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HomeMy WebLinkAboutItem 21 - Agreement with Working Wardrobes Community Development Agency santa-ana.org/community-development Item # 21 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report February 20, 2024 TOPIC: Agreement with Working Wardrobes Project New Start AGENDA TITLE Approve an Agreement with Working Wardrobes to Provide Workforce Development Services to Unemployed People with Barriers to Employment RECOMMENDED ACTION Authorize the City Manager to execute an agreement with Working Wardrobes for workforce development services, including workforce readiness workshops, job development, career planning, and job training in an amount not to exceed $742,000, for a term commencing February 6, 2024 and expiring December 31, 2025 (Agreement No. A-2024-XXX). GOVERNMENT CODE §84308 APPLIES: Yes No DISCUSSION Since 2018, the California Workforce Development Board (CWDB), the State of California’s agent for the oversight and continuous improvement of California’s workforce development system, has engaged in a formal partnership with the California Department of Corrections and Rehabilitation (CDCR) and California Prison Industry Authority (CalPIA) with the goal of improving labor market outcomes of the state’s justice-involved and formerly incarcerated populations. The CWDB made available state general funds for the implementation of regional programs to serve the formerly incarcerated and other justice-involved individuals in California. This funding is referred to as the Prison to Employment (P2E 2.0) Grant. The Orange Regional Planning Unit (RPU) was awarded P2E 2.0 funds. Serving 34 cities and multiple large unincorporated areas in Orange County, the Orange RPU collaborates with partners to build on the region’s strengths, address challenges, and expand opportunities for community members and businesses that fuel economic vitality. The Orange RPU leads the region’s vision for a future-ready workforce that is better skilled, trained, and prepared to keep industries competitive, communities thriving, and the economy growing. The Orange RPU is composed of the City of Anaheim, County of Orange, and the City of Santa Ana Workforce Development Boards (WDBs). As it pertains to this grant, the City of Santa Ana will be the fiscal agent. The P2E grant requires a partnership with Community Based Organizations (CBOs) that Agreement with Working Wardrobes Project New Start February 20, 2024 Page 2 4 0 5 1 serve the formerly incarcerated and other justice-involved individuals, and reentry service providers. The Santa Ana Workforce Development Board (WDB) authorized the release of a Request for Proposals (RFP) in August 2023 seeking organizations to provide workforce services and to establish a list of qualified providers. Three proposals were received from qualified non-profits. Orange RPU members reviewed and ranked the proposals. Working Wardrobes was awarded to provide services through December 31, 2025 (term of the agreement). Working Wardrobes will serve a minimum of 84 formerly justice-involved individuals or under County Probation or State Parole supervision. Depending on the outcome of a workforce strategies assessment, individuals will be served through on-the-job training, or vocational training that leads to industry recognized certificate, or direct placement by using a wraparound case management coordinated with Working Wardrobes by the region’s three Workforce Development Boards. Coordination of referrals will take place pre-release at county jails and post release through deployment of staff at probation and parole offices located throughout the county. FISCAL IMPACT The amount of $742,000 has been budgeted in the Prison to Employment, Reserve Appropriation expenditure account (no. 14418760-69011) and will be transferred to Payment to Subagent account (no. 14418760-69135) upon City Council approval of the agreement. Fiscal Year Grant Year Accounting Unit – Account# Fund Description Account Unit, Account Description Total FY 2023-24 (Feb. – Jun.)2024 14418760-69135 Prison to Employment Payment to Subagent $247,333 FY 2024-25 (Jul. – Jun.)2024 14418760-69135 Prison to Employment Payment to Subagent $247,333 FY 2025-26 (Jul. – Dec.)2024 14418760-69135 Prison to Employment Payment to Subagent $247,334 TOTAL $742,000 EXHIBIT(S) 1. Prison to Employment Agreement Submitted By: Michael L. Garcia, Executive Director of Community Development Approved By: Tom Hatch, Interim City Manager 1 PRISON TO EMPLOYMENT INITIATIVE SUBCONTRACTOR AGREEMENT BETWEEN THE CITY OF SANTA ANA AND WORKING WARDROBES THIS PRISON TO EMPLOYMENT INITIATIVE GRANT AGREEMENT (“P2E Agreement”), is hereby made and entered into this 6th day of February, 2024, by and between the City of Santa Ana, a charter city and municipal corporation of the State of California (“Contractor”), and Working Wardrobes, a California nonprofit organization (“Subcontractor”). RECITALS: A.On June 20, 2022, the State of California issued a request for applications for the purposes of advancing the California Workforce Development Board (“CWDB”) Strategic Plan goals, specifically the Prison to Employment Initiative (“P2E”). Contractor was awarded funding under Grant #G-0326. B.Funds awarded under this grant are designed to address the personal development, training, and employment needs of California’s justice-involved and formerly incarcerated populations C.Contractor is the recipient of P2E funds from the State of California. In 2023, Contractor entered into CWDB Contract Number M90462-7120 commencing on April 1, 2023, through December 31, 2025, in a total amount not to exceed $927,341.16 (“State P2E Agreement”). A true and correct copy of the State P2E Agreement is attached hereto as Exhibit A and incorporated herein by this reference. D.Subcontractor has been made aware of the State P2E Agreement and agrees to comply with all the conditions of the State P2E Agreement and the applicable State requirements governing the use of P2E grant funds. E.Contractor now approves the provision of P2E grant funds to Subcontractor in an amount not to exceed $742,000.00 to be used in compliance with the P2E objectives defined herein. F.Subcontractor represents that it has the requisite qualifications, expertise, and experience to use said P2E grant funds to operate pursuant to P2E objectives. G.This P2E Agreement is contingent upon the award of P2E grant funds from the State of California. H.Contractor and Subcontractor have duly executed this P2E Agreement for the expenditure and utilization of said P2E funds. EXHIBIT 1 2 NOW THEREFORE, it is agreed by and between the parties that the foregoing Recitals are a substantive part of this P2E Agreement, and the following terms and conditions are approved and together with all exhibits and attachments hereto, shall constitute the entire P2E Agreement between the Contractor and Subcontractor: 1. SCOPE OF SERVICES Subcontractor shall perform during the term of this P2E Agreement, the tasks and obligations including all labor, materials, tools, equipment, and incidental customary work required to fully and adequately complete the services necessary for the P2E objectives, as detailed in the Program and Budget Narrative attached hereto as Exhibit B and incorporated herein by reference (“Program”). 