HomeMy WebLinkAboutILLUMINATION FOUNDATION, THE (4)INSURANCE NOT ON FILE A-2020-130
WORK MAY NOT PROCEED
�LERK OF COUNCIL
DATE;
U : CtAQ&) JUL 14 2020
AGREEMENT WITH THE ILLUMINATION FOUNDATION TO
OPERATE A YEAR-ROUND HOMELESS NAVIGATION CENTER
�Q AND RECUPERATIVE CARE FACILITY
On the 16th day of June, 2020, THIS AGREEMENT was presented to the City Council of the City
of Santa Ana, a charter city and municipal corporation organized and existing under the
Constitution and laws of the State of California ("City") detailing the terms and conditions
provided below for The Illumination Foundation ("Contractor"), to operate a year-round homeless
navigation center and recuperative care facility.
RECITALS
A. The City desires to retain a contractor to administer and operate a year-round homeless
navigation center and recuperative care facility in the City of Santa Ana (the "Shelter").
B. On January 7, 2020, the City released a Request for Proposals ("RFP") #20-004-063 for the
development, construction, and operation of a year-round homeless shelter and navigation
center in the City of Santa Ana. A true and correct copy of the RFP is attached hereto as
Exhibit A and incorporated herein by reference.
C. Contractor has subnutted 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.
D. 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:
1. 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 B 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 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 (subject to the rights of the landlord under the Lease). In
srD1 309754=1\ 704201.5 711012020 Page I of 10
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 (subject
to the rights of the landlord under the Lease). 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 (subject to the rights of the landlord under the
Lease).
2. EFFECTIVENESS AND TERM OF AGREEMENT
a. The Shelter will be located within a 29,503-square foot industrial building on 1.5
acres in an industrial zone at 1815 Carnegie Avenue in Santa Ana ("Site"). This
Agreement shall not become effective unless and until the 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 ("Lease"), provided that if the
Lease is not executed on or before July 15, 2020, this Agreement shall be void and
have no force and effect. The City shall execute a guarantee of only the Base Rent
payment obligations of Contractor under the Lease ("Guarantee") for the benefit of
the landlord under the Lease. The Lease attached as Exhibit D and the Guarantee
attached as Exhibit E are hereby approved by the City.
b. This Agreement will commence upon the date first written above ("Effective Date")
and continue for two (2) years ("Term"), with the option for the City to. grant up to
eight (8), one (1) year renewals; exercisable by a writing executed by the City
Manager and the City Attorney, for a potential total Tenn of ten (10) years, unless
terminated earlier in accordance with Section 15, below. If this Agreement expires
or is terminated, Contractor shalt assign the Lease as directed by the City per section
60 of the Addendum to the Lease.
C. The City acknowledges that Contractor is entering into the Lease in reliance on the
City's performance of its obligations under this Agreement and the Guarantee. The
City shall indemnify, defend and hold harmless Contractor from any loss, claim or
damage arising out of or resulting from any breach by the City of its obligations
under this Agreement or the Guarantee, including without limitation the City's
failure to pay sums required hereunder which Contractor will rely upon to fulfill
Contractor's obligations under the Lease. The Contractor acknowledges that City
is entering into the Guarantee in reliance on the Contractor's performance of its
obligations under this Agreement and the Lease. The Contractor shall indemnify,
defend and hold harmless City from any loss, claim or damage arising out of or
resulting from any breach by the Contractor of its obligations under this Agreement
or the Lease, including without limitation the Contractor's failure to operate the
Shelter and Services required hereunder which City will rely upon to frdfill City's
obligations under the Guarantee, but excluding the Contractor's failure to pay sums
to be funded by the City under this Agreement. .
d. At City's request, Contractor has included in the Lease provisions for Contractor's
option to purchase the Site, which may be assigned to the City. If City asks
Contractor to exercise such option, City shall (i) provide all funds necessary to
SIM 30e75-0001\ 704201.5 M W2o2o Page 2 of 10
complete such purpose, whether or not such funds are included in Exhibit C, and
(ii) indemnify, defend and hold Contractor harmless from any loss, claim or damage
arising from City's default of its obligations hereunder in connection with such
option and purchase. If City acquires fee title to the Site, City and Contractor may,
but shall not be obligated to, terminate the Lease. However, the parties intend that
no such acquisition of the Site by the City shall modify the rights and obligations
of the parties under this Agreement.
3. START-UP FUNDING AND COMPENSATION
a. Within thirty (30) days of the Effective Date of this Agreement, City agrees to
provide Contractor with $591,289 for start-up funding as provided in the Schedule
of Start -Up Costs attached hereto as Exhibit C and incorporated herein by
reference.
b. From and after the Effective Date, City shall pay Contractor the monthly fee as
compensation for all Services rendered under this Agreement during the Term as
provided in Exhibit C. An audit of expenses will be conducted on a semi-annual
basis to reconcile any over or under -payment of expenses by the City. In the case
of the former, Contractor shall credit the City the amount of over -payment in the
immediate period. In the case of the latter, the City shall pay the Contractor the
amount of the under -payment.
C. The total sum to be expended under this Agreement shall not exceed $38,099,351.
d. Contractor shall submit an invoice to the City (evidencing fees, costs or services
performed, subject to City accounting procedures) when Contractor needs funds
provided for in the Exhibit C. With the exception of the payment required by
Section 3.a., City shall be Contractor the invoiced amounts within thirty (30) days
following receipt of proper invoice.
C. The compensation required pursuant to this Agreement will be paid by City to
Contractor from multiple federal, state, and local funding sources (each
individually a "Funding Source" and cumulatively the "Funding Sources"),
including, but not limited to, the following:
i.
HHAP-COVID
ii.
HEAP
iii.
HHAP
iv.
CDBG-CV
V.
ESG
vi.
ESG-CV
vii.
ESG-CV2
viii.
PLHA
Contractor will be required to enter into a separate funding agreement for each
Funding Source. Contractor will be required to comply with all requirements of
each Funding Source, as detailed in the separate funding agreements. The total
sirn309r5-000woa20isrnorzo20 Page 3 of 10
amount of compensation in said funding agreements shall count toward the total
amount due and owing from City to Contractor under this Agreement, not
compensation in addition to the total amount of this Agreement. If Contractor does
not execute any of the separate funding agreements, Contractor will forfeit that
amount of funding from that Funding Source, and City will have the option to
terminate this Agreement pursuant to the terms of Section 15, below. Additionally,
in the event any Funding Source is reduced by 25% or more, City will have the
option to terminate this Agreement pursuant to the terms of Section 15, below.
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 (except for any such materials which
Contractor is required by law to keep confidential). 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 Punish such information, as in the reasonable
judgment of the City may be relevant to the question of compliance with contractual conditions,
or the effectiveness, legality, and achievements of the Services.
5. REPORTING
Contractor shall provide to the City a quarterly written report of the Services, in a format
to be approved by the City and as further described in Exhibit B.
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
sroMsoe75-OOon7042m971100MO Page 4of10
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 $5,000,000 per occurrence. 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. City agrees that the liability insurance carried by
Contractor under the Lease shall satisfy the requirements of this Section.
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. City agrees that the
liability insurance carried by Contractor under the Lease shall satisfy the
requirements of this Section.
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. City agrees that the liability insurance carried by
Contractor under the Lease shall satisfy the requirements of this Section.
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.
e. 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.
(v) Contractor shall supply City with a fully executed additional insured
SM 30975-0001\ 704201.5 7/10/2020 Page 5 of 10
endorsement.
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 tenmination. 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.
8. INDEMNIFICATION
By Contractor. 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 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 due to personal or property rights arises by reason of the terms of, or effects arising
fiom this Agreement. Contractor's indemnification obligations hereunder shall not extend to any
claims to the extent caused by the City's negligence, willful misconduct or breach of 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.
By City. City agrees to and shall indemnify, defend, and hold harmless the Contractor, its
officers, agents, employees, consultants, special counsel, and representatives from liability for
personal injury, damages, 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 City or its subcontractors, agents, employees, or other persons acting on
their behalf which relates to the subject matter of 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 Agreement. City's
indemnification obligations hereunder shall not extend to any claims to the extent caused by
Contractor's negligence, willful misconduct or breach of this Agreement. Contractor may make all
reasonable decisions with respect to its representation in any legal proceeding. City's
indemnification obligations in tl3is section shall survive expiration of this Agreement.
stn\3ovrs-000tvwaoi.s nuon_o2n Page 6 of 10
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 (except for any such materials which
Contractor is required by law to keep confidential). 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 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 without 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
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
SM 30975-0001\ 704201.57/102020 Page 7 of 10
Santa Ana, CA 92702-1988
Fax number:
With courtesy copies to:
To Contractor:
City Manager
City of Santa Ana
20 Civic Center Plaza
Santa Ana, CA 92702
Fax:
The Illumination Foundation
1091 N. Batavia St.
Orange, CA 92867
Attn: Paul Leon, CEO
Fax number:
With courtesy copies to:
Steven J. Dzida, Esq.
Dzida, Carey & Steinman
3 Park Plaza, Suite 750
Irvine, CA 92614
Fax: 949/399-0361
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. 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.
SJD\30975-0001\70420 L5 WM1020 Page 8 of 10
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 of this Agreement performed by City personnel or by other contractors or consultants
retained by City. No assignment by the City of its rights or obligations under this Agreement shall
relieve the City of any of its obligations under this Agreement.
