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Item 22 - Approve an Operational Agreement with Illumination Foundation
Community Development Agency santa-ana.org/cd Item # 22 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report September 7, 2021 TOPIC: Approve an Operational Agreement with Illumination Foundation AGENDA TITLE: Approve a Three -Year Operational Agreement with Two, Two -Year Renewal Options with Illumination Foundation to Operate a 200-Bed Year Round Homeless Navigation Center at 1815 Carnegie Avenue in Santa Ana in an Amount Not to Exceed $10,893,885 for Three Years, and Start -Up Costs Not to Exceed $75,000, for a Total Amount Not to Exceed $10,968,885 (Non -General Fund) RECOMMENDED ACTION Authorize the City Manager to execute a three-year operator agreement, with two, two-year renewal options with Illumination Foundation to operate a 200- bed year- round Homeless Navigation Center at 1815 Carnegie Avenue in Santa Ana for $3,577,366 in operational costs per year with an annual CPI adjustment of 1.5 percent and a not -to -exceed amount of $75,000 in one-time start-up costs, for a total not -to -exceed amount of $10,968,885 over three years, subject to non -substantive changes approved by the City Manager and City Attorney. 2. Authorize the City Manager to execute any/all future funding agreements required by state or federal agencies for the use of HHAP, PLHA, ESG-CV, ESG and any/all other funds available. DISCUSSION In October of 2019, the City Council authorized the City Manager to execute a settlement agreement with the Orange County Catholic Worker to resolve claims pertaining to homelessness in United States District Court Case No. SACV 18-0155-DOC (JDE). This action by the City Council followed the federal lawsuit that was filed by the Orange County Catholic Worker to halt efforts by the County of Orange to remove homeless encampments along the Santa Ana Riverbed and prevent neighboring cities from citing or arresting those individuals who violated local ordinances prohibiting camping in public areas. The settlement agreement acknowledged that the City currently operated the Link shelter and intended to establish a new shelter with 200-250 beds to replace the Link shelter. To comply with the settlement agreement, the Santa Ana Community Development Agency ("CDA") released a Request for Proposals (RFP) for the development, Agreement with Illumination Foundation for Operation of Homeless Navigation Center September 7, 2021 Page 2 construction, and operation of a year-round Homeless Navigation Center. In June 2020, the City Council approved an agreement with Illumination Foundation to operate, develop, and construct a year-round Homeless Navigation Center and recuperative care facility at 1815 Carnegie Avenue. In March 2021, the City Council terminated that agreement when the original cost estimate for building improvements escalated. In the process of terminating the agreement, staff split the project into two components; one component to address the building improvements and one component to operate the shelter. The City Council approved a lease and commencement of building improvements with the property owner and the release of a future RFP for the operation of the Homeless Navigation Center. The new RFP eliminated the recuperative care module at the shelter. The City received applications from three organizations for the operation of the Homeless Navigation Center: Volunteers of America, Illumination Foundation, and Mercy House Living Centers, Inc. The deliberation, selection and review process included the assembly of a review panel composed of the Homeless Services Manager, the Housing Division Manager, the Housing Programs Analyst, and the Chief Program Officer of City Net. Each written proposal was reviewed and each organization was invited to present their proposal via video (due to the COVID-19 pandemic). After the interviews, the organizations were scored. Illumination Foundation scored the highest, followed by Mercy House Living Centers, Inc. and Volunteers of America. The top two organizations were invited to a second interview to discuss budgets and operations more thoroughly and included both the Assistant City Manager and Santa Ana Police Department Quality of Life Team officers into the final interview. Following the second in -person meeting, Mercy House Living Centers, Inc. withdrew their application for the operator of the shelter. It is the recommendation of the review panel that Illumination Foundation be awarded the operator of the Homeless Navigation Center. In October, 2020, Illumination Foundation became the operator of the Link Shelter. Their professionalism and approach to shelter operations was immediately recognized by City staff and Link clients. Illumination Foundation operated the Link shelter for six months before transferring all clients to the temporary navigation center at the recuperative care facility in the city of Fullerton. Additionally, Illumination Foundation staff understood the magnitude of the outreach and referral process and worked with outreach teams to refine each step. Currently, the cohesive referral process between Illumination Foundation and City -approved outreach team —City Net, Orange County Health Care Agency, and the Santa Ana Police Department —ensures that all policies and control steps are followed. This synergy of shared expectations, teamwork, and actions enable referrals, in -takes, and shelter operations to run smoothly and with better outcomes for clients. Illumination Foundation currently operates three family emergency shelters across Orange County, an emergency shelter and navigation center in the City of Anaheim, and several other shelters throughout Southern California. This past year, Illumination Foundation was on the front lines in providing shelter and medical recuperative care to mitigate the spread of COVID-19 through the countywide program, Project Roomkey. As evidenced by the operation of this program, Illumination Foundation is not only committed Agreement with Illumination Foundation for Operation of Homeless Navigation Center September 7, 2021 Page 3 to increasing the housing stability of the most vulnerable individuals, but also to address the mental and physical health of the clients they serve. If selected as the operator of the Homeless Navigation Center, they will be able to incorporate best practices learned in each of these settings into the new Homeless Navigation Center. Existing case managers at the Fullerton Recuperative Care Center will transfer, along with the Santa Ana clients, to the new shelter, maintaining those established relationships that are key to assisting people move from shelter to housing options. The recuperative care facility will remain available to the City until the Homeless Navigation Center is completed. An extension to the Fullerton Recuperative Care Center agreement is agendized for City Council approval on September 7, 2021, in the case that additional time be needed to complete the Homeless Navigation Center. The Homeless Navigation Center will provide 200 beds, scalable up to 310 beds for Santa Ana individuals, couples, and families with children. The budget associated with this action is for 200 beds. Future consideration to grow will be by a separate action at a later date. Adhering to the principles of Housing First, clients will be admitted with low -barrier requirements through approved referral