HomeMy WebLinkAboutILLUMINATION FOUNDATION (9)I SURANCEONFILE
WORK MAY PROCEED
UNTIL INSURANC EXPIRES
CLERK OF COUNCIL.
DATE
AGREEMENT WITH THE ILLUMINATION FOUNDATION TO
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OPERATE THE LINK EMERGENCY SHELTER
A-2020-195
On the 6w day of October, ZUZU, -1 HIN A(il(Et AlbN I was presented to me Glty 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 The Link Emergency
Shelter.
RECITALS
A. The City desires to retain a contractor to administer and operate The Link Emergency
Shelter in the City of Santa Ana ("Shelter") commencing October 15, 2020.
B. On September 18, 2018, City Council approved an agreement with Mercy House Living
Centers, Inc. ("Mercy House") to operate an interim Emergency Homeless Shelter in Santa
Ana, which became known as The Link Emergency Shelter. The contract with Mercy
House expires October 14, 2020.
C. On June 16, 2020, City Council approved an agreement with Contractor to operate a Year -
Round Homeless Navigation Center and Recuperative Care Facility at 1815 Carnegie
Avenue in Santa Ana. While the Carnegie shelter is constructed, the Shelter will continue
operation.
D. Mercy House was unable to extend their agreement at the Shelter, so Contractor will serve
as the operator of the Shelter and remain onsite until all guests at the Shelter have
transitioned to the new Carnegie shelter or have exited to other successful housing
placements.
E. 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.
F. 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
terns 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, 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 the Scope of Services attached hereto as Exhibit A and
incorporated in full. All Services shall be performed at the Shelter Site, included within
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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 any 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 Assignment).
In addition, all equipment furnished to the Contractor by the City and/or purchased by
the Contractor with funds pursuant to this Agreement, will be limited to use within the
activities outlined by this Agreement and will remain the property of the City (subject
to the rights of the landlord under the Assignment). 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 Assignment).
2. EFFECTIVENESS AND TERM OF AGREEMENT
a. The Shelter is located at 2320 Redhill 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 assignment of
lease, or other signed written instrument, to the City's satisfaction ("Assignment"),
provided that if the Assignment is not executed on or before October 15, 2020, this
Agreement shall be void and have no force and effect.
b. This Agreement will commence upon the date first written above and continue
through March 31, 2021 ("Term"), unless terminated earlier in accordance with
Section 15, below. Services shall commence on October 15, 2020 ("Effective
Date"). I£ this Agreement expires or is terminated, Contractor shall assign the
Assignment as directed by the City. The term of this Agreement may be extended
upon a writing executed by the City Manager and the City Attorney.
c. The City acknowledges that Contractor is entering into the Assignment in reliance
on the City's performance of its obligations imder this Agreement. 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, including without limitation the City's failure to pay sums required
hereunder which Contractor will rely upon to fulfill Contractor's obligations under
the Assignment. The Contractor acknowledges that City is entering into this
Agreement in reliance on the Contractor's performance of its obligations under this
Agreement and the Assignment. 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 Assignment,
including without limitation the Contractor's failure to operate the Shelter and
Services required hereunder which City will rely upon to fulfill City's obligations
under this Agreement, but excluding the Contractor's failure to pay sums to be
funded by the City under this Agreement.
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3. COMPENSATION
a. From and after the Effective Date, City shall pay Contractor the monthly fee as
compensation for all Services rendered under this Agreement during the Tenn as
provided in Exhibit B. 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 $1,595,406.
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 B. City shall pay Contractor the invoiced amounts
within thirty (30) days following receipt of proper invoice.
e. 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. ESG-CV
ii. ESG-CV2
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
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 furnish 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.
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5. REPORTING
Contractor shall provide to the City written reports of the Services as required, or upon
reasonable request from the City, in a format to be approved by the City.
