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HomeMy WebLinkAboutE-07 Staff Report - HOMELESS GRANT and MOA SGVCOGCONSENT ITEM E-7 TO: HONORABLE MAYOR AND CITY COUNCIL MEMBERS VIA: SERGIO GONZALEZ, CITY MANAGER FROM: ANN GRAF, DIRECTOR OF INFORMATION TECHNOLOGY AND LIBRARY SERVICES DATE: JULY 20, 2020 SUBJECT: REQUEST TO ACCEPT GRANT AND APPROVE AGREEMENT WITH SAN GABRIEL VALLEY COUNCIL OF GOVERNMENTS BACKGROUND: The San Gabriel Valley Council of Governments (SGVCOG) is a regional planning entity comprised of the thirty cities, the County of Los Angeles, and the water districts in the San Gabriel Valley. The SGVCOG advocates for regional and member interests and develops and manages regional programs to support its member jurisdictions. In fiscal year 2019-20, the SGVCOG received funding for homeless programs in its member jurisdictions. The SGVCOG was allocated $5,625,000 in the FY 2019-20 State Budget, included at the request of State Senator Susan Rubio. The SGVCOG was also allotted $1,541,876 by the County of Los Angeles, through a newly-developed Innovation Funds program, which allocated carry-over Measure H funding to the County’s Councils of Governments. In January 2020, the SGVCOG worked with staff from its member cities to identify regional homeless programs and to develop a framework and approach to distribute funding. The proposed programs and formulas were designed to maximize regional programs in order to take advance of economies of scale, ensure equity, and provide cities with the ability to more easily access funds that could be used to implement their homeless plans. Funding was allocated to cities based on population for the implementation of their homeless plans. Each city was also allocated funding to develop and implement a homeless prevention and diversion program. Finally, each city could opt-in to a regional landlord outreach and incentive program. RECOMMENDATION: Staff recommends the City Council take the following actions: APPROVED CITY COUNCIL 7/20/2020 1) Authorize the City Manager to execute the memorandum of agreement (MOA) with the San Gabriel Valley Council of Governments (SGVCOG) for $165,000 for the following programs: 2) Implementation of the City’s Homeless Plan $150,000 3) Development and implementation of a Prevention and Diversion Program to prevent City residents from becoming homeless $15,000 4) Participation in a regional landlord outreach and incentive program ANALYSIS: To access funding, each city was required to submit an application and scope of work outlining the proposed activities, approach, and budget, and, upon submittal of the applications, to execute a memorandum of agreement (MOA) with the SGVCOG which defines the programs and activities to be completed. An overview of the activities and programs included in the City’s scope of work can be found below: Homeless Plans Implementation $150,000 The City was allocated $150,000 to implement its homeless plan. The following tasks will be completed with this funding: • The City of Azusa will build its capacity to reduce the impact of homelessness by expanding on the work of the library-based Neighborhood Connections program. • Encampment cleanup of debris and trash that increase fire hazard and biohazard, especially in the riverbed area (maximum of 10% of budget). • Law enforcement outreach, providing education and resources to the homeless community and increase positive relationships (maximum 20% of budget). All funding must be expended by May 31, 2022. Homeless Prevention & Diversion Programs $15,000 The City was allocated $15,000 to develop and implement homeless prevention and diversion programs. Homeless prevention and diversion programs are targeted towards residents at-risk of becoming homeless or those that are recently-homeless. The intent of this program is to initiate “problem solving” conversations with a client in order to identify actions needed to either ensure they remain in housing or move them quickly into housing. The creation of a displacement response plan with potential outcomes based on problem solving conversations would include providing various short term assistance to prevent eviction, assistance in housing search and placement, utility deposits, and helping a client reunite with family members among other diversion programs. Ten percent of funding must be expended by May 31, 2021, and the all remaining funding must be expended by December 31, 2021. Regional Landlord Outreach and Incentive Program (no cost) The SGVCOG allocated $400,000 to a regional landlord outreach and incentive program that was open to any city for participation. The intent of this program is to augment an existing Homeless Incentive Program (HIP) operated by the County of Los Angeles, which encourages and