow Mercy House drivers to secure them on the rack. Guests are only allowed one bike per person, and are not allowed to store spare bike parts unless they fit in the outdoor bin. All bicycles brought on property must be registered and photographed. 18. Guests are expected to respect the rest and sleep of their neighbors. When lights are off, indoor voices should be used to limit distractions and not disturb their rest. Likewise, guests are not allowed to use bright lights or play music/watch video with sound in the dorms after lights out. 26 20A-58 EXHIBIT 2 19. Although we respect everyone's right to privacy, we reserve the right to pat down and search all persons as a precaution against any potential security risks. Items considered contraband may be confiscated and/or destroyed. Guests will always need to be searched any time they access their outside bins, bikes or vehicles. 20. Approved pets, service animals and companion animals will only be allowed into the program with explicit permission given by program management team. All pet owners must agree to and follow the guidelines provided in the Animal Expectations, which is a separate document that will begiven upon entry of the animal into the shelter. 21. Neither Mercy House nor any of its vendors are in any way responsible or liable for lost, stolen, or damaged items that guests bring onto premises. Guests are encouraged to keep valuable Items close and guarded, and are asked to turn In found items to the staff at the front desk. We advise that those who choose to use the supplied charging stations to have their electronics clearly marked and/or customized for easy identification, Guests may only charge their electronics at the approved charging stations, and may not remain at the station for any extended amount of time. 22. Cash is never to be given to Staff, Volunteers, or Interns at ANY time. 23. Any guest that does not follow these expectations is jeopardizing their ability to accomplish their housing plan and may be exited from the shelter. Because everyone can make a mistake, when an expectation is not met, staff will clarify any misunderstanding of the expectation and discuss ways that each guest can avoid further violations. If the violations continue Mercy House staff and the guest will meet and create an action plan to support the client to get back on track with their housing plan and meeting these expectations. Guests who have five action plans and continue to violate these expectations will be exited from the shelter. As a result of initialing these expectations and signing this form, I understand that expectations, health and safety policies may change as necessary and that I will be informed of these changes and I am required to abide by these amended policies. I have read the above and agree to follow the Shelter Expectations. Name (please print): Signature: 27 20A-59 Date: EXHIBIT 2 ATTACHMENT C ESTIMATED COSTS 28 20A-60 EXHIBIT 2 Administrative Salaries/ Professional Services .: 200 beds : `7 Executive Director $ 10,000.00 Op erations Director $ 12,000.00 Controller $ 10,000.00 Accounting Clerk $ 20,000.00 HMIS Coordinator/Data Entry Staff $ 46,000.00 Human Resources $ 10,000.00 Administrative Associate $ 10,000.00 CommunitV Resource Manager $ 10,000.00 Program Director $ 18,000.00 Insurance $ 10,000.00 Professional Fees - IT Audit Etc $ 20,000.00 Office supplies, postage, prInting, phories $ 15,000.00 Wi-F! $ 5,000.00 Equipment Rentals $ 4,000.00 Admin Salarles/Professional Services. Totals $ - :,.200,000.00 Operation ='Pro ram Salaries Program Manager of Emergency Shelter and Services $ 50,000.00 Employment and Housing Nav ators $ 168,000.00 Reservation and Intake Staff $ 18,500.00 Volunteer Coordinator :$ 88,000.00 Site Leaders $ 1:17,000.00 Overnight Logistics Coordinator $.. .126,000.00 Logistics Staff $ 244,500.00 Outreach Team $ 18,000.00 Program Sala' Totals $ : ;".780,000.00 Operations and Program Expenses. • Replacement Reserves $ 20,000.00 Trans ortation $ 230,000.00 Faoilit E. enses Lease Costs $� 288,000.00 Janitorial $ 75,000.00 Facility repairs $ 5,000.00 Maintenance Supplies $ 4,000.00 Cleaning Supplies $ 6,000.00 Landscaping $ 3,000.00 Trash Disposal $ 8,500.00 Utilities $ 20,000.00 Shower and Bathroom Trailers. Working an getting these services donated. *price below if need to pay vendor. Security Guards $ 526,000.00 Client Services & Su Iles Support Services/Diversion/Housing Barrier Costs $ 25,000.00 Meals, Snacks and Beverages $ 292,000.00 Paper and Plastic Goods for meals, restrooms etc. $ 25,000.00 Pet Care $ 25,000.00 Laundry/Hygiene $ 10,000.00 Expenses Totals $ 1,562500.00 TEiram B[ O ZG iW, 20A-61 EXHIBIT 2 30 20A-62 Slee in Areas: Cots/bedding for 200 17,500.00 Storage bin 2,500.00 Pet Crates (assumes 10%) 500.00 Secured Stora a Area 200 wheeled bins 6,000.00 Food Pre Ares ' Refrigeration5 3,000.00 Shelving Coffee Urns Serving Utensils Cambros 2,500.00 Dlnnln ArealCommon Area.7777777 Tables / Chairs 5,000.00 TV/ Charging Tables 2,000.00 Staff and Security* Areas Tables / chairs / cabinets 2,500.00 Laptops printers/copier phones 10,000.00 Shelves 500.00 Intake and Meeting Areas Partitions / table and chairs 3,000.00 OutdooeCommons':"' . Patio Tables $ 1,500.00 Urns trash 1,200.00 Laund IJ66itorial.Su Ices Janitorial 2,000. 00 Washer/ Dryers 12,00000 Carts T 11000.00 LCUt ; Cameras i—,66 lighting 65,000.00 Buildiri or'Parkki iotlm rovernents Assumes a 10% contingency of the overall operations budgetfor tenent improvements. Actual costs will be negotiated. $ 250,000.00 EsiYn3 teJ o"veialf- rc eat i'oa2s x . ' ?" aIrk, IM I .9 `•i'g �. � s : t, Estimated One Time Costs .::390,000.00 Estimated Operatlnq Budget 2542 500.00 Total3., 'Shower and Bathroom Trailers ADA single shower restroom Trailer -$4050 a month+ 100 delivery $ 48,700.00 10 Stall Bathroom/8 stall Shower Trailer -11,700 o month + 100 delivery $ 140,500.00 Without access to sewer the charge increases to $150,000 a month to Include waste disposal. 30 20A-62 EXHIBIT 2 ATTACHMENT O LOCAL PREFERENCE 31 20A-63 EXHIBIT 2 ACKNOWLEDGEMENT OF "LOCALS" PREFERENCE The Contractor hereby: 1. Acknowledges that the City of Santa Ana ("City") intends to provide an Interim shelter for local homeless individuals to avoid the necessity, whether actual or perceived, for sleeping, camping, lodging or living on public property not designated for such purposes. 2. Acknowledges that the City's resources are limited and that the City intends that overnight use of the shelter be exclusively for individuals meeting the City -defined criteria for local individuals. 