2. TERM This P2E Agreement shall take effect on the date first written above and shall terminate on December 31, 2025, unless otherwise terminated, cancelled or modified according to the terms of this P2E Agreement. 3. DISBURSEMENT AND FUNDS A. Contractor was allocated $927,341.16 in P2E grant funds from the State of California to be expended by December 31, 2025. Contractor agrees to pay to Subcontractor when, if and to the extent State P2E grant funds are received a sum not to exceed $742,000.00 for Subcontractor’s performance of the Program through the term of this P2E Agreement. Said sum shall be paid after Contractor receives invoices submitted by Subcontractor as provided herein. B. Subcontractor shall submit monthly invoices (on or before the 15th day of each month) in a form prescribed by the Contractor, detailing such expenses. Such schedule may be modified with the approval of the Contractor. C. Payment is subject to the receipt and approval of such invoices and monthly activity reports. Contractor shall pay such invoices within thirty (30) days after receipt thereof, provided Contractor is satisfied that such expenses have been incurred within the scope of this P2E Agreement and that the Subcontractor is in compliance with the terms and conditions of this P2E Agreement. The thirty (30) day period will discontinue if the reimbursement request is determined to be incomplete and will restart the thirty-day timeline once the remaining required elements have been submitted. Failure to provide any of the required documentation will cause the Contractor to withhold all or a portion of a request for reimbursement until such documentation has been received and approved by the Contractor. D. Subcontractor agrees to use said funds pursuant to this P2E Agreement to pay for necessary and reasonable costs allowable under state law and regulations to operate said P2E Program only. Subcontractor’s failure to perform as required may, in addition to other remedies set forth in this P2E Agreement, result in readjustment of the amount of funds the Contractor is EXHIBIT 1 3 otherwise obligated to pay to the Subcontractor pursuant to the terms hereof, or termination of this P2E Agreement. E. Contractor and Subcontractor agree that all payments due and owning under this P2E Agreement shall be made through Automated Clearing House (ACH) transfers. Subcontractor agrees to execute the Contractor’s standard ACH Vendor Payment Authorization and provide required documentation. Upon verification of the data provided, Contractor will be authorized to deposit payments directly into Subcontractor’s account(s) with financial institutions. 4. STATE P2E AGREEMENT Contractor entered into CWDB Contract Number M90462-7120 with the State of California receiving and recognizing $927,341.16 in P2E grant funds to be used by Contractor to address career services for former prisoners and parolees. A true and correct copy of the State P2E Agreement is attached hereto as Exhibit A and incorporated herein by this reference. Subcontractor has been made aware of the State P2E Agreement and agrees to comply with all the conditions of the State P2E Agreement and the applicable State requirements governing the use of P2E grant funds. 5. INDEPENDENT CONTRACTOR Subcontractor shall, during the entire term of this P2E Agreement, be construed to be an independent contractor and not an employee of the Contractor. This P2E Agreement is not intended nor shall it be construed to create an employer-employee relationship, a joint venture relationship, or to allow the Contractor to exercise discretion or control over the professional manner in which Subcontractor performs the services which are the subject matter of this P2E Agreement; however, the services to be provided by Subcontractor shall be provided in a manner consistent with all applicable standards and regulations governing such services. Subcontractor 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. 6. OWNERSHIP OF MATERIALS This P2E Agreement creates a non-exclusive and perpetual license for Contractor to copy, use, modify, reuse, or sublicense any and all copyrights, designs, and other intellectual property embodied in plans, specifications, studies, drawings, estimates, and other documents or works of authorship fixed in any tangible medium of expression, including but not limited to, physical drawings or data magnetically or otherwise recorded on computer diskettes, which are prepared or caused to be prepared by Subcontractor under this P2E Agreement (“Documents & Data”). Subcontractor shall require all subcontractors to agree in writing that Contractor is granted a non-exclusive and perpetual license for any Documents & Data the subcontractor prepares under this P2E Agreement. Subcontractor represents and warrants that Subcontractor has the legal right to license any and all Documents & Data. Subcontractor makes no such representation and warranty in regard to Documents & Data which were provided to Subcontractor by the Contractor. Contractor shall not be limited in any way in its use of the EXHIBIT 1 4 Documents and Data at any time, provided that any such use not within the purposes intended by this P2E Agreement shall be at Contractor’s sole risk. 7. INSURANCE Subcontractor shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder and the results of that work by the Subcontractor, his agents, representatives, employees or subcontractors. MINIMUM SCOPE AND LIMIT OF INSURANCE Coverage shall be at least as broad as: • Commercial General Liability (CGL): Insurance Services Office Form CG 00 01 covering CGL on an “occurrence” basis, including products and completed operations, property damage, bodily injury and personal & advertising injury with limits no less than $1,000,000 per occurrence, and $2,000,000 in the aggregate. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location (ISO CG 25 03 or 25 04) or the general aggregate limit shall be twice the required occurrence limit. • Automobile Liability: ISO Form Number CA 00 01 covering any auto (Code 1), or if Subcontractor has no owned autos, hired, (Code 8) and non-owned autos (Code 9), with limit no less than $1,000,000 per accident for bodily injury and property damage. • Workers’ Compensation: as required by the State of California, with Statutory Limits, and Employer’s Liability Insurance with limit of no less than $1,000,000 per accident for bodily injury or disease. • Sexual Abuse or Molestation (SAM) Liability: If the work will include contact with minors, and the CGL policy referenced above is not endorsed to include affirmative coverage for sexual abuse or molestation, Subcontractor shall obtain and maintain a policy covering Sexual Abuse and Molestation with a limit no less than $1,000,000 per occurrence or claim. If the Subcontractor maintains broader coverage and/or higher limits than the minimums shown above, the Contractor requires and shall be entitled to the broader coverage and/or the higher limits maintained by the Subcontractor. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the Contractor. Other Insurance Provisions The insurance policies are to contain, or be endorsed to contain, the following provisions: Additional Insured Status The Contractor, its officers, officials, employees, and volunteers are to be covered as additional insureds on the CGL policy with respect to liability arising out of work or operations performed by or on behalf of the Subcontractor including materials, parts, or equipment furnished in connection with such work or operations. General liability coverage can be provided in the form of an endorsement to the Subcontractor’s insurance (at least as broad as ISO Form CG 20 10 11 EXHIBIT 1 5 85 or if not available, through the addition of both CG 20 10, CG 20 26, CG 20 33, or CG 20 38; and CG 20 37 if a later edition is used). Primary Coverage For any claims related to this contract, the Subcontractor’s insurance coverage shall be primary coverage at least as broad as ISO CG 20 01 04 13 as respects the Contractor, its officers, officials, employees, and volunteers. Any insurance or self-insurance maintained by the Contractor, its officers, officials, employees, or volunteers shall be excess of the Subcontractor’s insurance and shall not contribute with it. Notice of Cancellation Each insurance policy required above shall provide that coverage shall not be canceled, except with notice to the Contractor. Waiver of Subrogation Subcontractor hereby grants to Contractor a waiver of any right to subrogation which any insurer of said Subcontractor may acquire against the Contractor by virtue of the payment of any loss under such insurance. Subcontractor agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation, but this provision applies regardless of whether or not the Contractor has received a waiver of subrogation endorsement from the insurer. Self-Insured Retentions Self-insured retentions must be declared to and approved by the Contractor. The Contractor may require the Subcontractor to purchase coverage with a lower retention or provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention. The policy language shall provide, or be endorsed to provide, that the self-insured retention may be satisfied by either the named insured or Contractor. Acceptability of Insurers Insurance is to be placed with insurers authorized to conduct business in the state with a current A.M. Best’s rating of no less than A:VII, unless otherwise acceptable to the Contractor. Verification of Coverage Subcontractor shall furnish the Contractor with original Certificates of Insurance including all required amendatory endorsements (or copies of the applicable policy language effecting coverage required by this clause) and a copy of the Declarations and Endorsement Page of the CGL policy listing all policy endorsements to Contractor before work begins. However, failure to obtain the required documents prior to the work beginning shall not waive the Subcontractor’s obligation to provide them. The Contractor reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time. Subcontractors Subcontractor shall require and verify that all subcontractors maintain insurance meeting all the requirements stated herein, and Subcontractor shall ensure that Contractor is an additional insured on insurance required from subcontractors. EXHIBIT 1 6 Special Risks or Circumstances Contractor reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances. 8. INDEMNIFICATION Subcontractor agrees to defend, and shall indemnify and hold harmless the Contractor, its officers, agents, employees, contractors, 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 negligent operations of the Subcontractor, its subcontractors, agents, employees, or other persons acting on its behalf which relates to the services described in section 1 of this P2E 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 arisi ng from this P2E 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 P2E Agreement. The Subcontractor further agrees to indemnify, hold harmless, and pay all costs for the defense of the Contractor, including fees and costs for special counsel to be selected by the Contractor, regarding any action by a third party challenging the validity of this P2E Agreement, or asserting that personal injury, damages, just compensation, restitution, judicial or equitable relief due to personal or property rights arises by reason of the terms of, or effects arising from this P2E Agreement. Contractor may make all reasonable decisions with respect to its representation in any legal proceeding. Notwithstanding the foregoing, to the extent Subcontractor’s services are subject to Civil Code Section 2782.8, the above indemnity shall be limited, to the extent required by Civil Code Section 2782.8, to claims that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Subcontractor. 