incentivizes landlords to rent their available units to homeless Section 8 voucher holders. Monetary incentives include providing holding fees, application fees, move-in assistance (e.g. security deposit), and vacancy loss payments. The SGVCOG procured and selected two consultants to implement this program: Union Station Homeless Services – a homeless services provider in the San Gabriel Valley – and S. Groner Associates – a public outreach and engagement firm. The selected consultants will work with each participating city to develop a plan and approach to engage landlords and to implement the incentive program in each participating city. The MOA with the SGVCOG outlines the responsibilities of both the City and the SGVCOG. Responsibilities of the SGVCOG include administering and managing regional programs, reviewing and paying cities’ eligible invoices within thirty days of approval, reviewing and approving procurement processes, and providing regional coordination through meetings and calls. Responsibilities of the City include participating in regular working group meetings and other regional coordination meetings, abiding by approved procurement processes, administering contracts and programs, submitting quarterly invoices and reports, and submitting deliverables as required. The MOA and associated scopes of work are included as Attachment A. FISCAL IMPACT: There is no fiscal impact associated with the recommended actions; this grant will support the Homeless Plan Implementation and Homeless Diversion programs. Upon council acceptance of the grant, Finance will amend the FY 20-21 budget consistent with the grant award amount. Prepared by: Reviewed and Approved by: Ann Graf Sergio Gonzalez Director of Information Technology City Manager and Library Services Attachment: 1) MOA San Gabriel Valley Council of Governments 2) Exhibit A Scope of Work 1501411.1 MEMORANDUM OF AGREEMENT CITY HOMELESS PROGRAM MEMORANDUM OF AGREEMENT BETWEEN THE CITY OF AZUSA AND THE SAN GABRIEL VALLEY COUNCIL OF GOVERNMENTS (SGVCOG) This Memorandum of Agreement (“MOA”) is by and between the City of Azusa (City) and the San Gabriel Valley Council of Governments (SGVCOG) to be effective as of the date signed by both Parties. RECITALS: A. The SGVCOG was established to have a unified voice to maximize resources and advocate for regional and member interests to improve the quality of life in the San Gabriel Valley by the member cities and other local governmental agencies; B. The SGVCOG entered into a contract with the County of Los Angeles for the purposes of administering Measure H funding allocations in support of the County's Homeless Initiative (HI) strategies to combat homelessness in the San Gabriel Valley; C. The SGVCOG received funding from the State of California via the 2019 Budget Trailer bill for the purposes of combating homelessness in the San Gabriel Valley; D.The SGVCOG allocated a portion of this funding towards the implementation of member cities’ previously-developed homeless plans, the development of programs to prevent homelessness, and the implementation of pilot programs; E. The SGVCOG also allocated a portion of this funding to a landlord outreach and incentive program in which cities could opt to participate and executed a contract with Union Station Homeless Services and S. Groner Associates to implement the program; F. The City seeks to develop homeless programs; G. The City’s homeless programs will support strategies and solutions to prevent and decrease homelessness within the City, based on local concerns and priorities; H. The City and the SGVCOG have a shared desire to successfully develop homeless programs, as defined in the attached scope of work (Exhibit A), to combat homelessness in the San Gabriel Valley; I. The City opted to participate in the SGVCOG’s landlord outreach, education, and incentive program; and J. The City and the SGVCOG desire to set forth the terms of their ongoing collaboration with respect to this effort in this MOA. NOW, THEREFORE, the Parties agree to the following: I.TERM: Attachment 1 2 1501411.1 The term of this MOA shall commence upon execution of the MOA by all Parties and shall continue through the date upon which all eligible expenditures have been reimbursed. The term of this MOA may be extended by mutual agreement of both Parties by way of an amendment to this MOA. II. RESPONSIBILTIES OF EACH OF THE PARTIES: A. SGVCOG 1. Undertake procurement, execute, and manage consultant and service provider contracts as necessary for regional homeless programs. 2. Review and pay properly submitted invoices for regional homeless programs and eligible City homeless program activities. 3. Manage and administer contracts and pay invoices for the following regional programs in which the City is participating: a. Landlord Outreach and Incentive Program. 