15. TERMINATION
This Agreement may be terminated by the City for default by Contractor, or as otherwise
prescribed by the terms of this Agreement, upon sixty (60) days written notice of termination,
which notice shall set forth with specificity the cause for termination. Contractor shall have an
opportunity to cure any alleged default for a period of thirty (30) days after receipt of the notice of
termination. If Contractor has cured the alleged default in the reasonable opinion of City, then this
Contract shall not be terminated. If this Agreement is terminated, Contractor shall be entitled to
receive and the City shall pay Contractor compensation for all services performed by Contractor
and costs incurred or accrued by Contractor (under the Lease) prior to Contractor's receipt of such
notice of termination. If the Agreement is terminated, Contractor shall assign its rights and
obligations under the Lease to the City or other governmental entity approved by the City pursuant
to section 60 of the Lease Addendum and, unless Contractor is released from all subsequent
liability by the landlord under the Lease, the City shall indemnify, defend and hold Contractor
harmless from any loss, claim or damage arising from any default by Lessee under the Lease after
the effective date of such assignment.
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.
sM3o975-oomV04201.571rol103o Page 9 of 11
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 person signing this Agreement on behalf of Contractor represents and
warrants that its signature herein below has the power, authority and right to bind
Contractor to each of the terms of this Agreement and shall indemnify City fully,
including reasonable costs and 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. Each person signing this Agreement on behalf of City represents and
warrants that its signature herein below has the power, authority and right to bind
the City to each of the terms of this Agreement and shall indemnify Contractor
filly, 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 Agreement.
SJ1YX30975-0001\ 70420157110P020 Page 10 of 11
IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first
above written.
CITY OF SANTA ANA
Z191in Ridge
City Manager
ATTEST:
. .mQomV\xj-
;
i
APPROVEDFORM:
SONIA R. CARVALHO
City Attorney
- r
By: _ : I` } ;
Ryan O. Hn ge
Assistant City Attorney
FOR APPROVAL:
Steven Mendoza
Executive Director
Community Development Agency
CONTRACTOR
a: j
Title:
bL�J &A -
GFo
A - RFP #20-004-063
B - SCOPE OF SERVICES
C - PRO FORMA OF COSTS AND FUNDING
D-LEASE see A - 0204-0-
E - GUARANTEE
SHA30975-caomo42ms71mrzm_o Page 11 of 11
REQUEST FOR PROPOSALS (RFP)
FOR
The Development, Construction and Operation of a
YEAR-ROUND HOMELESS SHELTER AND NAVIGATION
CENTER (HSNC)
RFP No: 20-004
CITY OF SANTA ANA
Community Development Agency
Homeless Services Division
20 Civic Center Plaza
Santa Ana, CA 92701
Steven A. Mendoza
Executive Director
Tel: (714) 647-5375
smendozana santa-ana.org
Contents
Notice Inviting Proposals ................................
3
Executive Summary ........................................
4
Background....................................................
4
Eligible Respondents ......................................
7
Available Funding ...........................................
8
RFP Timeline ..................................................
9
Proposal Selection Process., ........................
10
Scope of Services .........................................
11
Project Outcomes .........................................
14
Proposal Evaluation & Scoring .....................
16
Minimum Submission Requirements............
17
Proposal Requirements ................................
20
General Information ......................................
25
Agreement Information .................................
27
Insurance Requirements ...............................
29
Exhibit A - Contractor's Statement... ............
. 31
Exhibit B - Certification of Non-Discrimination
.....................................................................
32
Exhibit C — Non -Collusion Affidavit ...............
34
Exhibit D — Commitment to Enter Into
Memorandum of Understanding with the Santa
Ana WORK Center .......................................
36
City of Santa Ana
RFP: Year -Round Homeless Shelter And Navigation Center
NOTICE INVITING PROPOSALS
NOTICE IS HEREBY GIVEN THAT PROPOSALS will be received from qualified non-profit
service providers (who provide services for individuals that are homeless) to develop, construct
and operate a Year -Round Homeless Shelter and Navigation Center (HSNC) in the City of Santa
Ana.
Responses to Request for Proposals (RFP) will be accepted until February 25, 2020 at 2:00
P.M.. Proposals received after this date/time will not be considered. It is the responsibility of the
eligible respondent to ensure that any proposals submitted have sufficient time to be received
by the City of Santa Ana prior to the proposal due date and time.
Respondents are encouraged to submit creative proposals that approach navigation centers,
emergency shelters, housing and homelessness with innovative solutions. We are looking for
fresh ideas, concepts and designs that together may stimulate effective outcomes.
MAILED. DELIVERED BY HAND, OR COURIERED PROPOSALS WILL BE ACCEPTED TO THE
FOLLOWING CONTACT PERSON:
City of Santa Ana
Steven Mendoza, Executive Director
Community Development Agency
20 Civic Center Plaza, M-25, 61 Floor
Santa Ana, CA 92701
E-MAILED RFP RESPONSES WILL NOT BE ACCEPTED!
All notifications, updates, and addenda will be posted on the City's RFP Bid page at
http://planetbids.com.
Eligible Respondents shall be responsible for monitoring the site and project contact's email to
obtain information regarding this RFP. Failure to respond to required updates may result in a
determination of nonresponsive proposal.
3
City of Santa Ana
RFP: Year -Round Homeless Shelter and Navigation Center
EXECUTIVE SUMMARY
The City of Santa Ana's Community Development Agency (CDA) is seeking proposals from
eligible respondents to enter into a public -private partnership to develop, construct and operate
a Year -Round Homeless Shelter & Navigation Center (HSNC) that will serve 200 individuals,
with the ability to scale up to 250 individuals. The term of the agreement will be ten years.
The site must be located within the Santa Ana city limits. Funding will be provided by the City
of Santa Ana through various funding sources outlined within this RFP. Only non-profit
organizations currently providing services to individuals experiencing homelessness and which
meet the minimum submission requirements will be considered.
The City of Santa Ana currently operates a homeless shelter, referred to as The Link, which was
opened in November 2018 as an interim emergency homeless shelter. The Link is a 200-bed
emergency shelter for men, women, couples and families with children. The Link may be
scheduled to cease operation upon the opening of a year-round homeless shelter and navigation
center. That homeless shelter, subject to this RFP, will replace The Link.
Respondents are encouraged to submit creative proposals that approach navigation centers,
emergency shelters, housing and homelessness with innovative solutions. We are looking for
fresh ideas, concepts and designs that together may stimulate effective outcomes.
Santa Ana expects proposals to be project -ready with the intent of having the site operational
no later than November 2020.
BACKGROUND
According to the 2019 Orange County Point -In -Time Count, the Orange County's homeless
population increased from 4,792 to 6,860 from the 2017 Point -In -Time Count. Santa Ana's
portion of the county's homeless is reported to be 1,769.
As the County Seat, the City of Santa Ana has been on the frontline of addressing Orange
County's homelessness. As a result, the City has invested resources and created programs to
address the needs and impacts of homelessness throughout the City. Since 2018, the City has
launched the following projects and initiatives to address the growing homeless population:
Homeless Services Manager: Hired to coordinate and address the City's homeless efforts
through internal and external collaborations at the local, state and federal level.
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City of Santa Ana
RFP: Year -Round Homeless Shelter and Navigation Center
Interdepartmental Team: Created to execute projects and initiatives addressing
homelessness.
Quality of Life Team: Designed a multidisciplinary team comprised of staff from the Santa Ana
Police Department, Public Works Agency, Parks and Recreation, Community Development
Agency, and Orange County Health Care Agency outreach workers. This team address
homelessness concerns in the community related to municipal code violations, property storage,
proper use of public/private property and provision of supportive services to individuals
experiencing homelessness.
Advocating for Regional Collaborative: Active participation with Federal District Judge David
Carter, and responding to lawsuits on the establishment of homeless shelter and anti -
encampment laws.
Four Point Homeless Strategic Plan: Crafted a draft plan outlining over 30 recommendations
to address homelessness, including outreach and supportive services, affordable housing
needs, strategic policy development and more.
Point -in -Time Count: Planned and executed a City Point -In -Time count that surveyed the
homeless population in Santa Ana within less than 24 hours to gather robust data supporting
the increase of homelessness in Santa Ana.
Operation Civic Center Plaza: Outreached to 234 individuals in the Civic Center encampment
to refer to shelter and resources in an effort to transition out of the Civic Center plaza and into
stable resources.
Declaration of an Emergency: On August 21, 2018 City Council approved a resolution
declaring a shelter crisis related to homelessness.
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City of Santa Ana
RFP: Year -Round Homeless Shelter and Navigation Center
City of Santa Ana
RFP: Year -Round Homeless Shelter and Navigation Center
ELIGIBLE RESPONDENTS
An Eligible Respondent is a qualified non-profit service provider that has verifiable experience
serving the homeless population as it relates to the qualifications outlined in this RFP.
It is understood the selected Respondent acting as an individual, partnership, corporation or
other legal entity, is of professional status, licensed to perform in the State of California and for
all applicable professional discipline(s) requiring licensing and will be governed by the
professional ethics in its relationship to the City of Santa Ana.
The City is willing to accept proposals that incorporate multiple providers, including diverse and
smaller organizations to meet varied community needs, working through a lead respondent to
provide a comprehensive approach, leveraging the experience and capabilities of multiple
organizations that may serve specialized homeless populations.
It is also understood that all reports, information, and/or data prepared or assembled by the
Respondent for this RFP, or under a contract awarded pursuant to this RFP may be made
available to any individual or organization under the California Public Records Act (CPRA),
subject to limitations and exemptions in the CPRA. Each Respondent shall be financially
solvent, and if a joint venture, each Respondent's employees, agents or sub -consultants of any
tier shall be competent to perform the services required under this RFP document.
