HomeMy WebLinkAboutItem 08 - Californians for All Youth Workforce Program Agreement Community Development Agency
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Item # 8
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
June 7, 2022
TOPIC: Californians for All Youth Workforce Program Agreement
AGENDA TITLE:
Approve Agreement with State of California for a Two-year Term in an Amount of
$4,497,514 for a Californians for All Youth Workforce Program (Non-General Fund)
RECOMMENDED ACTION
Authorize the City Manager to execute an agreement (JP1012) in the amount of
$4,497,514 with the State of California – California Volunteers, for a two-year period from
June 7, 2022 to May 1, 2024, for a Californians for All Youth Workforce Program, subject
to non-substantive changes approved by the City Manager and City Attorney.
DISCUSSION
The Californians for All Youth Workforce Program is the Governor’s initiative administered
by California Volunteers in partnership with cities across California. The purpose of the
initiative is to increase youth employment, develop youth interest in and experience
towards a career in public service, and to strengthen city capacity to address key areas
of climate, food insecurity, and local COVID-19 recovery.
The grant will target youth between 16-30 years of age with priority given to youth who
meet two or more of the following: have not participated in an AmeriCorps program, may
have difficulty finding employment, are low–income, unemployed and/or out of school,
were justice-involved, and are in or transitioning from foster care or engaged with the
mental health or substance abuse system.
The grant will serve 290 youth in part-time or full-time work experience opportunities in
government and nonprofit organizations in either a summer or year-round work
experience, as well as certificate training and job readiness programs.
This grant was made available to California volunteers through and investment by the
Governor and state legislature. Coronavirus State and Local Fiscal Recovery Funds are
federal stimulus funds associated with recovery from the COVID-19 pandemic. Funds
must be fully expended by May 1, 2024.
Californians for All Youth Workforce Program Agreement
June 7, 2022
Page 2
2
7
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FISCAL IMPACT
The anticipated revenues and expenditures for this grant program will be included and
budgeted in each respective fiscal year budget. Upon City Council’s adoption of the
annual budget, funds will be available and expended as follows:
Fiscal
Year
Accounting
Unit-Account Fund Description Accounting Unit,
Account Description Amount
FY 22-23 18318763-
various
ARPA CA for All
Youth Workforce
Program
CA for All Youth Workforce
Development Program $ 2,248,757
FY 23-24 18318763-
various
ARPA CA for All
Youth Workforce
Program
CA for All Youth Workforce
Development Program $ 2,248,757
Total $4,497,514
EXHIBIT(S)
1. Agreement – Californians for All Youth Workforce Program
Submitted By: Steven Mendoza, Assistant City Manager
Approved By: Kristine Ridge, City Manager
2. The term of this Agreement is:
Approved as to form:
Ryan O. Hodge, Assistant City Attorney
EXHIBIT 1
City of Santa Ana Civic Engagement Youth Workforce Development Project
Funded by CaliforniaVolunteers
Section 1: Program Goal
1. What does your city hope to gain from this program/are there strategic goals this
program can help your city meet?
The City of Santa Ana through its Workforce Development Board (SAWDB) intends
to provide meaningful work experience to local youth, particularly those who are
historically part of underrepresented groups and have difficulty finding employment
due to the pandemic. The focus will be on low-income youth, justice involved youth
and other marginalized groups. Strategically, the City will strengthen existing
partnerships and establish new ones with agencies and organizations committed to
increasing youth employment, providing career guidance and fostering that same
commitment in the youth they serve. Youth, will be provided with meaningful work
experience coupled with intensive career exploration. Lastly, the project aims to
address issues of food insecurity by collaborating with food recovery organizations
and services to help feed those in need. The lead for this project is the SAWDB, the
designated administrator and operator of workforce development programming for the
City of Santa Ana and recipient of federal Workforce Innovation and Opportunity Act
(WIOA) and other workforce development funding.
Section 2: Program Design
1. Which focus area(s) will youth be working on (food insecurity, climate change, etc.)?
If other focus areas are addressed, please describe.
Youth will be working directly on projects and assignments addressing food
insecurity, the impacts of climate change, and post-pandemic recovery.
2. Do you plan to sub-grant with CBOs? If so, please name each organization and any
prior experience they have running similar programs or the process by which you will
select CBO partners.
The City of Santa Ana will provide services to youth using both in-house program
staff and partnerships with Community Based Organizations (CBOs). In house
program staff will include personnel from both the Santa Ana WORK Center and the
Santa Ana Public Library.