9. RECORDS Subcontractor shall keep records and invoices in connection with the work to be performed under this P2E Agreement. Subcontractor shall maintain complete and accurate records with respect to the costs incurred under this P2E Agreement and any services, expenditures, and disbursements charged to the Contractor for a minimum period of three (3) years, or for any longer period required by law, from the date of final payment to Subcontractor under this P2E Agreement. All such records and invoices shall be clearly identifiable. Subcontractor shall allow a representative of the Contractor to examine, audit, and make transcripts or copies of such records and any other documents created pursuant to this P2E Agreement during regular business hours. Subcontractor shall allow inspection of all work, data, documents, proceedings, and activities related to this P2E Agreement for a period of three (3) years from the date of final payment to Subcontractor under this P2E Agreement. EXHIBIT 1 7 10. CONFIDENTIALITY If Subcontractor receives from the Contractor information which due to the nature of such information is reasonably understood to be confidential and/or proprietary, Subcontractor agrees that it shall not use or disclose such information except in the performance of this P2E 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 P2E 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 Subcontractor disclosed in a publicly available source; (c) is in rightful possession of the Subcontractor without an obligation of confidentiality; (d) is required to be disclosed by operation of law; or (e) is independently developed by the Subcontractor without reference to information disclosed by the Contractor. 11. CONFLICT OF INTEREST CLAUSE Subcontractor covenants that it presently has no interests and shall not have interests, direct or indirect, which would conflict in any manner with performance of services specified under this P2E Agreement. 12. NON-DISCRIMINATION Subcontractor shall not discriminate because of race, color, creed, religion, sex, marital status, sexual orientation, gender identity, gender expression, gender, medical conditions, genetic information, military and veteran status, age, national origin, ancestry, or disability, as defined and prohibited by applicable law, including the Workforce Innovation and Opportunity Act (29 CFR, Parts 37 and 38), in the recruitment, selection, training, utilization, promotion, termination or other employment related activities. Subcontractor affirms that it is an equal opportunity employer and shall comply with all applicable federal, state and local laws and regulations. 13. EXCLUSIVITY AND AMENDMENT This P2E Agreement and the State P2E Agreement represent the complete and exclusive statements between the Contractor and Subcontractor, and supersede any and all other agreements, oral or written, between the parties. In the event of a conflict between the terms of this P2E Agreement and the State P2E Agreement, the terms of the State P2E Agreement shall prevail. This P2E Agreement may not be modified except by written instrument signed by the Contractor and by an authorized representative of Subcontractor. 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 Subcontractor or the Contractor. Each party to this P2E 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 is not embodied herein. EXHIBIT 1 8 14. ASSIGNMENT Inasmuch as this P2E Agreement is intended to secure the specialized services of Subcontractor, Subcontractor may not assign, transfer, delegate, or subcontract any interest herein without the prior written consent of the Contractor and any such assignment, transfer, delegation or subcontract without the Contractor's prior written consent shall be considered null and void. Nothing in this P2E Agreement shall be construed to limit the Contractor’s ability to have any of the services which are the subject to this P2E Agreement performed by Contractor personnel or by other Subcontractors retained by Contractor. 15. TERMINATION This P2E Agreement may be terminated by the Contractor upon thirty (30) days written notice of termination. In such event, Subcontractor shall be entitled to receive and the Contractor shall pay Subcontractor compensation for all services performed by Subcontractor prior to receipt of such notice of termination, subject to the following conditions: a. As a condition of such payment, the Executive Director may require Subcontractor to deliver to the Contractor all work product(s) completed as of such date, and in such case such work product shall be the property of the Contractor unless prohibited by law, and Subcontractor consents to the Contractor’s use thereof for such purposes as the Contractor deems appropriate. b. Payment need not be made for work that fails to meet the standard of performance specified in the Recitals of this P2E Agreement. 16. WAIVER No waiver of breach, failure of any condition, or any right or remedy contained in or granted by the provisions of this P2E Agreement shall be effective unless it is in writing and signed by the party waiving the breach, failure, right or remedy. No waiver of any breach, failure or right, or remedy shall be deemed a waiver of any other breach, failure, right or remedy, whether or not similar, nor shall any waiver constitute a continuing waiver unless the writing so specifies. 17. JURISDICTION - VENUE This P2E 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 P2E 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 P2E Agreement. EXHIBIT 1 9 18. PROFESSIONAL LICENSES Subcontractor shall, throughout the term of this P2E 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. Subcontractor shall notify the Contractor 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 P2E Agreement. 19. NOTICE Any notice, tender, demand, delivery, or other communication pursuant to this P2E Agreement shall be in writing and shall be deemed to be properly given if delivered in person or mailed by 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 Contractor: Clerk of the City Council City of Santa Ana 20 Civic Center Plaza (M-30) P.O. Box 1988 Santa Ana, CA 92702-1988 Fax: 714- 647-6956 With courtesy copies to: Executive Director, Community Development Agency City of Santa Ana 20 Civic Center Plaza (M-xx) P.O. Box 1988 Santa Ana, California 92702 Fax: 714-647-6549 To Subcontractor: Working Wardrobes P.O. Box 413 92 Corporate Park #C Irvine, CA 92606 714-210-2460 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 EXHIBIT 1 10 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. 20. 