Proposals will only be considered from Respondents which meet the following prerequisites
• Have a minimum of three (3) consecutive years of successfully managing and operating
homeless programs and delivering relevant services of a similar type and scope as
described in the Scope of Work.
• Have not filed for bankruptcy under any business name over the past five (5) years.
• Have the current organizational experience and staff capacity to undertake a new Year -
Round Homeless Shelter and Navigation Center.
City of Santa Ana
RFP: Year -Round Homeless Shelter and Navigation Center
AVAILABLE FUNDING
The City anticipates that there will be available funding for the operation of said facility. Funding
sources may include: Community Development Block Grant (CDBG), Homeless Emergency Aid
Program (HEAP), Homeless Housing, Assistance and Prevention Program (HHAP), Housing
Opportunity Ordinance (HOO) Inclusionary Funds, Emergency Solutions Grant (ESG), and
Permanent Local Housing Allocation (State funds from SB2.)
Funds used may have varying requirements and reporting for both the City and the Respondent.
The basic programs regulations governing management and financial systems for the
Community Development Block Grant and Emergency Solutions Grant are disseminated by the
Federal government in 24 CFR Part 570, Subparts J and K.
The City's Community Development Agency will administer the Agreement on behalf of the City.
All requirements of the applicable local, state, federal, or private funding sources will apply to
projects selected under this RFP. Respondent will submit a request for reimbursement on the
first day of each month after the commencement date, with an itemized accounting and
reasonable substantiation of the expenses actually incurred. Payment shall be made within forty-
five (45) days following receipt of proper invoice evidencing fees, costs or services performed,
subject to City accounting procedures.
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City of Santa Ana
RFP: Year -Round Homeless Shelter and Navigation Center
RFP TIMELINE
Santa Ana expects proposals to be project -ready with the intent of having the site operational
no later than November 2020. If additional time is required, the City, at its sole discretion, may
extend the deadline for the site to be operational, conditioned on obtaining an extension on the
operation of the Link. The Respondent must provide a timeline within the Proposal
demonstrating the ability to secure a site with the program operational by the indicated deadline.
The following is the tentative timeline for the RFP process.
ACTION ITEM
Release of RFP
DATE
January 7, 2020
RFP Questions Due by Email
January 20, 2020
RFP Responses to Questions
January 30, 2020
Proposal Submittal Deadline
Tuesday, February
25, 2020 at 2:00 PM
Minimum Threshold Review
February 26 —
March 20, 2020
Panel Interviews (if required)
March 23 — April 3,
2020
City Council Approval
May 2020
Site Operational
November 2020
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City of Santa Ana
RFP: Year -Round Homeless Shelter and Navigation Center
PROPOSAL SELECTION PROCESS
Proposal Selection Process
The City shall establish a proposal evaluation committee to review and score proposals received.
All proposals will be scored based on the criteria in this RFP. Additional information may be
requested by the City evaluation committee prior to making a funding recommendation.
Recommendations from the City evaluation committee may be brought to the Santa Ana City
Council for an award of funding.
The City shall not be liable for any costs incurred in response to this RFP, including but not
limited to, costs for any interviews, presentations, or other follow-up information necessary as
part of the selection process.
All costs shall be borne by the organization responding to this RFP. The organization responding
to this RFP shall hold the City harmless from any liability, claim, and expense whatsoever
incurred by or on behalf of the organization.
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City of Santa Ana
RFP: Year -Round Homeless Shelter and Navigation Center
SCOPE OF SERVICES
Overview
The Year -Round Homeless Shelter and Navigation Center and its supportive service programs
will be designed to provide a safe environment and a pathway for individuals, youth and families,
experiencing homelessness on the streets of Santa Ana to transition into permanent housing.
Clients will be admitted with low -barrier requirements through a referral system and coordination
with the Santa Ana Police Department (SAPD), with no walk-ins allowed. The overall project will
represent best practices in exceptional trauma -informed care for all shelter participants. The
City's obligation will be for funding. The actual development, construction, maintenance, and
operation of the shelter will be undertaken by the Respondent.
Project Requirements
Respondents to this RFP should specify programs and services for homeless individuals that,
based on evidence, successfully promote the principles of Housing First and contribute to the
regional goals of ensuring instances of homelessness are rare, brief, and non -recurring. All
services must be easily accessible and evaluated for effectiveness on a regular basis.
Effectiveness shall be measured using the Project Outcomes outlined in this RFP.
The table below outlines the minimum requirements for the shelter.
PROJECTIELEMENT
Hours of Operation . The Shelter must be open 24 hours per day, seven days per
week, including City holidays
Target Population • Individuals, couples, families with children and transitional aged
youth (TAY) populations
Client Eligibility . Literally homeless in the City of Santa Ana
• Referred by Santa Ana outreach workers and the Santa Ana
Police Department
Willingness to participate in a housing plan
• Willingness to follow shelter behavior requirements
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City of Santa Ana
RFP: Year -Round Homeless Shelter and Navigation Center
Program Components
• Three (3) nutritious meals each day
• Client support services
• Transportation/Shuttle Services
• Pet Accommodation
• Laundry Facilities
• Client access to on -site storage
• Outside area for clients, separate from entrance and location of
storage
• Flexible space to accommodate special programming
• Auditing space for City staff
• ADA restrooms and showers
• Parking for 20 RVsNans
• Donation Area
• Dog Run
• Play area for children
Residential Services
• Housing First program with low -barriers to entry and operations
• Welcome, intakes, and assessment
• Assistance in obtaining safe, permanent housing
• Case management and other appropriate permanent housing -
focused services (e.g., housing navigation, case conferencing)
• Participation in the Coordinated Entry System (CES)
• Coordination with the City of Santa Ana Housing Authority,
referrals to County, State and Federal programs, as well as
nonprofit and social service agencies, as appropriate
• Mail services, as needed
• Telephone access and message services, including an ADA-
compliant telephone
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City of Santa Ana
RFP: Year -Round Homeless Shelter and Navigation Center
General Standards
• Adequate staffing with appropriate on -going staff training
• 24-hour security to ensure a safe environment for clients,
volunteers, and others
• Operator to include data analysis as well as service delivery
• Designated point -of -contact who is available at all times to
address issues that may arise at the shelter and willingness to
coordinate security issues with the Santa Ana Police
Department.
• Means for clients to provide input into programs.
Property Management
Respondent will maintain a secure and healthful environment for
delivery of all services, including:
• Furnishings, site control, prompt maintenance and repair,
utilities, security, janitorial services, waste removal and
disposal, regularly laundered linens, and other occupancy
related items
• Secure entry/exits for clients and service providers to be
monitored by staff
• A fire escape emergency plan
• A fire watch, which shall be maintained at all times
• A written drug and alcohol free policy for staff that is
posted/displayed at the Shelter site at all times. The written
policy shall include and describe the disciplinary action to
result from the illegal use, consumption, distribution, and/or
possession of drugs and/or alcohol
City of Santa Ana
RFP: Year -Round Homeless Shelter and Navigation Center
PROJECT OUTCOMES
The performance outcomes will be measured by the table below as well as thresholds
established in the annual Orange County Emergency Shelter Project Performance Report.
Additionally, the Respondent and all partner organizations will be responsible for complying with
standards for Homeless Assistance, Homeless Management Information System (HMIS), and
CES.
All Shelter activities will be documented in monthly and year-end reports in a format determined
by the City of Santa Ana.
Prioritize Entry for Persons from
Low Barrier to Entry
the Streets, Emergency
100%
Shelter, or Safe Havens
Average Length of Stay
120 days or less
Access to Resources/Services
Employment Status at Exit
At least 20% employed
Income Source at Exit
54% income from any source
to Move into Permanent
Housing and Stabilize
other than employment at exit
Housing cost <_ 50% of client
income
<_ 25% of exited clients
Recidivism
Movement Percentage
return to shelter
<_ 5% of clients with
permanent housing exits
return to shelter
Negative
<_ 35% non-compliance
Exits
Positive
At least 50% to permanent
housing
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City of Santa Ana
RFP; Year -Round Homeless Shelter and Navigation Center
Occupancy Rate
At least 95%
Efficient and Effective Use of
Resources
Spending
100% spend -down of
awarded funds
Missing or Incomplete Data
<_ 5% in HMIS
Data Quality
Timeliness of Data Entry
Client data entered within
3 business days
Resident Satisfaction
Customer Service
Reporting Only
Critical Incident Reports
Demographics
Shelter and Housed Clients
Reporting Only
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City of Santa Ana
RFP: Year -Round Homeless Shelter and Navigation Center
PROPOSAL EVALUATION & SCORING
Proposals will be evaluated based on the following criteria:
• Completeness and accuracy of the completed proposal forms, and requested narratives
• Applicant has demonstrated organization's experience serving persons experiencing
homelessness and managing an emergency shelter program
• Demonstrated experience in providing services and operating a shelter program similar
in nature to the proposed Year -Round Homeless Shelter and Navigation Center
• Ability of project design to achieve desired project outcomes
125 points total are possible. A minimum of 95 points is required for consideration of
project award. Applications will be scored based on the following:
POINTS
10
EVALUATIONMAXIMUM CATEGORY
Operator Experience and Capacity
25
Project Site and Readiness
25
Program Design and Outcomes
25
Service Delivery Method and Staffing
15
Project Costs
15
Service Provider Partnerships
10
Project Sustainability
125
Total Points Possible
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City of Santa Ana
RFP: Year -Round Homeless Shelter and Navigation Center
MINIMUM SUBMISSION REQUIREMENTS
All project proposals must contain the following minimum submission requirements:
Operator Experience and Capacity
A. Nonprofit Organization: Respondents and partners must have achieved IRS
Section 501(c)(3) tax exempt nonprofit status and California Revenue and Taxation
Code tax exempt nonprofit status before the start of the contract with Santa Ana.