The WORK Center has decades of implementing youth programs specifically through
a “Daisy Wheel” service delivery model. The underlying philosophy of the Daisy Wheel
is an “All Youth One System” concept, where resources are leveraged from a network
of Youth Service Providers. The concept allowed youth regardless of eligibility to
receive services from the various partners of a Youth Service Providers Network
(YSPN).
Exhibit A Scope of Work
JP1012
City of Santa AnaEXHIBIT 1
The YSPN consists of Service Providers that collectively offer various youth services
in a creative and interactive manner. The concept, allows the Service Provider to focus
on what service they specialize in and do best. The YSPN will promote broad-based
coordination and cooperation among all youth Service Providers and to provide the
technical assistance needed to make the network a success. The WORK Center as
the Navigator will provide partners with structure and guidance toward meeting the
grant objectives, convene and facilitate partner meetings, establish partner
subcontracts, monitor compliance and performance, collect and report participant
data, and disburse grant funds.
The SAWDB plans to engage the Santa Ana Public Library, which operates various
successful youth engagement programs including BrainFuse and Universal Class.
Both programs provide online training courses along with robust support to help users
master academic concepts. The library also let’s library card holders “borrow” the
internet with their library card by providing youth WI-FI Hotspots, for those members
of our community who do not have internet access at home. The City will work toward
the expansion of these programs to engage more youth, up to age 18.
The Orange County Conservation Corps (OCCC) is a current sub -recipient of
Workforce Innovation and Opportunity (WIOA) Youth funding from the City of Santa
Ana. OCCC has a long standing record of successfully operating youth workforce
development programs for the City and has particularly been engaged with older (18+)
youth experiencing multiple barriers, such as foster youth, the justice-involved, and
very low-income.
Working Wardrobes is also a subrecipient of funding from the City. Based on current
performance outcomes, the City plans to engage Working Wardrobes in program
delivery services for this grant as well. Working Wardrobes has been working with the
City to help implement programs for justice- involved people for the past two years.
They have unique expertise in engaging people prior to release from incarceration to
help ease their transition to life outside.
Additionally, program design is underway with two large food banks – Community
Action Partnership of OC and Second Harvest - both serve the region to have youth
fellows work in distribution, warehousing and growing fresh food.
As it is the goal of the City to provide a broad, inclusive program for eligible youth,
additional CBOs may be engaged if gaps in services are identified.
3. What activities will youth be working on? Please offer a brief, several sentence
description of each job activity youth will be undertaking and any partners that will be
involved in running that opportunity.
The Santa Ana WORK Center, will provide paid summer work experiences as
recreational leaders, community center attendants, and other support staff to restore
EXHIBIT 1
and reinvigorate Community Services programming at parks, community centers,
libraries, and family resource centers. This effort is related to post-pandemic
recovery.
Santa Ana Public Library will provide online support for the provision of online career
exploration including the expansion of the 4 youth WI-FI hotspot program. The second
project will engage youth in researching and documenting pandemic recovery efforts
throughout the city, including City-led efforts to rejuvenate the local economy and
stabilize its residents living conditions, providing a street-level view of successes and
challenges. Using mixed media and particularly video production, participants will
create a public service message sharing the results of their research.
Youth participating with the OCCC will engage in multiple projects related to both food
insecurity and climate resilience. While addressing food insecurity you th will load and
unload trucks, package boxes of food, deliver to community pantries, and assist
community partners with labor support at drive-up distribution events (traffic control,
set-up logistics, and data collection). While addressing climate resilience youth will
clear fire fuels from public spaces, remove debris from waterways, remove non -
native/invasive trees/plants, install native plants and perform other erosion control
measures. Much of the climate resilience work will be at the direction of the Orange
County Conservation Corps and performed at public parks, trails and wetlands.
Working Wardrobes will coordinate with the County of Orange, OC Sheriff’s
Department provide a workforce readiness program that includes pre -release
services. This program will offer support and workforce readiness services for
participants pre-release as well as post-release.
4. What is the proposed start date for programming?
The proposed start date for programming is March 1, 2022. The Santa Ana City
Council must approve new and/or expanded contracts prior to program
implementation therefore the start date may be adjusted as necessary .
Section 3: Youth Recruitment/Development
1. How will the city recruit youth?
The City and its CBO partners have established networks that will be relied upon to
disseminate program information. For example, the Youth Services Provider
Network through the WORK Center holds meetings on a monthly basis, which brings
together community serving organizations who have a youth focus.
The City will also use various media resources including issuance of periodic news
releases through its Public Information Officer; posting of electronic program
announcements/flyers to social media including Facebook, Twitter, and Instagram
and program information on the City’s website.