agencies. All clients will be transported in and out of the shelter, as no walk-in traffic is allowed. During their stay, clients will be offered a robust package of supportive services to transition to permanent housing and to cope with underlying issues causing them to cycle through the system. Illumination Foundation will partner with Clarke Lew Medical Corporation to provide medical and mental healthcare services, exclusive of substance use counseling for clients on -site at the shelter. In advance of the shelter opening, Illumination Foundation will host community meetings and tours for the local business community. They will continue to engage with these businesses as required by the Good Neighbor Policy throughout the operation of the shelter. This outreach will be consistent with the City's Sunshine Ordinance. The $75,000 start-up costs include, but are not limited to, the following: miscellaneous kitchen items, padlocks, bedding, trash containers, laundry bags, hot box for bug treatment, and other furnishings and equipment. The City currently holds a lease for the property at the rate of $63,516 per month. The City is responsible for paying the utilities, insurance, property tax, maintenance, and improvements to the building. FISCAL IMPACT The estimated amounts shown below are available for the operation and the start-up costs for the shelter: Agreement with Illumination Foundation for Operation of Homeless Navigation Center September 7, 2021 Page 4 Accounting Accounting Unit, Fiscal Year Unit -Account Fund Description Account Amount Description FY 21-22 12218716-69135 Emergency and HHAP-2, Payment to $ 1,059,911 (Nov. -June) Health Grants Subagent FY 21-22 Emergency ESG-CV, 13518789-69135 Solutions Grant- Payment to $1,400,000 (Nov. -June) CV Subagent Total $2,459,911 Accounting Accounting Unit, Fiscal Year Unit -Account Fund Description Account Amount Description Permanent Local PLHA, Payment FY 22-23 15818700-69135 Housing to Subagent $2, 236,196 Allocation Emergency and HHAP-2, FY 22-23 12218716-69135 Health Grants Payment to $ 776,944 Subagent Emergency ESG-CV, FY 22-23 13518789-69135 Solutions Grant- Payment to $600,000 CV Subagent Total $3,613,140 Accounting Accounting Unit, Fiscal Year Unit -Account Fund Description Account Amount Description Permanent Local PLHA, Payment FY 23-24 15818700-69135 Housing to Subagent $3,288,490 Allocation Emergency and HHAP-2, FY 23-24 12218716-69135 Health Grants Payment to $ 378,847 Subagent Total $3,667,337 Accounting Accounting Unit, Fiscal Year Unit -Account Fund Description Account Amount Description FY 24-25 Permanent Local PLHA, Payment (July -Oct.) 15818700-69135 Housing to Subagent $ 1,228,497 Allocation Total $1,228,497 Agreement with Illumination Foundation for Operation of Homeless Navigation Center September 7, 2021 Page 5 Funds may vary slightly considering the opening date of the Homeless Navigation Center and the closing of both temporary shelters. Leftover ESG-CV funds will be transferred for use at the Homeless Navigation Center before funds expire. Homeless Housing, Assistance and Prevention-2 (HHAP-2) grant funds anticipated to be used, are being recognized at the September 7, 2021 City Council meeting. As additional sources of federal and state funding for homeless service programs become available, funds may be substituted with what is identified in the table above. In addition, PLHA funds are based on real estate transactions recorded in each county and revenues will fluctuate from year to year. If PLHA are insufficient in future years, or have not been received in time, other resources such as Inclusionary, General Fund, Emergency Solution Grant or Community Development Block Grant funds will be used to fund the operations of the shelter. EXHIBIT(S) 1. Agreement with Illumination Foundation for Operation of the Homeless Navigation Center Submitted By: Steven Mendoza, Assistant City Manager Approved By: Kristine Ridge, City Manager EXHIBIT 1 AGREEMENT WITH THE ILLUMINATION FOUNDATION TO OPERATE A YEAR-ROUND HOMELESS NAVIGATION CENTER AT 1815 CARNEGIE AVENUE IN SANTA ANA On the 7ch day of September, 2021, 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 on behalf of the City at 1815 Carnegie Avenue in Santa Ana. RECITALS A. The City is in the process of constructing a year-round Homeless Navigation Center at 1815 Carnegie Avenue in Santa Ana ("Homeless Navigation Center"). B. Accordingly, the City desires to retain a contractor to administer and operate the Homeless Navigation Center once it is completed and ready to open operations. C. On February 23, 2021, the City released Request for Proposals #21-028 ("RFP") for the operation of the Homeless Navigation Center. A true and correct copy of the RFP is attached hereto as Exhibit A and incorporated herein by reference. D. Contractor has submitted a proposal that was selected by the City for this purpose. Contractor is qualified by experience, preparation, organization, staffing, and management to operate programs on behalf of homeless individuals and is familiar with existing homeless services in the City. E. 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, services, and items (collectively, the "Services") appropriate and necessary to fully and adequately perform, and shall perform, the Scope of Services established for the Homeless Navigation Center as described in Contractor's proposal to the City attached hereto as Exhibit B and incorporated in full. The Homeless Navigation Center will provide 200 beds, scalable up to 310 beds, for Santa Ana individuals, couples, and families with children admitted with low -barrier requirements through referral agencies approved by the City. All Services shall be performed at the Homeless Navigation Center located at 1815 Carnegie Avenue in Santa Ana, and in accordance with the provisions of this Agreement and all applicable local, state, and federal laws, rules, and regulations. Page 1 of 11 b. Contractor shall ensure that any equipment purchased with funds pursuant to this Agreement, and utilized for and at the Homeless Navigation Center, will be disposed of in accordance with the direction of the City. In addition, all equipment furnished to the Contractor by the City and/or purchased by the Contractor with funds pursuant to this Agreement, will be limited to use within the activities outlined by this Agreement and will remain the property of the City. Upon termination of this Agreement, Contractor will immediately return all equipment to the City or dispose of it in accordance with the direction of the City. 2. TERM OF AGREEMENT This Agreement shall commence upon the date first written above ("Commencement Date"). Services shall be provided upon the completion of construction of the Homeless Navigation Center and issuance of a Certificate of Occupancy, or similar approval from the City's Building Department ("Effective Date"). The term of the Agreement shall continue for three (3) years from the Effective Date, with the option for the City to grant up to two (2), two (2) year renewals, exercisable by a writing executed by the City Manager and the City Attorney, for a potential total Term of seven (7) years ("Term") from the Effective Date, unless terminated earlier in accordance with Section 15, below. 