Respondents must have been in existence for at least three (3) years.
1) Three (3) years of annual financial statements;
2) Nonprofit organizations are required to submit an accountant's compilation
report of financial statements. Audited financial statements must be submitted
prior to loan funding.
3) References: Minimum of two (2) references associated with current contracts
demonstrating successful ability to complete the responsibilities outlined in this
RFP.
B. System Coordination: Respondent and partners must coordinate and participate in
the following manner or with the following agencies:
1) 2-1-1 Database
2) Coordinated Entry System (CES). Respondents of this RFP and related service
providers will be required to utilize and participate in CES as determined by the
City.
3) Memoranda of Understanding (MOU): If partnering with third -party
organizations for any portion of the proposed project, a MOU must be
submitted, outlining the details of each partnership.
4) Utilization of Homeless Management Information System (HMIS): Service
providers will enter and maintain client data in the approved HMIS, as well as
obtain and report required programmatic information and data on a monthly
and annual basis.
C. Housing First: Respondents and partners must demonstrate a commitment to
ensuring the services created through award of this solicitation, follow the principles
of Housing First as outlined by HUD and the U.S. Interagency Council on
Homelessness.
1) Target Population: Respondents and partners must demonstrate a
commitment to assist individuals and households who meet the U.S.
Department of Housing and Urban Development's (HUD) definition for
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City of Santa Ana
RFP; Year -Round Homeless Shelter and Navigation Center
homeless and chronically homeless.
2) Compliance and Performance History: Respondents and partners must
demonstrate compliance with prior City funding awards and consistent
conformance with all applicable rules and regulations. The Respondent's prior
projects over the previous five (5) years must not have resulted in either
financial loss to the City of Santa Ana or audit findings.
3) Financial Considerations: Respondents must demonstrate an absence of
suspensions/debarments, suits/liens/judgments, and criminal or fraud
evidence.
Development Standards: Santa Ana will entertain proposals incorporating the
utilization of a City asset, Respondent -owned asset, and/or the acquisition of a newly
identified property using the below guidelines:
A. Real Estate Selection:
1) Location / address / parcel number.
2) City -Owned Asset: Proposals including the utilization of a City asset, must
also include a third -party feasibility analysis.
3) Respondent -Owned or Controlled Asset: Respondent identifies an existing
asset, and the City provides funding for the expansion and/or rehabilitation of
the site.
4) Site Acquisition/Lease: City acquires site proposed by Respondent and
provides leasing opportunities for operator (propose rate in operating pro
forma).
B. Business Plan:
1) Santa Ana requires the Respondent to submit a five-year business plan for the
shelter operation.
2) Included in the business plan should be an operational pro forma for the Shelter
which incorporates the City contributions and other leveraged sources while
also demonstrating how the program will be sustainable after City funding for
capital and operations expire.
C. Commercial Space Funding: City capital funds cannot be used to fund
commercial/retail space. Applications must show non -City sources of funds for any
commercial space in the project (including acquisition cost and/or rehabilitation cost)
on the project pro forma or state in the General Application narrative no City funds
will be used as a source for commercial/retail spaces.
D. Ownership Structure:
1) Respondents must describe the ownership structure for the proposed HSNC
facility.
E. Preliminary Project pro forma (including predevelopment costs):
1) The City will provide up to ten -years of operating support, subject to
budgetary authority;
2) All funds associated with operations and provision of services will be funded
on a 45-day reimbursable basis by the City to Respondent;
3) The operator must establish and maintain 90 days of operating cash reserve
at time of contract execution;
4) The City, through shelter operator for all services provided; the Shelter
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City of Santa Ana
RFP: Year -Round Homeless Shelter and Navigation Center
operator will be responsible for funding subcontractors associated with all
levels of service;
5) If CDBG funds are used for rehabilitation of Respondent site, it is expected
the operating pro forma will reflect a reduced cost of facility operations; and
6) At time of contract execution, the operator will provide a detailed and final
sources and uses statement by contractor estimates, architectural drawings
for City site development plan or individual site development plan.
F. Property Standards:
1) The property must substantially comply with federal CDBG property
standards on the project start date, if applicable.
G. Site Control:
1) At the time of application, the Respondent must have control of the proposed
site through fee title, an option to purchase, a land sales contract, leasehold
with development provisions, or any other enforceable instrument approved
by the City. Site control must be demonstrated through construction finance
closing. If this is not possible, the Respondent must demonstrate to the City's
satisfaction all discretionary land use approvals can be granted within 180
days of the application receipt.
H. Site Preparedness and Permitting Plan:
1) Respondent must include a detailed plan outlining how the proposed site
will be prepared and permitted according to all applicable laws and
regulations.
Management and Operations Plan: Respondent must submit a draft Management
and Operations Plan which may be amended after award.
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City of Santa Ana
RFP: Year -Round Homeless Shelter and Navigation Center
PROPOSAL REQUIREMENTS
Respondents shall submit seven (7) complete hard copies of their proposal, and one (1)
additional electronic copy on a USB flash drive.
All seven (7) copies of the proposal must include a signed cover letter. This cover letter must
include a declaration that the only person, persons, company, or parties interested in the
proposal as principals are named herein; that the proposal is made without collusion with any
other person, persons, company, or parties submitting a proposal; that it is in all respects fair
and in good faith without collusion or fraud, and that the signer has full authority to bind the
Respondent. It must also include an email address and contact information for the signer.
All proposal submissions shall be on 8-1/2" x 11" white paper.
All project proposals must contain the following sections and information to be considered
responsive:
I. Operator Experience and Capacity - (10 points)
A. Team. Describe the team members and their duties as part of the team. If more than
one nonprofit is partnering in the service delivery describe the role of each entity.
Documentation to be included in the Exhibits for each entity:
1) An organizational chart showing lines of responsibility
2) Documentation that each entity is certified by the U.S. Internal Revenue Service
as a 501(c)(3) tax exempt non-profit corporation
3) Documentation that each entity is in good standing with both local, state and
federal compliance.
B. Experience. Describe the team's experience providing social service programs to
individuals experiencing homelessness and operating a year-round shelter/navigation
center, with an emphasis on experience gained in the last five years on projects similar
to the proposed Homeless Shelter and Navigation Center. Describe team's experience
working in the coordinated entry system. Describe team's property management
experience. Provide data and information about performance outcomes for similar
projects assuring exits to permanent housing.
C. Capacity. Describe the team's administrative and managerial capacity to oversee the
work necessary to successfully operate the proposed project. Provide evidence of
Respondent team's financial strength and ability to raise private capital for the
proposed uses. Such evidence should be in the form of private debt and equity providers'
letters stating their willingness and ability to provide construction and term financing,
and / or private equity to the applicant for the proposed use(s) during the respective
fiscal years, contingent only on normal project due diligence and underwriting.
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City of Santa Ana
RFP: Year -Round Homeless Shelter and Navigation Center
D. References. Include a list of at least two references from public agency partners with full
names, contact information, and identification of the projects.
II. Project Site and Readiness— (25 points)
A. Project Site. Describe the proposed project site for the Homeless Shelter and
Navigation Center. Please make sure to include the following information:
1) Site location, size of location and size of building
2) Proximity to transit and community based resources
3) Site design as it relates to proposed use, target population and the surrounding
community. Include a Good Neighborhood Plan in the Exhibits. The Good
Neighbor Plan should include, but is not limited to, policies for community
involvement and neighborhood patrol, the safety and security of clients and the
surrounding neighborhood, mechanisms of communication, coordination and
complaint resolution with the surrounding neighborhood, business and public, local
police and fire departments, and maintenance of cleanliness in the neighborhood
surrounding the shelter.
A. Physical Condition of Site. Describe the physical condition of the site and any existing
structures. Include the following information:
1) Site control
2) Current zoning and any required zoning changes
3) Description of the physical improvements required to implement the proposed
project
4) Anticipated development costs, source of funds, and Contractor access to the
additional funds required for the project
5) Describe implementation plan that clearly states project readiness schedule.
III. Program Design and Outcomes — (25 points)
A. Program Description. Detailed narrative describing the proposed shelter and
explaining how the shelter design will ensure that multiple populations can be served.
Narrative should describe the program design and explain how the design will achieve
the desired outcomes. Please make sure to address the following information:
1) Continuum of Care System. Explain how the proposed shelter will be
integrated into the larger Continuum of Care system.
2) HMIS. Describe organization's experience working in HMIS and your plan to
comply with HMIS requirements.
3) Permanent Housing. Describe how clients will be connected to permanent
affordable housing through the use of rapid rehousing or other systems.
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City of Santa Ana
RFP: Year -Round Homeless Shelter and Navigation Center
4) Client Referral Process. Describe how referred clients will be linked with
other organizations and service providers in compliance with its use of the
Coordinated Entry System and to ongoing services, including physical and
behavioral health care and job readiness.
5) Admission Criteria and Procedures. Describe admission criteria and
procedures including client rules and guidelines, identification requirements,
screening requirements, bed reservation system, new clients, day leave and
returning clients and hours of operation.
6) Re -admission Procedures. Describe exit and re -admission policies and
procedures.