EXHIBIT 1
Other outreach strategies will include social media, public service announcements,
posting physical program announcements/flyers at all Santa Ana library branches,
recreation centers, community and family resource centers, high school and college
career counseling centers, and other high-traffic public spaces, distributing e-
program announcements to utilities customers and housing voucher recipients ; and
delivering presentations to probation officers, social services agencies, guidance
counselors, and other local youth-serving entities.
2. If you would like to propose your own priority criteria for participants in this program
for California Volunteers approval, please do so in this section.
N/A
3. What wrap around services, if any, is the city or subgrantee planning on offering to
youth?
The City, through its subgrantees, will provide career counseling, career exploration,
case management, supportive services (transportation, gas cards, clothing, and
assistance in locating child care), linkages with alternative secondary education and
adult continuing education, and other appropriate referrals.
4. What wage will youth be paid, if known? What length of time do you anticipate the
youth serving?
Youth will be paid $15 dollars for work performed. If a particular assignment exceeds
entry level skill sets and proficiency that will be considered and may result in a
higher hourly wage. There will be a year-round and a summer track. Year-round
assignments will last from 6-12 months while summer assignments will be from 8-10
weeks long.
Section 4: Metrics/Outcomes
1. Can the city provide the required metrics listed above to CaliforniaVolunteers?
Yes, the baseline metrics are similar to those already captured and recorded for
other workforce development programs. However, the additional metrics related to
participant outcomes and satisfaction 12 months after program completion will be
very challenging as youth participants are very hard to locate and/or unwilling to
respond to inquiries/surveys.
2. If not, please indicate which metrics the city is unable to provide.
The following three metrics will prove challenging and we request that they be
waived:
EXHIBIT 1
• Percentage of youth who report job satisfaction after one year of employment,
as reported by a survey.
• Percentage of youth who report an interest in a career in public service after
one year of employment, as measured by a survey.
• Percentage of youth employed in public service after one year of
employment.
3. Are there other metrics you will be collecting to determine success of program? If so,
please indicate which metrics.
No.
Section 5: Budget/Staffing/Communications
1. What is your proposed staffing plan for the program for the city and/or any
subgrantees?
The subcontracted teams consist of program managers and specialists (outreach,
intake, and eligibility technicians, case managers, and job developers), crew/field
supervisors, and project managers. These teams will manage the day-to-day
aspects of the program, including as their titles suggest, recruiting participants,
ensuring their eligibility, orienting them to the program, assigning them to a work
crew, supervising their work/activity, providing them with appropriate wraparound
services or referrals and documenting services delivered.
Project SAY is staffed by City of Santa Ana employees who will supervise and direct
youth placements at their respective worksites.
City of Santa Ana WDB/WORK Center staff will provide administrative support
including fiscal and programmatic oversight, compliance review, and tracking and
reporting participant progress/outcomes.
2. Does your city commit to using CaliforniaVolunteers developed branding for this
program and participating in CaliforniaVolunteers-organized trainings/curriculum, if
asked?
Yes.
3. Are you interested in participating in a program launch media event with
CaliforniaVolunteers?
Yes.
EXHIBIT 1
City of Santa Ana
JP1012
Applicant:
Items Description Calculation Total Budget % Allocation Cross Check
Administrative Costs Staffing, rent, computer lease 449,751.40$
Total 449,751.40$ 10.0%
# Requested Hourly Salary # of Hours Total Budget
150 15.00$ 160 360,000.00$
140 15.00$ 560 1,176,000.00$
Total 1,536,000.00$
Items Description Calculation Total Budget
FICA for Fellows 254,736.00$ 254,736.00$
Worker's Compensation 467,712.00$ 467,712.00$
Total 722,448.00$
Items Description Calculation Total Budget % Allocation Cross Check
Sub-Contract
Case Management, Supportive
Services including uniforms,
tools etc 1,789,314.60$
Total 1,789,314.60$ 39.8%
Total Budget Request 4,497,514.00$
Total # of Fellows 290
Partner Status (Proposed or Secured)Contractual Amount
City of Santa Ana Secured 449,752.60$
Orange County CC Secured 447,328.00$
Working Wardrobes Secured 447,328.00$
CAPOC Proposed 222,453.00$
Second Harvest Proposed 222,453.00$
Total 1,789,314.60$
Budget Detail Exhibit B
List of Partners
IV. Program Wrap-Around Services (Not to Exceed 40% of Total Award)
III. CaliforniansForAll Youth Workforce Fellows - Other Fellow Costs
CaliforniansForAll Youth Workforce Program
City of Santa Ana
II. CaliforniansForAll Youth Workforce Fellows - Wage
I. Administration (Must Not Exceed 10% of Total Award)
EXHIBIT 1
City of Santa Ana
Agreement #JP1012
EXHIBIT B
Budget Payment Provisions
California Volunteers,
CaliforniansForAll Youth Workforce Development Program
and City of Santa Ana
Page 1 of 1
BUDGET PAYMENT PROVISIONS
1. Invoicing and Payment
a) For services satisfactorily rendered, and upon receipt and approval of the
invoices, the State agrees to compensate the Contractor for actual
expenditures incurred in accordance with the rates specified herein, which
is attached hereto and made a part of this Agreement.
b) Invoices shall include the Agreement Number and shall be submitted via
PDF to fiscal@cv.ca.gov.