3. COMPENSATION a. From and after the Effective Date, City shall pay Contractor an annual fee not to exceed $3,577,366.00 for operation of the Homeless Navigation Center with a capacity of up to 200 beds, as compensation for all Services rendered under this Agreement, with an annual Consumer Price Index adjustment of 1.5%, during the Term of the Agreement, as provided in Exhibit C attached hereto and incorporated herein by reference ("Operation Fee"). The Operation Fee will be based upon the actual occupancy count and incurred costs, as documented by the Contractor. The total number of beds available in the Homeless Navigation Center may be increased at the discretion of the City, which would require amendment of this Agreement to adjust the maximum annual Operation Fee to account for the increased capacity. An audit of expenses and occupancy count 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. b. Start-up costs in the first year of operation may total a not to exceed amount of $75,000.00 with documentation from Contractor. Start-up costs may include but are not limited to: miscellaneous kitchen items, padlocks, bedding, trash containers, laundry bags, hot box for bug treatment, and other furnishings and equipment, as approved by the City prior to purchase and use. The total sum to be expended under this Agreement shall not exceed $4 0,968,885.00. Page 2 of 11 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. 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. HHAP ii. PLHA iii. ESG-CV iv. ESG 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 Homeless Navigation Center 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. 5. REPORTING Contractor shall provide to the City written reports of the Services, when requested by the City and 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 Page 3 of 11 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. 7. INSURANCE Contractor shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder and the results of that work by the Contractor, its agents, representatives, employees, or subcontractors. a. MINIMUM SCOPE AND LIMIT OF INSURANCE Coverage shall be at least as broad as: Commercial General Liability (CGL): Insurance Services Office Form CG 00 01 covering CGL on an "occurrence" basis, including products and completed operations, property damage, bodily injury and personal & advertising injury with limits no less than $2,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location (ISO CG 25 03 or 25 04) or the general aggregate limit shall be twice the required occurrence limit. 2. Automobile Liability: Insurance Services Office Form Number CA 0001 covering, Code 1 (any auto), or if Contractor has no owned autos, Code 8 (hired) and 9 (non -owned), with limit no less than $1,000,000 per accident for bodily injury and property damage. 3. Workers' Compensation: insurance as required by the State of California, with Statutory Limits, and Employer's Liability Insurance with limit of no less than $1,000,000 per accident for bodily injury or disease. 4. Professional Liability (Errors and Omissions): Insurance appropriate to the Contractor's profession, with limit no less than $2,000,000 per occurrence or claim, $2,000,000 aggregate (if applicable). 5. Sexual Abuse or Molestation (SAM) Liability: If the work will include contact with minors, and the CGL policy referenced above is not endorsed to include affirmative coverage for sexual abuse or molestation, Contractor shall obtain and maintain a policy covering Sexual Abuse and Molestation with a limit no less than $1,000,000 per occurrence or claim. 6. If the Contractor maintains broader coverage and/or higher limits than the minimums shown above, the City requires and shall be entitled to the broader coverage and/or the higher limits maintained by the Contractor. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the City. Page 4of11 b. Other Insurance Provisions — The insurance policies are to contain, or be endorsed to contain, the following provisions: 1. Additional Insured Status: The City, its officers, officials, employees, and volunteers are to be covered as additional insureds on the CGL policy with respect to liability arising out of work or operations performed by or on behalf of the Contractor including materials, parts, or equipment furnished in connection with such work or operations. General liability coverage can be provided in the form of an endorsement to the Contractor's insurance (at least as broad as ISO Form CG 20 10 11 85 or if not available, through the addition of both CG 20 10, CG 20 26, CG 20 33, or CG 20 38; and CG 20 37 forms if a later edition is used). 2. Primary Coverage: For any claims related to this contract, the Contractor's insurance coverage shall be primary coverage at least as broad as ISO CG 20 0104 13 as respects the City, its officers, officials, employees, and volunteers. Any insurance or self-insurance maintained by the City, its officers, officials, employees, or volunteers shall be excess of the Contractor's insurance and shall not contribute with it. 3. Notice of Cancellation: Each insurance policy required above shall provide that coverage shall not be canceled, except with notice to the City. 4. Waiver of Subrogation: Contractor hereby grants to City a waiver of any right to subrogation which any insurer of said Contractor may acquire against the City by virtue of the payment of any loss under such insurance. Contractor agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation, but this provision applies regardless of whether or not the City has received a waiver of subrogation endorsement from the insurer. 5. Self -Insured Retentions: Self -insured retentions must be declared to and approved by the City. The City may require the Contractor to purchase coverage with a lower retention or provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention. The policy language shall provide, or be endorsed to provide, that the self - insured retention may be satisfied by either the named insured or City. 6. Acceptability of Insurers: Insurance is to be placed with insurers authorized to conduct business in the state with a current A.M. Best's rating of no less than A:VII, unless otherwise acceptable to the City. 7. Claims Made Policies (note — should be applicable only to professional liability, see below): If any of the required policies provide claims -made coverage: 1. The Retroactive Date must be shown and must be before the date of the contract or the beginning of contract work. 2. Insurance must be maintained and evidence of insurance must be provided for at least five (5) years after completion of the contract of work. 3. If coverage is canceled or non -renewed, and not replaced with another Page 5 of 11 claims -made policy form with a Retroactive Date prior to the contract effective date, the Contractor must purchase "extended reporting" coverage for a minimum of five (5) years after completion of work. 8. Verification of Coverage: Contractor shall furnish the City with original Certificates of Insurance including all required amendatory endorsements (or copies of the applicable policy language effecting coverage required by this clause) and a copy of the Declarations and Endorsement Page of the CGL policy listing all policy endorsements to City before work begins. However, failure to obtain the required documents prior to the work beginning shall not waive the Contractor's obligation to provide them. 9. City reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time. 10. Special Risks or Circumstances: City reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances. 