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 P2E Agreement, and shall indemnify Contractor fully, including reasonable costs and attorney’s fees, for any injuries or damages to Contractor 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 P2E Agreement. IN WITNESS WHEREOF, the parties hereto have executed this P2E Agreement on the date and year first written above. ATTEST CITY OF SANTA ANA _______________________________ ______________________________ JENNIFER L. HALL THOMAS R. HATCH City Clerk Interim City Manager APPROVED AS TO FORM WORKING WARDROBES SONIA R. CARVALHO City Attorney By:___________________________ _______________________________ ANDREA GARCIA-MILLER By: Assistant City Attorney Title: RECOMMENDED FOR APPROVAL ________________________________ MICHAEL GARCIA Executive Director Community Development Agency EXHIBIT 1 11 EXHIBIT A STATE P2E AGREEMENT CWDB CONTRACT NUMBER M90462-7120 EXHIBIT 1 EXHIBIT 1 EXHIBIT 1 EXHIBIT 1 EXHIBIT 1 EXHIBIT 1 EXHIBIT 1 EXHIBIT 1 EXHIBIT 1 EXHIBIT 1 EXHIBIT 1 EXHIBIT 1 EXHIBIT 1 EXHIBIT 1 EXHIBIT 1 EXHIBIT 1 EXHIBIT 1 EXHIBIT 1 EXHIBIT 1 EXHIBIT 1 EXHIBIT 1 EXHIBIT 1 EXHIBIT 1 EXHIBIT 1 EXHIBIT 1 EXHIBIT 1 EXHIBIT 1 EXHIBIT 1 EXHIBIT 1 EXHIBIT 1 EXHIBIT 1 EXHIBIT 1 EXHIBIT 1 12 EXHIBIT B PROGRAM AND BUDGET NARRATIVE EXHIBIT 1 Page 1 of 6 WORKING WARDROBES FOR A NEW START REQUEST FOR PROPOSALS (RFP) NO. 23-106A SERVICES PROVIDED December 20, 2023 Working Wardrobes for A New Start proposes providing workforce development services for eighty-four (84) formerly incarcerated and justice involved individuals through the Project New Start - Career Development Program Serving Justice Involved Individuals program. The program will incorporate job readiness training, skills development, supportive services, and employment placement assistance to help participants successfully re-enter society, avoid recidivism, become financially independent, and lead productive lives. Eligible participants will be justice involved individuals as defined in Penal Code §1234(d) and/or under the jurisdiction of a county or the California Department of Corrections and Rehabilitation. Participants may also include individuals who are on county informal probation, county deferred entry of judgement, or any other county diversion program such as drug courts, veterans’ courts, community courts, or other specialty courts. Participants will be at least 18 years of age and be authorized to work in the United States. Working Wardrobes will identify and recruit participants through our relationships with Orange County correctional facilities including the Theo Lacy facility in Orange and the Orange County Central Men’s and Women’s Jails in Santa Ana, the Orange County Sheriff Programs Team, State Division of Adult Parole Operations (DAPO) field units, Orange County Probation and Parole Departments, and through our participation in monthly Orange County Police and Corrections Team (PACT) meetings. We will also conduct recruitment through our core Rebuilding Careers workforce skills training program by identifying eligible participants who may already be enrolled in one or more of our services but would benefit from the specialized services provided through this program. In addition, we will build public awareness of the program through our comprehensive network of over 185 government, social services, educational, and faith- based partners throughout Orange County, many of which also serve this population. Working Wardrobes will conduct a comprehensive intake process that will confirm each participant’s eligibility, their understanding of the program’s services, their commitment to achieving their individual life and employment goals, and facilitate their co-enrollment in Workforce Innovation and Opportunity Act (WIOA) services offered by the Orange County Workforce Solutions Centers network. Following completion of the intake process, Working Wardrobes will provide the following program services for participants: Job Readiness Training: The program will include 8 to 10 week cycles of workforce and life skills training workshops with a focus on transitioning from incarceration to mainstream society. The workshops will be offered to incarcerated individuals at the Theo Lacy facility and the Central Men’s and Women’s Jails, and to other eligible participants both at Working Wardrobes and virtually through an online self-paced curriculum for those with transportation, childcare, health, or other challenges. Workshop topics will include Self- Assessment Strategies, Resume Skill Building, Job Search Skill Building, Pre-Interview Skill Building, Interview Skill Building, Power of Your Image, Navigating Success in the Workplace, Work Culture and Effective Communication, Time Management, and Financial Literacy. Each workshop will be approximately two hours in duration, with three workshops conducted each week for a total of 150 workshops over the one year program term. A portion of the training workshops will be held at correctional facilities and a portion at the Working Wardrobes Career Success Center in Santa Ana. Skills Development: The program will offer skills development opportunities that will assist participants’ ability to acquire knowledge and training to find and maintain meaningful employment in high-demand industries with opportunities for advancement. We will assist participants in selecting, enrolling, and EXHIBIT 1 Page 2 of 6 completing classroom skills training, entering pre-apprenticeship and apprenticeship programs, and enrolling in post-secondary education as distinct paths to obtaining skills in high-wage, high-demand industries including Trades (Construction), Manufacturing, Information Technology, Culinary Arts, and Transportation (Truck Driving). We will utilize training providers included in the State Eligible Providers List (ETPL) to match participants with State-approved classroom skills training programs that meet their needs and goals. We will also assist participants in identifying and enrolling in pre-apprenticeship and apprenticeship programs that may offer subsidized “learn and earn” employment opportunities. Participants will also have the opportunity to enroll in post-secondary education at local colleges and universities to pursue degree or certificate programs that will lead to employment opportunities in high-demand occupations. Career Coach: All participants will be assigned to a Career Navigator, who will conduct intake and assessment activities, help to develop life and employment goals, prepare an Individualized Employment Plan (IEP), identify supportive services to address basic and immediate issues including housing, legal, mental and physical health, and other federal, state, and local assistance programs, and offer individualized, compassionate, and client-focused guidance to maximize participants’ potential to achieve their individual goals. They will