7) Types of Services. Describe the type of on -site and off -site services to be
provided including, but not limited to: housing location and navigation, outreach
and engagement, intake and assessment, case management, residential
services, and crisis intervention services.
8) Program Outcomes. Describe how program outcomes listed in the table will
be met.
9) Case Management. Describe the level and frequency of case management.
Explain how case management will increase stability.
IV. Service Delivery Method and Staffing — (25 points)
A. Provide information detailing the proposed number of staff for each program service,
management plan including hiring and training policies, emergency procedures,
conflict resolution and safety conduct.
B. Provide a Staff Responsibility Matrix for the HSNC including volunteer monitoring,
referral service and staff coordination.
C. Describe how the staffing plan is consistent with the Management and Operations
Plan.
D. Respondent must address the following topics in the draft Operations and
Management Plan (OMP). Respondent may submit and OMP for an existing
emergency shelter currently operating with the County of Orange. The document
maybe amended after award of contract for operation of the HSNC. If the OMP does
not include all of the required topics, additional information may be included as a
narrative in this section, or as a supplemental exhibit to the existing OMP. Any
deviations from the level of services described in the draft OMP must be clearly
described in this section.
1) Describe your Volunteer Management Plan including a plan for the
recruitment, training and management of volunteers for the program. Please
describe the role of volunteers and volunteer policies including a description
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City of Santa Ana
RFP; Year -Round Homeless Shelter and Navigation Center
of volunteer tasks, selection, screening, and background checks, orientation
and training, lines of authority.
2) Describe the Safety Policy for the facility including facility maintenance, fire
and earthquake safety, fire prevention procedures, lighting, loitering, entrance
and exit procedures, alarms and cameras and on -site Security personnel.
3) Describe the Health Policies related to possession of controlled substances,
drug policies, disease prevention, drug possession, etc.
4) Describe the Security Plan for the facility.
5) Describe Food Policies related to the provision of nutritionals needs of clients,
health department standards and the sanitary storage and preparation of food.
6) Describe the policies of how the facility will accommodate pet and service
animals. Describe Transportation Policies pertaining to pedestrian traffic and
parking, bus and shuttle, personal vehicle transportation and parking, etc.
7) Describe Non -Discrimination Policies including, gender -specific
programming, compliance with Americans Disability Act, Sexual Harassment
and Policy regarding Sex -Offenders.
8) Explain Grievance Policies and Procedures related to receiving and posting
the policy, process to make a complaint, resolving a grievance, meeting with
staff and whistleblower policy.
9) Describe your agencies policies regarding Personal and Database
Confidentiality.
V. Project Costs — (15 points)
A. Provide estimate of funding needed and identify potential funding sources for the
project proposed. Clearly identify the costsluses associated with each funding
source identified in the RFP.
B. Provide line item cost of services including in -kind values.
C. Provide estimated cost per client.
D. Provides funding source associated with each line item.
E. State how Respondent prefers to receive payments, ie, lump sum, monthly, or
quarterly.
VI. Service Provider Partnerships — (15 points)
A. Narrative description which clearly states which service provider is offering which
services. Provide the name of each agency which will provide the services and their
level of experience. Please attach letters of endorsement, if available.
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City of Santa Ana
RFP: Year -Round Homeless Shelter and Navigation Center
VII. Project Sustainability — (10 points)
A. Narrative description addressing the sustainability of the project over a ten-year
period.
Vill. Required Exhibits and Attachments
Respondent shall complete and return the following Exhibits attached herewith:
• Exhibit A - Contractor's Statement
• Exhibit B - Additional Insured Endorsement for Commercial General Liability Policy
(Not required until after contractor selection)
• Exhibit C - Certification of Nondiscrimination
• Exhibit D - Non -Collusion Affidavit
• Exhibit E - Commitment to Enter into Memorandum of Understanding with the Santa
Ana WORK Center
Respondent shall submit the following attachments:
• 501 c(3) letter and evidence in good standing for each partner
• Three years of audited financial statements (including management letters)
• Minimum of two (2) references associated with current homeless shelter contracts
• Memorandums of Understanding (MOU) with Third Party Organizations (if applicable)
• Business Plan which includes an Operational Pro -Forma for the Shelter Operation
(10 years)
• Preliminary Project Pro -Forma including Pre -Development Costs
• Preliminary Sources and Uses Statement
• Organizational Chart, including key staffing for the proposed project
• Staff Resumes & Job Descriptions
• Site Map
• Documentation of Site Control
• Site Preparedness and Permitting Plan
• Individual Service Plan (Draft)
• Management and Operations Plan (Draft)
• Program Policies & Procedures (Draft)
• Good Neighbor Plan (Draft)
• Shelter Client Rules (Draft)
• Letters of commitment for services
• Third -Party Site Feasibility Assessment (if applicable)
Please include any additional information you deem essential to a proper evaluation of your
proposal and which is not solicited in any of the preceding sections. Creative and innovative
ideas can be addressed through -out the proposal. Applicants are cautioned this does not
constitute an invitation to submit large amounts of extraneous material; appendices should be
relevant and brief.
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City of Santa Ana
RFP: Year -Round Homeless Shelter and Navigation Center
GENERAL INFORMATION
1) Contact: To facilitate the RFP process, Respondent is required to monitor and respond
to e-mail requests within 48 hours. No oral interpretations will be made by the City to any
Respondent as to the meaning of requirements identified herein including the Scope of
Work. Every request for such an interpretation must be made in writing via e-mail to the
Community Development Agency Executive Director at smendoza(a)santa-ana.orq
2) City Reserve's the Right to:
a) No obligation to pay costs incurred in preparation of a response to this RFP
b) All data, documents and other products used, developed or produced during
response preparation to the RFP will become property of the City.
c) Reject, replace or approve any and all Respondents.
3) Coordination: Coordination by the awarded Provider with the City, as well as other
Contractor and agencies will be required to achieve satisfactory and timely delivery of the
required work. Coordination may include, but not be limited to, coordination with impacted
businesses, neighborhood and civic groups, local and/or state agency boards and staff,
or attendance at Community Redevelopment and Housing Commission meetings or City
Council meetings.
a) The City will decide the manner in which the coordination efforts will be conducted.
At the City's option, coordination efforts may be performed by the City Homeless
Services Manager. When coordination efforts require agreements, such
agreements shall be coordinated with the City.
4) Business License: The selected Respondent shall be required to obtain a City of Santa
Ana business license within 30 days of selection and must provide a copy to the City
project manager or designee prior to commencing any work in Santa Ana.
5) Authorized Signer: The signer of the proposal must declare in writing that the only
person, persons, company or parties interested in the proposal as principals are named
therein; that the proposal is made without collusion with any other person, persons,
company or parties submitting a proposal; that it is in all respects fair and in good faith
without collusion or fraud; and, that the signer of the proposal has full authority to bind the
Consultant.
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City of Santa Ana
RFP: Year -Round Homeless Shelter and Navigation Center
6) Addendum: If clarification or interpretation of this RFP is considered necessary by the
City, a written Questions and Answers Addendum shall be updated and provided directly
to the Contractor(s) who asked the question(s).
7) Public Record: Proposals will become public record after submission. Interested offers
may submit a written request to receive the results of the evaluation. City will make best
efforts to maintain Respondent information identified as proprietary information
confidential, to the extent allowed under the California Public Records Act. Submit your
request to, City of Santa Ana Community Development Agency, Attn: Terri Eggers, Senior
Community Development Analyst, 20 Civic Center Plaza M-26, Santa Ana, CA 92701.
PTF
City of Santa Ana
RFP: Year -Round Homeless Shelter and Navigation Center
AGREEMENT INFORMATION
1) Hold Harmless: To the fullest extent permitted by law, Contractor shall indemnify, defend
and hold harmless City, Homeless Division, its officers, agents and employees
(collectively, the "Indemnified Parties') from and against any and all claims (including,
without limitation, claims for bodily injury, death or damage to property), demands,
obligations, damages, actions, causes of action, suits, losses, judgments, fines, penalties,
liabilities, costs and expenses (including, without limitation, attorney's fees,
disbursements and court costs) of every kind and nature whatsoever (individually, a
Claim; collectively, "Claims"), which may arise from or in any manner relate (directly or
indirectly) to any work performed or services provided under this Contract (including,
without limitation, defects in workmanship and/or materials) or Contractor's presence or
activities conducted performing the work (including the negligent and/or willful acts, errors
and/or omissions of Contractor, its principals, officers, agents, employees, vendors,
suppliers, Contractor, subcontractor, anyone employed directly or indirectly by any of
them or for whose acts they may be liable for any or all of them). Notwithstanding the
foregoing, nothing herein shall be construed to require Contractor to indemnify the
Indemnified Parties from any Claim arising from the sole negligence or willful misconduct
of the Indemnified Parties. Nothing in this indemnity shall be construed as authorizing any
award of attorney's fees in any action on or to enforce the terms of the Agreement. This
indemnity shall apply to all claims and liability regardless of whether any insurance
policies are applicable. The policy limits do not act as a limitation upon the amount of
indemnification to be provided by the Contractor.
2) Termination: The City reserves the right to terminate the contract, without penalty, for
cause immediately or without cause.
a. In the event Contractor fails or refuses to timely perform any of the provisions of
the Agreement in the manner required, or if Contractor violates any provision of
the Agreement, Contractor shall be deemed in default. City shall provide written
notice of such default to Contractor Agency. Contractor shall cure said default
within a period of two (2) working days. If such cure is not completed in a timely
manner, City may assess liquidated damages or terminate the Agreement forthwith
by giving written notice to Contractor Agency. City may, in addition to the other
remedies provided in the Agreement or authorized by law, terminate this
Agreement by giving written notice of termination. Contractor shall be responsible
for all costs incurred by City, including replacement costs of equipment and labor
required to provide service during Contractor default.