8. INDEMNIFICATION 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 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 CitX. 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 Page 6 of 11 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 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 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 Page 7of11 the manner provided in this Section, to the following persons: To City: Clerk of the City Council City of Santa Ana 20 Civic Center Plaza (M-30) P.O. Box 1988 Santa Ana, CA 92702-1988 With courtesy copies to: To Contractor: City Manager City of Santa Ana 20 Civic Center Plaza Santa Ana, CA 92702 The Illumination Foundation 1091 N. Batavia St. Orange, CA 92867 Attn: Paul Leon, CEO 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 Page 8of11 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 a. This Agreement may be terminated by the City, for any reason or no reason at all, upon ninety (90) days written notice of termination. b. If there is a default by Contractor, this Agreement may be terminated by the City upon 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 ten (10) 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. C. If there is any court order, ruling, settlement agreement, legislation, law, or similar action affecting the City's ability to utilize the Homeless Navigation Center as a homeless shelter, or impairing Contractor's ability to provide the Services that are the subject of this Agreement, then the City may terminate the Agreement immediately. d. 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 prior to Contractor's receipt of such notice of termination. 16. NONDISCRIMINATION Contractor shall not discriminate because of race, color, creed, religion, sex, marital status, sexual orientation, age, national origin, ancestry, or disability, as defined and prohibited by applicable law, in the recruitment, selection, training, utilization, promotion, termination or other employment related activities or in connection with any activities under this Agreement. Contractor affirms that it is an equal opportunity employer and shall comply with all applicable federal, state and local laws and regulations. 17. GOVERNING LAW AND VENUE This Agreement has been executed and delivered in the State of California and the validity, Page 9 of 11 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. 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} 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 CONTRACTOR Kristine Ridge Name: City Manager Title: ATTEST: Daisy Gomez Clerk of the Council APPROVED AS TO FORM: SONIA R. CARVALHO City Attorney By: /a I Ryan O. dg Assistant ity Attorney RECOMMENDED FOR APPROVAL: Steven Mendoza Executive Director Community Development Agency EXHIBITS: A — RFP #21-028 B — SCOPE OF SERVICES C — PRO FORMA OF COSTS AND FUNDING Page 11 of 11 EXHIBIT A REQUEST FOR PROPOSALS #21-028 tee ers(&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 ProjectOutcomes... .... .................................. 14 Proposal Evaluation & Scoring.... ........ .... . —, '16 Minimurn Submission Requirements..... ... .... 17 Proposal Requirements—. ................. ........... . 19 General information ....... ..........:............... ..:...23 Agreement Information............ ...25 Insurance Requirements ............. .....:............. 27 Exhibit A - Contractor's Statement.... ............ ;. 30 Exhibit B - Certification of Non-Discrimination ............................................................ 31 Exhibit C -- Non -Collusion Affidavit................33 Exhibit D — Commitment to Enter Into Memorandum of Understanding with the Santa Ana WORK Center .............. ............ ........... _36 City of Santa Ana RFP: Year -Round Homeless Navigation Center NOTICE IS HEREBY GIVEN THAT PROPOSALS will be received from qualified non-profit service providers (who provide services for individuals that are homeless) to operate a_Year- Round Homeless Navigation Center (HNC) in the City of Santa Ana. Responses to Request for Proposals (RFP) will be accepted until March 24, 2021 at 2.40 P.M. Proposals received after this dateltime 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. MAILED DELIVERED BY WAND OR COURIERED PROPOSALS WILL BE ACCEPTED TO THE FOLLOWING CONTACT PERSON: City of Santa Ana Terri Eggers, Homeless Services Manager Community Development Agency 20 Civic Center Plaza, M-25, 61' Floor Santa Ana, CA 92701 E-MAILED RFP RESPONSES WILL NOT BE ACCEPTEDI All notifications, updates, and addenda will be posted on the City's RFP Bid page at http:llplanetbids.com. Eligible Respondents shali 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. Homeless 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 operate a Year -Round Homeless Navigation Center (HNC) that will serve 200 individuals, with the ability to scale up to 250 individuals. The term of the agreement will be for three years, with two, two year extensions, A Navigation Center is a "transitional, emergency homeless facility with in-house services to develop pathways toward permanent housing, Income, healthcare, and stability. Some of the onsite services include, but are not limited to: transportation In and out, one-on-one case management, state -licensed behavioral and substance abuse services, social services, meal services, rental assistance, and 2417 staffing and security. The Navigation site located at 1815 Carnegie Avenue, Santa Ana, CA is currently under construction with completion anticipated by late Spring, 2021. This site meets the SB2 zone criteria for homeless shelters. 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 cease operation upon the opening of the homeless navigation center. The homeless navigation center, subject to this RFP, will replace The Link. Santa Ana expects respondents to be fully ready to operate the Navigation Center once complete, which is estimated as Spring, 2021. According to the 2019 Grange 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 Aria'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: 4 City of Santa Ana RFP: Homeless Navigation Center 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, 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-Tirne 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 housing, Declaration of an Emergency: On August 21. 2018 City Council approved a resolution declaring a shelter crisis related to homelessness. W- City of Santa Agee RFP Homeless Navigation Center City of Santa Ana RFP: Homeless Navigation Center 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. 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 shall be competent to perform the services required under this RFP document. Proposals will only be considered from Respondents which meet the following prerequisites: 0 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, 0 Have the current organizational experience and staff capacity to undertake a new Year - Round Homeless Navigation Center, 7 City of Santa Ana RFC': Homeless 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-1 and HHAP- 2), Housing Opportunity Ordinance (HOO) Inclusionary Funds, Emergency Solutions Grant (ESG, ESG-CV,l and ESG-CV2), and Permanent Local Housing Allocation (State funds from SB2.) Funds used may have varying requirements including both quarterly and annual reporting 'for both the City and the Respondent. The basic program 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 Homeless Housing, Assistance and Prevention Program is disseminated by the California Business, Consumer Services, Homeless Coordinating and Financing Council. 