be supported by our volunteer force of Career Coaches, who will assist participants in developing resumes, assessing communication and interview skills, reviewing labor market information, identifying career opportunities, and assisting the Career Navigators. Participants will also be provided with open access to the state-of-the-art Working Wardrobes job search lab, which is located at our Career Success Center in Santa Ana and is equipped with computers, printers, and resource materials to help them produce resumes, research occupational and employment opportunities, and identify other employment-related resources. Vocational Assessment: The program’s Career Navigators will work closely with each participant to help them identify basic skills, interests, abilities, and values to determine suitable career paths. Assessment tools will include True Colors, O*Net Online, and a career inventory to identify occupational interests and skill sets. The results of the assessments will inform the development of each participant’s IEP and establish a clear plan for training and employment goals and supportive services needs. The Career Navigators will meet with each participant on a biweekly basis to review progress, revise goals, and offer additional assistance as needed. Job Placement Assistance: The program’s Job Developer will work closely with the Workforce Solutions Centers, the State Employment Development Department, Orange County Business Council, Chambers of Commerce, employment agencies, and local employers to identify job opportunities for participants with a focus on high demand occupations including Trades (Construction), Manufacturing, Information Technology, Culinary Arts, and Transportation (Truck Driving). The program’s goal is to help participants secure employment as soon as possible to help them achieve financial stability, especially for those enrolled in skills training programs and post-secondary education. The Career Navigators will match participants with job openings based on their skills, interests, and training and support their job search process through assistance in completing job applications, referring them to job openings, and providing coaching and encouragement to support their success in securing employment. Working Wardrobes will also hold periodic in-person Hiring Events which will offer in-person networking opportunities with local employers to facilitate access to available job openings. Supportive Services: The program will provide participants with direct financial aid to help them address transportation needs (through the provision of gasoline debit cards and bus passes) and other incidental needs addressing barriers to employment (such as identification/credentials, background checks, grooming, etc.) and support their ability to access services and employment opportunities. EXHIBIT 1 Page 3 of 6 The program will also provide each participant with a professional outfit (including a suit, shirt or blouse, shoes, and accessories) for interviews and on-the job to help them build their confidence and make a good first impression with potential employers. They will receive one-on-one assistance by our Wardrobe Specialist to select outfits that best meet their needs. Incentives will also be provided to encourage participants to achieve program milestones and reward them for their success. A payment of $125 will be awarded to participants who complete the full complement of workforce skills training activities, $125 will be awarded to those attaining an industry-recognized certificate or completion (whether through Working Wardrobes or another training provider), and $250 will be awarded upon attainment of employment. The maximum value of incentives to be provided to an individual client is $500. Follow-Up Support: Whether or not they have completed the full range of program services or secured employment, participants will have continued access to all Working Wardrobes activities including coaching, advice, and guidance to help them identify and obtain additional skills training and supportive services, and ensure that they achieve their individual goals, maintain their employment, and continue to progress in their careers. The goal of the program is to serve eighty-four (84) justice involved individuals over the initial program term and support their ability to gain valuable workforce and occupational skills, achieve success in the job market, contribute to the growth and success of businesses and the economy, avoid recidivism, and build successful and self-sufficient lives. The following minimum performance outcomes and measurements to be achieved are as follows: Outcome Measurement Enrolled in program 84 participants Enrolled in training 40 participants Completed training 30 participants Attained industry-identified certificate or credential 20 participants Placed in post-secondary education 13 participants Placed in state approved apprenticeship 13 participants Employed 40 participants EXHIBIT 1 Page 4 of 6 WORKING WARDROBES FOR A NEW START REQUEST FOR PROPOSALS (RFP) NO. 23-106A FIRM AND TEAM EXPERIENCE December 20, 2023 Working Wardrobes for a New Start is a nonprofit organization founded in 1990. Over the past 33 years we have provided comprehensive and impactful workforce and life skills training, job placement assistance, and professional wardrobing for over 120,000 individuals. Our mission statement is: We help people overcome barriers to gainful employment. Our target service population is low-income persons from marginalized groups seeking to enter the workforce or achieve career advancement, with a focus on assisting persons of color, veterans, seniors, and justice involved individuals as well as those who have faced major life crises including homelessness, substance abuse, domestic violence, chronic illness, and/or long-term unemployment. In 2022 alone, Working Wardrobes provided assistance to a total of 4,420 clients receiving 16,575 units of service. Our 2023 organizational budget is $5,432,640 and we employ a staff of 40 employees. Our impressive record of longevity, sustainability, and success demonstrates our ability and commitment to helping our clients realize “The Power of a Paycheck.” 