3. Agrees that the City -defined criteria for local individuals are as follows: A. Individuals must meet the Federal Government criteria for being homeless, as defined by Title 42, Chapter 119, Subchapter I, Section 11302(a) of the United States Public Health and Welfare Code. B. Individuals must be City of Santa Ana residents. The residency requirement can be established by fulfilling one or more of the following requirements: 1. Proof of strong ties tothe community, to Include current residency of an immediatefamily member - mother, father, sibling, orgrandparent in the CityofSanta Ana; 2. Proof that the individual attended K-12 school in Santa Ana; 3. Proof that the individual resided on property zoned for residential use in Santa Ana and the individual was on the lease and/or paid utilities necessary for legal use of the property for residential purposes; or 4. Knowledge - either first-hand or recorded - by the Santa Ana Police Department that the Individual has been a member of the Santa Ana homeless community. 4. Acknowledges that the design capacity of the shelter is for 200 persons. 5. Acknowledges that resources are limited and therefore agree that Contractorwill not encourage or seek homeless individuals resid ing outside the City to come to the shelter for services during the day or night. 6. In the case where a homeless Individual being considered for placement also has a current affiliation with a neighboring shelter, Contractor shall use its best efforts to ensure that such individual retain his or her affiliation with that shelter, including without limitations continued residence there. 32 20A-64 EXHIBIT B Yearly Costs* Contingency Total Operations Including Contingency Yearly Costs* Startup Payment Monthly Payments Excluding Contingency and Start-up Payment * as delineated in Exhibit A - Scope of Services IW -110 YEAR 1 2,871,700 250,000 3,121,700 YEAR 2 2,628,300 250,000 2,878,300 $6,000,000 Total for 2 years 2,871,700 (650,000) 2,221,700 185,141.67 20A-65 2,628,300 0 2,628,300 TBD EXHIBIT 2 MERCY -2 OF ID: SD '4t,✓ ®' CERTIFICATE OF LIABILITY INSURANCE GA0912112018Y) TYPE OF INSURANCEIME. 09121/2018 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER, THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(les) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder In lieu of such endorsement(s). PRODUCER Insurance Services, LLC 5611 LittlerDufour Drive Hun Littler Drive Huntington Beach, CA 92649 Stephanie Dufour COMEACT Stephanie Dufour PHONE 714.369-2998 FAX 0 Ev • Ic N0: 714-840-6357 I ADDRESS, Staphanle@dufaurinsurance.com INSURER(S) AFFORDING COVERAGE NAIC# INSURERA:Great American Insurance Coma 16691 INSURED Mercy House Living Centers P.O.Sox 1905 Santa Ana, CA 92702 INSURERB:Great American Insurance Coma 16691 INSURERC:NOVA Casualty Company 42552 [NsuRER°.Great American Insurance Group 37532 Y INSU'=Philadelphialndemni 18058 PAC426088203 PAC426088203 NSURER F: 85102/2018 05102/2019 COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: THIS 18 TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. LTR TYPE OF INSURANCEIME. 