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. I City of Santa Ana RFP: Homeless Navigation Center RFP TIMELINE Santa Ana expects proposals to be project -ready with the intent of having the now Navigation Center operational by Spring, 2021, The following is the tentative timeline for the RFP process. ACTION ITEM Release of RFP DATE February 23, 2021 RFP Questions Due March 1, 2021 RFP Responses to Questions March 3, 2021 Proposal Submittal Deadline March 24, 2021 at 2:00 PM Panel Interviews March 31, 2021 City Council Approval April.20, 2021 Program Operation Spring, 2021 9 City of Santa Ana RFP Homeless Navigation Center Proposal Selection Process The City shell establish a proposal evaluation committee to review and score proposals received. All proposals will be snored 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. 10 City of Santa Ana RFP. Homeless Navigation Center SCOPE OF SERVICES Riverview The Homeless 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 (SAPID), or other outreach teams, with no walk-ins allowed. The shelter program will incorporate transportation pick up and drop off points, or similar model type, that supports the individual needs of participants. 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 operation of the sheiter will be undertaken by the Despondent. 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. PROJECTELEMENT Hours of Operation a The Navigation Center must be open 24 hours per day, seven days per week, including City holidays Target Population 0 Housing and Urban Development (HUD) criteria for defining homelessness including Individuals, couples, families with children and transitional aged youth JAY) Populations Client Eligibility 0 Literally homeless in tiie City of Santa Ana ® Referred by Santa Ana outreach workers and the Santa Ana Police Department 0 willingness to participate in a housing plan Willingness to follow shelter behavior requirements City of Santa Ana RFP. Homeless Navioation Center Program Components 0 Three (3) nutritious meals each day And 0 Client support services * Transportation/Shuttle Services Residontial. Services ® Pet Accommodation 0 Laundry Facilities ® Client access to on -site storage 0 Hygiene Products ® HMIS Participation and Documentation 0 Manage client reservation and referral process 0 Welcome, intakes and assessment 0 Housing First program with low -barriers to entry and operations 0 Case management and other appropriate permanent housing - focused services (e,g,, housing navigation, case conferencing) a Substance abuse recovery classes such as AA, '12 Step programs A Coordination for mobi.le heaith services a Participation in the Coordinated Entry System (CES) 0 Coordination with the City of Santa Ana Housirig Authority, referrals to County, State and Federal programs, as well as nonprofit and social service agencies, as appropriate . 6 Mail services, as needed 0 Telephone access, charging and message services, including an ADA-compliant telephone a Piny area for children 12 City of Santa Ana RFP: Homeless Navigation Center General Standards « Adequate on -site staffing with appropriate on -going staff training m 24-hour security to ensure a safe environment for clients, volunteers, and others 4) Operator to include data analysis as well as service delivery 40 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 a Means for clients to provide input into programs Property Management Respondent will maintain a secure and healthful environment for delivery of all services, including: Site control, prompt maintenance and repair, utilities, security, janitorial services, waste removal and disposal, regularly laundered linens, and other occupancy related items Secure entrylexits for clients and service providers to be monitored by staff A fire escape ernercgency plan A fire watch, which shall be maintained at all times A written drug and alcohol free policy for staff that is posted/displayed on -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 13 City of Santa. Ana RFP Homeless Navigation Contet, PROJECT OUTCOMES The performance outcomes for this site will be measured by the table below as well as thresholds established in the annual Orange County Emergency Shelter Project Performance Report, as a guideline. Additionally, the Respondent and all partner organizations will be responsible for complying with standards for Homeless Assistance, Homeless Management Information System (FIMIS), and CES. All Navigation Center activities will be documented in monthly, quarterly and year-end reports in a format determined by the City of Santa Ana. Respondent staff will work closely with the City on programming and in providing all the necessary documentation for invoicing and accounting, Low Barrier to Entry '100% Average Length of Stay 120 days or less Access t0 ReSOlIrGeS/SerVlGes Employment Status at Exit At least 20% employed Income Source at Exit 54% income from any source other than employment at exit to !Move into Permanent Housing and Stabilize Housing cost :� 50% of client income Negative e 35% non-compliance Exits Positive At least 35% to permanent housing Occupancy Rate At least 90% Efficient and Effective Use of Spending 100% spend -down of awarded Resources funds 14 City of Santa Ana RFP., Hottieless Navigation Center Missing or incomplete Data 5% in HMIS Data Quality Timeliness of Data Entry Client data entered within 3 business days Participants will engage in Services the service plans including At least 80% housing, behavioral, substance abuse and/or employment Demographics Shelter and Housed Clients Reporting Only 15 City of Santa Ana RFP., Homeless Navigation Center Proposals will be evaluated based on the following criteria: 9 Completeness and accuracy of the completed proposal forms, and requested narratives. 0 Applicant has demonstrated organization's experience serving persons experiencing homelessness and managing an emergency shel-ter/navigation center program, a Demonstrated experience in providing services and operating a shelter/navigation center program similar in nature to the proposed Homeless Navigatlon Center. 0 Ability of project design to achieve desired project outcomes, 105 points total are possible. A minimum of 85 points is required for consideration of project award, Applications will be scored based on the following-, MAXIMUM POINTS 25 EVALUATION CATEGOY R Operator Experience and Capacity 30 Program Design and Outcomes 25 Service Delivery Method and Staffing 15 Operator Program Budget 10 Project SLIstainability 105 Total Points Possible a City of Santa Ana RFP: Hon7eless Navigation Center III III P Q All project proposals must contain the following minimum submission requirements: 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. 