2. Budget Contingency Clause
a) It is mutually agreed that if the Budget Act of the current year and/or any
subsequent years covered under this Agreement does not appropriate
sufficient funds for the program, this Agreement shall be of no further force
and effect. In this event, the State shall have no liability to pay any funds
whatsoever to Contractor or to furnish any other considerations under this
Agreement and Contractor shall not be obligated to perform any provisions
of this Agreement.
b) If funding for any fiscal year is reduced or deleted by the Budget Act for
purposes of this program, the State shall have the option to either cancel
this Agreement with no liability occurring to the State, or offer an agreement
amendment to Contractor to reflect the reduced amount.
3. Prompt Payment Clause
Payment will be made in accordance with, and within the time specified in,
Government Code Chapter 4.5, commencing with Section 927.
EXHIBIT 1
City of Santa Ana
JP1012
Exhibit D(1) California Volunteers Reporting Requirements, Invoicing, and
Specific Requirements and Terms and Conditions
CaliforniansForAll Youth Jobs Corps Program
Outcome and Output Reporting
All CaliforniansForAll Youth Jobs Corps Program grantees will be responsible for
providing periodic and timely reports on outcomes and outputs associated with
the funding received from this program.
Reporting Metrics
Grantees will be required to report the following metrics on a quarterly and
annual basis to California Volunteers in a format and method to be specified by
California Volunteers. These metrics are subject to change, depending on the
California Department of Finance’s review and approval:
• Required by Department of Treasury:
o Number of workers enrolled in sectoral job training programs
o Number of workers completing sectoral job training programs
o Number of people participating in summer youth employment
programs
• Output: Total number of youth employed; number of hours of
employment
• Outcome: Percentage of participants who enroll in higher education or
gain employment following program end; Number of industries served;
Disadvantaged areas served
Additionally, CaliforniaVolunteers requires cities to report the following data,
where feasible, on a quarterly and annual basis to CaliforniaVolunteers in a
format and method to be specified by California Volunteers.
• Number of youth participating in program
• Number of youth employed in each focus area
• Number of youth enrolled in job training/readiness programs
• Number of youth completing job training/readiness programs
• Number of youth participating in summer program (if applicable)
• Average wage and hours worked of participants across program
Information/data/member stories as requested for annual report
• Does this project serve an economically disadvantaged community?
• Number of youth employed in program who were previously unemployed
EXHIBIT 1
City of Santa Ana
JP1012
Exhibit D(1) California Volunteers Reporting Requirements, Invoicing, and
Specific Requirements and Terms and Conditions
• Number of youth who complete full program (1 year or summer program)
• Percentage of youth employed in program who remain in college or
stable employment
• Percentage of youth employed after completion of program
• Percentage of youth who report job satisfaction after one year of
employment, as reported by a survey
• Percentage of youth who report an interest in a career in public service
after one year of employment, as measured by a survey
• Percentage of youth employed in public service after one year of
employment
• Job training evaluations
Reporting Deadlines:
Report Reporting Period Partner Reports Due
1 (if applicable) Award Date – December 31, 2021 January 10, 2022
2 January 1 – March 31, 2022 April 8, 2022
3 April 1 – June 30, 2022 July 8, 2022
4 July 1 – September 30, 2022 October 7, 2022
California Volunteers will update this reporting timeline with additional reporting
periods, upon receipt of updated reporting timelines established by the federal
government for projects leveraging State Fiscal Recovery Funds, as further
identified by the California Department of Finance. Reporting metrics may be
updated, depending on updated guidance from the California Department of
Finance.
Reporting Process:
California Volunteers will be providing a comprehensive reporting template for
grantees upon execution of a contract. Additionally, this reporting template
and process may be updated during the period of the contract. At the time
when the reporting process is updated, California Volunteers will roll out
communication regarding this process and provide updates to grantees.