400L SUER MauPOLICY NUMBER POLICYP IOLIC JJP UNITS GENERAL ABILITY EACHOCCURRENCE $ 1,000,00 A A X COMMERCIAL GENERALLIFBIUTY CLAIM84AOE Q OCCUR X Prof. Liability y Y PAC426088203 PAC426088203 05102/2018 05/0212018 85102/2018 05102/2019 PREMISES(Ea ocurenea$ 100,00 MED EXP Any Poe mon $ 10,00 PERSONAL a ADV INJURY $ 1,000,00 X Sex AbuselMiscond GENERALAGGREGATE $ 2,000,00 A PAC426088203 05102/2018 05102!2019 GEN'LAGGREGATEUMITAPPLIESPER, X POLICY JFQT P"LOC PRODUCTS-COMPIOPAGG $ 2,000,00 Ded: $0 $ AUTOMOBILE LIABILITY COMBINEOSINGLE LIMIT (Ea a Ids t 11000100 A ANYAUTO Y CAP 188045404 05/0212018 05102/2019 BODILY INJURY (Pei pmecn) $ X ALLAlJT05 NED X AUTOSULED HIRED AUTOS X AUTOS"""`D BODILY INJURY(Per..Id.nt) $ PRR CCIDEAM E S 130,00 Comp/Coll Dad. $ 50 X UMBRELLA LIAB X OCCUR EACH OCCURRENCE $ 5,000,00 B EXCESS LIAR CIAIMSddADE Y UMB 426088303 0510212018 05102/2019 AGGREGATE $ 5,000,00 DEO I X I RETENTION$ 10000 s C E WORKERS COMPENSATION AND EMPLOYERS' LIABILITY Ya ANY PROPRIETORIPARINERIEXECUTNE daoryInftEXCLUOE07 (Mandatory Byea RIPTIOa under OESCRIPTKIN OF OPERATIONS tlelow NIA CF1-WK-10000043.00 (ACCIDENT) PHLY78928850 0210812018 1112112017 0210812019 1112112018 X STAT X TH' DRY LIM E,LECHACCIDEr 1,000,09 E.L OISEASE•EA EMPLOYE $ 1,000,00 E,L DISEASE -POLICY UMR $ 1,000,00 D Cyber Liability Y NLP3642944 01/2912018 0112912019 Per Occ 1,000,00 E D801 EPLI Y PHSD1173663 1011712018 1011712019 Aggregate 1,000,00 DESCMPTIONOPOPERATIONSILOCAnONSIVEHICLES(Attnch ACORDIDI,AddiUonal Ramarke Schedule,ifmoe.pocaler,ulrad) (I - p City of Santa Ana, its officers, employees, agents, volunteers and I P�.-w'nJ'r,/ representatives are named additional insureds with respect to the operations LL//�� of the named insured 6 this policy is primary per the attached endorsement. )���� �m , Workes compensation coverage excluded, evidence only. 10 days notice of ay�'Vp cancellation for non-payment o£ premium._ /VI q (a,liIii City of Santa Ana Frank Hernandez 20 Civic Center Plaza Box 1988 Santa Ana, CA 92702 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORIZED REPRESENTATIVE ©19BB-2010 ACORD ACORD 25 (2010105) The ACORD name and logo are registered marks of ACORD 41 N .., HOLDER CODE MERCY-2 PAGE NOTEPAD: INSURED'S NAME Mercy House Living Centers OP ID: SD Data 0912112018 Coverage applies to: CDBG Grants ESG Grants RPRP Grants ASID Interim Family Shelter- 2300 Redhill, Santa Ana, CA 92705 (added 9/22/2015) 20A-67 C S9`05/08l18`PAC42608802253' Hffl-PyfF ?AT AMERICAN INSURANCE 00 IMAGE COPY CG 20 01 (Ed. 04 13) THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. PRIMARY AND NONCONTRIBUTORY - OTHER INSURANCE CONDITION This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART PRODUCTS/COMPLETED OPERATIONS LIABILITY COVERAGE PART The following is added to the Other Insurance Condition and supersedes any provision to the contrary: Primary and Noncontributory Insurance (1) the Additional Insured Is a Named Insured under such other Insurance; and (2) you have agreed In writing in a contract or This Insurance is primary to and will not seek agreement that this Insurance would be contribution from any other insurance avail- primary and would not seek contribution able to an additional insured under your policy from any other insurance available to the provided that: Additional Insured. Copyright, ISO Properties, Inc., 2012 CG 20 01 (Ed. 04/13) 417 EXHIBIT 2 MERCY -2 OP ID: SD CERTIFICATE OF LIABILITY INSURANCE DA09/21/2018Y 09!21/2018 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder Is an ADDITIONAL INSURED, the polley(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, Certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder In Ileo Of such endorsement(s). PRODUCER Dufour Insurance Services, LLC 5611 Littlor Drive Huntington Beach, CA 92649 Stephanie Dufour CONTACT Stephanie Dufour '- WHE.n.714-369.2998 _ Fac,Na1: 714-840.6357 %Drt1E