Loading...
HomeMy WebLinkAboutE-13 Staff Report - Diversion Funds and MOA SGVCOGCONSENT ITEM E-13 TO: HONORABLE MAYOR AND CITYCOUNCIL MEMBERS VIA: SERGIO GONZALEZ, CITY MANAGER FROM: ANN GRAF, DIRECTOR OF INFORMATION TECHNOLOGY AND LIBRARY SERVICES DATE: JUNE 20, 2022 SUBJECT: ACCEPT HOMELESS PREVENTION AND DIVERSION 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. The SGVCOG entered into a contract with the County of Los Angeles for Measure H funding for the purposes of providing homeless services in support of the County's Homeless Initiative (HI) strategies to combat homelessness in the San Gabriel Valley. The City submitted an application to SGVCOG for funding to implement Prevention and Diversion via Neighborhood Connections Program. RECOMMENDATION: Staff recommends the City Council take the following actions: 1.Authorize the City Manager to execute the memorandum of agreement (MOA) with the San Gabriel Valley Council of Governments (SGVCOG) for $50,000 for the program described in attachment A. 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. APPROVED CITY COUNCIL 6/20/2022 SGVCOG Prevention & Diversion Grant June 20, 2022 Page 2 The program will provide funding for direct funding interventions to support prevention and diversion efforts to those who qualify. Prevention and Diversion assistance may include financial assistance to assist with housing, temporary rental subsidy, utility bill payment, transportation, mediation, family unification, access to food, and other services that can prevent homelessness. Program will include an evaluation component to evaluate the impact of the funds in assisting clients in obtaining and/or retaining housing. All funding must be expended by May 31, 2023. FISCAL IMPACT: There is no fiscal impact associated with the recommended actions; this grant will support the Homeless Prevention and Diversion programs. Upon council acceptance of the grant, Finance will amend the FY 22-23 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 1679226.1 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 within the jurisdictions of its member cities and its unincorporated areas; B. The SGVCOG entered into a contract with the County of Los Angeles for Measure H funding for the purposes of providing homeless services in support of the County's Homeless Initiative (HI) strategies to combat homelessness in the San Gabriel Valley; C. The SGVCOG allocated Measure H funding to support four programs, as approved by the SGVCOG Governing Board, to address homelessness in the San Gabriel Valley which include services to supplement existing homelessness programs, outreach and services for hard-to-reach populations, mobile crisis response program, and pilot programs; D. The City desires to implement a program that will support homeless prevention and diversion efforts to individuals experiencing, or at risk of experiencing, homelessness; E. The City submitted an application to SGVCOG for funding to implement the Neighborhood Connections Program (the “Program”); F. The SGVCOG Governing Board considered and approved the City’s proposed program as a pilot program to combat homelessness in the San Gabriel Valley; and G. 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: The term of this MOA shall commence upon execution of the MOA by all Parties and shall continue through May 31, 2023, or through the date upon which all eligible expenditures have been reimbursed, whichever occurs first. The term of this MOA may be extended by mutual agreement of both Parties by way of an amendment to this MOA. Attachment 1 1679226.1 II.RESPONSIBILITIES OF EACH OF THE PARTIES: A. SGVCOG 1.Review submitted deliverables, reports, and invoices from the City and notify City as to any additional such documents that are required. 2.Coordinate conference calls and/or meetings with City as necessary. 3.Provide any updated point-of-contact described in Section III.B to serve as the SGVCOG’s Project Manager with name, title, and contact information. 4. Review and approve procurement procedures for City’s use of funds. 5. Hold monthly working group meetings with City to support information sharing. 6. Review City invoicing and reporting schedules and deadlines. 7. Provide payment to the City within 30 days of approval of City’s invoice. 8. Reimburse the City up to $50,000 for eligible expenses as described in Exhibit B. B.C ity 1.Manage the program, as described in Exhibit A. 2.Submit timely deliverables, reports, and invoices, including spend down reports and appropriate backup documentation in a form reasonably approved by the SGVCOG. 3. Respond to SGVCOG requests related to the Program in a timely manner. 4.Maintain membership in the SGVCOG during the entire term of this MOA. 5. Participate in monthly homeless working group meetings. 6.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. 7.Submit procurement procedures for City's use of funds under this MOA for approval by the SGVCOG. Procure and administer contracts funded by the SGVCOG in accordance with the SGVCOG-approved procurement procedures. 