6. INDEPENDENT CONTRACTOR
Contractor shall, during the entire term of this Agreement, be construed to be an
independent contractor and not an employee of the City. This Agreement is not intended nor shall
it be construed to create an employer -employee relationship, a joint venture relationship, or to
allow the City to exercise discretion or control over the professional manner in which Contractor
performs the services which are the subject matter of this Agreement; however, the services to be
provided by Contractor shall be provided in a manner consistent with all applicable standards and
regulations governing such services. Contractor shall pay all salaries and wages, employer's social
security taxes, unemployment insurance and similar taxes relating to employees and shall be
responsible for all applicable withholding taxes.
INSURANCE
Prior to undertaking performance of work under this Agreement, Contractor shall maintain
and shall require its subcontractors, if any, to obtain and maintain insurance as described below:
a. Commercial General Liability Insurance. Contractor shall maintain commercial
general liability insurance naming the City, its officers, employees, agents,
volunteers and representatives as additional insured(s) and shall include, but not be
limited to protection against claims arising from bodily and personal injury,
including death resulting therefrom and damage to property, resulting from any act
or occurrence arising out of Contractor's operations in the performance of this
Agreement, including, without limitation, acts involving vehicles. The amounts of
insurance shall be not less than the following: single limit coverage applying to
bodily and personal injury, including death resulting therefrom, and property
damage, in the total amount of $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 Assignment 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 Assignment 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
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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 Assignment 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.
C. The following requirements apply to the insurance to be provided by Contractor
pursuant to this section!
(i) Contractor shall maintain all insurance required above in full force and
effect for the entire period covered by this Agreement.
(ii) Certificates of insurance shall be furnished to the City upon execution of
this Agreement and shall be approved by the City.
(iii) Certificates and policies shall state that the policies shall not be canceled or
reduced in coverage or changed in any other material aspect without thirty
(30) days prior written notice to the City.
(iv) Where the amounts or coverage provided by the certificates of insurance
provides coverage greater than those listed by this Agreement, the amounts
provided by the certificates of insurance shall be incorporated by reference
into the Agreement.
(v) Contractor shall supply City with a fully executed additional insured
endorsement.
f. If Contractor fails or refuses to produce or maintain the insurance required by this
section or fails or refuses to furnish the City with required proof that insurance has
been procured and is in force and paid for, the City shall have the right, at the City's
election, to terminate this Agreement. Such termination shall not affect
Contractor's right to be paid for its time and materials expended prior to notification
of termination. Contractor waives the right to receive compensation and agrees to
indemnify the City for any work performed prior to approval of insurance by the
City.
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,
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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 from 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 heremder 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 this section shall survive expiration of this Agreement.
9. RECORDS
Contractor shall keep records and invoices in connection with the work to be performed
under this Agreement. Contractor shall maintain complete and accurate records with respect to
the costs incurred under this Agreement and any services, expenditures, and disbursements
charged to the City for a minimum period of three (3) years, or for any longer period required by
law, from the date of final payment to Contractor under this Agreement. All such records and
invoices shall be clearly identifiable. Contractor shall allow a representative of the City to
examine, audit, and make transcripts or copies of such records and any other documents created
pursuant to this Agreement during regular business hours (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
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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: Cleric of the City Council
City of Santa Ana
20 Civic Center Plaza (M-30)
P.O. Box 1988
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:
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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 terns 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.
14. ASSIGNMENT
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
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and costs incurred or accrued by Contractor (under the Assignment) prior to Contractor's receipt
of such notice of termination. If the Agreement is terminated, Contractor shall assign its rights
and obligations under the Assignment to the City and, unless Contractor is released from all
subsequent liability by the landlord under the Assignment, the City shall indemnify, defend and
hold Contractor harmless from any loss, claim or damage arising from any default by Lessee under
the Assignment 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.
18. PROFESSIONAL LICENSES
Contractor shall, throughout the term 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
fully, including reasonable costs and attorney's fees, for any injuries or damages to
Contractor in the event that such authority or power is not, in fact, held by the
signatory or is withdrawn.