ss. Stephanie@dufourinsurance.Com - — A _ INSURERISIAFFORDINGCD%ERAGE NAICR INSURERA:Great American Insurance Com as 16691 INSURED Mercy House Living Centers P.O. Box 1905 Santa Ana, CA 92702 INsuRERa:Great American Insurance Compa 16691 INSURER c: NOVA Casual Company 42552 INSURER D: Great American Insurance Group 37532 INSURER E: Philadelphia Indemnity 18058 INSURER F: COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED, NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT 1MTH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. SR '- .. BR I POLICY EFF POLIOY EXP UNITS TYPE OF INSURANCEPOLICY NUMBER Mh4DD0YYYY MID IVYYY ACCORDANCE WITH THE POLICY PROVISIONS. GENERAL LIABILITYEACH 20 Civic Center Plaza Box 1988 AUTNOR¢EO REPRESENTATIVE Santa Ana, CA 92702 OCCURRENCE $ 1,000,00 A X COMMERCIAL GENERAL LI ABILITY Y PAC426OBB203 05/02/2018 05/02/2019 PREMISES TES fEa occurtence E 100,000 CLAIMS -MAGE OCCUR MEDEXP(An ane person) S 10,000 A X Prof. Liability PAC426088203 OW0212018 0510212019 PRsCNAL&ADVINJURY $ 1,000,000 X Sex Abuseimiscond GENERALAGGREGATE E 2,000,000 A PAC426OBS203 0510212018 05/0212019 PRODUCTS-COMP/OPAGG $ 2,000,000 . GENLAGGREGATEUMITAPPLIES PER Dad: $0JECT ,S X-1 POUCY I PRO -LOC I AUTOMOBILE LIABILITY �MaBeINtlEEDSINGL LIMIT 1,0001000 80DILY INJURY(Perpemon) E A ANY AUTO Y CAP 188045404 05/0212018 05/0212019 (� ALL OWNE,,.,r, SCHEDULED AUTOX H RE SAUTOS�� NOtJDOKN L. AUTO$ BODILY INJURY (Per acaidenq _ E PFOPERTY DA4u1�E PERACCIDE S 130,000 Comp/Coll Dad. S 50 X j UMBRELLA LIARX OCCUR ( EACH OCCURRENCE_ S 5,000,OD0 AGGREGATE E 5,000,00.0 B EXCESS LIAB CLAIMS -MADE Y �UMS 426OBB303 05/02/2018 05102f2019 __ E OED X RETENTIONS 10000 C E WORKERS COMPENSATION ANO EMPLOYERS' LIABILRY ANY PROPRIETOR/PARTNER,EXECUTIVEYIN OFFICER/MEMBER EXCLUDED? (Mandaaryle NH) NIA � CFt-WK-10000043-00 ,(ACCIDENT) PHLY78928850 02/08/2018 11/2112017 02/0812019 11/2112018 X O STATU- X TH- E_L,EACHACCIDENT - S 1,000,00 E.L.DISEASE-EA EMPLOYes 1,000,000 E.L DISEASE -POLICY UMI7 E 1,000,000 H yyes. deecnba antler DE SCRIPTIONOFOPERATIONSIebw D Cyber Liability Y NLP3642944 01/29/2018 0112912019 Per Doc 1,000,00 E D&0/ EPLI Y �PHSD1173663 10/17/2018 10/1712019 Aggregate 110001000 DESCRIPTION OF OPERATIONS I LOCATIONSI VEHICLES (Attach ACORD i 1, Additional RemoMa Sehedele, Rmore apace is required) City of Santa Ana, its officers, employees, agents, volunteers and representatives are named additional insureds with respect to the operations of the named insured & this policy primary per the aendorsement. 10 d, evidence only. 10 days notice of Workes compensation coverage excluded, cancellation for non-payment of premium. io [aa(IS� CFRTIFICATF IIrH TIFF? CANCELLATION ©1988.2010 ACORD CORPORATION. All rights reserved. ACORD 26 (2010/D5) The ACORD name and logo are registered marks of ACORD 20A-69 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN Cit of Santa Ana Y ACCORDANCE WITH THE POLICY PROVISIONS. Frank Hernandez 20 Civic Center Plaza Box 1988 AUTNOR¢EO REPRESENTATIVE Santa Ana, CA 92702 ©1988.2010 ACORD CORPORATION. All rights reserved. ACORD 26 (2010/D5) The ACORD name and logo are registered marks of ACORD 20A-69 NOTEPAD. HOLDER CODE MERCY -2 PAGE INSURED'S NAME Mercy House Living Centers OP ID: SD Dam 09121/2018 Coverage applies to: '— CDHG Grants SSG Grants HPRP Grants AND Interim Family Shelter- 2300 Redhill, Santa Ana, CA 92705 (added 9/22/2018) 20A-70