4. Manage invoicing and reporting schedules and deadlines. 5. Review submitted deliverables and reports from the City and notify City as to any additional that is required. 6. Coordinate participation in conference calls and/or meetings as necessary. 7. Review and approve procurement procedures for City’s use of funds. 8. Hold monthly Homeless Working Group meetings with City’s Project Manager to support information sharing. 9. Provide payment to the City within 30 days of approval of a City’s invoice. 10. Reimburse the City up to $165,000, as described in Exhibit B. B. City 1. Must maintain membership in the SGVCOG during the entire term of this MOA. 2. Participate in monthly Homeless Working Group meeting. 3. Provide any updated point-of-contact described in Section III.B to serve as the City’s Project Manager with name, title, and contact information. 4. Participate in scheduled conference calls and/or meetings throughout the term of this MOA. 5. Manage the homeless programs and activities to be implemented by the City, as such are described in Exhibit A. 6. Respond to SGVCOG and/or contractor requests related to the City’s programs in a timely manner 7. Provide feedback and respond to SGVCOG and/or contractor requests for the City’s participation in regional programs, including the landlord outreach and incentive program. 8. For participation in the Landlord Outreach and Incentive Program: a. Respond to requests, provide data and information as requested, review materials, and provide input to the SGVCOG and its selected vendor to support the implementation of the Regional Landlord Education, Outreach and Incentive Program in the City. 9. Submit procurement procedures for City’s use of funds under this MOA for approval by the SGVCOG. 10. Procure and administer contracts funded by the SGVCOG in accordance with SGVCOG-approved procurement procedures. Submit contracts or purchase orders 3 1501411.1 executed with third-party vendors to the SGVCOG for authorization prior to the performance of work thereunder for which the City will be requesting reimbursement. 11. Submit rates for City staff time for SGVCOG approval prior to City staff performing work for which the City will seek reimbursement. 12. Submit deliverables and reports to the SGVCOG in accordance with the schedule included in Exhibit B. 13. Submit invoices to the SGVCOG in accordance with the schedule included in Exhibit A. 14. Reimburse the SGVCOG for expenditures that are determined to be not in compliance with funding requirements. III. PROJECT MANAGEMENT: A. For purposes of this MOA, the SGVCOG designates the following individual as its Project Manager: Samantha Matthews SGVCOG Management Analyst 1000 S. Fremont Ave, Unit 42 Bldg. A10-N, Suite 10210 Alhambra, CA 91803 626.457.1800 smatthews@sgvcog.org B. For purposes of this MOA, the City of Azusa designates the following individual as its Project Manager: Ann Graf Director of Information Technology & Library Services 213 E Foothill Blvd Azusa, CA 91720 626.812.5024 agraf@azusaca.gov C. Additional parties’ contacts include the following individuals: Marisa Creter Executive Director San Gabriel Valley Council of Governments mcreter@sgvcog.org D. Either Party may change its Project Manager or contacts upon written notice to the other Party. IV. TERMINATION: A. This MOA may be terminated by either Party at any time without cause. Termination will occur 30 days after written notice is issued by a Party to the other Party’s Project Manager. The City shall stop work and not incur any additional expenses upon 4 1501411.1 receipt of or issuance of such notice, except that which is reasonable and necessary to effectuate the termination. The City shall be entitled to reimbursement for eligible expenses that are reasonably and necessarily incurred up to the date that such termination is effective. B. This MOA may be terminated for cause at any time for a material default by one of the Parties upon written notice to the applicable Project Manager. In the event of termination for cause, termination will be in effect three days after deposit of the written notice in the U.S. Mail, postage pre-paid, unless otherwise stated at a later time in the written notice. V. INDEMNITY: A. Neither the SGVCOG or its respective officers, employees, consultants or volunteers (the “SGVCOG Indemnitees), shall be responsible for any damage or liability occurring by reason of anything done or committed to be done by the City or its respective officers, agents, employees, or volunteers under or in connection with the performance of this MOA. B. Neither the City or its respective officers, employees, consultants or volunteers (the “City Indemnitees), shall be responsible