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City of Santa Ana
RFP: Year -Round Homeless Shelter and Navigation Center
b. This agreement may be terminated without cause by City and/or Homeless
Division upon thirty (30) days written notice delivered to the Contractor either
personally or by mail. Upon termination, City and/or Homeless Division shall pay
to Contractor that portion of compensation specified in the Agreement that is
earned and unpaid prior to the effective date of termination.
3) Contractor Option for Termination: The Contractor may request termination of the
contract when conditions during the contract make it impossible to perform or when
prevented from proceeding with the contract by act of God, by law or official action of a
public Homeless Division or in the event on nonpayment by the City or Homeless Division.
Such request will require one -hundred and eighty (180) days written notice prior to
contract termination date requested. In the event of nonpayment of undisputed sums by
the City and/or Homeless Division, Contractor shall give the City and/or Homeless
Division thirty (30) working days to cure the alleged breach.
4) Employment Opportunities for Santa Ana Residents: Contractor shall solicit and
advertise employment opportunities to Santa Ana residents. The City shall inform the
Contractor of areas to publicize recruitment opportunities, such as the Santa Ana WORK
Center and community centers. Such effort and procedure will be provided to the City for
review.
5) Compliance with Applicable Laws and Regulations: Contractor shall perform all
requirements under the contract in strict observance of and in compliance with all
applicable environmental, traffic, safety and any other laws, regulations, ordinances,
codes and any other legislative or statutory requirements.
a. Contractor warrants that the performance of services under the contract shall be
compliant with the current requirements of the Occupational Safety and Health Act
(OSHA) and as it may be amended or updated throughout the term of the contract.
M
City of Santa Ana
RFP: Year -Round Homeless Shelter and Navigation Center
INSURANCE REQUIREMENTS
Prior to undertaking performance of work under this Agreement, Contractor shall maintain
and shall require its subcontractor, if any, to obtain and maintain insurance as described
below:
1) Commercial General Liability Insurance. Contractor shall maintain commercial general
liability insurance, which shall include, but not be limited to protection against claims
arising from bodily and personal injury, including death resulting there from 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 there from, and property
damage, in the total amount of $2,000,000 per occurrence, $2,000,000 in the aggregate.
2) Business automobile liability insurance, or equivalent form, with a combined single limit
of not less than $2,000,000 per occurrence. Such insurance shall include coverage for
owned, hired and non -owned automobiles.
3) Worker's Compensation Insurance. In accordance with the provisions of Section 3300 of
the Labor Code, Contractor is required to be insured against liability for worker's
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.
4) The following requirements apply to the insurance to be provided by Contractor pursuant
to this section:
5) Commercial general liability and business automobile insurance policies shall (a) name
the City, Homeless Division, 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 Homeless Division;
and (c) contain standard separation of insureds provisions. Insurance must include 30
Days' Notice of Cancellation with 10 Days' Notice for Non -Payment of Premium in
accordance with policy provisions and an additional insured endorsement. Contractor
shall maintain all insurance required above in full force and effect for the entire period
covered by this Agreement.
6) Certificates of insurance shall be furnished to the City Risk Management and Homeless
Division upon execution of this Contract and shall be approved in form by the City Attorney
and Risk Management Division. Certificates and policies shall state that the policies shall
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City of Santa Ana
RFP: Year -Round Homeless Shelter and Navigation Center
not be canceled or reduced in coverage or changed in any other material aspect without
thirty (30) days prior written notice to the City and Homeless Division.
7) If Contractor fails or refuses to produce or maintain the insurance required by this section
or fails or refuses to furnish the City and the Homeless Division with required proof that
insurance has been procured and is in force and paid for, the City and Homeless Division
shall have the right, at the City's/Homeless Division's election, to forthwith terminate the
Contract. 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 and the Homeless Division for
any work performed prior to approval of insurance by the City and Homeless Division.
30
City of Santa Ana
RFP; Year -Round Homeless Shelter and Navigation Center
EXHIBIT A - CONTRACTOR'S STATEMENT
PROPOSAL AND CONTRACT AGREEMENT
CONTRACTOR'S STATEMENT
Contractor understands and agrees that this written RFP (or any part thereof specifically designated
and accepted by the City of Santa Ana and the Community Development Agency, Homeless
Services Division, hereinafter collectively referred to as the City) shall constitute the entire
agreement between Contractor and the City only after it has been accepted by the City Council,
endorsed by the Clerk of the Council with her signature and official seal noting here on the action
of approval of the Council, signed by the Executive Director or his/her duly authorized agent, and
signed by the City Attorney, denoting her approval of the form of this document, and its execution,
and when it or an exact copy of it has been either delivered to Contractor or deposited with the
United States Postal Service properly addressed to the Contractor with the correct postage affixed
thereto.
Contractor understands that a proposal is required for the entire work, that the estimated quantities
set forth in the RFP schedule are solely for the purpose of comparing proposals, and that final
compensation under the contract will be based upon the actual quantities of work satisfactorily
completed.
All terms contained in the Specifications, the Certification of Non -Discrimination by Contractor, and
the Workers' Compensation Insurance Certificate are to be incorporated by reference into this
Agreement and are made specifically as part of this RFP.
ORGANIZATION NAME
SIGNATURE
PRINT NAME
TITLE DATE
31
City of Santa Ana
RFP: Year -Round Homeless Shelter and Navigation Center
EXHIBIT B - CERTIFICATION OF NON-
DISCRIMINATION
PROPOSAL AND CONTRACT AGREEMENT
CONTRACTOR'S CERTIFICATION OF NON-DISCRIMINATION
The undersigned Contractor or corporate officer, during the performance of this contract, certifies
as follows:
The Contractor shall not discriminate against any employee or applicant for employment
because of race, color, religion, sex, or national origin. The Contractor shall take affirmative
action to ensure that applicants are employed, and that employees are treated during
employment without, regard to their race, color, religion, sex, or national origin. Such action
shall include, but not be limited to, the following: employment, upgrading, demotion, or
transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other
forms of compensation; and selection for training, including apprenticeship. The Contractor
agrees to post in conspicuous places, available to employees and applicants for
employment, notices to be provided setting forth the provisions of this nondiscrimination
clause.
2. The Contractor shall, in all solicitations or advertisements for employees placed by or on
behalf of the Contractor, state that all qualified applicants will receive consideration for
employment without regard to race, color, religion, sex, or national origin.
3. The Contractor shall send to each labor union or representative of workers with which he
has a collective bargaining agreement or other contract or understanding, a notice to be
provided advising the said labor union or workers' representatives of the Contractor's
commitments under this section, and shall post copies of the notice in conspicuous places
available to employees and applicants for employment.
4. The Contractor shall comply with all provisions of Executive Order 11246 of September 24,
1965, and of the rules, regulations, and relevant orders of the Secretary of Labor.
5. The Contractor shall furnish all information and reports required by Executive Order 11246
of September 24, 1965, and by rules, regulations, and orders of the Secretary of Labor, or
pursuant thereto, and will permit access to his/her books, records, and accounts by the
administering agency and the Secretary of Labor for purposes of investigation, to ascertain
compliance with such rules, regulations, and orders.
6. In the event of the Contractor's non-compliance with the nondiscrimination clauses of this
contract or with any of the said rules, regulations, or orders, the contract may be canceled,
terminated, or suspended in whole or in part and the Contractor may be declared ineligible
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City of Santa Ana
RFP: Year -Round Homeless Shelter and Navigation Center
for further Government contracts or federally assisted construction/services contracts in
accordance with procedures authorized in Execution Order 11246 of September 24,
1965,and such other sanctions may be imposed and remedies invoked as provided in
Executive Order 11246 of September 24, 1965, or by rule, regulations, or order of the
Secretary of Labor, or as otherwise provided by law.
7. The Contractor shall include the portion of the sentence immediately preceding paragraph
(1) and the provisions of paragraphs (1) through (7) in every subcontract or purchase order
unless exempted by rules, regulations, or orders of the Secretary of Labor issued pursuant
to Section 204 of Executive Order 11246 of September 24, 1965, so that such provisions
will be binding upon each subcontract or purchase order as the administering agency may
direct as means of enforcing such provisions, including sanctions for noncompliance;
provided, however, that in the event the Contractor becomes involved in, or is threatened
with, litigation with a subcontractor or vendor as a result of such direction by the
administering agency, the
8. Contractor may request that the United States enter into such litigation to protect the
interests of the United States.
9. Pursuant to California Labor Code Section 1735, as added by Chapter 643 Slats. 1039, and
as amended,
No discrimination shall be made in the employment of persons because of race, religious creed,
color national origin, ancestry, physical handicaps, mental condition, marital status, or sex of such
persons, except as provided in Section 1420, and any Contractor violating this Section is subject
to all the penalties imposed for a violation of the Chapter.