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 agenGiP,3: 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 homeless and chronically homeless, 17 City of Santa Ana Rr-P Homeless NavigationCenter 2) Compliance and Performance History: Respondents and partners must demonstrate compliance with prier 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, suitslllensljudgments, and criminal or fraud evidence. D. Preliminary Project pro forma: I ) The City will provide 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 Shelter operator will be responsible for services; 5) Ability to pay for invoices up front and be reimbursed, as some of the grans funds are reimbursement only. E. Management and Operations Man: Respondent must submit a draft Management and Operations Plan which may be amended after award. W-1 City of Santa Ana RFP: Homeless Navigation Center PROPOSAL REQUIREMENTS A complete Proposal package shall be submitted on PlanetBids on or before the deadline listed on the cover of this RFP. Additionally, five (5) hard copies of the electronic Submission on PlanetBids shall be delivered to the City of Santa Ana to the location rioted on the Notice Inviting Proposals. Hard copy Proposals and Deposits shall be submitted per instructions on PlanetBids. One of the hard copies shall be marked as "ORIGINAL" and shall be wet signed by a company Official with the power to bind the company and submitted to the City of Santa Ana. Please be explicit in identifying the appropriate contractual person with legal authority to bind the company for contract execution purposes, Font size shall be minimum 'I 1-point Arial. Proposal exhibits shall be maximum I I " x 17". All project proposals must contain the following sections and information to be considered responsive: Operator Exioerience and Capaeltv - (25 points), A. Team. Describe the team members and their duties as part of the team. Resumes of key staff should be included. 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 Navigation Center. Describe team's experience working in the coordinated entry system. Describe team's property management experience_ Providedata 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 19 City of Santa Ana RFP: Homeless Navigation Center Respondent team's financial strength and ability to raise private capital for the proposed Uses. D. References, Include a list of at least two references from public agency partners with full narnes, title, contact phone and email information, and identification of the projects, Pro ram Desi nand nd Outcomes — (30 points) —.q A. Program Description. Detailed narrative describing the proposed navigation center and explaining how the shelter will ensure that multiple populations can be served. 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) HIVIIS. Describe organization's experience working in HIVIIS and your plan to comply with HIVIIS requirements. 3) Permanent Housing, Describe how clients will be connected to permanent affordable housing through the use of rapid rehousing or other systems, 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. 6) 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, substance abuse counseling 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 and explain how these case management services will increase stability. '10) COVID-19. Describe modifications to address the pandemic. 20 City of Santa Ana RFP: Homeless Navigation Center IV, Service Delivery_Metha_ d and Staffing — (25 points) A. Provide information detailing the proposed number of staff (FTE) for each program service, coordination with substance abuse counselors/graduate students and programs provided on -site, management plan including hiring and training policies, emergency procedures, conflict resolution and safety conduct. B. Provide a Staff Responsibility Matrix for the HNC 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 Man ((AMP). Despondent may submit and OMP for an existing emergency shelter currently operating in California. The document may be amended after award of contract for operation of the HNC. If the OMIT 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 roust 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 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 Fled 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 whistlebiower policy. City of Santa Ana RFP: Homeless Navigation Gentei- 9) Describe your agencies policies regarding Personal and Database Confidentiality. V, Operator Proaram Budget —0 5 points) A. Clearly identify the costs/uses 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 fine item. vil, Proiect Sustainability — (19_�ints A. Narrative description addressing the sustainability of the project over a ten-year period, Mill, Required Exhibits and Attachments Respondent shall complete and return the following Exhibits attached herewith: 0 Exhibit A - Contractor's Statement 0 Exhibit B - Additional Insured Endorsement for Commercial General Liability Policy (Not required until after contractor selection) 0 Exhibit C - Certification of Nondiscrimination 0 Exhibit D - Non -Collusion Affidavit e 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 Sources and Uses Statement Organizational Chart, including key staffing for the proposed project Staff Resumes &,Job Descriptions Individual Service Plan (Draft) Managernent and Operations Plan (Draft) Program Policies & Procedures (Draft) Good Neighbor Plan (Draft) 22 City of Santa Ana RFP., 14omelass Navigation Center * Shelter Client Rules (Draft) * Letters of commitment for services 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. GENERAL INS UOARM AITION 1) Request for Information or Clarification, All questions or requested clarifications shall be made only in writing to the O&A section located in PlanetBids no later than date listed on the cover of the RFP. No verbal requests or responses will be accepted. Significant i rite rpretatio ns or clarifications will be addressed via addenda to this RFP. 2) City Reserve's the Right to: a) No obligation to pay costs incurred in preparation of a response to this RIP. 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. The City will decide the manner in which the coordination efforts will be conducted. At the City's option, coordination efforts may be performecl by the City Homeless Services Manager. When coordination efforts require agreements, such agreements shall be coordinated with the City. 23 City of Santa Ana RFP: Hoamless Navigation Center 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 pet -son, 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, 6) Addendurm Any changes in RFP from the date of release to the date of submittal of inquiries/questions will be summarized in an addendum or amendment to the RFP. Notification of such addendum or amendment shall be posted on PlanetBids at https://pbsystem.planetbids,com/portal/20137/portal-home as set forth in the Notice Inviting Proposals, Addenda shall become part of the, agreement documents. 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 Linder the California Public Records Act. Submit your request to, City of Santa Ana Community Development Agency, Attn: Terri Eggers, Homeless Services Manager, 20 Civic Center Plaza M-25, Santa Ana, CA 92701. 24 Cat► of Sang, Ana RFP 14ornefess Navigation Center 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 iimitation, 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 shell 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. 25 City of Santa Ana RFP., Homeless 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 tinder 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. 26 City of Santa Ana RFP: Homeless Navigation Girder 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 farm by the City Attorney and Risk Management Division. Certificates and policies shall state that the policies shall 27 City of Santa Ana RFP: Horneless 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. 