EXHIBIT 1
City of Santa Ana
JP1012
Exhibit D(1) California Volunteers Reporting Requirements, Invoicing, and
Specific Requirements and Terms and Conditions
CaliforniansForAll Youth Jobs Corps Program
Invoicing
This grant is a cost-reimbursement grant. As such, grantees will be required to
submit periodic and timely invoices to California Volunteers for expenses already
incurred for processing and payment. Grantees have the discretion to invoice
monthly or quarterly. However, California Volunteers will not allow invoices for
periods in excess of three months due to the need to provide quarterly financial
reporting to the California Department of Finance, as well as the federal
government, over the use of State Fiscal Recovery Funds (SFRF), federal stimulus
funding.
Invoicing Deadlines:
Grantees have the discretion to invoice monthly or quarterly. If monthly, invoices
should be submitted by the 15th of the following month. If quarterly, invoices
should be submitted with the financial report no later than the due date
identified in the financial reporting deadlines below.
Financial Reporting Metrics:
Grantees will be required to report quarterly on expenditures and unliquidated
obligations associated with the grant. As such, grantees will be required to
provide the following:
• Expenditure Amounts
o Cumulative Expenditures (prior cycles)
o Expenditure Adjustments (+/-) prior cycles
o Expenditures (Current Cycle)
o Total Cumulative Expenditures
• Obligation Amounts
o Remaining Obligation
o Total Cumulative Expenditures
o Total Cumulative Expenditures + Obligation
o Award Amount
• Notes (if applicable)
These metrics are subject to change, depending on the California Department
of Finance’s review and approval.
EXHIBIT 1
City of Santa Ana
JP1012
Exhibit D(1) California Volunteers Reporting Requirements, Invoicing, and
Specific Requirements and Terms and Conditions
Financial Reporting Deadlines:
Report Reporting Period Partner Reports Due
1 Award Date – December 31, 2021 January 10, 2022
2 January 1 – March 31, 2022 April 8, 2022
3 April 1 – June 30, 2022 July 8, 2022
4 July 1 – September 30, 2022 October 7, 2022
California Volunteers will update this reporting timeline with additional reporting
periods, upon receipt of updated reporting timelines established by the federal
government for projects leveraging State Fiscal Recovery Funds, as further
identified by the California Department of Finance. Reporting metrics may be
updated, depending on updated guidance from the California Department of
Finance.
Reporting Process:
California Volunteers will be providing a comprehensive financial reporting
template for grantees upon execution of a contract. Additionally, this reporting
template and process may be updated during the period of the contract. At
the time when the reporting process is updated, California Volunteers will roll out
communication regarding this process and provide updates to grantees.
EXHIBIT 1
City of Santa Ana
JP1012
Exhibit D(1) California Volunteers Reporting Requirements, Invoicing, and
Specific Requirements and Terms and Conditions
CaliforniansForAll Youth Jobs Corps Program
State Fiscal Recovery Funds
This program leverages 100% State Fiscal Recovery Funds. Grantees leveraging
this funding are required to follow specific terms and conditions, reporting
requirements, guidance, etc. associated with these funds. The requirements for
the use of these funds are incorporated in their entirety through the inclusion of
the links to specific resource pages in this Exhibit (see below). This includes links
and attachments referenced on the following pages.
Resources:
• Coronavirus State and Local Fiscal Recovery Funds:
https://home.treasury.gov/policy-issues/coronavirus/assistance-for-state-
local-and-tribal-governments/state-and-local-fiscal-recovery-funds
• State Fiscal Recovery Fund: https://www.dof.ca.gov/budget/COVID-
19/State_Fiscal_Recovery_Fund/
• State Fiscal Recovery Fund Reporting Portal:
https://www.dof.ca.gov/budget/COVID-
19/State_Fiscal_Recovery_Fund_Reporting_Portal/
Through execution of the contract, grantees agree to follow the rules, guidance,
regulations, and terms and conditions as outlined in the above links, as well as
any other requirements and policies outlined throughout the exhibits of the
executed contract.
EXHIBIT 1
City of Santa Ana
JP1012
Exhibit D(1) California Volunteers Reporting Requirements, Invoicing, and
Specific Requirements and Terms and Conditions
Programmatic and Fiscal Document Retention
In line with State and Federal requirements regarding record retention, grantees
are required to maintain all documentation, programmatic and fiscal,
pertaining to this contract for a period of five years after the close out the
contract and the payment of the final invoice. The grantee is required to
maintain books, records, documents, and other evidence pertaining to the
reimbursable costs and hold them available for audit and inspection by the
State or Federal Government for the five years following the close out of the
contract and payment of the final invoice. These retention requirements pertain
to all contracts associated with this program, regardless of funding source.
EXHIBIT 1