FIRM
SIGNED AND PRINTED NAME
TITLE
DATE
33
City of Santa Ana
RFP: Year -Round Homeless Shelter and Navigation Center
EXHIBIT C - NON -COLLUSION AFFIDAVIT
PROPOSAL AND CONTRACT AGREEMENT
NON -COLLUSION AFFIDAVIT
(Title 23 United States Code Section 112 and
Public Contract Code Section 7106)
To the CITY OF SANTA ANA COMMUNITY DEVELOPMENT AGENCY
In accordance with Title 23 United States Code Section 112 and Public Contract Code 7106 the
CONTRACTOR declares that the bid is not made in the interest of, or on behalf of, any
undisclosed person, partnership, company, association, organization, or corporation; that the
bid is genuine and not collusive or sham; that the CONTRACTOR has not directly or indirectly
induced or solicited any other CONTRACTOR to put in a false or sham bid, and has not directly
or indirectly colluded, conspired, connived or agreed with any CONTRACTOR or anyone else to
put in a sham bid, or that anyone shall refrain from bidding; that the CONTRACTOR has not in
any manner, directly or indirectly, sought by agreement, communication, or conference with
anyone to fix the bid price of the CONTRACTOR or any CONTRACTOR, or to fix any overhead,
profit, or cost element of the bid price, or of that of any other CONTRACTOR, or to secure any
advantage against the public body awarding the contract of anyone interested in the proposed
contract; that all statements contained in the bid are true; and, further, that the CONTRACTOR
has not, directly or indirectly, submitted his or her bid price or any breakdown thereof, or the
contents thereof, or divulged information or data relative thereto, or paid, and will not pay, any
fee to any corporation, partnership, company association, organization, bid depository, or to any
member or agent thereof to effectuate a collusive or sham bid.
Note: The above Non -collusion Affidavit is part of the Proposal. Signing this Proposal on
the signature portion thereof shall also constitute signature of this Non -collusion Affidavit.
CONTRACTORS are cautioned that making a false certification may subject the certifier
to criminal prosecution.
Signature and Notary Seal on the next page
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City of Santa Ana
RFP: Year -Round Homeless Shelter and Navigation Center
PROPOSAL AND CONTRACT AGREEMENT
NON -COLLUSION AFFIDAVIT
SIGNATURE PAGE
FIRM
SIGNED AND PRINTED NAME
TITLE
State of California
County of
DATE
Subscribed and sworn to (or affirmed) before me on this day of , 20 , by
, proved to me on the basis of satisfactory evidence to be the person(s)
who appeared before me.
Notary Public Signature
Notary Public Seal
35
City of Santa Ana
RFP: Year -Round Homeless Shelter and Navigation Center
EXHIBIT D - COMMITMENT TO ENTER INTO
MEMORANDUM OF UNDERSTANDING
WITH THE SANTA ANA WORK CENTER
PROPOSAL AND CONTRACT AGREEMENT
NON -COLLUSION AFFIDAVIT
Contractor understands and agrees that s/he will be required to enter into a Memorandum of Understanding
(MOU) with the Santa Ana WORK Center to coordinate services. The purpose of the MOU is to establish a
cooperative working relationship between the parties in order to provide program beneficiaries with
information about WORK Center opportunities to find better jobs and careers. The MOU serves to establish
the framework for providing services to employers, job seekers and others needing workforce services. The
goal is to ensure that all program beneficiaries have been provided an opportunity to connect with the WORK
Center and be assisted with the tools and knowledge necessary to enter the workforce or obtain a higher -
paying job. The Santa Ana WORK Center is available to connect program beneficiaries to a full range of no -
cost services, resources and opportunities to help:
• Build the skills employers want most
• Access training and/or education programs that lead to employment
• Find the jobs and employers who are hiring
• Screen for additional employment or social services
• Receive support to succeed in job search
Contractors are encouraged to contact the Santa Ana WORK Center at (714) 565-2629 to learn more about
their programs and services and the terms and conditions of the MOU.
A template for the MOU will be provided promptly to the Contractor after the announcement of an award.
All terms contained in the Memorandum of Understanding are to be incorporated by reference into this
Agreement and are made specifically as part of this RFP.
FIRM
SIGNED AND PRINTED NAME
TITLE
DATE
36
City of Santa Ana
RFP: Year -Round Homeless Shelter and Navigation Center
37
1
EXHIBIT A: NAVIGATION CENTER SCOPE OF SERVICES
CASE MANAGEMENT
A Case Manager's primary function is to connect clients to an array of social services,
entitlements, Food Stamps, Medi-Cal, and assist clients with completing any applications for
SSI, SSDI, Unemployment or retirement benefits. In addition, a Case Manager will work closely
with the client to secure vital documents needed to obtain permanent housing such as:Birth
Certificate, Driver's License or ID card, Social Security card, Passport, etc. Case Managers will
also be the primary point of contact when assisting clients through legal issues, homeless court,
and traffic tickets. Case Managers meet weekly, and at times much more frequently with clients
to develop goals, to obtain and maintain housing, and to become stable and active in the
community at large. Most importantly, Case Managers assist Housing Navigators when
preparing a client for permanent housing.
HO USING NA VIGA TION AND S US TAINABILITY SER VICES
Housing Navigators support Case Managers as they work with clients to gain housing. A
Housing Navigator's job is to cultivate and maintain housing inventory suitable to meet the
needs of our clients. Housing Navigators assist clients when navigating the Housing Authority
and the housing voucher system, landlord/tenant relations, rights and responsibilities of tenants.
In addition, Housing Navigators can assist clients with a"hands on" approach when doing
walkthroughs of potential units and introductions of the landlord and client. Housing Navigators
assist clients from the housing application process through to the move in. Housing Navigators
continue to support clients in housing as retention and stabilization specialists as well.
SITE/PR 0 GRAM MA NA GEMENT
The Site Manager is responsible for the day-to-day supervision of the facility and all staff
assigned to the facility. Site Managers will maintain the facility up to city building codes and
contractual obligations at all times. Site Managers serve as arbiter in client issues, and set
standards of performance for all direct reports. Additionally, Site Managers will track and report
on all contractual data and outcome reporting.
SITE CLEANLINESS
Site Assistants' primary function is to assist clients with their day-to-day needs including but not
limited to: bedding, hygiene supplies, storage of personal items, transportation to and from
appointments, laundry or food service where a client is physically incapable of completing these
tasks without assistance. Site Assistants will also be responsible for the daily upkeep and
cleanliness of the facility. In addition, a Site Assistant's role is to engage each client on a daily
basis, build trust and rapport and ultimately a relationship that will allow for mutual
communication and respect. This foundation is instrumental in addressing emergent issues with
clients, and assisting in crisis de-escalation.
1
SUBSTANCE USE COUNSELING
The role of the Substance Use Counselor is to address clients who by their own admission suffer
from the negative impact of substance use in their lives. Counselors will use a "Harm Reduction"
approach when making contact with clients. The Harm Reduction model recognizes that each
individual has the right to self-determination. We have had success with this approach, seeing
numerous clients modify or discontinue use of substances. Counselors will be able to reflect back
some of the negative and lasting effects that substance use may be having in a client's life, and
offer them the therapeutic tools and support to build their own customized Recovery Plan.
BEHAVIORAL HEALTH THERAPY
The role of the Behavioral Health Therapist is to build trust and rapport with the client in an
attempt to address possible past traumatic episodes. Using evidence -based practices, a
Behavioral HealthTherapist who is able to gain the trust of their client can, in many cases,
deliver services that assists the client with processing their past life experiences that have kept
them from being able to move forward into stability. This plays a key role in preparing long-term
or chronically homeless individuals for the possibility of being housed and remaining stably
housed.
PROGRAMLAYOUT
The Navigation Center will include:
• 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
• Recreational Opportunities
• Access to Computers
In addition, the site will also feature:
• Outdoor Facilities/Areas
• Bike Rack Area
• Outdoor Commons
• Pet Area
2
ADMISSION CRITERIA
All clients must be literally homeless in the City of Santa Ana. Clients will be admitted through
the reservation system. A prospective client must be willing to participate in creating and
working a housing plan, follow facility expectations, and maintain appropriate behavior with
consideration for other clients. All clients must review and sign a copy of the "Client
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 services without one Case Managers and/or Housing Navigators will assist
clients in obtaining a California ID, providing each client with a no -cost ID voucher.
EXIT PROCEDURES
When a client must be exited for serious or continued rule violations, the following procedure
will be used:
• The client will have the procedure explained in a polite and concise manner.
• The client will be given 2-3 alternatives for shelter (based on availability), and will be
assisted with gathering all belongings.
• Client will be asked to sign a Discharge document (client's refusal to sign will be noted
and a second staff signature will suffice).
• Client will be transported to either the shelter they have chosen or to one of the
preapproved drop off/pick up destinations.
When a client is exiting into housing or reuniting with family, they will sign the coinciding
documents, gather their belongings,. receive a certificate of successful completion, and be
transported to their new living arrangement.
GOOD NEIGHBOR POLICY
Illumination Foundation 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 program will be
recorded and forwarded to the appropriate staff for prompt investigation. Illumination
Foundation will be fully committed to an appropriate customer service response and will
consider the resolution of community complaints a high priority.
Illumination Foundation 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. Illumination Foundation will highlight volunteer, in -kind, and donation opportunities
encouraging community support for the program.
3
Illumination Foundation is committed to communicating and working collaboratively with the
City, law enforcement, and fire departments through all stages of program implementation- from
facility design to program execution. The intention of Illumination Foundation is to be as
self-sufficient as possible and minimize the facility's 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 facility.
Illumination Foundation will provide an array of services and support that will be beneficial to
local police and fire departments. 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 connect homeless individuals
with housing opportunities
• Statistical reports on number of clients served, length of stay and/or demographic
information
Illumination Foundation will be committed to active participation in city and county -wide
community events. To the extent that is reasonable and feasible, representatives of Illumination
Foundation 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, Illumination Foundation may sponsor special events, such as community resource
fairs, which will include the community and the neighborhood on various occasions.