28 City of Sant, Ana FP Homeless Navigation Center Rawtpliram hernia Uparaling DuftO - dwiduaft (Elfertkere'3pond to'the Items [Tsrlad andadd �t��ltl9t���rlffrsr�s�']r�i71� Yeh�a��utl�i�h�exs� MISO sW1 ritlr� r r� An�nr�a+i aail�! 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RFP: Homeless Navigation Center EXHIBIT A - CONTRACTOR'S STATEMEVT PROPOSAL AND CONTRACT AGREEMENT CONTRACTOR'S STATEMENT Contractor understands and agrees that this written RFP (or any part thereof specifically designated 6 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 TITLE PRINT NAME DATE 30 City of Beata Ana RFP homeless Navigation Center EXHIBIT B - CERTIFICATION OF NOW DISCRIMINATION PROPOSAL AND CONTRACT AGREEMENT CONTRACTOR'S CERTIFICATION OF NONON-DISCRIMINATION The undersigned Contractor or corporate officer, during the performance of this contract, certifies as follows: 1. 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 erployees 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 31 City ®f Santa Ana 1RFP: Homeless Mavr'gativn Center for further Government contracts or federally assisted construction/services contracts in accordance with procedures authorized in E;xeCLItion Order 11.246 of September 24, 1965,and such other sanctions may be imposed and remedies involved 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 capon 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 Stats. 1030, 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 W: 32 City of Santa Ana RFP: Homeless Navigation Center L Oil 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 Seat on the next page 33 City of Santa Ana RIFF': Homeless 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 Signakire, Notary Public Sea] 34 City of Santa Any. RFP: Homeless s Navigation Center COMMITMENT TO MEMORANDUM ENTER INT ►: 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 Aria WORK Center is available to connect program beneficiaries to a full range of no - cost services, resources and opportunities to help: 9 Build the skills employers want most 9 Access training and/or education progrars that lead to employment ® Find the jobs and employers who are hiring ® Screen for additional employment or social services m Receive support to succeed in job search Contractors care encouraged to contact the Santa Ana WORK Center at (/14) 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 35 City of Santa Ana RFP., Homeless Navigation Center 36 EXHIBIT B SCOPE OF SERVICES x ..._19. 01 . J' L I 12 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. This service is typically offered upon arrival and then weekly thereafter, but may be more frequent based on the clients specific needs and goals. Housing Navigators support Case Managers as they work with clients to gain ho€ising. 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, I -lousing Navigators can assist clients with a"hands on" approachwhen 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. This service is typically offered once a client has completed the vital documents acquisition and income verification process with their assigned Case Manager. This is an ongoing process, and clients will meet at least 2x monthly with their Housing Navigator to start off with. SITEIPR 0 GRJAI MANAGEMENT The Site Manager is responsible :far 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 ASSISTANTS 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 froze 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 ExL,[b,} B 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 instrutrtental in addressing emergent issues with clients, and assisting in crisis de-escalation. Site Assistants will typically complete their assigned duties and rounds multiple times daily during their assigned shifts. S S— ME, 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 contactwith clients. The Harm Reduction model recognizes that cacti 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. This service will typically be offered to every client who self identifies as having a substance use issue, or is Curious to know more about SUD and its potential harmful effects on their health. This service is also offered and enCouraged for clients who have suffered from chronic homelessness as many times it becomes a barrier to them being able to attain more sustainable housing options. PRWARY CAREAND BEHAUORAL HEALTHSER VICES Illumination Foundation partners with Illumination. Foundation Medical Group (I:FMG) to provide medical and mental health services on -site and if appropriate, off -site at an 1FMG clinic. All. on -site services are provided for Carnegie Shelter guests only. Further, it is understood that the site will not house recuperative care beds. IFMG primary care medical team provides preventive care services, medical screenings, illness and injury management, chronic disease management, medication assisted treatment and referral to specialty care. IFMG's health care team includes a physician, psychiatrist, nurse practitioner, behavioral health therapists, and dentist. Services are provided by IF11MG and billed directly to the client's healthcare network, and are considered a part of shelter operations. No cost is accrued by the City at any time for this service, This service is offered on a referral basis to those clients who wish to receive primary care services, and do not currently have their own primary care provider. These services are offered on an ongoing basis and are based oil the physician's recommendations of frequency as indicated by each client's unique healthcare needs. The role of the Behavioral [health Therapist is to provide individual and group psychotherapy sessions. Using evidence -based practices, therapists deliver services which focus on trauma, behavioral .responses and reactions, communication, improving function and success in activities of daily living, and positive engagement in the community. Therapists support clients in establishing trust and rapport with others, and recognizing maladaptive behaviors and relationships. This plays a key role in preparing long-term or chronically homeless individuals for the possibility of being housed and remaining stably housed, as well as managing employment tasks and developing skills to remain successful in employment related activities and interactions, These services are typically offered initially upon arrival following intake assessments, and on an ongoing basis based on each client's specific needs and wishes for support of this kind, PA0fiUALLJE02 The Navigation Center will include the following on -site amenities: Sleeping Area Pet Accommodations Dining/Commons Area Food Storage , Refrigeration, and Prep Area Security Offices/Station • Site -Administration and Operations Offices In addition, the site will also feature: ++ Outdoor Facilities/Areas • Bike Rack Area • Outdoor Commons ADMISSIUIV CRITERIA • Intake and Private fleeting Areas • Restroom and Shower Areas • laundry Facilities • Client Storage Area & Recreational Opportunities • Access to Computers • Pet Area • Two cubic feet of storage space per client All clients must be literally homeless in the City of Santa Ana. Clients will be admitted through the reservation system, and must be referred by organizations approved by the City. 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 lD, 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). 3 e 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. f OOD NEf- OR ,l' UCY 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. 