for any damage or liability occurring by reason of anything done or committed to be done by the SGVCOG or its respective officers, agents, employees, or volunteers under or in connection with the performance of this MOA C. The City shall indemnify, defend and hold the SGVCOG Indemnitees harmless from and against any liability, claims, losses, actions, and expenses, including without limitation, defense costs, any costs or liability on account of bodily injury, death or personal injury of any person or for damage to or loss of use of property, any legal fees and any claims for damages of any nature whatsoever arising out of or resulting from the City’s obligations under this MOA, unless caused by the negligence or willful misconduct of SGVCOG. D. The SGVCOG shall indemnify, defend and hold the City Indemnitees harmless from and against any liability, claims, losses, actions, and expenses, including without limitation, defense costs, any costs or liability on account of bodily injury, death or personal injury of any person or for damage to or loss of use of property, any legal fees and any claims for damages of any nature whatsoever arising out of or resulting from the SGVCOG’s obligations under of this MOA, unless caused by the negligence or willful misconduct of the City of Azusa. VI. OTHER TERMS AND CONDITIONS: A. In performing this MOA, neither the City nor SGVCOG is a contractor, agent or employer of the other. Neither the City or SGVCOG shall represent themselves as contractors, agents or employees of the other Party and shall have no powers to bind the other Party in contract or otherwise. 5 1501411.1 B. This MOA, along with the applicable funding requirements of the SGVCOG’s agreement with the County of Los Angeles, constitute the entire understanding between the Parties, with respect to the subject matter herein. The MOA shall not be amended except in writing signed by the Parties. C. Neither Party hereto shall be considered in default in the performance of its obligations hereunder to the extent that the performance of any such obligation is prevented or delayed by unforeseen causes including acts of God, floods, earthquake, fires, acts of a public enemy, pandemic, and government acts beyond the control and without fault or negligence of the affected Party. Each Party hereto shall give notice promptly to the other of the nature and extent of any such circumstances claimed to delay, hinder, or prevent performance of any obligations under this MOA. D. Neither Party shall assign this MOA, or any part thereof, without the prior written consent and prior approval of the other Party, nor any assignment without consent shall be void and unenforceable. E. This Agreement shall be governed by California law and any applicable federal law. F. If any provision of this MOA is held by a court of competent jurisdiction to be invalid, void, or unenforceable, the remaining provisions shall nevertheless continue in full force without being impaired or invalidated in any way. G. The terms of this MOA shall inure to the benefit of, and shall be binding upon, each of the Parties and their respective approved successors and assigns. In witness whereof, the Parties enter into this MOA on the date of last execution by the Parties. 6 1501411.1 FOR THE CITY OF AZUSA By: ___________________________ Sergio Gonzalez City Manager Date: __________________________ APPROVED AS TO FORM: _______________________________ Marco A. Martinez Best Best & Krieger LLP City Attorney FOR THE SAN GABRIEL VALLEY COUNCIL OF GOVERNMENTS By: ____________________________ Marisa Creter Executive Director Date: __________________________ APPROVED AS TO FORM: _______________________________ David DeBerry General Counsel EXHIBIT A Scope of Work Program: Homeless Plan Implementation The City’s Homeless Plan will be implemented in accordance with the tasks and deliverables listed below. Task 1 Expand the City’s library-based Neighborhood Connections program to respond to the needs of individuals, seniors, and families experiencing and at-risk of homelessness. The program includes providing food, clothing, hygiene supplies, and other basic needs, conducting care coordination screenings and providing problem-solving assistance. The program will be implemented in coordination with the Azusa Unified School District and the YWCA to reach clients and with Union Station Homeless Services (USHS) for Housing Navigation services. The goal of the program is to newly enroll 75 unduplicated and 200 duplicated individuals/family members, refer 50 unduplicated and 150 duplicated individuals/family members to housing navigation, and divert 25 unduplicated and 75 duplicated individuals/family members from homeless services systems. Deliverables Quarterly report summarizing