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b. All Exhibits referenced herein and attached hereto shall be incorporated as if fully
set forth in the body of this Agreement.
(Signatures on following page)
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A-2020-195
IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first
above written.
CITY OF SANTA ANA
Stine Ridge
City Manager
ATTEST:
�i
Daisy Gomez
Clerk of the Council
APPROVED AS TO FORM:
SONIA R. CARVALHO
City
By:
Rya
Ass
FOR APPROVAL:
Steven Mendoza
Executive Director
Community Development Agency
A — SCOPE OF SERVICES
B — OPERATING BUDGET
CONTRACTOR
Name: John H. Ing
Title: Chief Financial Officer
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EXHIBIT A
NA VIGA TION CENTER SCOPE OFSERVICES
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.
HOUSING NA VIGA TIONAND SUSTAINA BILITY SER VICE, S
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 O GRAM MANAGEMENT
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.
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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.
PROGRAM LAYOUT
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
ADNIISHON 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.
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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 trainiugs
• 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.
4
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 tine 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,
5
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 clay, 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 clays 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.
M
Staffing and Expense Assumptions
Personnel Benefits Total
FTE Annual5alary 25% Monthly
'Shelter Director 0;50'- $ 60,000 $ 15,000 $ 75,000 $ 30,Og0 $ 3,125
Shift Manager 2.00,-$ 42,000 $ 10,500 $ 52,500 $ 84,000 $ 8,750
Housing Navigator', 2.00. $ 42,000 $ 10,500 $ 52,500 $ 84,000 $ 8,750
;Clinical Case Manager S,qD $ .30,000$ 12,500 $ 62,500 $ 50,000 $ 5,208
SUbstance Abuse Counselor '2.00: $ `42,000 $ 10,500 $ 52,504 $ 84,000 $ 8,750
cease Manager,- 3.00 $ '` '45,006 $ 11,250 $ 56,250 $ 135,000 $ 14,063
'Shelter Monfto s-regular ' 10.00 $ 35,0001, $ 8,750 $ 43,750 $ 350,000 $ 36,458
;ShefterMonitors Off hour 6.00 $ 37,000. $ 9,250 $ 46,250 $ 222,000 $ 23125
-11 ?(tssociate erector ,0.25`- $ 55,000 $ 13,750 $ 68,750 $ 13,750 $ 1,432
Subtotal 26,75 109,661
Client Assistance
Client capacity Z140(Food per day per client $ 36.196
Other needs per day per client $ 6,388
$ 42,583
Facilities Expenses
Ben[ N/A $ 19,209
Utilities
Insurance $ �.15,000 annual
Maintenance $ 1,250
$ 20` monthly per census
$ 27,759
Other Expenses
Liability insurance $ 35,000 annually $ 1,250
Security services $ z0 hourly 24/7 coverage guard(s) $ 58,400
Pet care contract N/A $ 9,000
Officesupplles $ 20 per FTE per month $ 535
Telecom $ ti30 per FTE per month $ 803
Staff mtg & travel $ 15per FTE per month $ 401
Automobiles S 2,000 per car per month #of cars $ 10,000
Bus passes $ ; . -500 per month $ Soo
Miscellaneous $ YO monthly per census $ 1,400
$ 82,289
Administration 10%. of Operating costs $ 26,229
$58.70 PER DIEM
Exhibit 8
FrancineR.Villareal mua,Qlai:I9aedsy"'°`°`"'
` Date: 2020.10.071798:04 07'00'
AC®/ZAP CERTIFICATE OF LIABILITY INSURANCE
DATE(MMIDDIYYYY)
10/1/2020
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS
CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES
BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED
REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER.
IMPORTANT; If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed.
If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on
this certificate does not confer rights to the certificate holder in lieu of such endorsement(s).