8.Prior to performance of any work by third-party vendors for which the City will seek reimbursement, submit the final form of contracts or purchase orders executed with third-party vendors to the SGVCOG for authorization. SGVCOG shall have no obligation to reimburse City for contracts and purchase orders that do not receive its approval prior to performance of work and SGVCOG reserves the right to not reimburse work under contracts for which the approved procurement process is not followed or have not received the SGVCOG’s prior approval. 9.Submit rates for City-employed staff for SGVCOG approval prior to City staff performing work for which the City will seek reimbursement. SGVCOG reserves the right to not reimburse staff time if rates are not submitted to the SGVCOG prior to performance of the work. 10.Notify SGVCOG prior to releasing press materials related to the Program. 11. Ensure that the Program works in coordination with other existing City programs. 12.Ensure that all funding is expended by the end of the MOA term and, if not, inform the SGVCOG as soon as practicable of delays in expending funds. The SGVCOG reserves the right to retain any funds that it deems will not be spent in accordance with this MOA by the MOA deadline. 13.Reimburse the SGVCOG for expenditures that are determined to be ineligible expenses, as outlined in Section III, and/or that are not in compliance with Measure H funding requirements. 1679226.1 14.Return all equipment purchased using funds secured through the MOA to SGVCOG upon the expiration or earlier termination of the MOA. City shall, at its sole expense, return the equipment in the same condition and appearance as when purchased by City (reasonable wear and tear excepted) and in good working order for the original intended purpose of the equipment. III.INELIGIBLE EXPENSES A.Work otherwise budgeted and funded by another source. B.Work not completed during the term of the MOA, including work performed prior to the effective date of this MOA. C.Advocacy and lobbying. D.Grant preparation. E.Participation in SGVCOG and/or other regional meetings. F.Activities not defined in Exhibit A. IV. INVOICING A.City must submit invoices on a quarterly basis, no later than the 10th day of the month following the end of each quarter, in accordance with the schedule in Exhibit B. City must provide all necessary documentation, including but not limited to timesheets, invoices, and deliverables, as support for the invoice. Invoice must include all work completed during the previous quarter. City’s final invoice for any eligible expenses not previously invoiced in the last quarterly invoice, shall be submitted within 30 days of the end of the MOA term. B.City must submit a quarterly report with the invoice indicating outcomes during the invoicing period. C.Any late-submitted invoices are subject to a 5% penalty for each month for which the invoice is late. If an invoice is more than 3 months late, the penalty will increase to 10% per month. Penalties will be deducted from payments made by the SGVCOG on the invoices. D.Any funds that are not expended by the end of the MOA term and invoiced within 30 days thereof, may be retained by the SGVCOG for re-allocation to another program. V. AMENDMENTS: A.For any change which affects the scope of work, term, MOA, overall compensation, payments, or any term or condition included under this MOA, an amendment to the MOA shall be prepared and executed by the City and by the SGVCOG. B.For any change which does not materially affect the statement of work as described in Exhibit “A”, the City must receive prior approval by the SGVCOG’s Project Manager. VI.PROJECT MANAGEMENT: A.For purposes of this MOA, the SGVCOG designates the following individual as its Project Manager to which any notices required under this MOA shall be sent: 1679226.1 Victoria Urenia SGVCOG Management Analyst San Gabriel Valley Council of Governments 1000 S. Fremont Ave, Unit 42 Bldg. A10-N, Suite 10210 Alhambra, CA 91803 626.457.1800 vurenia@sgvcog.org B. For purposes of this MOA, the City of Azusa designates the following individual as its Project Manager to which any notices required under this MOA shall be sent: 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 and copies of notices to whom shall be sent include the following individuals: Marisa Creter Executive Director San Gabriel Valley Council of Governments 1000 S. Fremont Avenue, Unit 42 Bldg. A10-N, Suite 10210 Alhambra, CA 91803 mcreter@sgvcog.org D. Either Party may change its Project Manager or contacts upon written notice to the other Party. VII. 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 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 1679226.1 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. VIII. INDEMNITY: A. Neither the SGVCOG, its member agencies, or their 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 Indemnitees 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 the SGVCOG Indemnitees. 