individuals served and services provided, in the format provided by the SGVCOG Basis of Billing: Deliverables Invoice Backup: o Quarterly Reports o Staff time/budget supporting documentation Task 2 Complete 3 homeless encampment clean-ups. Expenses include staff hiring work crews to complete encampment clean-up, providing required protective equipment, allowing for proper disposal of items, and storing individuals’ property of value until it can be claimed or within 120 days. Deliverables Event summary report, including before and after photographs, for 3 encampment clean- ups, in the format provided by the SGVCOG Basis of Billing: Deliverables Invoice Backup: o Event Summary Reports Attachment 2   Task 3  HALO and Code Enforcement outreach to the City's homeless population to provide city resource guides to the homeless, education on services and providers, and referrals to case management services. The program will educate the community and business leaders on ways to interact with and better assist the homeless population through town hall style meetings. Deliverables  Quarterly report summarizing individuals served, services provided, and referrals made, in the format provided by the SGVCOG  Basis of Billing: Deliverables Invoice Backup: o Quarterly Reports o Staff time/budget supporting documentation  A quarterly report (Exhibit D) must be submitted with each invoice documenting each task, as indicated in the tasks above, any challenges experienced, and upcoming work. Invoices must include required back-up, including but not limited to deliverables completed, invoices, receipts, and other documents showing how the funds being requested for reimbursement were spent. Projects must be completed by May 31, 2022. Program: Prevention and Diversion Task 1: By September 1, 2020, implement a prevention and diversion program that incorporates problem-solving conversations with clients in order to develop an approach towards preventing clients from falling into homelessness or minimizing the amount of time from which clients are facing homelessness. The Program will be implemented in accordance with the City’s submitted application, included as Exhibit C. Eligible activities include but are not limited to the following:  Housing relocation and stabilization;  Short-term or medium-term rental assistance;  Rental application fees;  Security deposits;  Utility deposits & payments;  Moving costs;  Housing search and placement;  Housing stability case management;  Mediation;  Tenant legal services;  Credit repair.   Other activities should be discussed with the SGVCOG prior to using funding.   Program implementers and administrators must have completed an approved problem-solving training (e.g. SGVCOG Problem-Solving; LAHSA Problem-Solving Training). Deliverables:  Prevention and Diversion Report Forms for each client served and outcomes after intervention, in the format provided by the SGVCOG  Final report at the end of the program documenting number of clients served and outcomes after intervention, in the format provided by the SGVCOG Basis of Billing: Materials Reimbursement Invoice Backup: Invoices, receipts, etc. documenting how funding was used  EXHIBIT B Budget/Schedule Table 1. Budget Homeless Plan Implementation Not to Exceed Cost Staff Direct Costs Provider Costs Unit Cost # of Units Total Completion Task Description Hrs Rate Total Task 1 Neighborhood Connections program $75,000.00 $75,000.00 5/31/2022 Task 2 Encampment clean-ups $5,000.00 3 $15,000.00 5/31/2022 Task 3 HALO and Code Enforcement outreach $30,000.00 $30,000.00 5/31/2022 Subtotal $120,000.00 Prevention and Diversion Task 1 Program Implementation $45,000.00 $45,000.00 6/15/2022 Total $165,000.00   Program: Homeless Plan Implementation The City shall receive a maximum of $120,000 for implementation of the City’s Homeless Plan. Funding shall be disbursed on a reimbursement basis and in accordance with Table 1. Reports and invoices must be submitted quarterly by the first Monday of the month by the following dates: 2020 2021 2022  September 7, 2020  March 1, 2021  March 7, 2022  December 7, 2020  June 7, 2021  June 6, 2022  September 6, 2021  December 6, 2021 The final report is due by June 15, 2022. Program: Prevention and Diversion The City shall receive a maximum of $45,000 for implementation of the Prevention and Diversion Program. Funding shall be disbursed on a reimbursement basis and in accordance with Table 1. Reports and invoices must be submitted quarterly by the first Monday of the month by the following dates: 2020 2021 2022  September 7, 2020  March 1, 2021  March 7, 2022  December 7, 2020  June 7, 2021  June 6, 2022  September 6, 2021  December 6, 2021 All funding must be expended by June 15, 2022. The final report is due by June 15, 2022.