PRODUCER
Bowermaster & Associates
10805 Holder St
Ste 350
Cypress CA 90630
CONTACT
NAME: Llzette Orozco
PHONE IAI, E . 714-733-6248 ac No
EoDRE8, lorozco bowermaster.com
INSURERS AFFORDING COVERAGE
NAIC#
INSURER A: Philadelphia Indemnity Insurance
18058
INSURED ILLUFOU-01
Illumination Foundation
1091 N. Batavia Street
INSURER B: Redwood Fire & Casuall Insurance
11673
INSURER C: NOn rofts' Insurance Alliance of California
INSURER D :
Orange CA 92867
INSURER E :
INSURER F
COVERAGES CERTIFICATE NUMBER: 193244276 REVISION NUMBER -
THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD
INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS
CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS,
EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
INSR
LTR
TYPE OF
ADDL
SUBR
POLICYNUMBER
POLIOYEFF
(MMUDD1YYYYI
POLICYEXP
tMMIDD1YYYY1LIMITS
C
X
CONMERCIALGENERAL LIABILITY
� OCCUR
Y
2020-24712
9/1512020
911512D21
EACH OCCURRENCE
$1.000,000
RA-MACLAIMS-MADE ED
PREMISES (EaFEN
PREMISES Ee occurrence
$500,000
X
MED EXP(Any one person)
$20,000
Prof Liability
PERSONAL&ADV INJURY
$1,000,000
GEN'L AGGREGATE LIMIT APPLIES PER:
X POLICY D PRO-
JECT LOG
GENERALAGGREGATE
$3,000,000
PRODUCTS-COMP/OPAGG
$3,000.000
$
OTHER:
C
AUTOMOBILE
LIABILITY
2020-24712
9/15/2020
9/15/2021
COMBINED tSINGLE LIMITEa
$1,000,000
ANY AUTO
BODILY I NJURY(Per person)
$
IX
OWNED SCHEDULED
AUTOS ONLY AUTOS
BODILY INJURV Per accident
( iHIRED
X AUTOSO ONLY
AUTOS ONLY AUTOS ONLY
PROPERTYDAMAGE
Par accident
$
C
X
UMBRELLA LIAB
X
OCCUR
2020-24712-UMB
9/15/2020
9/15/2021
EACH OCCURRENCE
$7,000,000
AGGREGATE
$7,000,000
EXCESS LIAB
CLAIMS -MADE
DEC) I I RETENTION$
$
B
WORKERS COMPENSATION
AND EMPLOYERS' LIABILITY YIN
ANYPROPRIETOR/PARTNERIEXECUTIVE
OFFICERIMEMBEREXCLUDED?
NIA
ILWC107887
1/1/2020
1/1/2021
-
X I STATUTE 'ER"
E.L.CH
EACH ACCIDENT
$1,000,000
E.L. DISEASE - EA EMPLOYEE
$1,000,000
(Mandatory in NH)
Use describe under
E.L. DISEASE -POLICY LIMIT
$1,000,ODO
-
DESCRIPTION OF OPERATIONS below
A
C
Commercial Cyber Liability
Improper Sexual Conduct
PHSDIS75498
2020-24712
9/15/2020
9/16/2020
9115/2021
9/15/2021
ADD $3,000,00GEach
Agg:$1,000,000/Each
$1,000,000
$1,000.000
DESCRIPTION OF OPERATIONS I LOCATIONS [VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached it more space Is required)
City of Santa Ana, It's officers, employees, agents, and volunteers are Additional Insured with respects to General Liability per attached endorsement form;
Primary and Non -Contributory wording applies per attached endorsement form.
30-day notice of cancellation is provided per policy provisions.
City of Santa Ana
Risk Management Division
20 Civic Center Plaza, 4th Fir
Santa Ana CA 92702
USA
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE
THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN
ACCORDANCE WITH THE POLICY PROVISIONS.
ACORD 25 (2016103) The ACORD name and logo are registered marks of ACORD
,. Ris4ManrgementDivieloR
,0S/ °4 REVIEWED &�jM'PrROVED BY&:
]II41�11Fff `agGiE.Fv. T., Y✓FiF.0
--�'' Risk Man:lyament AnTlyst
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