STAFFPLAN
Illumination Foundation will exercise their best efforts to prioritize Santa Ana residents while
hiring for this facility, but may hire from any geographic area if necessary.
STAFF TRAINING
All 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, trauma -informed care, motivational interviewing, mediation, and
positive communication skills.
2
Security staff will be provided sensitivity training to better equip them to work with homeless
clients, and those in crisis.
ACCESS TO SAFE SHELTER
The Navigation Center 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 Navigation Center Program or
services will be permitted. Illumination Foundation shall prioritize all beds at the facility for use
by persons who reside in Santa Ana, based on reasonable criteria established to determine
residency. Approved referral agencies are City of Santa Ana authorities, including but not
limited to members of the Santa Ana Police Department, Santa Ana staff, and/or third -parties
under contract with the City for outreach and engagement services with homeless individuals.
This includes CityNet, Illumination Foundation, and the Orange County Health Care Agency.
LENGTH OF STAY
Illumination Foundation proposes a 120- to 180-day length of stay; however based on a client's
vulnerability, chronicity, and available housing inventory, more time may be required. It is
Illumination Foundation's goal to match all eligible individuals to appropriate permanent
housing at the earliest opportunity. Each client will have a Case Manager 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.
SLEEPING AREAS
Due to the nature of this facility, beds provided will be single beds, in a dorm setting. Each client
will be assigned a pillow and bedding for the length of their stay. Bedding will be washed and
changed at regular intervals to promote health and cleanliness.
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 the transgender population, those dealing with
illness or for other special needs populations.
PET FRIENDLY
Illumination Foundation believes in providing support for the most vulnerable individuals and
their companion animals. The Navigation Center Program will provide space for a total of 30
companion/service/support animals. Clients may bring (1) pet with them up to the shelter
maximum of 30. Animals must be maintained by the clients, however Illumination Foundation
can help with linkage to animal resources, including veterinary and hygiene services in most
cases.
61
MEALS
Breakfast, lunch, dinner, and healthy snacks will be provided for all clients in a central dining
area. Hot meals will be purchased and delivered to the site daily from an Illumination
Foundation service partner. These meals will be served to clients of the facility by both paid
staff and volunteers.
HYGIENE FACILITIES
Hygiene facilities will be provided on -site including toilets and showers. Clients will be
encouraged to utilize these facilities daily. Toiletries will be provided by Illumination
Foundation to clients as needed. Laundry will be done by paid staff and volunteers at intake.
Clients will be assisted with their laundry on a weekly basis to ensure a healthy shelter
environment. As a preventative measure, upon entry all client's clothes and belongings will be
sanitized and washed to prevent the spread of pests and allergens.
TRANSPORTATION
Illumination Foundation will provide transportation in vans and shuttles to predetermined drop
off/pick up locations throughout the city of Santa Ana. In addition, Illumination Foundation will
provide clients with transportation to and from doctors appointments, social services
appointments, housing appointments and any other destination that is in alignment with the
client's established housing plan. Some transportation may be completed by Uber, Lyft, and
OCTA depending on the availability of transportation, the volume of clients requiring
transportation on a given day, and the client's vulnerability and capabilities.
SECURITY
Illumination Foundation will contract with a state -licensed security vendor that will be stationed
inside and outside of the facility property 24 hours a day 7 days a week. Illumination Foundation
will follow policies and procedures that promote utmost safety for clients, staff, volunteers, and
the community. Illumination Foundation 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 multifaceted 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.
9
OPERATING EXPENSES
Salary & Benefits
Client Assistance
Food
Other Needs
Sub -total
Facilities
Lease
Property tax
Utilities
Property insurance
Maintenance
Sub -total
Other Expenses
Securityservices
Liability insurance
Pet care contract
Office supplies
Telecom
Staff mtg & travel
Transportation
Miscellaneous
Sub -total
EXHIBIT B: SCHEDULE OF START-UP COSTS
DIESCRIfTIONLA
Start -Up Operating Expenses
$ 262,947
Advance payment for one -month of
operating expenses
IT Infrastructure
74,588
Includes $21,723 forthree (3) thermal
cameras with Al
Furniture, Fixture & Supplies
200,000
Subtotal
537,535
Miscellaneous/ Contingencies
53,754
Appx IN of subtotal for unknown items
TOTAL
$ 591,289
YEAR YEAR2 YEAR3 YEAR4 YEAR YEAR YEAR7 YEARS YEAR YEAR 10 YEAR 11 YEAR 12 YEAR 13 YEAR YEAR 15 TOTAL
$ 984,300 $ 999,065 $1,014,050 $1,029,261 $1,044,700 $1,060,371 $1,076,276 $1,092,420 $1,108,807 $1,125,439 $1,142,320 $1,159,455 $1,176,847 $1,194,500 $1,212,417 $16,420,228
$ 492,750 $ 500,141 $ 507,643 $ 515,258 $ 522,987 $ 530,832 $ 538,794 $ 546,876 $ 555,079 $ 563,405 $ 571,856 $ 580,434 $ 589,141 $ 597,978 $ 606,948 $ 8,220,123
$ 82,125 $ 83,357 $ 84,607 $ 85,876 $ 87,164 $ 88,472 $ 99,799 $ 91,146 $ 9ZS13 $ 93,901 $ 95,309 $ 96,739 $ 98,190 $ 99,663 $ 101,158 $ 1,370,021
$ 574,875 $ 583,498 $ 592,251 $ 601,234 $ 610,151 $ 619,304 $ 628,593 $ 638,022 $ 647,592 $ 657,306 $ 667,166 $ 677,173 $ 687,331 $ 697,642 $ 708,106 $ 9,590,144
$ 515,200 $ 522,928 $ 530,772 $ 538,733 $ 546,815 $ 555,017 $ 563,342 $ 571,792 $ 580,369 $ 589,075 $ 597,911 $ 606,879 $ 615,992 $ 625,222 $ 634,601 $ 8,594,637
70,840
71,903
72,981
74,076
75,187
76,315
77,460
78,621
79,801
80,998
92,213
93,446
84,698
85,968
87,258
1,181,763
72,000
73,080
74,176
75,289
76,418
77,564
78,728
79,909
81,107
82,324
83,559
94,812
86,085
87,376
88,686
1,201,114
10,500
10,658
10,917
10,980
11,144
11,311
11,481
11,653
11,828
12,006
12,186
12,368
12,554
12,742
12,933
175,162
45,000
45,675
46,360
47,056
47,761
48,478
49,205
49,943
50,692
51,453
52,224
53,008
53,803
54,610
55,429
750,696
$ 713,540 $ 724,243 $ 735,107 $ 746,133 $ 757,325 $ 76%685 $ 780,216 $ 791,919 $ 803,798 $ 815,854 $ 828,092 $ 840,514 $ 853,121 $ 865,918 $ 878,907 $11,903,373
$ 459,900 $ 466,799 $ 473,800 $ 480,907 $ 488,121 $ 495,443 $ 502,975 $ 510,418 $ 518,074 $ 525,945 $ 533,733 $ 541,739 $ 549,865 $ 558,113 $ 566,484 $ 7,672,115
15,000
15,225
15,453
15,685
15,920
16,159
16,402
16,648
26,897
17,151
17,408
17,669
17,934
18,203
18,476
250,232
10,080
10,231
30,385
10,540
10,699
30,859
11,022
11,187
11,355
11,525
11,698
11,874
12,052
12,233
12,416
168,156
4,560
4,628
4,698
4,768
4,840
4,912
4,986
5,061
5,137
5,214
5,292
5,371
5,452
5,534
5,617
76,071
61840
6,943
7,047
7,152
7,260
7,369
7,479
7,591
7,705
7,821
7,938
8,057
8,178
8,301
8,425
114,106
3,420
3,471
3,523
3,576
3,630
3,684
3,740
3,796
3,953
3,910
3,969
4,029
4,089
4,150
4,213
57,053
79,000
79,170
80,358
81,563
82,786
84,028
85,289
86,568
87,866
89,184
90,522
91,S80
93,258
94,657
96,077
1,301,207
18,000
18,270
18,544
18,822
19,105
19,391
19,682
19,977
20,277
20,581
20,890
21,203
21,521
21,944
22,172
300,278
$ 595,800 $ 604,737 $ 613,808 $ 623,015 $ 632,360 $ 642,846 $ 653,473 $ 661,246 $ 672,164 $ 681,232 $ 691,450 $ 701,822 $ 712,349 $ 723,035 $ 733,880 $ 9,939,218
Administrative Expenses $ 286,852 $ 291,154 $ 295,522 $ 299,954 $ 304,454 $ 309,021 $ 313,656 $ 318,361 $ 323,136 $ 327,983 $ 332,903 $ 337,896 $ 342,965 $ 348,109 $ 353,331 $ 4,785,296
TOTAL $3,155,367 $3,202,697 $3,250,737 $3,299,499 $3,348,991 $3,399,226 $3,450,214 $3,501,967 $3,554,497 $3,607,814 $3,661,932 $3,716,861 $3,T2,614 $3,829,203 $3,896,641 $52,638,259
ESTIMATED MONTHLY FEE $ 262,947 $ 266,891 $ 270,995 $ 274,958 $ 279,083 $ 283,269 $ 287,519 $ 291,831 $ 296,208 $ 300,651 $ 305,161 $ 309,738 $ 314,384 $ 319,100 $ 323,887