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 faci.lity's impact on the local police and fire departments. This includes ensuring that staff and security are trained to property 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 f€re 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 4 Illumination Foundation will be committed to active participation in city and county -wide community events, To the extent that is reasonable and feasiblu, 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. STAFF_PLAN 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, Narcan 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-infornned care, motivational interviewing, mediation, and positive commun-ication skills. Security staff will be provided sensitivity training to better equip them to work with homeless clients, and those in crisis, ,ACCESS TO SAFE SS ELTER 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-clay 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. ELEEMQ AREAS Due to the nature of this facility, betas 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. 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 one 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. GRIEVANCE PROCEDURES Illumination Foundation endeavors to provide each client with a welcoming, caring, and compassionate experience. When a client feels that they have been treated unfairly, they are encouraged to undertake the grievance process as follows: • Attempt to address their grievance with the staff on site and/or site manager. • If this is not successful, each client, upon request will be provided with an IF grievance roan. This form will be completed by the client and will list the name of client, date the alleged incident tools place, any narrative the client wishes to include, and their preferred form of contact. • IF will perform an investigation into the incident, documenting all findings. • IF will, in most cases return with a finding within 7-10 days, but no later than 30 days.. • The client will be contacted by the Director or equivalent to resolve the grievance, if grounds were round. • In the event no grounds are found, or when a client is dissatisfied with the outcanne, they will be assisted with contacting the Ombudsman for further pursuit of their claim. MEALS Breakfast, lunch, dinner, and healthy snacks will be provided for all clients in a central dining area. IF s intention will be to mace full use of the commercial kitchen to prepare food in-house. However, we will need time to properly assess and execute on a plan to do so. In the interim, IF would utilize the services of our long-time partners to fill this need until such time we are lolly equipped to prepare food in-house. Moreover, once the commercial kitchen is fully operational and adequately staffed, there will be a potential opportunity to leverage workforce training; opportunities for shelter guests. 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. TA `MTATI Illumination Foundation will provide transportation in vans and shuttles to predetermined drop off/pick up locations throughout the city as determined by 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, Illumination Foundation will provide vans (3 vehicles running twice daily) as primary transportation means. Other transportation may be completed by Uber, Lyft, Veyo and OCTA depending on the availability o.ftransportation, the volume of clients requiring transportation on a given day, and the client's vulnerability and capabilities. SECERLDE 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. For the Carnegie Shelter, a minimum of three security personnel at all times will be provided. 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. INVOICING 4& CO3,1PLL4NCE Illumination Foundation will remain in full compliance with all City, County, State and Federal guidelines relating to the services provided, labor, timekeeping and reporting. HUD guidelines will be strictly followed in the preparation, collection and submission of timecards for the purpose of invoicing. We will ensure to the best of our ability that submitted timecards will largely adhere to the staffing plan and schedule provided and notify the City should material changes that impact the budget are necessary. 7 EXHIBIT C PRO FORMA OF COSTS AND FUNDING fL CL g g n IL U- is u�4 [ L 0 li n l. a n a Ey 66 O OOC?z z zz CEO O 'N O��p 7. OQ ut a 4nn 03 V OD to (VV oa `C d d d p () 0 O z z z z 0 m 0 � iL N _ �djj N U.M pp ¢ ¢ ¢ Q Q ' 5[a? �(j � o C: tl 0: tl tl �1. Q r; ¢ O C} � 7 � g O z z z z. O O © m �00 N N (n rai to co m °7 v m m ro N 0¢ r'8 n: a d d d n: IL n n. a s m a 0. $ en n z O O 7 7 Q O z z z Z z f7 CC7 N p m m m d to ¢ cocc m c0 co 4WD m M eb aQ a d d d d d a s a a� a IL 4 Y. fl LL, iL rm m4Q4000 `? o �? A �04 o N-wLLL L M a It a v a �t a N d N d m 'n d M a p m m OD CO. r i D m , �j m m cv [D 4P m co a s m: a a d d d d d -. a s p a a M ¢ ¢! 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LLLL rC, IP '9 PL LL L LPL LLLL LL ca `�? cq m �, u�S d N `� LLi `7 L{�L a a a ti M U �i o a U- d o d 0 d o 0 0 i, i Lei o LLB' ao LL 4 LPL a "o� 0 �d�jj M qdq EL m d Q W (R 0 a0 ca? n3 M cp m co v v N N N Cl et cn Y! p N t+J ep O 00 W N r/J U U U C,3 U U U U Ll U) , O U Q ind i 4 : 0 LUto Carnegie Navigation Center Operating Budget - 200 Individuals PERSONNEL Title FTE Annual Salary Annual Benefits Monthly Cost Year 1(12 mo) Cost On -Site Program Staff Program Manager 1.R0 Substance Abuse Counselor 2.00 Housing Navigator 7.00 Site Leaders/Coordinators 1.00 Case Managers 9.00 Site Monitors/Aides 16.00 Drivers w 4.00 On -Site Program Staff Total 34.00 $ 13S,1g4 $ 1,01:26n urr•attt.xnmmmattiotai TOTAL STAFF Number/Costs 34.25 $ ]36,797 $ 1,641,563 On -Site Daily Number of Program Staff: Daily site aids 12 over two shifts On -Site Night Staff: 3-4/shift On -Site Number of Speciali PROGRAM Description Monthly Cost Year 1(12 Mo) Cost Client Transportation Vehicles, fuel, maintenance, insurance $ 6,000 $ 72,000 Bus Passes/Ride Share Bus/Ober/L ft $ 500 $ 61000 Meals/Snacks/Beverages 3 Meals per day, snacks and drinks $ 60,833 $ 730,000 Shelter Supplies Paper Goods, TP, Pet Care Food, supplies, limited pet care $ 1,000 $ 12,000 Other Direct Client Needs Laundry, hyglene,.dia ers,clothing $ 6,083 $ 73,000 PROGRAM TOTAL $ 74,417 $ 893,000 FACILITY COSTS Description Monthly Cost Annual Cost Security Services 3 FTES for 24/7 Coverage $ 45,990 $ 551,880 Janitorial Service & Supplies $ $ Appliance Repairs Laundry, kitchen $ $ Maintenance Repairs Plumbing, electricity $ 6,000 $ 72,000 Pest Control g(One-Time I On -Going Service $ 500 $ 6,000 Telecom/Wi—Fi $ 3,000 N/A $ 36,000 NA Security Equipme'TBD Insurance Liability $ 1,250 $ 15;000 Disposal Trash services $ - $ FACILITY TOTAL $ 56,740 *Additional Facility costs/to be determined between Property Owners, City, Operator before the shelter opens OTHER EXPENSES Description Monthly Cost Annual Cost OfflceSup lies Ccmputers,printers,celE phones $ 605 $ 7,260 Other Staff meetings, travel and mist. $ 2,454 $ 29,448 Admin Overhead Audit, professional fees, office supplies, $ 27,101 $ 325,215 DTHER EXPENSE TOTAL $ 30,160 $ 361,923 SOIL;t�f��fct4TINGC{ST ,iVl'i!(ii���CAiVpAiyllfllAL YEAR1, 7Z,MClTVlHSj „::,'; $,.... 298114 $ ,,:.: 3,577,366. Cost of Living to be applied each fiscal year beginning in Year 2 of the contract and annually thereafter. E yck't6 A C' _,5-o J. $ 49.01