4.00 full -time equivalent (FTE) employees will be working directly on this program, including our Director of Client Services (0.50 FTE), two (2) Career Navigators (total 2.00 FTE), Client Services Administrator (0.25 FTE), Job Developer (1.00 FTE), and Wardrobe Specialist (0.25 FTE). The Working Wardrobes corporate headquarters and Career Success Center are located at 2000 E. McFadden Ave., Santa Ana, CA 92705. Working Wardrobes serves all of Orange County and the surrounding regions of southern California. The supervising Project Manager will be Bianca Herrera, Director of Client Services. She is based at the Working Wardrobes headquarters in Santa Ana. Her email address is biancah@workingwardrobes.org and her phone number is 714-210-2460. The following Working Wardrobes positions will be assigned to this program: Director of Client Services Career Navigator #1 Career Navigator #2 Client Services Administrator Job Developer Wardrobe Specialist All staff members filling these positions will be qualified to fulfill their job responsibilities and execute the program’s services. The specific responsibilities of each position as related to this program are identified within the Budget and Narrative (Attachment C). Working Wardrobes confirms our commitment that personnel as identified in this proposal will be available throughout the program/contract term. Working Wardrobes has assisted justice involved individuals throughout our 33 years of service to Orange County and the surrounding regions of southern California. We began providing workforce skills training and job placement assistance focused on the challenges and needs of this population in 2013 by conducting workshops at the Orange County Men’s and Women’s Jails and the Theo Lacy facility, and we have since expanded our experience and reach through our execution of three government contracts: 1) Orange County EXHIBIT 1 Page 5 of 6 Community Services: Linking Employment Activity Pre-Release-2 (LEAP-2) program with term of July 1, 2016 through December 3, 2018; 2) City of Santa Ana: Prison to Employment program with term of October 1, 2019 through March 31, 2022; and 3) Board of State and Community Corrections: Adult Reentry Program with term of October 1, 2022 through April 30, 2026. Further, our core Rebuilding Careers workforce training program includes justice involved individuals as a target population. In total, Working Wardrobes has helped approximately 3,500 justice involved individuals gain workforce and life skills and find quality jobs. EXHIBIT 1 Page 6 of 6 WORKING WARDROBES FOR A NEW START REQUEST FOR PROPOSALS (RFP) NO. 23-106A PROPOSED WORK PLAN AND TIMELINE December 20, 2023 All program activities and services will be conducted and available to participants on an open, ongoing basis throughout the program period. The following activities will be offered and milestones/outcomes achieved as follows, with cumulative outcomes metrics to be reached by the contract end date. Number of participants Activity Milestone Quarter 1 Quarter 2 Quarter 3 Quarter 4 Quarter 5 Total Program enrollment Participants complete program intake process including AJCC co-enrollment 0 21 21 21 21 84 Training enrollment Participants are assigned to a Career Navigator and develop an IEP to identify training and supportive services needs and set goals 0 10 10 10 10 40 Training completion Participants complete job readiness skills training 0 6 8 8 8 30 Certificate or credential attainment Participants complete certificate or credential training program 0 0 6 7 7 20 Post- secondary education placement Participants enter post-secondary education programs at community colleges 0 2 3 4 4 13 State approved apprenticeship placement Participants enter State-approved apprenticeship programs 0 2 3 4 4 13 Employment placement Participants secure employment 0 4 12 12 12 40 NOTE: Quarter 1 will be utilized as a program preparation period to hire and orient program staff, establish program services protocols, and initiate relationships with correctional agencies, training providers, and educational institutions. EXHIBIT 1 Page 1 of 3 WORKING WARDROBES FOR A NEW START PROJECT NEW START - CAREER DEVELOPMENT PROGRAM SERVING JUSTICE-INVOLVED INDIVIDUALS BUDGET NARRATIVE December 20, 2023 PERSONNEL SALARIES 1. Director of Client Services: 50% FTE for 12 months = $42,500 Dedicate 50% of time to program for 12 months. Provide management and quality control of program services and staff, ensure compliance with contract requirements, coordinate partnerships with correctional agencies, Workforce Solutions Centers, and training providers. 2. Career Navigators (2): 100% FTE ea. for 12 months = $54,995 ea. x 2 = $109,990 Dedicate 100% of time to program for 12 months. Coordinate participant outreach, intake, and enrollment, provide case management/career navigation for participants, facilitate referrals and enrollment for supportive services, occupational skills training, certification programs, educational opportunities, and job placement. 3. Client Services Administrator: 25% FTE for 12 months = $16,875 Dedicate 25% of time to program for 12 months. Process and track participant incentives, supportive services, and skills development payments, maintain program data, coordinate reporting tasks, provide support to Director of Client Services and Career Navigators. 4. Job Developer: 100% FTE for 12 months = $56,160 Dedicate 100% of time to program for 12 months. Work with local employers to identify job opportunities for participants, assist Career Navigators in matching participants with job openings and apprenticeship programs. 5. Wardrobe Specialist: 25% FTE for 12 months = $13,250 Dedicate 25% of time to program for 12 months. Schedule and provide professional wardrobe services for clients, manage volunteer Personal Shoppers. TOTAL PERSONNEL SALARIES = $239,045 PERSONNEL BENEFITS 1. Director of Client Services: 12.64% of salary (blended rate including Social Security, Medicare, SUI, health insurance, and workers compensation) = $42,500 x 12.64% = $5,372 2. Careers Navigators (2): 12.64% of salary (blended rate including Social Security, Medicare, SUI, health insurance, and workers compensation) = $54,995 ea. x 2 = $109,990 x 12.64% = $13,902 3. Client Services Administrator: 12.64% of salary (blended rate including Social Security, Medicare, SUI, health insurance, and workers compensation) = $16,875 x 12.64% = $2,133 4. Job Developer - Vacant: 12.64% of salary (blended rate including Social Security, Medicare, SUI, health insurance, and workers compensation) = $56,160 x 12.64% = $7,099 5. Wardrobe Specialist: 12.64% of salary (blended rate including Social Security, Medicare, SUI, health insurance, and workers compensation) = $13,520 x 12.64% = $1,709 TOTAL PERSONNEL BENEFITS = $30,215 TOTAL PERSONNEL SALARIES & BENEFITS = $269,260 EXHIBIT 1 Page 2 of 3 