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 Indemnitees. IX. OTHER TERMS AND CONDITIONS: A. In performing this MOA, neither the City nor SGVCOG is a contractor, agent or employee 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. 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. 1679226.1 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, earthquakes, 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. [Signature page to follow] 1679226.1 In witness whereof, the Parties enter into this MOA on the date of last execution by the Parties. FOR THE CITY OF AZUSA B y: ___________________________ Sergio Gonzalez City Manager Date: __________________________ APPROVED AS TO FORM: _______________________________ Marco A. Martinez City Attorney FOR THE SAN GABRIEL VALLEY COUNCIL OF GOVERNMENTS By: ____________________________ Marisa Creter Executive Director Date: __________________________ APPROVED AS TO FORM: _______________________________ David DeBerry General Counsel 1679226.1 EXHIBIT A Scope of Work Program: Prevention/Diversion/Voucher Program for Azusa Neighborhood Connections Program Program Description City will build its capacity to reduce the impact of homelessness by sustaining the work of the library-based Neighborhood Connections program to continue to provide a multi-level, community-wide system to respond to the needs of individuals, seniors, and families experiencing and at-risk of homelessness. The program provides food, clothing, hygiene supplies, and other basic needs, conducting care coordination screenings, and provides problem-solving assistance. A Community Resource Specialist will work closely with Housing Navigation services to conduct care coordination screenings and provide problem-solving assistance – including prevention and diversion funds and motel vouchers if warranted – to support households and individuals in resolving their homelessness or housing instability both within and outside the formal service delivery system. This funding will provide direct funding to persons experiencing homelessness (PEH) and those at-risk of homelessness. Funding will be administered by Neighborhood Connections program staff to ensure that the funding is directly supporting clients’ basic needs, transition into housing, and ability to remain in housing. A key program component is evaluating the impact of the funds in helping clients obtain and/or retain housing. Through the implementation of the below-listed tasks, the City will meet the following metrics: Metrics Quarterly Total Unique clients served 8 32 % of clients served that have retained housing and/or secured housing following intervention 50% The City will work with the SGVCOG to compile additional data demographics, including unique clients served versus clients continuously served, to develop an understanding of the population accessing services in the cities. Task 1 – Neighborhood Connections Program Program will provide funding for direct funding interventions to support prevention and diversion efforts to those who qualify, including motel voucher support. Prevention and diversion assistance may include one-time financial assistance to assist with housing, temporary rental subsidy, utility bill payment, transportation, mediation, family unification, access to food, and other services that can prevent homelessness. With the eviction moratorium expiring, prevention and diversion will be the key to preventing those who are at risk from falling into homelessness. Program will include an evaluation component to evaluate the impact of the funds in assisting clients in obtaining and/or retaining housing. Attachment 2 1679226.1 Deliverables: ● Quarterly report that includes a narrative on the successes and challenges of implementing the Program, demographics of the clients served, services provided, outcomes towards meeting the key performance metrics as listed above, or, if the metrics are not being met, the challenges in meeting the metrics, and outcomes after intervention, in the format provided by the SGVCOG. ● Client report forms, or equivalent data, in a format approved by the SGVCOG ● Final report that includes a narrative on the successes and challenges of the Program, demographics on the clients served, outcomes after intervention, and overall performance metrics, in the format provided by the SGVCOG. Basis of Billing: Time and Materials The City must provide invoices and receipts for payment. Task 2 – Program Administration Administer the program funding. Basis of Billing: Fixed Fee The City will receive a fixed fee of 5% of each submitted invoice. 1679226.1 EXHIBIT B Table 1. Budget The City shall receive a maximum of $50,000 for implementation of the City’s Program. Funding shall be disbursed on a reimbursement basis and in accordance with Table 1. Reports and invoices must be submitted quarterly by the following dates: 2022 2023 October 10, 2022 January 10, 2023 April 10, 2023 The final report is due by June 13, 2023. Task 1 Neighborhood Connections Program 47,500$ Task 2 Program Administration (5%)2,500$ 50,000$ Task Not to Exceed Amount