OPERATING EXPENSES Office Expenses Casebook CRM system subscription to manage program and client data (25% of total annual expense allocated to this program) = $2,500 Flash drives for participants to store program materials; paper, pens, printer ink, file folders, other miscellaneous supplies for program staff = $1,100 Printing of program marketing/outreach flyers and brochures and skills workshops curriculum materials = $1,900 Total Office Expenses = $5,500 Indirect Cost Per Negotiated Indirect Cost Rate Agreement with U.S. Department of Labor for period 01/01/23 to 12/31/23 @ 21.06%. Direct services total costs of $612,919 x 21.06% = $129,081 Total Indirect Cost = $129,081 Participant Skills Development (Training) Payment of tuition and training-related expenses (tools, uniforms, books, etc.) for participants enrolled in certificate or credential programs or post-secondary education 33 participants @ $5,636/ea. (average) = $136,000 (program cost) + $50,000 (matching funds from City of Santa Ana WORK Center) = $186,000 Total Participant Skills Development (Training) = $186,000 ($136,000 program cost + $50,000 matching funds from City of Santa Ana WORK Center) Professional Services Training Coordinator (independent contractor) Conduct Job Readiness Workforce/Life Skills Workshops at correctional facilities and Working Wardrobes 20 hours/week x 50 weeks @ $35.00/hr. = $35,000 Total Professional Services = $35,000 Staff Travel/Mileage Mileage reimbursement for staff travel to and from correctional facilities and partner agencies. 2,588 mi. @ $0.67/mi. (2024 IRS business rate) = $1,734 Total Staff Travel/Mileage = $1,734 Supportive Services Financial Assistance Prepaid gasoline cards and bus passes along with payment of incidental needs addressing barriers to employment such as identification/credentials, background checks, grooming, etc. 84 participants @ $250/ea. (average) = $21,000 Job Readiness Workforce/Life Skills Workshops Presentation of workforce and life skills workshops for program participants (topics include Self- Assessment Strategies, Resume Skill Building, Job Search Skill Building, Pre-Interview Skill Building, Interview Skill Building, Power of Your Image, Navigating Success in the Workplace, Work Culture and Effective Communication, Time Management, and Financial Literacy). Each client will participate in a 8 to 10 week cycle of workshops. 3 workshops/week x 50 weeks @ $600 ea. = $90,000 EXHIBIT 1 Page 3 of 3 Wardrobe Services One professional and two business casual outfits (including accessories and shoes) to each participant for interviews and on-the-job. 50 regular size participants @ $420/ea. = $21,000 34 plus size participants @ $450/ea. = $15,300 Total Wardrobe Services = $36,300 Total Supportive Services = $147,300 Participant Incentives Payments to participants achieving program outcomes. $500 maximum in payments to each participant. Completion of full cycle of workforce/life skills training workshops: 40 participants @ $125/ea. = $5,000 Attainment of skills training certificate or credential: 25 participants @ $125/ea. = $3,125 Attainment of employment: 40 participants @ $250/ea. = $10,000 Total Participant Incentives = $18,125 TOTAL OPERATING EXPENSES = $662,919 ($612,919 program cost + $50,000 matching funds from City of Santa Ana WORK Center) GRAND TOTAL = $792,000 ($742,000 program cost + $50,000 matching funds) Program staff will document and track requests, approvals, and payments of Participant Incentives payments to verify eligibility, ensure that individual participants are not paid above the $500 maximum, and that the total line item budget is not exceeded. Incentives payments will be provided to participants in the form of Visa/MasterCard gift cards or company checks. No cash will be distributed to participants. All Participant Supportive Services payments for transportation and other incidental needs addressing barriers to employment and Participant Skills Development (Training) tuition and training-related expenses will also be carefully controlled by the program staff to maintain fiscal integrity and adherence to the program budget. Gasoline and public transportation assistance will be provided to clients in the form of gas company debit cards or bus line pass cards that will be distributed to participants once eligibility and need is endorsed by a Career Navigator. The need and value of other Supportive Services and Skills Development (Training) expenses will be documented through bills, invoices, receipts, quotes, or other documents supporting each request that are secured by either the program staff or participants and confirmed with the appropriate vendor prior to payment. All payment requests will be originated by the program’s Career Navigators, reviewed and confirmed by the Client Services Administrator, and approved by the Director of Client Services before disbursements are issued. Payments will be issued as Working Wardrobes company checks made payable to and delivered directly to service providers, with no payments provided directly to participants. EXHIBIT 1 CITY OF SANTA ANA BUDGET FORM Organization Name: Working Wardrobes for a New Start Administrative Cost (Not to Exceed 10%) Total Program Cost Total Cost Match/In Kind Personnel Salaries 1 Director of Client Services (0.50 FTE) $42,500 $42,500 2 Career Navigator (1.00 FTE) $54,995 $54,995 3 Career Navigator (1.00 FTE) $54,995 $54,995 4 Client Services Administrator (0.25 FTE) $16,875 $16,875 5 Job Developer (1.00 FTE) $56,160 $56,160 6 Wardrobe Specialist (0.25 FTE) $13,520 $13,520 Personnel Benefits 1 Director of Client Services (0.50 FTE) $5,372 $5,372 2 Career Navigator (1.00 FTE) $6,951 $13,902 3 Career Navigator (1.00 FTE) $6,951 $13,902 4 Client Services Administrator (0.25 FTE) $2,133 $2,133 5 Job Developer (1.00 FTE) $7,099 $7,099 6 Wardrobe Specialist (0.25 FTE) $1,709 $1,709 Total Personnel Salaries & Benefits $269,260 $269,260 Operating Expenses Rent Utilities Phones Internet Fees Parking Fees Security Maintenance Insurance Equipment rental fees Accounting Services Vehicle lease Office expenses $5,500 $5,500 Legal Services Auditing Services Indirect Cost $129,081 $129,801 Staff Training Staff Conferences Staff Travel/Mileage $1,734 $1,734 Participant Wages Supportive Services $147,300 $147,300 Participant Incentives $18,125 $18,125 Participant Skills Development $136,000 $136,000 $50,000 Professional Services $35,000 $35,000 Total Operating Expenses $472,740 $472,740 GRAND TOTAL (Personnel + Operating) $742,000 $742,000 $50,000 EXHIBIT 1